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

 

Project Info

Project
Making Transitions Personal Review 24/25
Code
STU272
Programme
Student Services (STU)
Management Office
ISG PMO
Project Manager
Alexandra Mezeul
Project Sponsor
Alex Carter
Current Stage
Close
Status
Closed
Start Date
28-Jun-2024
Planning Date
24-Jul-2024
Delivery Date
21-Aug-2024
Close Date
27-Nov-2024
Overall Priority
Normal

Documentation

Plan