It0x Enhanced data storage services Sharepoint Teamsites
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1 UCD IT Services It0x Enhanced data storage services Sharepoint Teamsites Project Initiation Document Version 1.0 2, December 2014 Version History Version Date Summary of Changes Changed by 1 2/12/2014 Brian Morrissey IT Services Website Redevelopment Project Initiation Document Page 1 of 11
2 Contents 1 Objectives & Scope Background to the Project Project Objectives Expected Benefits Project Scope Change Control 3 2 Project Plan Project Approach Milestones & Deliverables Project 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 Communication Plan 9 6 Project Costs Initial Project Budget Ongoing Costs 10 IT Services Website Redevelopment Project Initiation Document Page 2 of 11
3 1 Objectives & Scope This Project Initiation Document (PID) defines the Sharepoint Teamsites 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 We are examining the use of Sharepoint Teamsites in providing a solution to some document management requirements of a model office. It is anticipated that this the type of service could provide value to UCD customers. 1.2 Project Objectives To assess the suitability of Sharepoint Teamsites in providing a framework for document storage and sharing for administrative offices at UCD. 1.3 Expected Benefits A suitable framework/template would provide offices with a mechamism for storing and sharing documents based on Office Project Scope The project will involve working with a pilot group in IT Services to develop a Teamsite environment that meets their document storage needs. The intention would be to develop a solution which could then be reused elsewhere with little or no redevelopment. IT Services staff will also participate in training in the solution so that they can handle issues which may arise. 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 3 of 11
4 2 Project Plan 2.1 Project Approach We will work with an implementation partner and IT Services Admin group to develop a solution to meets their needs. We will ensure that the approach is reusable by other departments who could benefit from this template-style approach. 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. BM Reviewers/ Approvers Due Date 1 Requirements completed 2 Partner selection 3 Initial design & Training Statement of Requirements. Initial design & IT Services staff training. WS & IT Admin IT Admin & WS 20/01 WS Web Services 20/02 WS WS & IT Admin 20/03 4 Design review Customer acceptance testing IT Admin IT Admin 10/04 5 Revised design Revised design and customer sign-off. 6 Production use Review how service is meeting needs and prepare demo for other potential customers. IT Admin WS & IT Admin 20/04 All WS & IT Admin 20/05 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 4 of 11
5 2.3 Project Plan The milestone listing below is essentially the plan. Milestone Deliverable Responsib ility 0 Project Initiation completed Project Initiation Document completed. BM Reviewers/ Approvers Due Date 1 Requirements completed 2 Partner selection 3 Initial design & Training Statement of Requirements. Initial design & IT Services staff training. WS & IT Admin IT Admin & WS 20/01 WS Web Services 20/02 WS WS & IT Admin 20/03 4 Design review Customer acceptance testing IT Admin IT Admin 10/04 5 Revised design Revised design and customer sign-off. 6 Production use Review how service is meeting needs and prepare demo for other potential customers. IT Admin WS & IT Admin 20/04 All WS & IT Admin 20/05 IT Services Website Redevelopment Project Initiation Document Page 5 of 11
6 3 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. 3.1 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. Brian Morrissey Kate Griffin Project Sponsor Ensure that resources are provided as required for the project IT Admin 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 6 of 11
7 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 Web Services, IT Admin, IT Communications. 3.2 Project Team Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Steering Group Project Team Brian Morrissey & Kate Griffin. WS & IT Admin staff. IT Communications. Monthly. Every 2 weeks IT Services Website Redevelopment Project Initiation Document Page 7 of 11
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 Solution deemed unsuitable Sharepoint service unreachable Solution does not perform well (slow or cumbersome) Probability H M L Impact H M L Actions to Mitigate Y Y Ensure continuous stakeholder engagement Y Y Cloud-based services can occasionally be unavailable. Y Y I expect that these type of issues would be uncovered before the production phase. Respon sibility 4.2 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 8 of 11
9 5 Communication Plan Close communications between all participants is expected throughout the project. When the solution reaches the production stage, we will embark on a servies of customer-focused communications based around the experience of the IT Admin group in using the service. Stakeholder Actions Responsibility IT Services Website Redevelopment Project Initiation Document Page 9 of 11
10 6 Project Costs 6.1 Initial Project Budget Cost of engaging a partner to develop the service is estimated at 10, Ongoing Costs It is not anticipated that there would be on-going costs. There may well be amandments to the standard template to suit other departments but they will be expected to meet that cost. IT Services Website Redevelopment Project Initiation Document Page 10 of 11
11 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 11 of 11
IT Services Website Redevelopment
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