Project Brief - DRS Outreach Website Development 19-20
Document Sign-off
| Name | Role | Date signed off |
|---|---|---|
| Project Sponsor | David Fergussson | |
| Project Manager | Maurice Franceschi | |
| Programme Manager | Maurice Franceschi | |
| Business Lead | Eleni Kotoula | |
Background
The new DRS website was launched in January 2019.
This project was planned so that enhancements to usability and functionalitys can be developed in response to the feedback received from researchers over Q1 2019, to develop functionality that was identified but not deliverable by the previous project, and also to address any compliance issues around accessibility.
Scope
Changes to Scope will be logged on the Issue Log and also recorded on the Project Decision Log.
The scope of this project is to develop the new DRS Outreach Website http://www.digitalresearchservices.ed.ac.uk
- enhancements in response to feedback from the research community
- enhancements identified in the previous project RSS031
- accessibility compliance
Aiming to have an updated website by end of summer 2020.
Seven Work Packages were scoped, estimated and costed by Tayburn design agency. Work Packages 1 and 2 were developed and delivered in December 2019 by project RSS050.
This project will deliver Work Packages 3-7.
Out of Scope
n/a
Objectives and Deliverables and Success Criteria
Description of the Objective |
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| Description of the Deliverables needed to achieve the objective | ||
Objective 1 |
Deliver Work Packages 3-7 by July 31st 2020 | Success Criteria |
| Deliverable D1.1 | Work Package 3 - Accessibility Enhancements | Approved by Accessibility Officer |
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Deliverable D1.2 |
Work Package 4 - Navigation | Approved by Business Lead |
| Deliverable D1.3 | Work Package 5 - Research in Action | Approved by Business Lead |
| Deliverable D1.4 | Work Package 6 - Develop your Skills | Approved by Business Lead |
| Deliverable D1.5 | Work Package 7 - Small items | Approved by Business Lead |
Objective 2 |
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Deliverable D2.1 |
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| Deliverable D2.2 | ||
Objective 3 |
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| Deliverable D3.1 | ||
Objective 4 |
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| Deliverable D4.1 | ||
| Deliverable D4.2 |
This table can be used through Business and Technical Analysis, Design, Build, and Testing/UAT as a Traceability Matrix to ensure the project brief project objectives and deliverables are followed through.
Requirements
| Requirement | User / Owner | MoSCoW | Associated Objective/Deliverable (Ox/Dx.x) |
| Updates to website to improve Accessibility Work Package 3 | Business lead Accessibility Officer | M | Objective 1 Deliverable 1.1 |
| Updates to website to improve Navigation Work Package 4 | Business lead | S | Objective 1 Deliverable 1.2 |
| Updates to website to improve Research In Action Work Package 5 | Business lead | S | Objective 1 Deliverable 1.3 |
| Updates to website to improve Develop your Skills Work Package 6 | Business lead | S | Objective 1 Deliverable 1.4 |
| Updates to website to improve Small items Work Package 7 | Business lead | S | Objective 1 Deliverable 1.5 |
Benefits
Benefits management and realisation will be available on the ITI Sharepoint space.
An improved website, complying with accessibility standards and offering higher degree of functions and usability to researchers.
Governance
Portfolio Governance
| Role | Name | Division / Group / Team / College / School and Title |
|---|---|---|
| Project Sponsor | David Fergusson | |
| Programme Owner | David Fergusson | |
| Programme Manager | Maurice Franceschi | |
| Portfolio Owner | Tony Weir | |
| Portfolio Manager | Maurice Franceschi | |
| Service Owner / Service Operations Manager and Business Lead | Eleni Kotoula |
Project Board
DRS Steering Group provide governance
Tolerances
Budget is fixed - any additional requires authorisation by DRS SG
Resources Skills and Cost
Budget
£21,000
Priority and Funding
Funded by DRS, priority 1
Project Team
| Role | Name | Division / Group / Team / College / School and Title |
|---|---|---|
| Project Manager | Maurice Franceschi | |
| Technical Lead and other technicians | Tayburn | |
| Business Analyst | Eleni Kotoula | |
| Business Lead(s) | Eleni Kotoula | |
| Procurement Advisor | n/a | |
| Service Contact | Eleni Kotoula | |
| User(s) - who will help in analysis, testing and sign-offs | DRS Outreach Team and selected researchers Accessibility Officer | |
Quality of Project and Deliverables / Key Project Milestones
| Milestone | Sign-Off means | Date of Milestone | Who signs-off (Accountability) |
Start of Project |
Project can begin, is in line with Programme and Portfolio priority, has resource |
30/1/2020 |
Sponsor, Programme Manager |
End of Planning |
Project Brief, Plan, Estimated Budget, Risks, Communication Plan - all approved. Project has resource approved by section head for the estimated effort. Project has funding for effort for other costs. |
31/1/2020 |
Sponsor, PM, Programme Manager, Section Head(s) |
| End of Analysis | quality and completeness of analysis | Per Work Package | business analyst / business lead / senior user / PM |
| End of Design | quality and completeness of design | Per Work Package | technical lead / senior supplier/ business lead / senior user/ PM |
| End of UI Design | quality of UI - to show we have designed an interface that is usable, accessible, promotes equality and diversity | technical lead / senior supplier/ business lead / senior user | |
| End of Build | quality and completeness of build | Per Work Package | technical lead / senior supplier/ PM |
| Acceptance | overall quality of deliverable, UAT has been passed, Intergation testing successful, all components technically checked - fit for delivery to live service | Per Work Package |
technical lead / senior supplier /business lead / senior user /business analyst /PM
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| Security QA | deliverable satisifies security | Section Head | |
| Branding QA | for new, upgraded services, sign-off that branding guidelines for ISG, University, school/college has been followed by the project team |
PM / and as appropriate ... UoE C&M, college C&M and (pending) ISG Branding Team |
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| Design UI QA | to show we have built an interface that is usable, accessible, promotes equality and diversity | Sponsor and Service Owner | |
| EqIA | For new services or services undergoing substantial change, there must be an Equality Impact Assessment completed, validated by equality office and deposited on eqia website | PM / Service Owner / Equality Officer | |
| GDPR / PIA | Check if your project needs to undergo a Privacy Impact Assessment | PM / Service Owner / CISO | |
| GoCAB | Set the appropriate date for informing GoCAB of the release/change to service | PM | |
Delivery |
Change to Service can proceed |
Per Work Package Latest 24/7/2020 |
Sponsor, PMservice owner/ service operations manager (helpline) |
| Handover to Support | support can take over running of the Service | service owner/ service operations manager (helpline) | |
Closure |
Project can close |
31/7/2020 |
Sponsor, PM |
Assumptions
That we have the option to consider other third party providers.
Constraints
Budget must be spent this year There is no in-house skillset to develop the ModX site
Risks
Budget will be insufficient to develop all enhancements and accessibility changes - low as we have already costed solutions
Issues
Supplier unable to provide solution in time and cost estimated.
Dependencies
n/a
Communication
DRS Outreach team will handle comms.
Run / Grow / Transform
GROW
Alignment with Strategic Vision
IS Strategic Vision the main elements of the vision that this projects contibutes to are highlighted in bold.
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Student Experience |
Commentary |
| Student experience and the unique Edinburgh offer | Y |
| Online and distance learning leaders | |
| Library national and international leadership | |
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Research and Innovation |
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| Research IT and Data Sciences | Y |
| Innovation | |
| Collaborative leadership and social responsibility | |
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Service Excellence |
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| Process improvement, efficiency, quality and best practice | Y |
| Long‐term IS strategic planning and linked professional services | Y |
| Information Security |
University's Strategic Vision for 2030 the main elements of the vision that this projects contributes to are highlighted in bold.
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People |
Commentary |
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Student |
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Staff |
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Alumni |
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Other |
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Research |
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Researchers |
A key tool for researches looking for the services that will support them |
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Industry |
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Teaching and Learning |
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Students |
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Staff |
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Social and Civic Responsibility |
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Local Community |
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Volunteering |
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City Region Deal / DDI |
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| Digital Transformation | Commentary |
|---|---|
| Describe how the changes this project delivers will contribute to the digitial transformation of the Service | providing more service-left functionality to researchers |
IS Change Programme - How will this project's Deliverables and Benefits promote the Themes
| IS Change Programme Theme | How the project deliverables and benefits contribute to change |
| Project Management | |
| Working Together | |
| Standards and Technical Leadership | |
| Staff Learning and Development | |
| Service Based Culture | |
| Equality and Diversity | |
| Partnerships and Philanthropy | |
| Flexible Resourcing | Y |
| Communication and Branding |
Service Excellence - Information and Security
N/A
Service Excellence - Process Improvement, efficiency, quality and best practice (Social Responsibility and and Sustainability)
N/A
Digital Transformation
Providing resource on-line to research community
IS Change Programme - How will the execution of this project promote the Themes
Some expectations and suggestions from ISG Directors - what to think about for each them when planning the project 
some_expectations_and_suggestions_from_isg_directors.pdf
| IS Change Programme Theme | How the project process will contribute to change |
| Project Management | |
| Working Together |
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| Standards and Technical Leadership | |
| Staff Learning and Development |
Yes by providing tools to our researchers
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| Service Based Culture |
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| Equality and Diversity |
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| Partnerships and Philanthropy |
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| Flexible Resourcing |
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| Communication and Branding |
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Project Sponsor – Project Responsibilities
The sign-off milestones are associated with specific responsibilities of the Sponsor role .
Start of project – Explicitly Included in the Initiation Milestones Sign-Off
- Negotiates and confirms funding for the project
- Ensures the project is in line with organisational strategy and priorities
- Chairs the project board, appoints its members and ensures they are effective
- Advises the project manager of protocols, political risks, issues and sensitivities
- Makes the project visible within the organisation
End of Planning – Explicitly Included in the Planning Milestone Sign-Off
- Works with the project manager to develop the Project Brief
- Ensures a realistic project plan is produced
- Sets tolerance levels for escalation to themselves and to the project board
- Ensures that project team have representation and engagement from users and suppliers
- Helps identify Stakeholders
- Approves Communication Plan
- Agrees on frequency of meetings with Project Manager
- Agrees of frequency of meetings with Project Team
- Agrees on milestones and who signs-off
Execution – ongoing
- Provides strategic direction and guidance to the project manager as directed by the Board
- Approves changes to plans, priorities, deliverables, schedule
- Encourages stakeholder involvement and maintains their ongoing commitment
- Chief risk taker
- Makes go/no-go decisions
- Communicates change in organisational structure, priorities, business benefits or funding
- Helps the project manager in conflict resolution
- Helps resolve inter project boundary issues
- Gains agreement among stakeholders when differences of opinion occur
- Assists the project by exerting organisational authority and the ability to influence
Delivery – Explicitly Included in the Delivery Sign-Off
- Ensures that Service is ready for change
Closure - Explicitly Included in the Closure Milestone Sign-Off
- Helps with publicity for the change delivered
- Ensure that benefits will be managed, measured and realised post-project
- Evaluates the project’s success upon completion
| Attachment | Size |
|---|---|
| some_expectations_and_suggestions_from_isg_directors.pdf | 341.89 KB |
 project_planning_-_project_brief_template.docx | 35.44 KB |