Library-wide Information Technology Project Definition 1. Project Name Office 2007 Pilot Project version 1 date 9/4/07 2. Client Name Department : Information Technology (IT) Client Contact: Adrian Petrisor, Director of Information Technology, x4-2075, petrisor@uci.edu 3. Decision Makers Adrian Petrisor Planning, development, deployment and post-deployment of Office 2007. Information Technology Management Committee (ITMC) Reviewing the pilot project results and determining the implementation Office 2007 library-wide. 4. Project Description and Goals Conduct an implementation of Office 2007 to a small group of library staff to determine the most effective method for deploying the software library-wide especially evaluating the learning-curve involved and the level of IT Department staff required to support the implementation, using the available Microsoft Office 2007 training materials along with "in-house" hands-on training. 5. Business Case A new Windows software interface ( ribbon interface ) is emerging with many third party applications sharing the same interface. Office 2007 uses this new design. Since this application is the most frequently used suite of software in the library, this makes Office 2007 the ideal software suite in which to introduce the new interface and prepare the library staff to effectively use this emerging standard interface. The pilot project will provide ITMC with the critical information to evaluate and determine how best to implement Office 2007 library-wide. 6. Key Business Requirements Install Office 2007 on pilot participants workstations. Maintain full Office XP functionality on pilot participant workstations. Provide in-house training and utilize available Microsoft Office 2007 training materials. Provide helpdesk support for the participants in Office 2007. Will be compatible with Microsoft Office XP. 7. Project Objectives Survey and compile the results of participant experiences in the pilot project for ITMC to determine the best way of implementing Office 2007 library-wide. 8. Benefits This project will provide a framework for the library-wide implementation of Office 2007. Additionally, this will provide important lessons learned for future software upgrades. 1
9. Target Audience The IT Department and the ITMC. 10. The Problem There are limited IT Department resources to provide the fullest level support for the deployment of Office 2007 library-wide. Office XP is an out of date version of Office that is not covered the under current mainstream support supplied by Microsoft. 11. The Solution and Alternatives Solution: Deploy Office 2007 to a small group of users from different departments in the library and collect data on the deployment in terms of impact on library staff and the support required for the implementation. Alternatives: Deploy Office 2007 library-wide directly without any prior knowledge of support and technical difficulties. Continue using Office XP without an upgrade. Outsource implementation and training of Office 2007. 12. Project Scope 12.1. In Scope The IT Department staff will be responsible for the planning, development, deployment and post-deployment of Office 2007. This will specifically include: pilot participants selection, at least one participant from each department; installation of Office 2007 on pilot participants workstations; provide handson training session using Microsoft Office 2007 training materials focusing on where to find the most common functions; and provide helpdesk support for the participants in Office 2007. Documents created in Office 2007 will be compatible with Office XP documents. The participants will use the software suite for two weeks and complete a survey based on their experiences which will be developed into a report of the pilot project for ITMC. 12.2. Out of Scope A few participants workstations might not be capable of running the Office 2007 suite. These participants workstations will not be upgraded in order to participate in the pilot project. The Information Technology Department will not expend extra effort to make nonstandard applications compatible with Office 2007. Future related projects Office 2007 implementations- 1) Staff 2) Public 13. Pre-requisites Participants workstations are capable of running Office 2007. Participants have adequate experience with common Office XP functionality. 14. Assumptions Office 2007 is stable and routinely monitored for security patches. The Libraries are licensed for Office 2007 under the Microsoft campus-wide agreement. 2
15. Project Risks Microsoft might release a new version of the Office suite before Office 2007 is deployed library-wide. Due to shifts in departmental workloads and the schedule of the project, a participant might no longer be available. 16. Time and Costs Schedule: Deployment Aug. 31 Sept. 4 Training Sept. 5 Sept. 6 Participant testing Sept. 6 Sept. 19 Meeting with participants - Surveyor to the stsept. 20 Sept. 21 Presentation and report to ITMC Oct. 2sign phase of the p The costs of the project will be assumed into the regular IT Department budget. 17. Project Organization IT Department: Director of IT IT Unit Supervisor Project Coordinator Programmer Analyst II (2) HelpDesk staff (9) Library-wide Pilot Project participants (20) 3
18. Project Definition Approval Documents the approval process and authorized signatories for the project definition document. The client project approval process and timeline should also be contained in this section. Client: Signature: Department Head: Signature: Divisional AUL: Signature: Project Coordinator: Signature: IT Unit Supervisor: Signature: ITMC Chair: Signature: 4
Document Change Log Initiator Reason Date Version ITMC Add 2 related future projects & pilot project participants 9/4/07 1 5