Closure Report
Project Summary
This project sought to create an easily-understandable toolkit on process mapping and how to do so in Microsoft Visio. The aim was to make this framework as accessible as possible to beginners in project services and across the University, catering specifically to those with no background knowledge of business analysis skills such as process mapping. The SharePoint page for this framework was launched on 29/07/2022, and the toolkit was advertised across multiple University-affiliated social media to raise awareness of the existence of this resource.
This was achieved by:
- Creating a framework, consisting of
- Blank University of Edinburgh Visio template
- Corresponding guidance document with instructions and example process maps
- Three Visio templates with scenarios and sample answers
- Instructional video launched on MediaHopper
- User Acceptance Testing of the framework to ensure suitability for the skill level of users determined in the brief
- Creation of SharePoint page to permanently store the resource
The final resource can be found here: https://uoe.sharepoint.com/sites/projectmanagementoffice/SitePages/Process-Mapping-Framework-with-Visio.aspx
Links to PMO Social Media:
- Linkedin: https://www.linkedin.com/company/university-of-edinburgh-project-management-office/
- Instagram: https://www.instagram.com/pmo_uoe/
- Twitter: https://twitter.com/UoE_PMO
Analysis of Resource Usage
Staff Usage Estimate: 10.0 days
Staff Usage Actual: 9.8 days
Other Resource Estimate: None
Other Resource Actual: None
Other Resource Variance: N/A
Outcome
| No. | Description | Priority (MoSCoW) | Objective/Deliverable Met? (Yes / No) | Comments |
|---|---|---|---|---|
| Obj1 | Display information on using Visio for Process Mapping in a concise and informative manner |
Must have |
Yes | |
| Del 1 | Produce Visio template documents | Must have | Yes | |
| Del 2 | Produce Word document how-to guides to supplement the Visio templates | Must have | Yes | |
| Del 3 | Produce instructional videos on navigating Visio to be released on MediaHopper | Could have | Yes | |
|
Obj 2 |
Assess success of toolkit before release | Should have | Yes | |
| Del 4 | Hold User Acceptance Testing (UAT) with beginner project managers to assess the framework | Should have | Yes | User Acceptance Testing |
| Obj 3 | Make the toolkit available for University- wide use | Should have | Yes | |
| Del 5 | Create a SharePoint page for the toolkit | Should have | Yes | |
| Del 6 | Make templates available in Abacus to be used University-wide | Could have | No | After correspondence with Apps Enterprise, it was determined that this was an unnecessary step. |
| Obj 4 | Make release known to University staff and students | Could have | Yes | |
| Del 7 | Devise communication plan to publicise the release of this material within the University | Could have | Yes |
Communication plan released on 01/08/2022, consisting of:
|
Key Learning Points
Lessons learned from this project include:
- Maintenance of contact with Project Sponsor - a weekly meeting was scheduled on a rolling basis, ensuring time was set aside weekly for consultation with the Sponsor. This was especially useful towards the End of Year, as workload from other responsibilities increased and would have been difficult to schedule in time later.
- Consultation with Key Stakeholder - meeting with the Key Stakeholder provided an external view on the progress of the project and its deliverables and a unique insight into aspects of creating content that was not otherwise considered, for example the accessibility of online resources.
- Benefits of User Acceptance Testing (UAT) - holding the UAT was a crucial step in this project that allowed the Project Manager to update the resources aligning with the feedback of the testers. A fresh perspective on the resources allowed an objective assessment of the framework and gave direction for improvements to the framework before its delivery.
Outstanding Issues
There are no outstanding issues of note.