IT1T Integrated Recruitment Systems 2015

Transcription

1 UCD IT Services IT1T Integrated Recruitment Systems 2015 Project Initiation Document Version December 2014 Version History Version Date Summary of Changes Changed by /12/2014 Initial Draft Bronwyn O Callaghan

2 Contents 1 Objectives & Scope Project Objective Project Scope Change Control 4 2 Project Plan Project Approach Milestone Plan 5 3 Project Structure Roles & Responsibilities Project Team Meetings 7 4 Risks & Issues Initial Risk & Issue Log Ongoing Management of Risks and Issues 8 5 Stakeholder Plan 9 IT15 Integrated Recruitment Systems Project Initiation Document Page 2 of 10

3 1 Objectives & Scope This Project Initiation Document (PID) defines a programme of work entitled Integrated Recruitment Systems 2015 and outlines its objectives, scope, approach, deliverables, timescale and structure so that it can be understood and agreed by all stakeholders. 1.1 Objective The objective of this programme of work is to provide support for the recruitment of students both undergraduate and postgraduate building upon the work completed in 2014 in support of the recruitment of non-eu students. 1.2 Scope This programme of work will cover the delivery of a series of projects including: Enhancement of the CRM capabilities implemented in 2014 in support of the recruitment of non-eu students as part of the Global Engagement Initiative. Enhancement of support for Recruitment Activities in the Graduate Space (in particular looking at how enquiries and leads for graduate programmes are managed) Onboarding of Graduate Students i.e. the time between when a graduate accepts in Mar/Apr/May and when they start to register in Aug/Sept. In particular, we are looking at the provision of an Onboarding Portal. Redevelopment of the Course Finder within the Graduate Studies Website working with Graduate Studies 1.3 Benefits The benefits of undertaking this programme of work include: Supporting more effective recruitment by providing systems support such as CRM etc. Optimising the conversion of prospective students from offer stage through to a registered student in UCD. Promotion of a more effective web presence for prospective students by providing highquality course information online. IT15 Integrated Recruitment Systems Project Initiation Document Page 3 of 10

4 1.4 Change Control The Project Initiation Document will be approved on commencement of the programme of work by the IT Services Management Team. Following this, an ongoing Project Plan will be maintained and updated to accommodate any minor changes that occur. Once the scope is agreed herein, any further changes to scope or major deviation from the proposed timeframes will be the subject of a change control procedure. IT15 Integrated Recruitment Systems Project Initiation Document Page 4 of 10

5 2 Project Plan 2.1 Project Approach The approach to this programme of work involves delivering independently a number of selfstanding projects which when combined will achieve the overall programme objectives. The exact details of each project and the timing of each will be subject to regular review throughout the year to ensure that the projects implemented reflect ongoing priorities and availability of staff in IT Services and each of the customer areas covered by the proposed projects. Each individual project will be managed based on the principles contained in our Project Management Methodology. 2.2 Milestone Plan Milestones, deliverables and target delivery dates for each of the constituent projects will be agreed with the relevant stakeholders. The typical milestones are outlined below. Milestone Deliverable Responsibility Reviewers/ Approvers 1 Project Initiation Document Approved 2 Requirements completed 3 Delivery of prototype 4 Completion of testing Project Initiation Document Summary Statement of Requirements Project Team Registry Liaison Group Due Date TBD Project Team Registry team TBD Working prototype Project Team Registry team TBD Test results document 5 Version 2 delivery Working prototype version 2 6 Completion of final testing Final test results document sign off 7 Go live System live, communications complete Project Team Registry team TBD Project Team Registry team TBD Project Team Registry team TBD Project Team Registry team TBD 2.3 Project Plan A project plan for each of the constituent projects will be developed prior to the commencement of the project. IT15 Integrated Recruitment Systems Project Initiation Document Page 5 of 10

6 3 Project Structure The programme comprises of a set of project teams with oversight by the one or more Steering (or existing Liaison) Groups to be defined. These Steering Groups will agree project schedules, approve major deliverables and resolve any critical issues that arise during the lifetime of this work programme. Project teams will be created to deliver each project and a project manager appointed to manage the project on a daily basis and will report regularly to the Steering Group. 3.1 Roles & Responsibilities Role Responsibilities Names Steering Group(s) 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. tbd Project Sponsor Ensure that resources are provided as required for the project tbd 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 Bronwyn O Callaghan 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 Project Conduct the tasks and activities of the Various (dependent on IT15 Integrated Recruitment Systems Project Initiation Document Page 6 of 10

7 Role Responsibilities Names Team project in accordance with the Project Plan Prepare the project deliverables by the agreed due dates Report progress to the project) 3.2 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Steering Groups (s) Project Team tbd Project Team Members Monthly At least weekly for the duration of each individual project IT15 Integrated Recruitment Systems Project Initiation Document Page 7 of 10

8 4 Risks & Issues 4.1 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 Lack of clear responsibility for recruitment in the university Probability H M L Impact H M L Actions to Mitigate Y Y Y Consult all interested parties and try to build consensus Responsibility 4.2 Ongoing Management of Risks and Issues Any additional risks and issues identified will be maintained on an ongoing basis by the in separate Risks and Issues logs. IT15 Integrated Recruitment Systems Project Initiation Document Page 8 of 10

9 5 Communication Plan As part of the detailed planning for each of the constituent projects, key stakeholders will be identified and plans for interaction and communication with them will be detailed. The following table highlights the communication and interaction activities planned for each stakeholder group: Stakeholder Actions Responsibility Dean of Graduate Studies Graduate Studies Arrange meeting to discuss scope of project and possible Steering Group Include in Project Team so that this project is seen as a joint initiative Schools & Colleges Identify pilot areas to work with whilst communicating on a wider basis UCD Registry - Admissions Include in Project Team so that this project is seen as a joint initiative UCD Registry Meet to discuss approach and inclusion on the project Communications Office Meet to discuss approach and inclusion on the project IT15 Integrated Recruitment Systems Project Initiation Document Page 9 of 10

10 6 Costs 6.1 Initial Budget It is not expected that individual projects within this programme will incur costs beyond the staff time involved. The one exception will be the procurement of some web design expertise to ensure a very high quality look and feel to the project. 6.2 Ongoing Costs It is not expected that individual projects within this programme will incur ongoing costs other than ongoing staff time. IT15 Integrated Recruitment Systems Project Initiation Document Page 10 of 10