Overview
Background
The Worktribe Research Management solution was rolled out across the University of Edinburgh from April 2016, to manage the pre-award costing and approvals of research grants and the post-award management of live grants. This project has been initiated to upgrade Worktribe to version 2.3. In addition to bringing in development builds and fixes, the upgrade to this version is required to accommodate the Apprenticeship Levy, a levy on UK employers to fund new apprenticeships. The levy, set at 0.5% of total paybill, started in April 2017 and will be absorbed by the University until August 2017 when the levy will be passed onto schools.
Scope
Upgrade work in scope:
- Upgrade Worktribe from v2.2 to v2.3 (DEV, TEST and LIVE environments) incorporating the Apprenticeship Levy
Testing in scope:
- Functional user acceptance testing
- Integration testing (data feeds)
Fixes in scope:
- Essential fixes requiring UoE implementation
- Essential fixes requiring supplier implementation
Data feeds in scope:
- UoE to Worktribe staff feed
- UoE to Worktribe finance feed
- UoE to Worktribe Organisational Hierarchy feed
- Worktribe to UoE awards feed
- Worktribe to UoE BI Extract
Out of scope:
- Building the interface between the UoE DEV environment and the new Worktribe DEV environment
- No changes required to feeds to accommodate Apprenticeship Levy
Objectives and Deliverables
| Number | Description | Priority | Owner |
| O1 | To upgrade the Worktribe solution to v2.3 in its DEV, TEST and LIVE environments | Must Have | Project Team |
| D1 | Deploy v2.3 changes to DEV environment | Must Have | Supplier |
| D2 | Update funder templates and apprenticeship levy for sample of schemes; check reporting extract and undertake sample of tests on data feeds and functionality in DEV | Must Have | Project Team |
| D3 | Deploy v2.3 changes to TEST environment | Must Have | Supplier |
| D4 | Complete user acceptance testing on existing business processes which use Worktribe | Must Have |
Research Grants Research Support Office Finance Information Systems |
| D5 | Complete integration testing, incorporating the data feeds between Worktribe and UoE systems, and with the external reporting solution | Must Have |
IS Applications Management (feeds) End Users (data) |
| D6 | Deliver fixes to external reporting (where identified and required) | Must Have | Research Information Systems |
| D7 | Deliver fixes to interfaces (where identified and required) | Must Have | IS Software Development |
| D8 | Capture and communicate issues (arising from testing) to the UoE user community | Should Have |
Research Grants Research Support Office |
| D9 | Implement fixes or resolve issues in accordance with priority levels | Must Have | Project Team |
| D10 | Schedule upgrade of LIVE to v2.3 | Must Have |
Project Manager Supplier |
| D11 | Agree implementation plan with service owner and supplier | Should Have | Project Manager |
| D12 | Deploy upgrade to LIVE of v2.3 | Must Have |
Supplier |
| O2 | To incorporate the Apprenticeship Levy into the upgrade | Must Have | Project Team |
| D1 | Deliver changes to Finance feed (where identified and required) to allow for the Apprenticeship Levy value | Must Have | IS Applications Management |
| D2 | Complete acceptance testing on the calculation and operation of the Apprenticeship Levy | Must Have |
Research Grants Research Support Office |
Benefits
- Various hotfixes (specifics to be confirmed in test plan) to fix bugs and errors, and provide performance improvements
- Usability improvements
- Ability to set apprenticeship levy and provide related calculations so that the new costs of the Apprenticeship levy can be costed into the research grant bids
Success Criteria
- No loss or corruption of data as part of the Upgrade
- No impact on the running of the overnight data feeds
- No impact on the running of the overnight data extract to BI
- No degradation of performance for users or duration of the overnight data feeds and overnight batch processes
- Integration of apprenticeship levy
Project Milestones
Planning: 30th June 2017
DEV acceptance: 7th July 2017
TEST acceptance: 14th July 2017
Delivery (LIVE): 21st July 2017
Closure: 4th August 2017