University of Greenwich. Staff Portal Project. Planning Document

Transcription

1 University of Greenwich Staff Portal Project Planning Document Version 3. 20/9/07

2 Staff Project Plan Version 3 27/9/07 Contents Overview of Project 3 1. Background 3 2. Aims and Objectives 3 3. Overall Approach 4 4. Project Outputs 6 5. Project Outcomes 7 6. Stakeholder Analysis 8 7. Risk Analysis 9 Project Resources Project Management Funding Phase 1 Evaluation Plan Phase 2 Evaluation Plan Phase 3 Evaluation Plan Quality Assurance Communications Plan Legal issues 17 Page 2 of 17

3 Overview of Project 1. Background The staff portal project is the next phase of the University Portal Project. The commitment to the development of a university wide portal was formally made in the to Learning & Teaching Strategy (Revised). The information strategy for the period further concluded that the University needs to be able to create an infrastructure that provides a common interface for the user, but allows creativity and diversity for the developers of courseware and services. The development of the staff portal also enables the university to meet action point 6 of the University of Greenwich Corporate Plan : Implement and develop new portal (for improved services to students and staff) Phase 1 of the University Portal Project, the student portal, went live at the start of the 2006/07 academic year. The staff portal will be implemented in three phases: the first phase will consist of two staff only tabs, Staff Support and Staff Development, as well as changes to the Home tab and will be implemented in October 2007; phase two will go live in February with a revamped Library and Computing tab as well as a My Department tab; phase three will consist of a new system and calendar as well as two new tabs, Research & Enterprise and My Students. Phase three will also include a relaunch of the portal for both students and staff. 2. Aims and Objectives The ultimate aim of this project is to enable an environment at the University of Greenwich which allows individuals, groups and systems to interact seamlessly for learning teaching and administration. Specifically, Identification and prioritisation of user requirements. Develop content that meets the requirements identified by users. To consider and identify how existing services can be integrated in to the portal. Develop and implement a portal. Develop and implement a training programme that ensures successful implementation of a portal. Develop campus wide policies regarding the use of the portal and its associated technologies. Page 3 of 17

4 Staff Project Plan Version 3 27/9/07 3. Overall Approach 3.1 Project methodology The methodology adopted by the project is that suggested by the vendors of the platform that has been chosen as the basis for the portal Sungard HES Higher education. This consists of two critical phases named assess and plan. This methodology was adopted for the student portal project. Assess Organizational Information Gathering During this phase stakeholders are consulted to identify critical success factors for the implementation of the portal. Basic education on the aims of the project is provided to stakeholders. Project team members meet to discuss findings and finalise implementation objectives. Plan Technology Planning The Technology Planning activity is designed to frame the prioritized technical architecture requirements and plans against existing IT systems, technical goals, and priorities. Through analysis of user requirements, existing and future technology requirements, and integration options offered by the Luminis Platform, the technical stakeholders are better able to reach consensus on phased functionality and identify viable options for fulfilling their requirements. This information can then be used by institution IT leaders to build a framework for planning the implementation. Portal Content Planning The Portal Content Planning activity builds a content plan for the Luminis Platform. This activity identifies critical policies and processes, portal content and its owners and encompasses the design development necessary to customize the site. With the necessary skills and experience gained from the student portal project there will be no requirement to recruit Sungard consultants for this stage of the staff portal. 3.2 Challenges to be addressed Obtaining buy in within the University for the project. Suspicion of another information technology initiative being implemented within the University. Conflict with existing systems and non institutional level portal developments. These stovepipes (areas where information is deposited but is extremely difficult to extract) may detract from the benefit of an institutional portal by continuing to provide inconsistent user interfaces, navigation and hindering the resolution of conflicts between different systems. Portal developments at other institutions have exposed flawed process which have required institution wide re examinations 3.3 Mitigation of Challenges The literature suggests that meeting the above challenges is largely a function of securing support from all the relevant stakeholders and in particular from the institution s senior management. To this end the Project Implementation group is drawn from as wide a base as possible within the university. The Project manger in particular has been chosen from a non technical and academic background to try to ensure that a more user centric approach is adopted to the design, development and implementation of the project. All stake holders will be provided with a number of opportunities to communicate their requirements and concerns about the project via online an online survey, focus groups and meetings with staff from schools and central departments. Page 4 of 17

5 It is also clear that given the central role that the portal will play, that its development should be closely linked if not directed by the University s long term objectives and the strategies to achieve those objectives. 3.4 Project Scope The project will be concerned with: The requirements of staff. The delivery of services and information via channels using the portal along with the look and feel of this information. Content and management of school and university web pages are only within the scope of this project as far as they affect the delivery of information and services via portal channels. The introduction of a university wide electronic calendar for use by staff Integration of university system for staff Establishment of groupware, using Group Studio, via the portal for academic, research, administrative and social use of staff. This will allow staff to create groups and have their own web space for their group activities. Critical Success Factors. To be considered a success the project needs to develop a portal that: provides services and information which supports staff in their daily activities. Significantly reduces the need for multiple login to university web based systems (single sign on where possible). is easy to use. is easily accessed. is responsive. is credible. is reliable. Page 5 of 17

6 4. Project Outputs 4.1 Deliverables The following will be delivered by the project: Phase 1 (October 2007): Reworking of the existing Home Tab to include material specific to staff E.G University Calendar and University News. Staff Support and Staff Development Tabs Single Sign on to key web based services. Single point of entry to web based services. 24 hour access to web based services. Access to university wide electronic calendar system. Web space for groups to use for academic, administrative and social purposes. Tools to enable improved targeting of information. Ability for users to tailor the environment to meet their specific needs. Face to face, paper and web based training materials to support implementation of the portal. Phase 2 (February ): Reworking of the Library and Computing tab to provide more computing related support for staff. My department tab which will replace the current My School Tab Increased Single Sign on functionality Phase 3 (October ): Introduction of version I.V of portal platform My Students and Research and Enterprise Tabs Integration of system University Calendar Relaunch of staff and students portal. 4.3 Documentation The following documentation will be produced during the period of this project: Project plan. Amended Project website. Minutes of management and steering committee meetings. Analysis of user requirements. Post project review document. 4.4 Knowledge and experience The team involved in the development and implementation of this project will gain knowledge and have experience of the issues required for a successful implementation of institution wide portals for staff. The institution wide nature of the project will also mean colleagues from different areas of the university will be required to collaborate and so will gain knowledge and understanding of the challenges faced by areas of the university they may not previously have encountered. The institution will also gain further insight into the factors that are important in achieving the development and implementation of institution wide projects. The knowledge and experience gained from the student portal project will mean that there is no need for consultation with the vendors on this project. Page 6 of 17

7 5. Project Outcomes Methods of communication among and between students, faculty and staff will be enhanced through the proposed portals targeted announcement functionality. The calendar system will enable the time management aspects of personal development planning to take be more effectively implemented. A rich assortment of navigational and informational channels will be made available to staff. Staff will become more engaged with the portal. This will enable them to engage with the student experience of the portal and what their needs are. Integration of Content Management System (CMS) providing single sign on to content hidden from public view. Page 7 of 17

8 Staff Project Plan Version 3 27/9/07 6. Stakeholder Analysis Stakeholder Compelling Aspects/Benefits Concerns Ways to increase participation Participation Strategy Notes Academic staff Single sign on. Improved access to services. Potential for improved communication acrossinstitution. Ease of use. Training.Difficu lties with underlying systems. e.g. Banner and search. Orientation to the system prior to introduction coupled with continuing access to support and training. Online and paper based training materials to be preparedin addition to scheduled anddemand led training. Key contact in schools/dept required. Training generally highlighted as an institutional weakness Non academic Single sign on. Improved access to services. Improved training in use of university of systems Online and paper based training materials to be prepared in addition to scheduled and demand led training. Key contact in Schools/dept required. Page 8 of 17

9 Staff Project Plan Version 3 27/9/07 7. Risk Analysis Risk Type of Risk Probability Severity Score Action to Prevent Manage Risk Insufficient support from stakeholders Insufficient resources to meet project aims Financial /Financial/Technical /External/Legal/staffing (1 5) Prior to action Post action (1 5) (P X S) 4 4 Identification of stakeholder s requirements and continued communication of project progress. 4 4 Project Management Mismatch between different stakeholder requirements Key members of staff leave during the project Staffing Identification of individual stakeholder group requirements. See Stakeholder analysis. Requirements of project to be well documented and reduce reliance on tacit knowledge. Project fails to properly address technical issues Technical Internal technical team to be supported by external technical expert from SCT. Page 9 of 17

10 Project fails to address organisational issues raised by project Functionality of portal fails to meet user requirements Time scale slip Scope creep of project Failure to effectively disseminate information related to staff portal within schools and departments. Staffing/ Membership of steering committee consists of members with ability to address these issues at a sufficiently high level. Identification of stakeholder s requirements and user testing used minimise risk. 3 3 Clear project time frame put in place. Scope of project to be defined by steering committee, documented and used 3 6 as a guide to project development Communication with heads of schools/ directors of finance to clearly identify benefits and resource implications. Content Management System (CMS) fails to provide access to content in a effective manner Technical Consultation with, ICT, Squiz Team and Web team to provide a Single Sign On solution Page 10 of 17

11 Staff are unaware of content Publicise the Staff Portal via all staff s. Testing of the new content to be undertaken by ILS staff prior to implementation Page 11 of 17

12 Staff Project Plan Version 3 27/9/07 Project Resources 8. Project Management 8.1 Project Steering Committee Remit Project sponsorship, overall guidance, monitoring and receiving reports Liz Bacon Head of School of Computing and Mathematical Sciences Russel Brockett Director of Personnel Paul Butler Head of Corporate Information Systems Maureen Castens Director of Information and Library Services Virender Choudhary President Students Union Les Johnson Director of Business School Clifton Kandler Project Manager Ann Murphy Head of Learning Services Margaret Noble Pro Vice Chancellor (Teaching and Learning) Chair Christine Rose Director of Student Affairs Alison Woods Head of Marketing 8.2 Project Management group Membership to be revised in line with requirements of project phases. Remit To provide functional expertise and direct management of project. Clifton Kandler Project Manager Wendy Cealey Harrison Head of Learning and Quality Jennifer Crawford Kent and Medway Lifelong Learning Co ordinator Kevin Behn Deputy Personnel Manager Pat Harvey Director of Resources Dave Mutti Banner Team Simon Walker Educational Development Co ordinator Member of ICT to be nominated 8.3 Project Manager Remit Detailed project planning and control including. Developing and maintaining a detailed project plan. Managing project deliverables in line with the project plan. Recording and managing project issues and escalating where necessary. Resolving cross functional issues at project level. Managing project scope and change control and escalating issues where necessary. Monitoring project progress and performance. Providing status reports to the project sponsor. Liaison with, and updates progress to, project steering board/senior management. Managing project evaluation and dissemination activities. Managing consultancy input. Working closely with users to ensure the project meets business needs. Definition and management of the User Acceptance Testing programme. Identifying user training needs and devising and managing user training programme. Page 12 of 17

13 Clifton Kandler Web Services Manager 8.4 Technical Project Lead Remit Technical strategy, policy and procedure. Paul Butler Head of Corporate Information Systems 8.5 Sub Project Team Members Remit Provide functional expertise in an administrative or technical process Team Rob Thackary CIS Paul Melia CIS Mark Woodbridge CIS Robert Rainthorpe ICT Richard Horner ICT 9. Funding 130,000 has been allocated to this phase of the portal project along with the third phase, which is the prospective student portal. The funding has been provided by the Learning Enhancement Fund ( 90K) and the Supporting Professional Standards Fund ( 40K) and will primarily be used to bring in additional staff resource to assist the two projects Page 13 of 17

14 10. Phase 1 Evaluation Plan A B C D E Timing Factor to Evaluate Project Project Users perceptions Usage impact Questions to Address Did project meet its objectives What lessons have we learned? Does it meet your needs? How can it be improved? Is support provided effective? Who is using the portal when and how? What impact has the project had? Method(s) Focus groups Online feedback via comment facility Usage logs Measure of Success Project meets its objectives as stated in project plan Project meets its objectives as stated in project plan Stated user needs that project would meet by Oct 07 are met. Bench marked against comparable institutions Portal viewed as adding value by stakeholders 11. Phase 2 Evaluation Plan A B C D E Timing May May May May May Factor to Evaluate Project Project Users perceptions Usage impact Questions to Address Did project meet its objectives What lessons have we learned? Does it meet your needs? How can it be improved? Is support provided effective? Who is using the portal when and how? What impact has the project had? Method(s) Focus groups Online feedback via comment facility Usage logs Measure of Success Project meets its objectives as stated in project plan Project meets its objectives as stated in project plan Stated user needs that project would meet by Jan 08 are met. Bench marked against comparable institutions Portal viewed as adding value by stakeholders Page 14 of 17

15 12. Phase 3 Evaluation Plan A B C D E Timing Factor to Evaluate Project Project Users perceptions Usage impact Questions to Address Did project meet its objectives What lessons have we learned? Does it meet your needs? How can it be improved? Is support provided effective? Who is using the portal when and how? What impact has the project had? Method(s) Focus groups Online feedback via comment facility Usage logs Measure of Success Project meets its objectives as stated in project plan Project meets its objectives as stated in project plan Stated user needs that project would meet by Sep 08 are met. Bench marked against comparable institutions Portal viewed as adding value by stakeholders 14. Quality Assurance Timing Compliance with QA Methods(s) Evidence of Compliance Throughout Accessibility legislation Automated and user testing Pass test Acceptable to user Throughout Fitness for purpose C D & E above and Acceptable to user user testing Throughout Consistent design Content Guidelines Compliance with guide Page 15 of 17

16 Staff Project Plan Version 3 27/9/ Communications Plan Target Group Purpose of Communication Awareness, Understanding, Commitment, Action? Medium/Method Responsibility (Estimated) Timeframe Notes All Staff Provide major means of project communication Awareness, Understanding, Commitment, Action Project website ACK OCT 2005/Sept 2007 All Staff All Staff University Executive Introduce project site and survey Reminder re survey Provide overview of project Awareness/Action / Greenwich line Article ACK/PB Oct 07 Action ACK Mar 07 Understanding/ Awareness/Action Paper ACK Oct/Nov 07 School Boards Provide preview of portal look and feel Awareness/Understanding Meeting ACK Sep 07 All Staff Provide preview of portal look and feel Awareness/Understanding Greenwich line/ ACK Sep 07 Staff Development Focus Group Provide overview of project Awareness/Understanding Paper ACK Feb 08 Page 16 of 17

17 Staff Project Plan Version 3 27/9/ Deployment Plan First Phase of Staff Portal Plan Action Date for completion Complete testing and development of channels on test system 21 st September ILS staff invited to view proposed staff layout, content and 28 th September functionality, to provide feedback Feedback from ILS staff reviewed 2nd October Proposed staff portal layout, content and functionality reviewed by 3 rd October Steering committee. Assessment of deployment readiness Feedback from Steering committee reviewed 5 th October Announcement and Sent to staff advising of staff portal 23rd October deployment with annotated PDF showing content Help material revised to show staff content 23rd October Staff portal made live (subject to the above) 24th October Flyer advertising staff portal to be distributed to all staff 24 th October 17. Legal issues The portal will be required to meet the requirements of the following legislation: Disability Discrimination Act 1995 SENDA (Special Educational Needs and Disability Act 2001) Data Protection Act 1998 Freedom of Information Act 2000 Page 17 of 17