Organisation

Work/Task Breakdown

The following phases will be undertaken;

Initiation: Including development of project brief and approval process.

Planning: Further define scope, produce plan and wider project documentation, develop dedicated project team in SRA and Colleges.

Analyse: Business analysis will include; requirements review particularly around the new remote call centre software,  process review, data gathering and lessons learned (from 2019/2020) analysis. Systems analysis will review telephony (call routing, scripts, and system requirements in relation to the clearing processes and communications including the call centre roll out. 

Development:  This will include the development of all requirements aligned to systems, telephony, resource, site, processes and hardware.

Integration and Acceptance: establish and Implement the remote call centre solution, establish On Site readiness, training, communication roll out, operational support  / Euclid readiness, and continuity arrangements rolled out.

Deployment:  This involve the call centre Go Live.

Delivery Review / Closure: This will include executing a "Tear Down" once operations are complete, it also includes ensuring and hardware is returned/accounted for.

The above phases include tasks for the wider project team outwith IS.  Defined roles and responsibilities are included within the project brief and managed through the project plan however the estimations process  includes IS resource only.

For a full task breakdown please refer to the Project Plan log

Resources, Skills and Costs

Planning estimate is 100 days. Funding of 50 days - 35 days in 2019/20 and 15 days in 2020/21 has been allocated through the core plan, with additional funding, 50 days, available from the Portfolio contingency to support the additional project efforts due to COVID-19.

Resources will be required from:

• Student Recruitment and Administrations (SRA)
• College Admissions
• ITI Communications Infrastructure Section
• Project Services
• Production Management
• Estates
• Student Systems Partner Development
• SharePoint Solutions Team
• Service Management

The estimated total IS Applications project cost is 50 days.  To be made up from:

• Project Services:  Project Manager, Programme Manager, Portfolio Manager
• Student Systems Partner Development:  Team Manager, Designer / Developer, Peer Tester
• Production Management (Applications):  Team Manager, Integration Tester; QA Reviewer

This figure will be re-estimated after the development phase and it is anticipated that this will reduce. There is considerable input and effort required from Student Recruitment and Administrations (SRA), College Admissions and ITI Communications Infrastructure Section. 

Signing off for system deployment will be: 

• Project Sponsor / Business Lead on behalf of the Project Sponsor
• Senior User
• Project Manager
• Student Systems Partner Development Team Manager

There will also be an additional cost for the Remote Call Centre solution which at this time is estimated to be  £54,600 over 3 years

Project Governance

Project Sponsor will provide direction. 

Project Manager will manage the project on a day to day basis.

Senior Supplier will have overall responsibility for successful completion of supplier deliverables.

Regular project meetings with the Sponsor, senior supplier and project manager will provide the first level of governance. Any significant changes will need to be approved by the Sponsor and submitted to the Project Services Senior Management Team for sign off.

Project Stakeholders