Completion Report
Project Summary:
The following deliverables defined at the outset of RES032 were delivered. The deliverables listed in strikethrough text were de-scoped from the project.
Workflow
ID | Requirement | Category | |
1.1 | The system will provide the ability to electronically process an Award, automatically progressing it through a pre-defined series of statuses (as defined in section 5.2) | M | |
1.2 | The status of an Award will dictate which users are able to update or action it (as defined in section 5.2) | M | |
1.3 | The system will provide the facility to override the workflow status on an individual Award by suitably authorised users (refer to System Administration Interface for further details) | HD | |
1.4 | Awards shall have the sustainability contribution calculated as per the manual spreadsheet supplied by RGS. The resulting total value, and in particular negative values, shall be clearly highlighted to users throughout the workflow process. | M | |
1.5 | Although a user may be configured in more than one system role, the system will not allow an individual to both approve and authorise an Award. i.e. an individual cannot act as both the PI and Head of Unit on the same Award. | HD | |
1.6 | The Admin Peer Review stage of the workflow shall be configurable (by a suitably authorised system administrator) for a College/School/Institute such that the workflow stage can be either:
| HD | |
1.7 | Cost/account codes and overhead returns will not be mandatory at the ERI or initial Research Admin stage of the workflow. Any codes entered will be validated, but a blank entry at this stage should also be regarded as valid. | HD | |
1.8 | All cost/account codes & overhead returns must be entered prior to the PI approval stage. If the Research Admin user attempts to forward the Award for PI approval, they will receive an error message advising them to complete the missing codes. | M | |
Notifications
ID | Requirement | Category |
2.1 | An automatic notification will be sent to selected user(s) upon change of Award status to notify them that action is required | M |
2.2 | The notification title will indicate the Award reference number and school/college/institution that the Award relates to | HD |
2.3 | The notification body will include a narrative text, summary details of the Award reference number, school/college/institution, sponsor, overall status and comments from the previous user. | HD |
2.4 | The notification will include a hyperlink to the relevant Award in the Infinite system. Clicking on this link will (after entering appropriate passwords) open the relevant Infinite Award record on the Overview tab. | HD |
2.5 | An automatic notification will be sent to selected user(s) upon updating of the R code. | M |
2.6 | The R code notification title will indicate the Award reference number and school/college/institution that the Award relates to | HD |
2.7 | The R code notification body will include narrative text, summary details of the Award reference number, school/college/institution, sponsor, overall status, comments from the previous user and the R code. | HD |
2.8 | The standard narrative of the text/title of the different types of notification can be modified by a System Administrator | HD |
2.9 | One or more notification recipients can be selected from a list by the actioning user at each stage in the workflow | HD |
2.10 | The notifications selection list will only include users configured for the next workflow stage(s) for the relevant College/School/Institute | HD |
2.11 | The notifications list will highlight the default notification recipient based on the relevant College/School/Institute for the Award | HD |
2.12 | An individual user can elect not to receive notifications | D |
2.13 | An individual user can elect to receive a periodic digest of notifications | D |
2.14 | A summary of Awards awaiting attention should be displayed on the MyEd portal | D |
2.15 | A ‘for your information’ notification can be sent to another valid Infinite user at any point in the Infinite workflow. | D |
2.16 | The ‘for your information’ notification title will indicate the Award reference number and school/college/institution that the Award relates to | D |
2.17 | The ‘for your information’ notification body will include a narrative text, summary details of the Award reference number, school/college/institution, sponsor, overall status and comments from the sending user. | D |
2.18 | The ‘for your information’ notification will include a hyperlink to the relevant Award in the Infinite system. Clicking on this link will (after entering appropriate passwords) open the relevant Infinite Award record on the Overview tab. | D |
Audit Trail
ID | Requirement | Category |
3.1 | For each change of Award status, the system will record the date, time, user, and old/new status. | M |
3.2 | The system will record a separate audit record for each change of status such that a user can track the full history of an Award | M |
3.3 | The audit trail information will be retained for the duration of the Award record | M |
3.4 | The audit trail will include any comments that were input at the time of the status change | HD |
3.5 | The audit trail will be visible on the Overview tab of the Award. | HD |
Enquiries
ID | Requirement | Category |
4.1 | On a user’s Dashboard, they will be able to see Awards requiring their attention | M |
4.2 | On a user’s Dashboard, they will be able to see a list of Awards in progress within their configured School/College/Institute, including their current workflow status and last update. | HD |
4.3 | After successful transfer to Finance, Awards will no longer appear on a user’s Dashboard. | HD |
4.4 | After successful transfer to Finance, Awards will remain on-line indefinitely for enquiries and historical reporting | M |
4.5 | A user will only be able to enquire on Awards within their configured College/School/Institute using the enquiry functionality | HD |
Updating
ID | Requirement | Category | |
5.1 | Users must only be able to update screens/fields applicable to their configured system role (further detail contained in Update Access section) | M | |
5.2 | When setting up the budget cost types, ERI Admin/Users must be able to lock/unlock individual cost types to prevent/allow re-distribution of costs between the types | HD | |
5.3 | For ‘unlocked’ cost types, Research Admin users must be able to re-distribute costs between the cost types, provided that the overall total of the ‘unlocked’ items remains the same | HD | |
5.4 | For ‘locked’ cost types, Research Admin users must not be able to re-distribute costs between the cost types. | HD | |
5.5 | Once the Award has been successfully transferred into e-Fin (i.e. status = Transferred to Finance) the system will not allow further amendments to the record. | M | |
User Configuration
ID | Requirement | Category |
6.1 | The system will provide a user interface to allow system administrators to add/remove/amend users | M |
6.2 | The system will provide the ability to configure users in one or more system roles | M |
6.3 | The system will allow for the assignment of default system roles and associated access rights to a user | M |
6.4 | The system will allow for the manual override of default system roles and security rights to provide additional/reduced access for a user | HD |
6.5 | The system will allow a user to be configured with access at College, School or Institute level | HD |
6.6 | Users being added in an approval/authorisation-related role will be notified to the Head of School for delegated authority approval | HD |
6.7 | Until Head of School authorisation is received, new users will not be able to approve Awards | HD |
Analysis of Resource Usage:
Staff Usage Estimate: 360 days
Staff Usage Actual: 956 days
Staff Usage Variance: 166%
Other Resource Estimate: 0 days
Other Resource Actual: 0 days
Other Resource Variance: 0%
Explanation for variance:
The project faced numerous issues which have been recorded in the PICCL. A project review meeting will be scheduled following closure, however key themes that resulted in additional effort being needed include:
- Complex data structure held in InfoEd database which resulted in additional effort for the data transfer from InfoEd to Infinite. - Key project roles leaving the University during the system development and UAT phases. A lot of effort was therefore needed by new staff in order to acquire knowledge of a system of this complexity. - Scope changes to deliverables such as the PDF output, which had to be re-designed. - Unclear business rules relating to the security and workflow process.
Key Learning Points:
The lessons learned will be recorded following the closure review meeting.
Outstanding issues:
There are no outstanding issues, all essential JIRA/support calls needed for project closure have been completed.