Impact
Priority and Funding
This project has a Normal priority and is Core funded. There is a agreed budget of 45 days to be used by Project Services, Production Management, and Software Development.
- 23/24 - 10 days
- 24/25 - 35 days
Impact and Dependencies
This project impacts new incoming students to the university, teams in Careers, and support team members in ISG Apps. As the Review is a one of the first introductions to students into the University, the success of the Review is highly dependent on the engagement of student to submit responses to the Review.
Additionally, the success of students accessing the Review is dependent on their gaining access from the provisioning of their accounts by ITI after the Embargo period.
These dependencies have been worked into the task breakdown and are noted below in Lessons Learned for the planning of this project.
Lessons learned from previous projects
Key Lessons Learned for this project are from STU268 and are as follows:
| Ref | Title | Impact | Theme |
|---|---|---|---|
| 1 | Software dev and Sharepoint documentation held in different parts of the wiki | Should implement as good practice | Management of a Service |
| 3 | Support model for launch worked well | Was beneficial | Management of a Project |
Additionally, there were some Issues in the last project we aim to avoid in this one. Namely Issue 11 and Issue 12 which revolved around ITI provisioning of accounts to students, and email links.
- Contacting ITI and engaging with them for the best delivery date has been marked as a Task in the project. Therefore, students should not have the same access-issues as they had last year (issue 11 above)
- We no longer use Safelinks for this Review/Project (aka removed from SharePoint and Power Automate) and this will not be an issue moving forward. Last year the project team found the problem as a 'Rich Text editor' in SharePoint that was stripping URL and turning it into a relative link - this has also been fixed and should not be an issue for this project (issue 12 above), and will be reviewed in Testing this year.
- An additional issue with bulk emails last year was due to a 10K limit on recipients, which was fixed during the project by batching the emails. However, this year this similar issue is in relation to Microsoft reducing the max number of bulk emails from 10K per day to 2K per day. They have introduced a High Volume email account (in preview) and this is what we are looking into for sending the bulk emails this year.
Project Risks
| Ref | Title | Current Risk | Status | Management Approach | Risk Owner |
|---|---|---|---|---|---|
| 1 | Production Management Availability | GREEN | Open | Reduce | Suran Perera |
| 2 | SharePoint service availability | GREEN | Open | Reduce | Alex Carter |
| 3 | Project Services availability | GREEN | Open | Reduce | Mark Ritchie |
| 4 | Enhancement requests that impact delivery | GREEN | Open | Reduce | Alex Carter |
| 5 | Annual SharePoint and Production service work exceeds budget | GREEN | Open | Reduce | Alex Carter |
| 6 | Possible issue with bulk email for reminders and recommendations | GREEN | Open | Reduce | Alex Carter |
| 7 | Review email deliveries are not as expected | GREEN | Open | Retain | Robbie Manson |
| 8 | Estimations may not provide actual projections | GREEN | Open | Reduce | Alex Carter |
| 9 | Careers availability | GREEN | Open | Reduce | Shelagh Green |
| 10 | Software Development resource availability | GREEN | Open | Reduce | Peter Pratt |
| 11 | Unknown issues that arise in testing for DEV and TEST | GREEN | Open | Reduce | Alex Carter |