Organisation
Work/Task Breakdown
The project team is using continuous improvement techniques to ensure an efficient flow of work is maintained and that there is an open, positive and collaborative culture.
This is being supported by establishing a tailored workflow with standardised ways of working and the use of visual management tools. The tailored workflow includes a new definition of when work is considered complete, ensuring full implementation responsibilities are done before anything goes live.
This includes approval from the operations team, updates to guidance, communication and training, and anything else required to prepare users for change. The project team set objectives, track performance and review and improve on a daily basis.
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Task
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Deliverable |
Owner |
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Project Management |
Project authorisation, Planning and Project documents. Monthly status report with stakeholders. Manage project, sign off, changes, resources, and budget. |
Project Manager |
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Analyse it |
Prioritised issues and improvements are broken down into smaller requirements that are analysed and validated with users as required. They are then estimated with developers. |
Business Analyst Business Lead, SSP Dev |
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| Design It | Design solutions as required and if needed validates with senior developers | SSP Dev lead | ||||
| Build It |
Build solution and peer review
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SSP Dev | ||||
| Function testing | SSP Tester | |||||
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Implement it (document & handover) |
Policy changes (as required) | Business Analyst | ||||
| Prepare new or updated Standard Operating Procedures (SOP) and online user guidance | Business Analyst | |||||
| Prepare and deliver training (as required) | Trainer and Business Analyst | |||||
| Deploy It | Deploy solution, consistent fortnightly release | SSP Dev, IS Production | ||||
| Check solution in pre-live environment | Business lead | |||||
| Handover SOP | Business Analyst | |||||
| Communicate it |
Fortnightly release information is communicated to users via the project SharePoint site. The site holds project information and updates in one central place including regular project news and clear, transparent information on what we’re working on, what has been delivered, and the outcome of user group meetings. Regular communication is done face to face with the user group to inform of recent development and ensures changes in progress will delivered value. It encourages a positive and open relationship across the user community, allows an opportunity for new ideas, suggestions and concerns to be raised, and a chance to share best practice. |
Business Analyst | ||||
| Close it | Benefit measurement – assess key processes against established baselines | Business Analyst | ||||
| Close project | Project Manager |
Resources, Skills and Costs
SSP IS Apps (Developers: 1.6 FTE), IS production and Project Services: the budget for 19/20 has been estimated at 350 days
Additional effort from SSP 2 business analysts (1.6 FTE), tester and trainer- 426 days
Additional effort from student systems operations (business lead, IS senior user) are also required.
Project Governance
- New steering group established, to meet once per semester
Membership: Lisa Dawson (Student Systems & Administration), Lisa Kendall (CAHSS), Philipa Burrell (CMVM), Claire Vallance (CSE), Adam Bunni (Academic Services), Catriona Morley (ECA), Jennifer Hill (Medical School), Gillian Bell (Informatics), Richard Arkless (SSP project team), Lillie McEnteer (SSP project team), Franck Bergeret (SSP project team)
- User group with representation from 17 schools, meeting every two weeks (LINK to user group information)
Project Stakeholders
| Name | Business Area | Role |
|---|---|---|
| Brandi Headon | Head of Student Systems Operations | Student records owner |
| Dan Entwistle | SSP Developer | Developer (project team) |
| Defeng Ma | SSP senior developer | Team Leader Dev |
| Franck Bergeret | SSP programme manager, IS Project Services | Project Manager (project team) |
| Iain Fiddes | IS Development Services senior management | SSP Senior Supplier |
| Jon Taylor | SSP trainer | Trainer |
| Lillie McEnteer | Business Analyst SSP | Business Analyst (project team) |
| Lisa Dawson | Student Systems Director | Programme owner and steering group member |
| Lizzie Beattie | Team leader, Student Systems Operations | Senior Student Records Officer and business lead on project (project team) |
| Luke Manley | SSP tester | Tester (project team) |
| Richard Arkless | Senior Business Analyst SSP | Senior Business Analyst and product owner (project team) |
| Ryan Stewart | SSP Developer | Lead Developer (project team) |
| Sabine Rolle | Senior lecturer, LLC School- Dean of undergraduate education, CAHSS | Chair steering group |
| Suran Perera/Douglas Adamson | IS Production | IS production team leader & coordinator |
Project Estimations
N/A as the allocated resource should meet the required effort to deliver the objectives