Overview
Background
This project is a continuation of work completed in STU268 and decommissioning of the Making Transitions Personal (MTP) specific artefacts in the closure of Evasys within the University. The Evasys service is now no longer used for the annual 'Making Transitions Personal Review' delivered by Careers to incoming students at the start of each academic year.
It has been agreed that Applications Directorate will provide budget for the 24/25 MTP Review as part of agreeing closure of STU268. This project (STU272) will review the Service Description Document (SDD) and ensure the Abacus entry is completed, note the key IT roles and tasks for the Review each year, as well as support Careers in the delivery of the Review. This project will provide coordination and resource booking of the support tasks required for the Making Transitions Personal Review 24/25 and associated team tasks.
Scope
- To deliver the 2024/25 MTP Review with recommendations to students
- To identify the ISG tasks with estimated effort that would be required on an annual basis to deliver the Review
- Confirm annual start date for ISG support and confirm total estimated effort for support tasks annually to ensure future successful outcomes.
- Complete the two agreed Outstanding actions from STU268:
- review the Service Description Document (SDD)
- Ensure Abacus entry is completed
Out of scope
- Deciding if the key deliverable for this project, the MTP Review, is made an annual project.
- This project will not take the decision on whether an annual project is required in Applications to deliver the MTP support tasks but the findings of this project will inform programme discussions.
- Determining the funding needed for future Reviews (future years) across ISG
- A recommendation of next steps for determining the above items
Objectives and Deliverables
| Ref | Objective/Deliverable | Priority | Success Criteria | Owner |
|---|---|---|---|---|
| O1 | Technical and Service Documentation is updated, agreed, and Handover process to Technical Teams are formally resolved | Completion of Must Have deliverables | Project Sponsor | |
| D1.1 | Abacus to be updated as part of STU272 | Must | Updated and signed off by Technical Management | Senior Supplier |
| D1.2 | System Description Document (SDD) to be reviewed and signed-off to Production as part of project | Must | Reviewed and signed off by both Production Management and Software Development | Senior Supplier (Production Management Owns this) |
| D1.3 | Key Contacts list created for ISG areas related to dependent project tasks | Could | Project Manager | |
| D1.4 | Testing Process is written down by Software Development and handed to Production Management for ownership | Must | Agreed final documentation in Wikis - signed off as Milestone to the project | Senior Supplier |
| O2 | Successfully deliver MTP Review to students | Completion of Must Have deliverables | Project Sponsor | |
| D2.1 | Send out MTP Review with Welcome email to students | Must |
Review sent out without issue, including ensuring Advisors have access to dashboards ITI provisioning of accounts takes place prior to the Review Link being sent to students so students can access the review without issue |
Careers Team |
| D2.2 | Ensure Student Advisers and Careers staff are able to view responses in Euclid and SP dashboards | Must | Check at Delivery that the support staff have access to viewing the student responses | Technical Leads |
| D2.3 | Capture student submissions from Review after it's link has been provided to students in the welcome email | Must | Students are engaged on the Review without issue | Careers Team |
| D2.4 | Send out personalised emails to students with recommendations after Review is closed | Must | Students are able to access the record of their responses via EUCLID (checked prior to email being sent) | Careers Team |
| D2.5 | Data is captured in a file for Careers to save after the Review is closed | Must |
Once the Review closes, data from submissions are saved to a file for Careers record keeping Must take place before data is erased from system |
Careers Team |
| D2.6 | Informed User and User support - Communication Plan | Must | Users and Business Contacts are prepared for the Review at every stage from Live Review, Reminders, Closure, and Recommendations to Students. | Careers Team |
| O3 | Identify the ISG tasks that would be required on an annual basis to deliver the Review and estimate the effort required for these ISG tasks | Completion of Must Have deliverables | Project Sponsor | |
| D3.1 | Actual Breakdown of time on tasks reported at Closure presented in a report or Implementation Plan | Must | Full participation of project team to accurately timesheet their time to the project and capture timing data | Project Manager |
Benefits
| Benefit | Recipient |
|---|---|
| Successful, positive, engagement for new students as a the initial Welcome to the University. The goal to the meet or exceed previous levels of engagement from students at 7,784 submissions. | Incoming Students |
| This project's deliverables will provide coordination and resource requirements to the support tasks required for the Making Transitions Personal Review 24/25. This is the second time the Review will be completed using the new SharePoint service, so final reports and closure documentations with the implementation plan will ensure future Reviews run smoothly across teams. | ISG and Careers |
| Fully embedding the new provisioner of the Review into the Career's team through the assurance of an IS Apps project to support this year, and through the mitigation and avoidance of the issues encountered last year. | Careers |
Success Criteria
The successful completion of all Must Have Deliverables by the Closure of the project - the most key being the successful delivery and engagement of students on the MTP Review.
Project Milestones
| Stage | Milestone | Due Date | Previous Date |
|---|---|---|---|
| Initiate | Initiation (Major Milestone) | 28-Jun-2024 | No date available |
| Plan | End of Planning (Major Milestone) | 26-Jul-2024 | No date available |
| Execute | Testing Complete | 31-Jul-2024 | No date available |
| Execute | Review set to Live | 12-Aug-2024 | No date available |
| Deliver | Delivery of Review to Students (Major Milestone) | 20-Aug-2024 | 15-Aug-2024 |
| Deliver | Review reminder email sent to students | 09-Sep-2024 | No date available |
| Deliver | Review Closes | 27-Sep-2024 | No date available |
| Deliver | Review Recommendations sent to Students | 28-Oct-2024 | No date available |
| Close | Task Breakdown Review Sign-Off | 13-Nov-2024 | No date available |
| Close | Closure (Major Milestone) | 29-Nov-2024 | No date available |