Organisation
Work/Task Breakdown
| Planning | Project Brief Write Up | Project Manager |
| Project planning for scope, objectives, milestones, etc. | Project Team | |
| Gather and confirm the Embargo dates for that year | Project Team | |
| Confirm with ITI on the deadline for provisioning of student email access post Embargo | Project Manager | |
| Confirm with key contacts on the Embargo dates | Careers | |
| Planning Sign-off | Project Team | |
| Add the project to the Annual IT and Library Readiness Tracker - IT & Library Business Service Readiness for Start of Semester 24/25 (USD034) | Project Manager | |
| Project Team Meetings | Project Team | |
| Execution (delivery prep) | Development and Confirm the Communication Plan for users/schools | Careers |
| Confirm annual checks in SharePoint SaaS updates are performed prior to the Execution phase | SharePoint Team | |
| Raise support call with Production Management to have the hard-coded intro text in Confidential notes updated | Careers | |
| Update TEST and Live Form/Site Text | SharePoint Team | |
| Confirm the requested changes made are correct | Careers | |
| Raise support call with SharePoint team to inform of key dates for this year’s review | Careers | |
| Review population in the review and raise call to SharePoint Team if population numbers change | Careers | |
| If population changes, SharePoint to make changes and liaise with Production for integration changes | SharePoint Team | |
| Confirm the changes made by SharePoint team is accurate | Careers | |
| Update integrations as needed for population changes | Production Management | |
| Raise call to SharePoint for any changes to the Review | Careers | |
| Review and implement changes in the Review | SharePoint Team | |
| Review solution comms, i.e. email notification text, student response mapping text, Review closure page text) | Careers | |
| Raise support call with SharePoint team if there are any Org Hierarchy changes that would affect MTP | Careers | |
| Implement Org Hierarchy Changes | SharePoint Team | |
| Liaise with the Schools and HelpLine on the Review email deployments in line with key dates | Careers | |
| Raise request for email to students to be issued - may be delivered manually depending on the needs of the project | Careers | |
| Update the Student advisor population for dashboard access | Careers | |
| Confirm to SharePoint service when all SSP post embargo processing has completed | Production Management | |
| Confirm to SharePoint service and Careers when all Exchange Provisioning processing has completed successfully (ITI) | Project Manager | |
| Project Team Meetings | Project Team | |
| Delivery (deployment of Review) | Send out final comms to Schools, Edhelp, HelpLine, etc before the email Review deployment | Careers |
| Raise request to Production management to start the cron that reads the information from SITS and passes to SharePoint | Careers | |
| Run cron for SITS and SharePoint | Production Management | |
| Raise request to Production management to ensure the database scheduler is switched on to pass back data to the confidential notes in personal tutors from when review is Live | Careers | |
| Ensure database scheduler is switched on | Production Management | |
| Open Review access | SharePoint Team | |
| Email sent to students for initial Review request | Careers | |
| Raise request with SharePoint team to have reminder email to those that haven’t completed review. | Careers | |
| Project Team Meetings | Project Team | |
| Review (gather Review results) | Raise request with SharePoint team to close review | Careers |
| Close the review and advise Production Management that the file for Yuji can be issued | SharePoint Team | |
| Ensure all documentation has been updated correctly before project closure (inclusive of Software Dev, SharePoint, Production, and Careers). | Project Team | |
| Provide Careers Data insight (Yuji) data output | Production Management | |
| Raise request to have personalised emails issued approx six weeks after review closure (not project closure) | Careers | |
| Ensure emails are sent out with personalised details to students | Careers /SharePoint Team | |
| Project Team Meetings | Project Team | |
| Closure | Raise request to Production management to clear down data and stop all scheduled jobs when review is closed | Careers |
| Clear down data and stop jobs from closed review | Production Management | |
| Raise request to SharePoint team that SharePoint data is cleared | Careers | |
| Clear current year/closed Review data in preparation for next year | SharePoint Team | |
| Sign off on any new documentation or documentation changes | Project Team | |
| Closure Report write up | Project Manager | |
| Review Closure Report and Lessons Learned | Project Team | |
| Sign off on Project Closure (meeting) | Project Team |
Resources, Skills and Costs
This is the second time the Review will be completed using the new SharePoint service, but given the issues encountered last year, the use of new provisioning service, the Head of Production Management and the Head of Service Management are providing PM days for a level of assurance in the successful running of the Review for the 24/25 intake.
The project is estimated for 45 days, (10 days in 23/24 and 35 days in 24/25) to be used for Project Services, Production Services, and Software Development support. Any time time-sheeted by Service Management will be logged in the Support Budget (RDS mirror project) and not taken from the agreed 45 days. Careers will be covering their own time spent on this project as a part of their BAU in deploying the Review and will be managing their workload accordingly as they have a high priority on the success of the Review's deployment.
Total Effort Estimated in Days:
| Project Services | 30.0 |
| Production Management | 10.0 |
| Technical Contingency | 5.0 |
| SharePoint Team | 10.0 |
| Careers & Employability | 21.5 |
| Director | 2.0 |
The engagement of all teams above to work together is integral to the success of this project as each own specific tasks for delivering the Review to students. Please review the estimated Task Breakdown above for the specifics on this.
Project Governance
The Project Team will meet weekly to review progress in relation to the project plan, work schedule, and key milestones. The Project Manager (PM) and Project Sponsor (PS) will meet once a month to review Project Risks and Issues, though the PM will regularly log any issue, decision, or risk in the project logs. Any issues or risks forecasted to impact the project timeline, budget, or scope will be escalated to the PS and Programme Manager. The delivery of the Review, analysis of Review submissions, and subsequent response to students with recommendations from their submission lies with the Careers team, however there are key tasks that rely on the SharePoint Team and the Production Management teams within IS Apps. These revolve around the integration and updating of data and data mapping as requested by Careers. They will also be on hand to support the Careers team with any technical issues that arise at any point int he project. If extra resource or support is needed, the Project Manager will address proper channels to request support as needed.
Project Team meetings will take place online via MS Teams, which will also be the main channel of communication and updates from the project team. The meetings will have an agenda roughly 1 day in advance, and minutes to be shared within 1-2 days after the meeting.
A SharePoint site connected to our teams site will act as the repository of project documentation throughout the project lifecycle. The SharePoint site also holds our key dates/links, a countdown to delivery, and a team calendar for Leave tracking. Additionally, there is a Planner to be used across the team to track and assign tasks in the project.
The PS will be responsible for signing off on all key project deliverables, as well as disseminating key information upward to relevant users/stakeholders to the project. The PM will maintain the communication in our Team site and escalate or query concerns as needed. The PS will also be expected to sign off on all Major Milestones, or changes to the project scope, time, or cost, or assign a Proxy to do this on their behalf (formally written and communicated to the PM and Programme Manager ahead of time).
Where Leave is taken for an extended period of time, or during a critical moment in the project (ie. at a Milestone), support cover must be planned by the team member and communicated to the Project manager as soon as able.
Project Stakeholders
| Name | Business Area | Role | Communication Plan |
|---|---|---|---|
| Alex Carter | Apps Service Management | Head of Service Management (Project Team - Project Sponsor) |
Accountable |
| Alexandra Aedo Mezeul | Apps Project Services | Project Manager and Business Analyst (Project Team - Project Manager) |
Responsible |
| Claire Bradford | Apps Service Management | SharePoint Solutions Manager (Project Team - Service Lead) |
Responsible |
| Hugh Brown | Apps Production Management | Applications Support Analyst |
ITI Contact for student accounts provisioning |
| Kirsten Roche | Careers Service | Careers & Employability Lead, Graduates (Project Team - Business Support) |
Consulted |
| Peter Pratt | Apps Development Services | Senior Analyst Developer |
Consulted. The key contact for software development, though not a member of the project team. |
| Robbie Manson | Careers Service | Operations Manager (Project Team - Business Lead) |
Responsible |
| Seethalakshmi Subramanian | Apps Production Management | Applications Support Manager (Project Team - Production Management Lead) |
Responsible |
| Shelagh Green | Careers Service | Director for Careers & Employability |
Informed |
| Suran Perera | Apps Production Management | Head Production Management (Project Team - Senior Supplier) |
Consulted |
| Susan Ridder-Patrick | Apps Project Services | Programme Manager (Project Team) |
Consulted |
Project Estimations
Estimations at End of Planning