Organisation
Work/Task Breakdown
- Review priorities- BA led with student systems Operations
- Analysis of the process changes BA led incl
- define and record the legal basis for processing the data,
- the retention period for the data,
- review where appropriate update privacy statements,
- impact to the business
- Analysis of archiving vs deleting to mitigate some of the performance issues, and impact to users (access via snapshots instead)
- Set up benchmarkings to measure outcome of archiving - BA led with IS support
- Develop a stakeholder engagement map for each of the areas to be addressed, eg low level assessment data, applicant data...PM
- Consultation and validation with the business (Data users from Colleges, GaSP, BI, SRA) and Data Protection Officer- BA led
- Systems option appraisal to run deletion process including those proposed by the vendor's existing SITS functionalities- BA led, but will need SSP Dev and Dev Tech involved, as well as Reporting manager for the impact
- Analyse the student data to archive longer term for current record. This is where Tribal consultant may be useful- BA led
- Understand the impact onto downstreams systems incl BI reporting, and inform users (like SIP Student Information Point) - BA led with PM
- Implementation across non live environments 1st and then Live, using iterative implementation- BA/SSP Dev/Dev Tech
- Document and handover to the business to manage as a timely sustainable operational task- BA led with Operations
Resources, Skills and Costs
Resources for the 3 deliverables are as follows
1. Establish procedures for data deletion: mostly led by BAs with some consultation with SSP dev. Aim is to reuse the SITS functionalities. Apps Man for handover
2. One off data deletion: BA, SSP Dev, Dev Tech, with Apps Man for deployment
3. Analyse student data to archive: BA, SSP Dev and Tribal consultant (can be booked for a few days as per current arrangement)
Project Governance
SSP Management:
- Senior user: head of student records,
- Sponsor: programme owner
Project Stakeholders
https://secure.projects.ed.ac.uk/unpublished/project/sac085/stakeholders
| Name | Business Area | Role |
|---|---|---|
| Akshi Kakar | SSP | Business Analyst (project team) |
| Andrew Crossland | SSP | Lead Business Analyst (project team) |
| Brandi Headon | student systems | Senior user |
| College admission dashboard- Andrew Thomson/Katy McLeod/Diana Chitulescu/John Tullis from CAHSS, David Beamish/Steve Scott/Serena Goodman from CSE, Lynda Tomlinson from CMVM | Colleges | Data Users |
| Franck Bergeret | SSP | Project Manager (project team) |
| Gillian Simmons | Head of Admissions, Student Recruitment and Admissions | Data user |
| Jamie Morton | Student systems | BI reporting manager |
| Jim Galbraith | Strategic Planning | Data user |
| Lisa Dawson | SSP | Project sponsor |
| Lisa Kendall, Philippa Burrell, Alexandra Laidlaw | Student Administration & Services of all 3 colleges | Data Users |
| Lizzie Beattie | Student systems | Business Lead - (project team) |
| Marianne Brown | Student Systems | interim head of Student Analytics and Insight Management |
| Mark Lang | IS Apps Dev Tech | Team leader |
| Renata Gertz | Records management | Data Protection Officer |
| SSP Developer tbc- Defeng Ma for initial consultation | SSP | SSP Dev -Support the BA in the analysis and execution of data deletion (project team) |
| Suran Perera | IS Apps Production | Production team leader |
| Wilbert Kraan | IS Apps | Enterprise architect |
Project Estimations
Estimation for each task will be worked out once prioritisation done.
For info some of the priorities estimated effort as reported on risk (https://secure.projects.ed.ac.uk/unpublished/programme/sac/risks/55), small is in the region of 20 days effort
| Analysis & deletion |
analysis to remove students' low level assessment data |
BA small Dev small |
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| Analysis & deletion | Unsuccessful applicants -use SITS delete existing functionality : need to be 1st manually configured to make it a business process going forward |
|
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| Analysis | Impact to delete applicants and students for student records and downstream systems, MI/BI, and the Identity Management system (IDM) |
Ba small Dev (consultancy only) |
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| New process | Establish BAU sustainable deletion process and timescales | BA small | ||
| New process | Deletion request and cascade around the university | BA small |