Closure Report

Project Summary

The aim of this highest priority project was to refine and deliver the process to capture HR data required for REF 2021, based on the requirements analysis and proof of concept completed in RIS008.  This includes data related to academic staff, research grants and other data required for the REF submission. The data captured would be used during the audit phase of the REF 2021 submission.  This historical data is held in Oracle HR  system, which is in the process of being replaced by People and Money, and there was a need be stored this data externally so that it is available for audit after the old systems have been decommissioned. The timing of the data capture was critical as this had to be just after the census date of 31st August 2020. 

Scope

The scope of this project is to refine, document and implement the process for capturing the required data from HR and securely storing this data ensuring that it is only accessible by a defined set of users. The data needed to be easily retrieved, the search criteria is based on the staff number. 

Out of scope

Other aspects of data required for REF2021 are not in scope, for example, data relating to impact case studies which are not directly related to staff members.

The roll-out of the business process after delivery will be under the responsibility of the business area and data owner HR.

Objectives and Deliverables 

 

No.

Description

Priority

Objective/Deliverable Met? (Yes / No)

Comments

O1

To meet the requirements for auditing HR data for the REF2021 submission

Must

Yes

Objective signed off 17 September 2020

D1.1

Confirmation of the required data to be captured as defined under RIS008

Must

Yes

Completed February 2020

D1.2

Automated screen capture of the screens from Oracle HR

Must

Yes

Live data capture completed 17 August 2020

D1.3

Secure import and storage of captured data in SharePoint

Must Yes  
D1.4 Access control as defined by HR/REF Team to the SharePoint site Must Yes  
D1.5 Agree retention period for captured data Should To be defined by HR  

O2

To capture the TO-BE process for REF submission

Must

 

 

D2.1

Document TO-BE architectures

Must

Yes

Completed July 2020

D2.2

Document TO-BE process based on the architectures.

Must

Yes

 

 

Analysis of Resource Usage:

Staff Usage Estimate: 60 days

Staff Usage Actual: 66 days

Other Resource Estimate: £1033

Other Resource Actual: £208

Other Resource Variance:17%

Explanation for Variance

Staff Usage: Five additional days were added to the budget in November 2020. This was to cover additional work required on the BRD and the extended duration of the project.

Financial: The data for former staff was captured in November 2020 not in August as first anticipated. By this time the annual licence was procured in October 2019 had expired. The project bought a new licence for one month. 

Outcome

The project was successfully delivered within the estimated budget and to the planned times. The project used the proof of concept delivered in RIS008 to capture the data from screens on HR LIVE. The outputted data was then automatically imported into a custom SharePoint site with restricted access.

Due to a delay, requested by the project sponsor, in capturing the former staff data, the project was suspended for 6 weeks in early October. 

Key Learning Points

The key learning points are bulleted below:

  1. There was excellent communication between the IS Apps Team members internally, as well as between colleagues in the REF tEam and IS Apps.  
  2. Although there was some movement in specific dates and requirements, the project team managed to keep on track and show the flexibility required to accommodate changes. 
  3. The work completed in RIS008 was key to ensuring that this project could relatively easily implement the proof of concept. The Technical Lead on this project was new to the University but did a sterling job in hitting the ground running and configuring data capturing tool on DEV.
  4. The Sharepoint Architech also did a great job in configuring the automated import, ensuring that the files were in a secure location and could be easily found using the employee staff number. 
  5. There were some challenges around staff availability. This was identified as a risk at the start of the project in January 2020, however, staff resources that were secured during the planning phase worked on the project throughout its lifecycle. 

Outstanding Issues

There are no outstanding issues.

 

Project Info

Project
REF2021 Data Requirements Implementation
Code
RIS014
Programme
Research Information Systems (RIS)
Management Office
ISG PMO
Project Manager
Tim Gray
Project Sponsor
Jacqueline McMahon
Current Stage
Close
Status
Closed
Project Classification
Run
Start Date
10-Jan-2020
Planning Date
31-Jan-2020
Delivery Date
17-Aug-2020
Close Date
04-Dec-2020
Overall Priority
Highest
Category
Discretionary

Documentation

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