IT Services Website Redevelopment
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1 UCD IT Services IT01 IT Services Website Redevelopment Project Initiation Document Version 1.0 1, December 2014 Version History Version Date Summary of Changes Changed by 1 1/12/2014 Brian Morrissey IT Services Website Redevelopment Project Initiation Document Page 1 of 12
2 Contents 1 Objectives & Scope Background to the Project Project Objectives Expected Benefits Project Scope Change Control 4 2 Project Plan Project Approach Milestones & Deliverables Project Plan 6 3 Project Structure Roles & Responsibilities Project Team Meetings 8 4 Risks & Issues Initial Risk & Issue Log Ongoing Management of Risks and Issues 9 5 Communication Plan 10 6 Project Costs Initial Project Budget Ongoing Costs 11 IT Services Website Redevelopment Project Initiation Document Page 2 of 12
3 1 Objectives & Scope This Project Initiation Document (PID) defines the IT Services Website Redevelopment project in detail including objectives, scope, approach, deliverables, timescale and structure of the project so that it can be understood and agreed by all stakeholders. 1.1 Background to the Project The existing website and information architecture has been in place for approximately eight years and is in need of a refresh taking into account new methods of information delivery. 1.2 Project Objectives To provide customers with the information they need in a intuitive manner, on a range of device types, allowing them to make the most of the services we offer. Specifically that would include: To clearly identify the services we provide to the UCD community (and what we do). To make it easy for the website user to find the information they are looking for To offer advice on the best use of our services To offer support and solutions for IT related queries To establish a clear identity for IT Services as a progressive and professional unit To drive engagement and conversation with IT Services through the integration of social media tools, forum applications etc. To build a showcase website exemplifying best practice in website design 1.3 Expected Benefits When complete our new website will provide customers with relevant and actionable information at their fingrtips, regardless of their location. Customers should be more selfsufficient and so may not have to refer to the IT Services Helpdesk or other sources of information in order to avail of a service. 1.4 Project Scope The project will involve a redesign of the IT Services website including the overall look of the site and the navigation. The customer experience will be at the heart of this redesign and the website in that it will be based around services on offer together with quick links to regular tasks customers may wish to do. The website will work equally well on mobile devices and desktop systems. An assessment of current content and the repositioning of same is an important aspect of this project. Compliance with Accessibility Standards will be designed-in from the outset. IT Services Website Redevelopment Project Initiation Document Page 3 of 12
4 The scope will include the following components: 1. Exploratory stage (how are people using the site, what are they looking for from us). 2. Development of Site architecture, navigation and flow. 3. Content Review consider how content is presented and language used. 4. Design of website including new look and feel, potential social media fora and creation of templates ensuring responsive technology, accessibility. 5. Coding and integration ( SiteManager Terminal 4). 1.5 Change Control The Project Initiation Document will be approved on commencement of the project by the relevant project members. Following this, an ongoing Project Plan will be maintained and updated to accommodate any minor changes occur. Once the scope is agreed herein, any further changes to scope or major deviation from the proposed timeframes will be the subject of the change control. IT Services Website Redevelopment Project Initiation Document Page 4 of 12
5 2 Project Plan 2.1 Project Approach We are working with our implementation partner and customers to deliver a reimagined ITS website. The approach is iterative in that we will build the website in parallel, refinig the nav;igation and architecture and adding content. When complete we will publish it in place of the current site. 2.2 Milestones & Deliverables The following milestones, deliverables and target delivery dates have been defined for the project: Milestone Deliverable Responsib ility 0 Project Initiation completed Project Initiation Document completed. Peter McKiernan Reviewers/ Approvers Reviewers: A.N. Other 1 A.N. Other 2 Due Date 1 Requirements completed 2 Partner selection Approval: A. N. Other 3 Statement of Requirements. Comms Group 10/09 3 IA Initial architecture design & stakeholder review. 4 Revised architecture Revised architecture and ITS sign-off. 5 Content review Review of content throughout IT Services. Comms Group 1/10 Heads of Service Heads of Service 20/11 12/01 Comms Group 25/02 The individual(s) listed in the Responsibility column above are responsible for the relevant deliverables. Typically each deliverable will have one or many reviewers and a final approval by one or more individuals. Acceptance and sign-off of a deliverable is required by the Approval person. IT Services Website Redevelopment Project Initiation Document Page 5 of 12
6 2.3 Project Plan The Milestones and Deliverables section below will act as the project plan: Milestone Deliverable Responsib ility 0 Project Initiation completed Project Initiation Document completed. Peter McKiernan Reviewers/ Approvers Reviewers: A.N. Other 1 A.N. Other 2 Due Date 1 Requirements completed 2 Partner selection Approval: A. N. Other 3 Statement of Requirements. Comms Group 10/09 3 IA Initial architecture design & stakeholder review. 4 Revised architecture Revised architecture and ITS sign-off. 5 Content review Review of content throughout IT Services. Comms Group 1/10 Heads of Service Heads of Service 20/11 12/01 Comms Group 25/02 IT Services Website Redevelopment Project Initiation Document Page 6 of 12
7 Project Structure The project comprises a Project Team and a Steering Group. The Steering Group will agree project schedules, approve major deliverables and resolve any critical issues that arise during the lifetime of the project. The Project Team will manage the project on a daily basis and will report regularly to the Steering Group. 2.4 Roles & Responsibilities Define the responsibilities for each group and role within the project. The following are some sample responsibilities for common project groups and roles. Role Responsibilities Names Steering Group Ensure that the project direction is appropriate to the achievement of the ultimate objectives. Review progress reports from the Project Manager and determine actions needed to address deviations. Provide guidance to the Project Team on high level principles to be complied with. Review and approve deliverables. Monitor and proactively manage risks as they arise. Communications Group. Project Sponsor Ensure that resources are provided as required for the project Take action on any issues escalated by the Project Team Project Manager Prepare the Project Plans Determine resource requirements and ensure that appropriate resources are allocated Peter McKiernan Manage the project to ensure that the desired results are achieved within agreed time-scales Monitor progress and report on a regular basis to the Steering Committee Prepare project deliverables and their presentation for approval IT Services Website Redevelopment Project Initiation Document Page 7 of 12
8 Role Responsibilities Names Project Team Conduct the tasks and activities of the project in accordance with the Project Plan Prepare the project deliverables by the agreed due dates Report progress to the Project Manager 2.5 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Steering Group Project Team Communications Group. Peter Mckiernan, Sinead O Rourke, Genevieve Dalton, Brian Morrissey. Approx. every two weeks. IT Services Website Redevelopment Project Initiation Document Page 8 of 12
9 3 Risks & Issues 3.1 Initial Risk & Issue Log The following project risks or issues have been identified on commencement of the project. These initial tasks to address these risks or issues are outlined. Risk / Issue Probability H M L Impact H M L Actions to Mitigate Responsibility 3.2 Ongoing Management of Risks and Issues Any additional risks and issues identified will be maintained on an ongoing basis by the Project Manager in separate Risks and Issues logs. IT Services Website Redevelopment Project Initiation Document Page 9 of 12
10 4 Communication Plan Identify the key stakeholders in the project and the plans for interaction and communication with each. Stakeholders are individuals and groups who will be capable of influencing the success of a project, directly impacted by the project as users or customers or involved in approving or implementing project deliverables. The following table highlights the communication and interaction activities planned for each stakeholder group: Stakeholder Actions Responsibility IT Services Website Redevelopment Project Initiation Document Page 10 of 12
11 5 Project Costs 5.1 Initial Project Budget Outline the proposed costs of the project by phase, typically to cover items such as consultancy resource costs, product/vendor & licence costs, training, any specific hardware costs, etc. You might also want to consider adding in an element of contingency into these costs. 5.2 Ongoing Costs Provide an estimate of any ongoing costs such as recurring licence fees, maintenance charges, etc. IT Services Website Redevelopment Project Initiation Document Page 11 of 12
12 Related Documentation It is often useful to list any related documentation here, such as supporting documentation provided by the business/customer. IT Services Website Redevelopment Project Initiation Document Page 12 of 12
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