Organisation
Work/Task Breakdown
| Planning | Project Brief | Project Manager |
| 3 Point Estimate | Project Team | |
| Milestones/Project Timeline | Project Team | |
| Inform Stakeholders and reach out to possible SME members | Project Sponsor & Project Manager | |
| Planning Sign-off | Project Team | |
| Execution - Phase 1 (discovery) | Define Mandatory IT Training for both UoE and Framework Researchers | CMVM Leads |
| Define Key contacts (for researchers to contact) | CMVM Leads | |
| Review the University Policies that impact the FW/NHS LHB | CMVM Leads | |
| Review the IT Requirements in the current NHS LHB that impact the Framework | Anthony Davie | |
| SME prep for workshop meetings | SMEs (goverance) | |
| SME prep for workshop meetings | SMEs (practical) | |
| Conduct SME Discovery workshops | SMEs (goverance) | |
| Conduct SME Discovery workshops | SMEs (practical) | |
| Establish SME meetings for discovery conversations | Project Team | |
| Conduct SME Discovery workshops | Project Team | |
| Gather and structure SME discovery content for SharePoint structure and content addition | CMVM Leads | |
| Identify Owner of Site/Pages/Content | CMVM Leads | |
| Create and maintain the Communication Plan | Project Manager | |
| Execution - Phase 2 (first version output) | Create framework joint-research project process flow, with key IT decision points (V1) | CMVM Leads |
| V1 SharePoint Architecture | CMVM IT? | |
| Permissions and User setting analysis and confirmation | CMVM Leads | |
| Content owner identification and confirmation | CMVM Leads | |
| Identify the IT tools and services that can and cannot be recommended for use | CMVM Leads | |
| Collate IT guidance that can be used for UoE IT/IS services, and the associated costs | CMVM Leads | |
| SMEs to provide feedback to Project Team | SMEs | |
| Collect Feedback from SMEs on V1 | Project Team | |
| Execution - Phase 3 (second version output) | Refine framework joint-research project process flow, with key IT decision points (V2) | CMVM Leads |
| V2 SharePoint Architecture | CMVM Leads | |
| Confirm the IT guidance and populate it in the SharePoint site | CMVM Leads | |
| SMEs to provide feedback to Project Team | SMEs | |
| Collect Feedback from SMEs on V2 | Project Team | |
| Establish and test user feedback loop on SharePoint site | CMVM Leads | |
| Establish BAU analysis process for user feedback and site visits to be conducted at regular intervals to agreed Owners and Informed Area Experts identified. | Project Team | |
| Execution - Phase 4 (user testing) | Final SharePoint Version Tested | SMEs |
| SME user feedback | SMEs | |
| Collate SME user feedback | Project Team | |
| Content Owner meetings to prep for handover | CMVM Leads | |
| Establish foundation process for reviewing the Framework Agreement at regular intervals. | CMVM Leads | |
| Delivery - Resource Go-Live | Final SharePoint Version Published | CMVM Leads |
| Communications sent out to user groups and newsletter published with key links and information | Project Team | |
| Handover - Support and Documentation | Content Owner given full handover of the SharePoint site and responsibilities | CMVM Leads |
| Q&A process for help made clear to the users and agreed by those in charge (not UniDesk? the Data Managers?) | CMVM Leads | |
| All analysis processes signed off by project team and owners | CMVM Leads | |
| Closure | Closure Report | Project Manager |
| Review of Closure Report | CMVM Leads | |
| Closure Meeting (release of resource) | Project Team |
Resources, Skills and Costs
This project will consist of resource provided by both the College of Medicine and Veterinary Medicine (CMVM) and Project Services, ISG. The Project Sponsor has gathered resource in Subject Matter Experts (SMEs) across the college to provide insight and expertise for discovery workshops that will allow the project team to map the IT requirements for the key project deliverable - the SharePoint site in Objective 1. The Project Manager will provide not only key skills in managing time and communication across the project, but also Business Analysis skills in conducting and leading the discovery workshops. The Project Sponsor, as Head of IT for CMVM, and our Business Lead, as Deputy Head of IT and IS Campus Leader, will be the key resource in building, testing, and signing off on the final project deliverable.
This project is not anticipating the requesting resource from ISG Application teams.
There is no additional costs associated with the project outside of the ring-fenced agreed (core) budget.
Effort Chargeable to the Project - 40 days (3 day contingency inclusive)
- Project Manager (37 days planned)
- Programme Manager (3 days planned)
Effort Not Chargeable to the Project - 66 days (3 day contingency inclusive)
- CMVM Leads, including Project Sponsor (55 days planned)
- SMEs (11 days planned)
Project Governance
The Project Team will meet weekly to review progress in relation to the project plan, work schedule, and key milestones. The Project Manager (PM) and Project Sponsor (PS) will meet once a month to review Project Risks and Issues, though the PM will regularly log any issue, decision, or risk in the project logs. Any issues or risks forecasted to impact the project timeline, budget, or scope will be escalated to the PS. The full development of the SharePoint site (O1) lies within CMVM, and there is no requirement for involvement from the SharePoint Team or Software Development within IS Apps. If issues arise that impact this area, our informed stakeholder representing IS Apps will be consulted, though this is not anticipated.
Project Team meetings will take place online via MS Teams, which will also be the main repository of project documentation throughout the project lifecycle. The PS will be responsible for signing off on all key project deliverables, as well as disseminating key information upward to relevant users/stakeholders to the project. The PM will create and maintain the communication plan to assist the PS in drafting and sending communications. The PS will also be expected to sign off on all Major Milestones, or changes to the project scope, time, or cost, or assign a Proxy to do this on their behalf (formally written and communicated to the PM and Programme Manager ahead of time).
Project Stakeholders
| Name | Business Area | Role | Communication Plan | |
|---|---|---|---|---|
| Alan Donald | ISG/Apps Project Services | Senior Project and Programme Manager (Project Team from July 2024) |
Accountable |
|
| Alexandra Mezeul | ISG/Apps Project Services | Project Manager and Business Analyst (Project Team) |
Responsible |
|
| Alistair Fenemore | CISO Office | Chief Information Security Officer |
Consulted |
|
| Anthony Davie | Operational Services | IS Campus Leader & Deputy Head of IT, CMVM (Project Team - Business Lead) |
Responsible |
|
| Colin Simpson | Roslin Institute | Data Project Officer |
Informed |
|
| Fiona Strachan | Usher Institute | IHDP Chief Operating Officer (SME) |
Consulted |
|
| Gabriela Vieira | Centre for Cardiovascular Science | CMVM Data Manager (SME) |
Consulted |
|
| Graham Ayres | Legal Services | Solicitor |
Informed |
|
| Jamie McQueen | Institute for Regeneration and Repair | IRR Data Manager (SME) |
Consulted |
|
| Jennifer Cusiter | College of Medicine and Veterinary Medicine | Head of College Research Office |
Consulted |
|
| Jens Brincker | Operational Services - BioQuarter and Central | IS Campus Leader |
Consulted |
|
| John Allison | ISG Apps Development Services | Development Team Manager |
Informed |
|
| Juliet Cavanagh | Corporate Office | Information Governance Project Officer |
Informed |
|
| Kenton D'Mellow | Edinburgh Clinical Trials Unit | Data Management & Programming Team Lead (SME) |
Consulted |
|
| Marise Bucukoglu | Clinical Research Governance | Head of Research Governance |
Informed |
|
| Mark Hay | USD Directors Office | Head of IT, CMVM (Project Team - Project Sponsor & Technical Lead) |
Responsible |
|
| Muriel Mewissen | ISG/Apps Project Services | Senior PMO Analyst, Engagement (Project Team until July 2024) |
Consulted |
|
| Rowena Lamb | Edinburgh Research Office | Head of Research Governance, Compliance & Risk |
Informed |
|
| Steve Fox | MRC University Unit for Human Genetics | CMVM Data Manager (SME) | ||
| Tony Weir | ISG - ITI Directors Office | Director of Information Technology Infrastructure - ITI |
Consulted |
|
| Viraj Alawa | Usher Institute | Data Manager (SME) |
Consulted |
Project Estimations
https://secure.projects.ed.ac.uk/unpublished/project/mvm319/estimations