Project Brief
Document Sign-off
| Name | Role | Date signed off |
|---|---|---|
| David Kluth | Project Sponsor | Dec 13, 2016 |
| Paul De'Ath | IS Project Services Project Manager | Dec 14, 2016 |
| Paul Clark | IS Head of MVM IT/Portfolio Manager | Dec 14, 2016 |
| Alan Gilchrist | IS MVM Programme Manager | Dec 14, 2016 |
| Muriel Mewissen | IS Project Services Portfolio Manager | Dec 15, 2016 |
The project brief will plan, manage and execute the procurement of an online application for the Medical School.
This will follow the University process of procurement at all stages.
Further projects will be initiated to run in parallel with the evaluation and contractual arrangement which will migrate existing data, implement and ensure support is fully delivered.
Project Milestones (as of Friday December 16, 2016)
In order to execute the milestone 'Publish Invitation to Tender' on Monday December 19, the Procurement Strategy will be signed off by Procurement - Alison Johnson. The document is currently with her (as of December 16, 14:00) and is expected to be signed off either today or first thing on Monday December 19, 2016.
These milestones only address this project, not those of the deployment. Though for ease of the Medical School, the Delivery and Completion milestones represent the wish of the Medical school for the other projects. It is intended to deliver and close this project ahead of that schedule. However, as no other project has yet been initiated, it was deemed practical to highlight the required timeframe for delivery into production.
Target Date |
Previous Date | Title | Stage | Complete | |
|---|---|---|---|---|---|
| 02-Dec-2016 | No date available | Procurement Publish a PIN (Prior Information Notice) | Plan | Yes |
|
| 16-Dec-2016 | No date available | End of Planning - IS WIS submission and approval | Plan | Yes |
|
| 19-Dec-2016 | No date available | Publish Invitation to Tender | Plan | Yes |
|
| 23-Dec-2016 | No date available | Project Brief signed off | Plan | Yes |
|
| 23-Jan-2017 | No date available | Tender Process End Date | Plan | No |
|
| 17-Feb-2017 | No date available | New Project Initiated to progress Implementation | Deliver | No |
|
| 24-Feb-2017 | No date available | Evaluation Complete | Procure | No |
|
| 17-Mar-2017 | No date available | Selection Complete | Procure | No |
|
| 30-Jun-2017 | No date available | Delivery Milestone | Deliver | No |
|
| 01-Sep-2017 | No date available | Project Completion Milestone | Close | No |
|
Risks (as of Friday December 16, 2016)
| Project Risks: | MVM107: Procurement of an online application to support assessment and feedback for MBChB | |||||||||
| Ref | Title | Description | Impact | Probability | RAG | Status | Risk owner | Management approach | Last review | Contingency |
| 1 | More vendors bid for contract than expected | The published PIN on November 25, has thus far generated around 27 notes of interest. The College wishes for a demo and a practical evaluation of each product that emerges from the tender process. It is thought about half a day per product will be needed. This will be an intense phase, with exams taking place and access to College staff potentially hampered. | Medium | Low | GREEN | Open | Paul De'Ath | Reduce | Discussions with procurement to adjust the wording and fully understand our options should we be faced with significant interest are on-going. The College and Project Teams are aware. | |
| 2 | Access to College Staff to evaluate during exams | The College wishes for a demo and a practical evaluation of each product that emerges from the tender process. It is thought about half a day per product will be needed. This will be an intense phase, with exams taking place and access to College staff potentially hampered. The College are aware. | Medium | Low | GREEN | Closed | Paul De'Ath | Reduce | 15-Dec-2016 | The Project team are aware. If the tender evaluation produces no more than 3 companies, this should be OK. Re-assess this risk during the tender process and re-evaluate. |
| 3 | Less vendors than expected may submit. | Ideally, the project are looking for four Tenders and are fully expecting within that for two companies to certainly bid. If fewer than expected bid's are submitted and importantly neither of these companies are present, the College may well feel that they haven't got the expected diversity and market leaders. | Low | Low | GREEN | Open | Paul De'Ath | Reduce | ||
| 4 | Identify accountable IS representation for the evaluation | There is a risk for the evaluation period of both identifying and then ensuring that IS technical teams are accountable and required to fully participate; ideally with the Medical College reviewers, to ensure that the scoring takes place consistently and with transparency. | Medium | Low | GREEN | Open | Paul De'Ath | Reduce | I have emailed all team leaders and will follow this up by visiting them in early January to identify project resources from their teams. Any issues will be escalated. In parallel, I will seek to create a complete list of everyone needed for the evaluation assessments and with procurement ensure clear communication is published. Quite probably at least one meeting to ensure everyone is familiar, though that might be an issue in terms of coordinating diaries, it's an option too. Programme and Portfolio Managers will assist. | |
| 5 | Identify accountable Medical representation for the evaluation | There is a risk for the evaluation period of identifying adequate Medical College representation to ensure that the scoring takes place consistently and with transparency. | Medium | Low | GREEN | Open | David Kluth | Reduce | The project are aware that there are exams progressing from mid February. This may impact staff availability, so the evaluation periods will need to be carefully organised. The project are also seeking therefore, to have additional Medical College staff available. This risk could possibly go red in two ways:- Evaluation assessment dates set and agreed and on the day or just before we lose college staff We cannot schedule dates until late March due to staff requirements to support exams Mitigates:- In early January Paul De'Ath will publish:- more information on the next steps Creating a plan with proposed date ranges for assessment Blocking out all BAD dates Seeking additional resources early | |