Overview

Background

It has been agreed that for the first time IS will adopt a Project Approach to ensure readiness of projects, services, and people, for the start of term 2017/18.

 

Scope

This project will deliver a framework to allow the monitoring of collective readiness across Information Services for the start of term.

The project will leverage and build upon service based work already done including the excellent Start of Term Major Incident report that User Services Division put together last year.

The  project will seek to highlight areas of potential uncertainty, or hot spots in terms of resource requirements.

The project will seek to build upon and support the excellent  work already done around the start of term period, and showcase best practice and lessons learned for future years.

Out of Scope

The project does not replace existing activities for the start of session within the ISG Divisions or across the University as a whole.

Any areas of uncertainty will be communicated via the appropriate IS Divisional representative for management within the division (or service, or project

as appropriate).

 

Objectives & Deliverables

Deliverables below are focused on monitoring the overall readiness and confidence for the start of session 2017/18.

No.

Description

Priority*

Owner

O1

To reduce disruption to services as far as possible and to ensure that impact on users is minimised.

M

Neil Bruce

D1

Business context for 2017/18 start of semester 1 in particular any changes in student numbers, business processes, people or systems which may impact on risk.

M Project
D2

Confirmation and visibility of the staff responsible for start of semester 1 readiness in each ISG Division, and staff people needed to deliver support services over the start of term period; this includes out of hours support, and readiness RAG status.

M Project
D3

Visibility of planned changes to existing services from Change Management, and from projects in progress with their delivery RAG status.

M

Project

D4

Visibility of planned new services required by start of semester 1 delivered by projects in progress and their delivery RAG status.

M

Project

D5

Risk and dependency management at portfolio level for all ISG projects needed for the start of semester 1.

M

Project

D6

Visibility of the IT and Library Business Services needed for the start of semester 1 (based on the Service Catalogue) and their readiness RAG status.

M Project
D7

A single site providing an overview of projects, services, teams, and RAG statuses; this site should be accessible by anyone in IS to assess the position of the start of semester readiness; This will help establish the status of deliverables D2, D3, D4, D6.

M Project
D8

Processes for reviewing readiness of  services, projects and people at least fortnightly during the period June to October 2017.

M Project
D9

Ensuring clarity and effectiveness of the change management process focusing on the rules, process and details of the change control period before and during Start of Semester 1.

M Project
D10

Ensuring measurement and reporting of  Start of Semester KPIs  with a comparison against the equivalent data for last year. these KPIs will  include:

  • number of outages
  • overall student facing systems availability over the Start of Semester period
  • usage stats
  • change requests requested and approved during the change control period All these should be compared against last year's data.
M Project

 

*MoSCoW prioritisation.

 

Benefits

Improved visibility across ISG and the University promoting awareness of service changes and improvements.

Improved data on impact of previous and planned changes to assist making better decisions during the start of term period.

Improved student experience.

Reduction to cost in ISG staff time resolving incidents resulting from service changes.

Reduction in costs to IS and the University of managing Major Incidents.

 

Success Criteria

Supporting the start of semester 1 with improved overall visibility of:

  • readiness of services and any expected issues.
  • staff resources required to support start of term activities and services, and their availability.

 

Project Milestones

 

Target Datesort descending Title Stage
22-May-2017 Initiation Initiate
09-Jun-2017 End of Planning Plan
16-Jun-2017 Agreed Staff involvement Execute
23-Jun-2017 Agreed Tools, Processes and KPIs Execute
07-Jul-2017 Established List of Projects, Services, and Teams Execute
10-Sep-2017 Start of Welcome Week (External Milestone) Deliver
18-Sep-2017 Start of Teaching Week 1 (External Milestone) Deliver
25-Sep-2017 Start of Teaching Week 2 (External Milestone) Deliver
13-Oct-2017 Delivery Sign Off Following Start of Term Deliver
27-Oct-2017 Closure Close

Project Info

Project
Monitoring IT and Library Business Service Readiness For Start of Term 2017/18 (ISG005)
Code
ISG005
Programme
ISG Portfolio Projects (OTHISG)
Management Office
ISG PMO
Project Manager
Colin Watt
Project Sponsor
Neil Bruce
Current Stage
Close
Status
Closed
Start Date
22-May-2017
Planning Date
n/a
Delivery Date
n/a
Close Date
03-Nov-2017
Overall Priority
Higher
Category
Discretionary