University of Greenwich XCRI Project stage 2: Project Implementation Plan

Transcription

1 Version: 0.9 University of Greenwich XCRI Project stage 2: Project Implementation Plan Project Information Project Identifier To be completed by JISC Project Title University of Greenwich XCRI Project stage 2 Project ashtag #coursedata Start Date Jan 2012 End Date March 2013 Lead Institution The University of Greenwich Project Director Christine Couper Project Manager Katarina Thomson Contact k.e.thomson@greenwich.ac.uk Partner Institutions Not applicable Project Webpage URL Preliminary blog: Programme Name JISC course data: making the most of course information stage 2 Programme Manager Ruth Drysdale Author(s) Project Role(s) Katarina Thomson Project Manager Document Information Date 21 Nov 2011 Filename K:\XCRI\Stage 2 bid and grant\xcri stage 2 Project Implementation Plan v0_9 FINAL STAGE1 DELIVERABLE.docx URL Access This report is for general dissemination Document istory Version Date Comments V Oct 2011 First draft by Katarina Thomson V0.2 1 Nov 2011 Redrafted by Katarina Thomson after JISC Project meeting on 28 Oct 2011 V0.3 2 Nov 2011 Redrafted by Katarina Thomson after comments by Christine Couper V0.4 3 Nov 2011 Redrafted by Katarina Thomson following discussion with Christine Couper, Paul Butler, Philip Chambers and David Mutti V0.5 7 Nov 2011 Redrafted by Katarina Thomson after further comments version sent to XCRI Project Board Page 1 of 18 Last updated: Feb 2011 v2.0

2 V Nov 2011 Redrafted by Katarina Thomson after the XCRI Project Board on 9 Nov V Nov 2011 Redrafted by Katarina Thomson version sent to VCG on 14 Nov 2011 V Nov 2011 Redrafted by Katarina Thomson with final comments V Nov 2011 Final stage 1 deliverable Table of Contents 1. Project Overview Project Summary Objectives Anticipated Outputs and Outcomes Overall Approach Anticipated Impact Stakeholder Analysis Related Projects Constraints Assumptions Risk Analysis Technical Development Standards Intellectual Property Rights Project Resources Project Partners Project Management Project Roles Programme Support Detailed Project Planning Evaluation Plan Quality Assurance Dissemination Plan Exit and Embedding Plans Sustainability Plans Appendices Appendix A. Project Budget Appendix B. Workpackages Page 2 of 18

3 1. Project Overview 1.1 Project Summary This project represents the University of Greenwich s contribution to the JISC initiative to encourage universities to adopt a data standard for exchanging Course Related Information with associated Course Advertising Profile (XCRI-CAP). The University of Greenwich offers over 1,000 programmes, undergraduate and postgraduate, full-time and part-time, on campus as well as by distance learning and at UK and overseas collaborative partners. Information about these varied programmes has to be supplied to a variety of internal and external users: quality assurance, programme reviews and approvals, management information systems, existing students, the website and prospectus, ESA, and UCAS, to name a few. Collecting and maintaining this information in such a way that fit-forpurpose text can be made available quickly and accurately for all types of users is a major challenge. The adoption of a data standard for course-related information would bring major benefits in terms of consistency and efficiency, and is particularly important in the context of the production of the new Key Information Sets (KISs). Stage 2 of the XCRI project will build on our experience at stage 1 of completing the JISC selfassessment framework of readiness to implement XCRI. A quick and dirty XCRI-CAP feed that is being produced under stage 1 will also be used to assess the information already held and its quality. Stage 2 of the project will create an XML data document of programme (=course) 1 information to the XCRI-CAP standard with a COOL Uniform Resource Identifier (URI), including sourcing any mandatory or important information that is currently missing. Moreover, it will embed the production and maintenance of this document within the University s existing procedures, to ensure that its usefulness continues beyond the end of the project. It will also develop procedures for ensuring that the XCRI-CAP output is used by the university wherever appropriate, creating greater consistency and efficiency in the internal and external provision of information. The project team will evaluate the project s achievements and impact and will disseminate this information and the lessons learnt within the University of Greenwich, to our collaborative partners, and to the wider JISC/ E community. 1.2 Objectives To adopt the XCRI-CAP standard for programme and module information at the University of Greenwich and produce an XCRI-CAP feed of programme information with a COOL URI by September To embed the collection of and updating of the XCRI information within agreed programme/ module approval and review procedures by June 2012, in order that accurate and fit-for-purpose programme/ module information can be collected in an efficient manner. To embed the use of XCRI information in internal and external presentations of programme and module information (such as the website) by Mar 2013 so that the information can be assured to be consistent and accurate. 1.3 Anticipated Outputs and Outcomes Output / Outcome Type (e.g. report, publication, software, knowledge built) XML document of programme information to the XCRI-CAP standard with a COOL URI Brief Description This will draw on existing databases to produce the required XML feed. The first version will cover the full range of programmes taught at the University of Greenwich, but may not have complete information for all programmes. As the project progresses the feed will become more complete. Where necessary to get the best returns from the system, it is likely 1 What are called courses in the JISC terminology are referred to as programmes at the University of Greenwich. The components of programmes are referred to as modules. Page 3 of 18

4 Embedding the maintenance of the XCRI information within existing procedures Updated website and prospectus Improvements to the consistency and quality of the supply of information about programmes and modules for internal and external use that we will push the boundaries beyond XCRI-CAP to include fields that are part of the wider XCRI. This will include an update to the Quality Assurance handbook to embed the collection and maintenance of XCRI information at the point of approving or reviewing programmes and modules The website and prospectus will be able to draw on the agreed information contained in the XCRI feed Once fully embedded in programme/module approval and review procedures, the XCRI feed will provide a single source of agreed, up-to-date and fit-for-purpose information for internal and external use 1.4 Overall Approach Strategy and methodology The intention is that the XCRI-CAP project should be embedded within a wider area of work at the University of Greenwich to standardise and improve information about programmes and modules, and to use this information in externally facing contexts such as the website and prospectus, as well as internally. In order to ensure that the approach is sustainable beyond the end of the JISC project, the maintenance will be embedded within agreed procedures maintained by Student Record Office and the quality assurance process. Management of the University of Greenwich XCRI project (Work Package 1) The XCRI project at the University of Greenwich is overseen by the XCRI Project Board which has already been constituted and has met twice (19 Oct 2011 and 9 Nov 2011). The terms of reference of this board is to: Oversee the XCRI project at the University of Greenwich as part of the work of the various strands of the wider KIS project Draw on the expertise of the university Schools about the information on programmes and modules that is available and needed Co-ordinate work with the review of the content of the website from a Marketing perspective Approve progress against a set of time-specified objectives Provide the Project Manager with the necessary decisions and resolve problems The XCRI Project Management Board will meet every 6-8 weeks and is chaired by the University Secretary and Registrar, Linda Cording, who is the senior management sponsor of the project. The XCRI Project Board is serviced by Planning and Statistics, the section within the University of Greenwich responsible for the statutory submissions, including ESA and KIS. The Project Leader and Project Manager, who have already been agreed, are from Planning and Statistics. The XCRI Project Board has representation from the main internal stakeholders: a selection of University Schools, Planning and Statistics, Information Services, the Office of Student Affairs, Development and Communications, and the Learning and Quality Unit. The project manager is responsible for liaison with JISC including the submission of required reports and the setting up of an XCRI project webpage. The project leader and project manager will attend JISC-organised events, along with other members of the XCRI Project Board and XCRI technical team, as appropriate. The budget includes 10 days per year for liaison with JISC. The XCRI Project Management board will also take a leading role in the evaluation of the project as outlined in section 3.1. Page 4 of 18

5 It is envisaged that the JISC grant will fund the work of the project leader and project manager on Work package 1, as well as direct costs of holding XCRI-related meetings. The attendance of other university staff at internal XCRI-related meetings will be funded by the university as part of its contribution to the project. Implementing the XCRI-CAP feed with a COOL URI (Work package 2) The core of the JISC funded part of the project is to create an XCRI-CAP feed of programme information with a COOL URI. In line with the JISC request, the XCRI-CAP will cover the full range of University of Greenwich programmes covered by the student record system. These include: University-based full-time first degrees Other undergraduate programmes Part-time only programmes Short courses Taught and research postgraduate programmes Associate student programmes Distance learning programmes Franchised programmes taught at UK collaborative partners Franchised programmes taught wholly overseas For the XCRI-CAP project to gain the necessary commitment from the university, it needs to be embedded within a wider project that is relevant to the university s strategic aims. Initial investigation under stage 1 has identified a number of pieces of information that are needed to ensure the promised gains in consistency and accuracy of programme information but which are not part of XCRI-CAP. Where necessary to meet the objectives of the university, we are likely to include some fields that are part of the wider XCRI. A case in point is the approved programme descriptions (not included in XCRI-CAP), which need to sit alongside the webpage/prospectus programme descriptions (included in XCRI-CAP) in order to improve efficiency and accuracy. It is also the intention that project should be extended to module (as well as programme information), as this will also be needed on the website. The self-assessment framework highlighted the need for an agreement on the depth of information that will be included in the XCRI output, and this forms part of the XCRI Project Board s tasks under this Work package. The first stage of this work is to create a list of all information needed for a valid XCRI-CAP feed and annotating this with the existing sources of information. Work has already begun under stage 1 on this. It is clear that information will need to be brought together from at least two different sources: The Student Record System The course management system maintained by the Marketing department Further sources of existing information may be identified as work progresses. This work will be carried out through a collaboration between Student Record Systems, Information Services and Planning and Statistics, all of whom are represented on the XCRI Project Board. The self-assessment framework highlighted the need for a policy for electronic access from other systems within the organisation, and this forms part of XCRI Project Board s tasks under this Work Package. Work is also being conducted under stage 1 to produce a first draft of the XML envelope to produce a quick and dirty XCRI-CAP feed. This will allow us to evaluate: The coverage of existing information. The quality of the existing information. Any technical issues involved in producing the XCRI-CAP feed. The intention is that the work around XCRI should cut out duplication and embed the XCRI-CAP feed within an efficient system, which puts in place the foundations for future improvements, such as an Page 5 of 18

6 improved record management system. The model of the finished system can be described diagrammatically thus: Potential future document management system Existing documents containing programme and module information Overnight run Banner Student Record System XCRI Repository UCAS ESA Marketing CMS system etc A major focus of the JISC-funded work at stage 2 will be the technical implementation of the finalised XML envelope to the XCRI-CAP standard. This is likely to be done by bringing in a contract programmer analyst to work alongside existing staff. In this way, the bulk of the work can be done in a timely manner while building in-house expertise for future maintenance of the system. It is envisaged that we will ask Alan Paull to hold a workshop on XCRI for technical and semi-technical staff and the cost of this is included in the budget. This work will be carried out mainly within Information Services who are represented on the XCRI Project Board. The project will tackle from the outset programmes drawn from the full range of University of Greenwich credit-bearing programmes, including part-time only programmes, taught and research post-graduate programmes, short courses, associate student programmes, distance learning programmes, and franchised programmes taught in the UK and abroad. The extent to which the content is complete and fit-for-purpose will initially be variable depending on the type of programme and how recently it has been approved / reviewed. As set out in work package 3, at the core of the project is the work to embed processes for the collection and updating of XCRI information within the cycle of programme and module approval and review. Once these issues have been addressed, the XCRI-CAP feed will be implemented externally with a COOL URI, i.e. permanent location. The self-assessment framework highlighted the need for a policy on electronic access to the information externally from other organisations and possible charging, and this forms part of the XCRI Project Board s tasks under this work package. It is envisaged that Work Package 2 will be funded by the JISC grant during the period of the JISC project. The continued maintenance of the system will be funded by the university. Page 6 of 18

7 Ensuring the sustainability of the XCRI project by embedding the collection and updating of XCRI information in agreed procedures (Work package 3) The best guarantee for the sustainability of the XCRI project beyond the end of the JISC initiative is to embed the collection and updating of the information within agreed procedures. The university already has robust procedures for collecting information when programmes and modules are started or reviewed. These procedures are implemented by the Student Record Office and the Learning and Quality Unit via the Quality Assurance andbook. The XCRI Project Board will work with the Learning and Quality Committee to agree changes to the procedures which bring all relevant parts of the XCRI-CAP and wider XCRI information into the procedures for collecting information about new programmes/modules and updating information on review. Part of this will be to agree a policy of frequency of updates of programme marketing information. This will then lead to the Learning and Quality Unit reviewing and updating the Quality Assurance andbook. The Learning and Quality Unit are represented on the XCRI Project Board. The new procedures will be reviewed by the Learning and Quality Committee after one complete cycle of collection of new information / updates. It is envisaged that the role of the Learning and Quality Unit in developing the procedures required to collect the XCRI information will be funded by the JISC grant. The rest of the work on amending the Quality Assurance handbook and rolling out the new procedures will be funded by the university as part of its contribution to the XCRI project. Embedding XCRI information in the internal and external supply of programme information (Work package 4) A major purpose for the university taking part in the XCRI project is to improve the consistency and accuracy of programme information supplied to externally facing sites such as the website and prospectus. The self-assessment framework highlighted the need to address the quality of the programme marketing information, identify any changes to the processes of creating and maintaining this information and reaching agreement on how updates to the programme marketing information will be tracked. These tasks form part of the XCRI Project Board s tasks, in cooperation with the Marketing department, under this work package. The Marketing department is represented on the XCRI Project Board. It is envisaged that an evaluation of the XCRI feed will initiate a programme of work around improving and updating information in existing data sources, which could involve a substantial amount of work by University Schools and academics. The XCRI Project Board includes representation from a selection of Schools, mainly at the level of Directors of Learning and Quality. This will be followed by an implementation of the use of XCRI information to externally facing users such as the website, prospectus etc, as well as for internal purposes. This fits within a wider programme of making sure that the website has appropriate locations for the KIS widgets and consistent and permanent URLs for use within the KIS. Work Package 4 will be funded by the university as part of its contribution to the XCRI project. Dissemination and engagements (Work package 5) The project leader and project manager will publicise the XCRI project within the university by attending suitable meetings and writing articles. Minutes of the XCRI Project Board also go to the KIS Advisory Board, which includes representation from all university Schools and relevant offices. The University of Greenwich is at the centre of an active network of collaborative partners. The Project manager will be able to disseminate information about XCRI-CAP to them via presentations and articles. We will also hold an XCRI-CAP workshop which will result in training materials that can then be shared with the wider JISC community. Page 7 of 18

8 It is envisaged that the direct costs of Work package 5 will be funded by the JISC grant. Scope and boundaries The centralised records in the University of Greenwich student record system covers all credit-bearing programmes regardless of level and location, and these will all be in scope of the project. Information is held in separate locations within the Student Record System for programmes and for modules. For the full benefits of XCRI to be realised for the University of Greenwich, the feed needs to cover both programmes and modules, as information about both will be required in the future on the website. It also needs to cover all types of programmes full-time and part-time; first degrees, other undergraduate programmes and postgraduates programmes; short courses and associate student programmes; university-based students, distance learners and franchised students in partner colleges; UK-based programmes and those taught wholly abroad. The project will therefore not be limited to any part of the University s output. We believe that the experience of using XCRI for this wide variety of programmes will provide useful information for the rest of the JISC community. Critical factors for success On the purely technical level, we are confident, based on existing experience, of our ability to produce the required the XML data document based on existing information. The success of the wider project will be based on: The development of agreed procedures for the collection and updating of XCRI information: a relatively small amount of extra effort will result in efficiency savings in the longer term as information about programmes and modules needs to be supplied at one point only, which will in future be built into the well-established framework of quality assurance procedures. The Schools and collaborative partners, and academics within them, will also gain advantages in getting a better overview of information held about their programmes and modules. The development of agreed procedures for the use of XCRI information internally and externally: for XCRI to reap the full efficiency savings, information users, mainly Marketing and Admissions and Recruitment, will be provided with information that is fit-for-purpose for external use. At first, the information may still need vetting, which should nevertheless involve less work than currently. When the system is fully operational, XCRI information will be available for external use without vetting, and outside organisations (such as UCAS and ESA) will be able to pull information. Commitment by senior management: the XCRI project at the University of Greenwich extends beyond the technical side that is eligible to apply for JISC funding. Senior management has agreed to make resources available, most notably Marketing to process information, and the Learning and Quality Unit to update quality assurance procedures. The XCRI Project Board is chaired by the University Secretary and Registrar, and the KIS Advisory Board (to which the XCRI Project Board reports) is sponsored by the University Secretary and Registrar and the Deputy Vice Chancellor (Academic Development). The involvement and commitment of stakeholders will be used to inform the formative and summative evaluation of the project. 1.5 Anticipated Impact Impact Area Institutional readiness to respond to greater volume of information requirements Institutional efficiency Page 8 of 18 Anticipated Impact Description The XCRI feed will support technologies that are becoming ever more important such as the website and electronic prospectus. It will also feed into new demands on information such as KIS. The way the system is to be implemented will allow for integration with future projects such as an enhancedd record management system. By ensuring that information is collected once and updated in a coordinated fashion, the XCRI system will be more effective

9 Teaching & learning excellence and save money. By allowing an overview of information held about programmes and modules, the University will be better able to review its output, thus facilitating quality assurance and hence teaching and learning excellence. 1.6 Stakeholder Analysis Internal University Schools Collaborative partners Stakeholder Interest / stake Importance (/M/L) Marketing (Development and Communications) Learning and Quality Unit Planning and Statistics Admissions and Recruitment Student Record Office (Office of Student Affairs) Information Systems Vice-Chancellor s Group Students Page 9 of 18 Nominal owners of modules and programmes. Primary suppliers of programme and module information and also have an interest in the information being able to attract appropriate applicants and information relevant to quality enhancement being available. Suppliers of programme and module information and also have an interest in the information being able to attract appropriate applicants Develop and maintain the University of Greenwich website, prospectus and external advertising material. Oversees quality assurance framework of the university including the arrangements whereby programmes and modules are approved Responsible for ESA, KIS and other statutory submissions Submit programme profiles to UCAS, contribute to explaining what the marketing information provided by the university means Responsibility for maintaining quality of student-related information and collation of raw data Maintaining computer systems that hold the information Strategic ability of system to produce information that will attract appropriate applicants Users of programme and module information Students Union Representatives of students interests M External Applicants, their parents, schools and careers advisors Users of the programme information in the application process Compilers of university league tables Recipients of programme information M UCAS Recipient of programme information M EFCE Recipient of programme information M especially with reference to KIS ESA Recipient of programme information M JISC Interest in the experience of data interoperability in the context of a wide M M

10 variety of programmes Employers Users of programme information M Professional Statutory and Regulatory Bodies Contributors to programme development M 1.7 Related Projects The University of Greenwich XCRI project is particularly related to the forthcoming Key Information Sets (KISs). The KISs will require programme information in a standard format suitable for use by applicants, their parents, schools and careers advisors, especially via the website. The University of Greenwich has recognised the interrelationship between XCRI and KIS by placing both projects within an overall structure overseen by a KIS Advisory Board, which is sponsored by the University Secretary and Registrar and the Deputy Vice Chancellor (Academic Development). KIS Advisory Board: Overview of all aspects of the production of KIS information KIS Technical Project Board: Technical solutions to data collection issues KIS Information Review Board: Review of KIS information from an educational view point (e.g. learning styles and assessment structures) XCRI Project Board: Review of presentation of programmes on the website 1.8 Constraints The JISC-funded part of the XCRI project is not large enough to justify the full-time work by members of staff for significant periods of time. The XCRI work will therefore need to be carried out alongside other duties. owever, the XCRI project will bring longer term efficiencies so its success is in the interest of the staff involved. 1.9 Assumptions That a substantial proportion of the information required for XCRI-CAP is already available within existing systems, although in many different locations and not always in a form that is fit-forpurpose for external use. That the information provider stake holders (mainly University Schools and collaborative partners) will make the resources available to provide any additional information needed. That the implementation stake holders (mainly Information Services, Planning and Statistics and Student Record Systems) will make the resources available to implement the system successfully. That the information user stake holders (mainly Marketing and Admissions and Recruitment) will make the resources available to switch to using XCRI information once it is available. Page 10 of 18

11 That the Student Record Office and the Learning and Quality Unit will make the resources available to update procedures to embed the updating of the XCRI information Risk Analysis Risk Description Failure to gain a JISC grant for stage 2 First version of XCRI feed shows that fewer fields of information is already available than previously thought First version of XCRI feed shows that quality of existing information is lower than previously thought Information providers fail commit resources to provide the additional necessary (especially if this proves a bigger task than previously thought) Information users fail to transfer to using XCRI to drive the website, prospectus, UCAS information etc Implementers commit insufficient skills and facilities to implement the project successfully Failure to update procedures such as the quality assurance framework to embed the collection and updating of Probability (P) 1 5 (1 = low 5 = high) Severity (S) 1 5 (1 = low 5 = high) Risk Score (PxS) Detail of action to be taken (mitigation / reduction / transfer / acceptance) A reduced project may go ahead although the timescale would be extended and the COOL URI feed may no longer be included Early work is mapping this at the moment so early warning of this will be available This would mean that more information will need to be gathered than previously thought, with resource implications The information required could turn out to be quite substantial, requiring a non-significant resource from each university School. To avoid this risk, Schools need to be convinced of the long-term benefit of XCRI If information users fail to make use of XCRI, then the benefits in terms of consistency and efficiency will not be realised. To avoid this risk, the information users need to be convinced of the quality of the information provided through the XCRI feed. The project competes with other projects in a busy environment. The presence of a JISC grant will impose a need to account for expenditure and deadlines which will help to reduce this risk. A failure to embed the procedures in the quality assurance framework would prevent the benefits in terms of consistency and efficiency Page 11 of 18

12 XCRI information from being realised, but the risk is low as the Learning and Quality Unit have been integrally involved in the XCRI work from the start Technical Development Greenwich has a comprehensive technical development methodology for this type of development which is based on the waterfall method for software life cycle management. We intend to locate much of the data within our student record system, which is the Banner Student System from SunGard igher Education. As the system does not currently have the full range of functionality to provide locations for all the data required, we will need to undertake some developments. Managing development within a vendor based systems environment presents a challenge which requires methodical management and control. Since 2000, we have used both version control and work management software to store the code we develop and all artefacts relating to the process used to develop the code, from specification through to design, development, testing and release. All documents are centrally recorded along with the communication between the relevant stakeholders, using a workflow system. Our development process has received substantial assurance from an internal audit (2007) which considered both the software lifecycle process and project management processes used during the development phase through to product deployment Standards Name of standard or Version Notes specification XCRI-CAP 1.2 Producing XML feed to the published XCRI- CAP standard The project has yet to fully analyse the standards that may or may not apply to the technical aspects of the project. owever, we can state that we will adopt those standards which are used within our proprietary systems which we will be extending. For example, we use the SunGard igher Education student system (Banner), and in order to modify, reconfigure or extend aspects of that system to facilitate enhanced or amended processes we will need to ensure that we use the SunGard coding methodology. Where any self-standing development is undertaken we will adopt the open standards that JISC recommends Intellectual Property Rights The systems in use at Greenwich within the context of this project are proprietary. This means that any code, whether modified SunGard code or derivative code developed by the University, is governed by our contract with SunGard and cannot be released outside the Banner community. The only exception to this is within our portal or if aspects of the development are self-standing modules which use data stored in SunGard systems but not any of the underlying technical architecture. Current thinking indicates that the majority of the development will need to be within the SunGard systems and will therefore not be released, however, the precise decision regarding approach will be made as part of the systems analysis and design phase. Aside from the development of code there will be a considerable amount of artefacts produced from the project. All the project deliverables, reports and other relevant outputs will be published via the project website and made freely available to the academic community via any method or repository which is recommended by the Programme. Page 12 of 18

13 We will ensure that other SunGard Student System users within the UK are made aware of the Greenwich XCRI development and we will make available to them any code and related material such that they can adopt our approach if required, as all SunGard customers hold the same rights to source and derivative code. 2 Project Resources 2.1 Project Partners There are no project partners on this project. 2.2 Project Management The XCRI project is overseen by the XCRI Project Board. The XCRI Project Board will meet every 6-8 weeks and is chaired by the University Secretary and Registrar, Linda Cording, who is the senior management sponsor of the project. The XCRI Project Board is serviced by Planning and Statistics, the section within the University of Greenwich responsible for the statutory submissions, including ESA and KIS. The Project Leader and Project Manager are from Planning and Statistics. The XCRI Project Board has representation from the main internal stakeholders: a selection of University Schools, Information Systems, Office of Student Affairs, Student Record Systems, Development and Communications, and the Learning and Quality Unit. Student Record Systems, Information Services and Planning and Statistics have a long history of successful co-operation on production of XML data for ESA submissions. The management of the XCRI project will draw closely on the University of Greenwich s experience of another existing JISC project the UG-Flex project. Christine Couper (the XCRI Project Leader), Paul Butler (ead of Information Services) and David Mutti (ead of Student Record Systems) are all members of both the XCRI Project Board and the UG-Flex Management Board. Claire Eustance who is the project leader on UG-Flex is also a member of the XCRI Project Board and has lent her support and contribution to the development of the XCRI project. Simon Jarvis, the Deputy Vice Chancellor (Academic Development) who is the Chair of the UG-Flex Management Board, is the co-chair of the KIS Advisory Board, to which the XCRI Project Board reports. The close relationship between XCRI and the KIS is recognised by the KIS Advisory Board having an overview of the whole KIS programme of work, including XCRI (see section 1.7). 2.3 Project Roles Team Member Name Role Contact Details FTE to be spent on the project Christine Couper Project Leader c.j.couper@gre.ac.uk 10% for 15 months (0.5 days per week Jan 2012 Mar 2013) Katarina Thomson Project Manager k.e.thomson@gre.ac.uk 20% for 15 months( 1 day per week Jan 2012 Mar 2013) Emma Price Analyst programmer (SG8) Liaison between XCRI Project and Learning and Quality Unit Development of XCRI- CAP feed Page 13 of 18 e.l.price@gre.ac.uk 20% for 6 months (1 day per week Jan June 2011) TBC 55.6% for 6 months (60 days in total May Nov 2012)

14 Business Analyst (SG7) Programmes and Courses Office (SG7) Programmes and Courses Office (SG5) End user support (SG7) End user support (SG5) Analysis of XCRI-CAP requirements Analysis of XCRI-CAP information requirements Implementation of XCRI-CAP data collection End user training and communication TBC 34.4% for 10 months (62 days in total Jan Oct 2012) TBC 10.6% for 10 months (19 days in total May - Oct 2012) TBC 23.1% for 6 months (25 days in total May Oct 2012) TBC 11.1% for 6 months (12 days in total May - Oct 2012) End user support TBC 5.6% over 6 months (6 days in total May Oct 2012) Training needs The Project Leader, Project Manager and/or other team members, and technical staff if required, will attend JISC-organised training events. The budget includes provision for inviting Alan Paull to conduct a half-day workshop with technical and semi-technical staff. 2.4 Programme Support The University of Greenwich XCRI Project welcomes the opportunities for support provided by the Programme and are committed to engaging with them. 3 Detailed Project Planning 3.1 Evaluation Plan Timing Factor to Evaluate Questions to Address Method(s) Measure of Success On going Efficacy of XCRI Project Board Are meetings taking place? Are the right people attending? Is attendance good? Are any changes required? Minutes of XCRI Project Board Review of actions agreed Regular XCRI Project Board meetings with good attendance and appropriate actions discussed and agreed On completion of work package 2 Implementation of XCRI-CAP feed with COOL URI as the work package achieved its aim? Were there any problems or issues that prevented or delayed a successful result? What lessons have we learnt and what would be do differently next time? Item for discussion at XCRI Project Board Work package deadline met XCRI-CAP feed with COOL URI in place On completion Embedding of collecting and as the work package achieved its Item for discussion at Work package deadline met Page 14 of 18

15 of work package 3 updating of XCRI information within existing procedures aim? Were there any problems or issues that prevented or delayed a successful result? What lessons have we learnt and what would be do differently next time? XCRI Project Board and Learning and Quality Committee Quality Assurance andbook amended At the end of a complete cycle of information gathering: is the XCRI information being maintained in the manner intended On completion of work package 4 Embedding the use of XCRI information in the external supply of information as the work package achieved its aim? Were there any problems or issues that prevented or delayed a successful result? What lessons have we learnt and what would be do differently next time? Item for discussion at XCRI Project Board Work package deadline met Information for the website and prospectus being pulled from the XCRI feed Outside organisations pulling information from the XCRI-CAP feed On going Summative assessment at end of project Internal stakeholder engagement Overall success of project Page 15 of 18 Does the project maintain support from internal stakeholders? ave objectives been met? ave outcomes been achieved? What are the key findings? What impact did the project have? What benefits are there for stakeholders? Was our approach effective? What lessons have we learned? What would we do differently? Item for discussion at XCRI Project Board Invitation to feedback from internal stakeholders Item for discussion at XCRI Project Board Invitation to feedback from stakeholders Assessment report on the project to be written by Project Manager Feedback from JISC on assessment report and dissemination Whether feedback from internal stakeholders is positive and/or constructive Whether objectives and outcomes have been achieved on time Whether the XCRI feed is now in use for the supply of information about programmes and modules Whether the existing procedures such as the quality assurance framework have been updated to embed the collection of XCRI information about new programmes/ modules and the maintenance of

16 XCRI information for existing programmes/ modules Assessment report being able to list impacts and benefits achieved Whether feedback from stakeholders is positive and/or constructive Whether feedback from JISC is positive 3.2 Quality Assurance Output / Outcome Name When will QA be carried out? In stages as each version is completed Output / Outcome Name When will QA be carried out? When Quality Assurance andbook has been revised Output / Outcome Name When will QA be carried out? When XCRI information has started to be used for website XML document of programme and module information to the XCRI-CAP standard containing fit for purpose information Who will carry out the QA What QA methods / measures will be used? work? Content: review by Peer review stakeholders Functionality: Information Systems New quality assurance procedures Who will carry out the QA work? Learning and Quality Unit and approved by the Learning and Quality Committee Updated website and prospectus Who will carry out the QA work? Marketing Existing procedures for testing functionality and technical software lifecycle procedures that make sure website is fit for purpose What QA methods / measures will be used? Focus groups and review/rewrite What QA methods / measures will be used? Focus groups and review 3.3 Dissemination Plan Timing Dissemination Activity Audience Purpose Key Message On-going Presentations to KIS Advisory Board and other university Internal stakeholders To raise awareness and explain how Some extra work now on providing Page 16 of 18

17 On-going Once work is fully under way Once XCRI data feed is available and populated by fit-forpurpose information committees Project website Articles in internal newsletters Presentation to annual teaching and learning conference Presentations, articles and workshop for the University of Greenwich s collaborative partners Presentations to JISC forums Contacts with external data gatherers such as UCAS Collaborative partner network principals and other staff Other institutions implementing or thinking of implementing XCRI, especially those using Sunguard Banner External stakeholders (particularly statutory bodies) stakeholders (particularly information providers) will gain To raise awareness of (a) the quality of programme information data and (b) the XCRI- CAP project among FE colleges To raise awareness of issues to be addressed To raise awareness of availability of programme information in a standardised form information will reap efficiency benefits in the longer term The greater consistency of information will allow improvements in educational content of programmes and modules The greater consistency of information will allow better advertising of programmes The greater consistency of information will allow improvements in educational content of programmes and modules FE colleges can adopt the XCRI- CAP standard for their own courses Lessons learnt so far in implement XCRI across a wide variety of programmes Efficiencies can be gained by requesting programme information in XML format to the XCRI-CAP standard 3.4 Exit and Embedding Plans Project Outputs/Outcomes Maintenance and updating of XCRI information to be Action for Take-up & Embedding Amendments to the Quality Assurance andbook to be posted Action for Exit Once embedded in existing procedures and the Quality Page 17 of 18

18 embedded in existing procedures Embedding of use of XCRI information in website, prospectus etc Continued software support on the Learning and Quality Unit web pages and information circulated to University Schools Embedded into redesign of programme and module information on the website Included within university contribution to the project Assurance andbook, the maintenance and updating of XCRI information should happen as a matter of course Once the website takes the feed from XCRI, the information should flow as a matter of course Envisaged as being an on-going commitment 3.5 Sustainability Plans Project Outputs Why Sustainable Scenarios for Taking Forward Existence of an Updating embedded Further analysis of XCRI-CAP feed with within existing programme and module a COOL URI procedures information to ensure improved educational quality Issues to Address Periodic review of information outputs to make sure that all stakeholders are serviced by the XCRI information Appendices Appendix A. Project Budget Appendix B. Workpackages Page 18 of 18