Project Brief

IDR604 - Room Booking and Desk Booking Discovery Partnership 

Project Brief 

Document Sign-off   

Working draft should be version 0.x and 1.x  Draft sent for Approval/Review should be version 2.x  Approved Project brief should be 3.0  Post-approval changes should be change controlled via Issue Log and Scope Change Page, and version 3.x 

Background 

The return to campus has presented the University with an opportunity to explore and redefine the concept of the workplace.  Embracing the benefits of New Ways of Working (NWoW) and promoting the campus as the centre of gravity with the adoption of hybrid working.  

Many areas of the University, supported by Estates and ISG, have highlighted the need to explore and implement more efficient ways of using their office spaces, including desk sharing and hot desking which will enhance and promote the on-campus experience.   

This project will evaluate the outcomes reached by wider rollout of Eventmap ‘Booker’ 

Scope 

• Evaluating that Eventmap ‘Booker’ can meet requirements for a wider organisational rollout. 

• UX – Useability 

• Access 

• Integration 

• Room/Desk Feature 

• Evaluating feedback from wider rollout of Eventmap ‘Booker’ in specific relation to the following activity 

• Visitor (Ext) desk Booking 

• Visitor (Ext) room 

• Local staff desk booking 

• Local staff room booking  

Out of Scope 

• Wider deployment of Timetabling or Estates Facilities Management solutions, beyond the specific requirements for desk booking 

Objectives and Deliverables and Success Criteria 

Evaluating if Eventmap ‘Booker’ will support areas of the university’s transition to NWoW.  Campus space can be booked by individuals and will remove the need for a fixed “one person one desk” model.  Feedback has shown this functionality would enhance the experience of users, who are looking for certainty of space availability whilst on campus 

This table can be used through Business and Technical Analysis, Design, Build, and Testing/UAT as a Traceability Matrix to ensure the project brief project objectives and deliverables are followed through. 

Requirements 

State the known requirements that drive the project.  Who has set this requirement (who owns the requirement).  Ideally we set these as MoSCoW:  MUST - we would see the project as failing totally or partially if these are not achieved  SHOULD - we have a high expectation that these will be doable with planned work and budget - but if necessary these can be descoped  COULD - if all goes very well, these might be possible  WON'T - we want to be explicit about certain things that people might expect us to deliver but we want to be clear we won't deliver 

Which deliverables will fully or partially satisfy the requirement? 

Requirements are aligned with objectives and deliverables, and also the opportunity to realise the benefits. 

Benefits 

The benefits that the deliverables will enable or act as a catalyst in making happen. These benefits may be immediate or may be realised after the project has closed. 

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Governance 

Project will have these governance roles by default. Delete/Add/Change as appropriate. 

Portfolio Governance 

Project Board 

Stakeholders 

Tolerances 

For medium and large projects, state any tolerances for budget/timeline/scope beyond which point the Project Manager must request approval of the change from the Sponsor and / or the Board. For all projects, check if there is a tolerance on budget/timeline/quality for escalating to programme/portfolio manager. 

Resources Skills and Cost 

Budget   

For small projects and project teams, state the estimated effort - build and test, project management.  For medium and large projects, an estimate can be added to the Estimation Log and revised as project progresses.  Also estimate costs of hardware, software, licenses, travel, other. 

Priority and Funding   

Check the Forward Look and Annual Plan on ITI Sharepoint to see the project's priority within programme and portfolio (and reflect this also on the project info section of the website). Confirm that we have funding for this project. 

Project Team 

The project team : who manages the team, lead and other technical people, business analysts, lead and other representatives, people in other areas of the University who will be involved in analysis, testing, acceptance and service handover.   

Quality of Project and Deliverables / Key Project Milestones   

The milestones are a key tool in ensuring that the project process itself is followed as set out by ITI, and that the product deliverables are to the required Quality. 

Edit this template to list the key Milestones and who signs off on these milestones. Add milestones for Security, Accessibility,  UX, as required. 

For medium and large projects, a project plan - MS Project, Gantt, or other - can be added to the Plan Log and revised as project progresses. The approach can be stated here. 

You can also mention the approach the project is taking to set, measure and confirm the quality of the deliverables 

Other Milestones as Appropriate