systems involved in the student lifecycle. Demonstrator for students of a single unified view of their data and tasks in a key part of their lifecycle. EdGEL Standards User Experience Consultancy (UX) (if resource allows) User Centred-Portal (UCP) Front-End Framework UCP Content Standards MyStudies For a research student a clear view of their Annual Review Workflow and the steps they need to go through. Context specific content only available for Research students. Demonstrates the ability of a workflow to be presented to students APIs. This is a key deliverable for other SE project going forward. The research and implementation will be conducted jointly by SE, DT and UX team members. API – EUCLID API – Workflow Model Student Design Experience Standards EdGEL Standards Notifications – Address Update Request for a student to update their address sent as a notification with a task embedded within for this action to be taken. Demonstrator of the ability of administration to be able to send a task to a student and allow the student to complete it by editing their address via the MyProfile feature of the portal. API – Notifications Notifications Guidance Student Design Experience Standards EdGEL Standards UX (if resource allows) UCP Front-End Framework UCP Content Standards 2. Requirements Gathering for Long Term Implementation This exercise will have as wide a scope as is achievable in the time-period so a complete picture is produced of all the services and information, which could be delivered digitally through this mechanism to students. This exercise is in addition to the requirements gathering for the pilot. Area Description Rationale for Pilot Inclusion Digital Transformation Full consultation on content required to support student administration process Consultation with students/schools and services to establish the full scope of what could be delivered through the portal going forward. This is required to come up with the plan/costings and requirements for the full delivery and can be carried out in parallel with the technical pilot. Key to this consultation will be the establishment of metrics to allow what is delivered to be measured so evaluation of the project can be achieved.
Benefits Management The following key benefits have been identified which will be measured. Full details of how these will be measured are included in the benefits log which is included in Appendix A. Benefits Benefit Measurement Approach Increased efficiency and effectiveness Enhanced user experience Enhanced data quality Increased process standardisation and simplification Increased Compliance and reduced risk Technical Approach Validated All technical challenges with the use of API’s are resolved or can be managed forward Functional Approach Validated The of the pilot will be delivered in a way where staff have a clear understanding of what can be achieved going forward (feedback /survey from staff, feedback via buttons on functionality for students and potentially focus groups) Baseline needed for MyStudies. As per the section on Project Approach this will be carried out using UX Resource techniques which will baseline the experience and then measure it. A prioritised, costed and planned approach for forward Board is able to make informed decision going forward. Demonstrate benefit to student experience As per the section on Project Approach this will be carried out using UX Research and Design techniques which will baseline the experience and then through the project. Demonstrate benefit to support staff A baseline of the amount of time staff spend supporting students with the process and information
Dependencies and Impact Dependencies Dependent Project (‘gets’) Delivering Project (‘gives’) Project description Dependency Description (Optional) Impact (H,M,L) DTI013 and DTI015. Development of Student Record API’s. DTI013 is the backlog of the requirements and DTI015 is the delivery of the APIs which are required. These projects will deliver the required API’s for the pilot which will deliver the data H DTI017 Development of Learn API’s This project will deliver the required APIs for the to deliver the data from Learn H DTI020 Development of the notifications backbone and service This will provide any additional functionality which is required to allow the demonstration of notifications into EUCLID processes H DTI008 EdGEL Design Process and Standards Any design elements produce need to adhere to the design standards produced by this project. H DTI011 gets content and functionality to deliver into the UCP beyond the pilot Delivery of the technical framework for the User Centred Within the project need to keep aligned so that the content can be delivered via the UCP beyond the pilot H DTI011 – User Centred Portal Delivery of the technical framework for the User Centred Pilot Technical dependencies to keep the development methods aligned so that the project can be brought back together beyond the pilot. H Impact As this is a pilot there are no impacts been identified which need to be noted.
Risks Description Impact L,M,H Probability L,M,H Consequence Actions Technical Lead Resources not available on time and for the duration L L The lead-time and effort to recruit will have negatively affect timescales. The lack of required skills on time and for duration will negatively affect timescales. Reduce: Peter’s time has been agreed. Share knowledge with other technical staff. Bring in new staff, either internally from Development Team, or externally. Budget not spent in FY 16/17 M M Lost budget. Corresponding loss in effort available to progress the project. Accept: Deliverables for FY16/17 have been identified. The pilot project is likely to last more than 15 months. (Project overruns current end milestone). M L Delivery will be able to satisfy common needs of SE and DTI. Delivery of functionality on “New MyEd” (aka New UCP Front-End Framework) will be after completion of “New MyEd” framework. Accept: Planning phase has identified deliverables that can be provided on current MyEd. Timescale for delivery of New MyEd Framework has been accepted. APIs do not provide sufficient performance at scale M L Unable to deliver functionality previously expected and/or requirement to develop changes to UCP and/or APIs. API development work will provide understanding of the performance at available from the APIs. The scope of UCP may be adapted to reflect the performance achievable. The architecture may be adapted to improved performance (for example by additional caching). Quality of Data from upstream systems is poor. L L User Acceptance / perception of quality and value of UCP is diminished resulting in a lack of take up. If this occurs we will engage with data providers to address this and may update UCP to clarify the position and inform users.
Appendix A – Benefits Measurement The benefits in the table relate to the pilot only at the end of the pilot the benefits for the full implementation will be quantified and be presented to the board as part of the business case for the work to go ahead. Benefit Category Benefit Description Who Benefits Benefit Sponsor Benefit Owner Method of Measurement Target Value Target Saving Confidence Proven Approach to full implementation Project Team / Project Lisa Dawson Project Team make decision to go forward Positive Decision Made n/a Enhanced User Experience Features developed in pilot can be delivered to full student population Students Gavin Douglas Project Team Feature are able to be released in the new framework Positive Feedback from the wider student population n/a Confidence Understanding of the technical and business limitations Project Team / Project Lisa Dawson Project Team Board to decision to go forward Positive Decision Made n/a Enhanced User Experience Have a baseline of the current student digital experience which can be taken forward into the full implementation Project Project Team/ Project Board Lisa Dawson Project Team – UX Representative makes decision to go forward Enhanced User Experience Features developed in pilot can be delivered to support staff Support Staff Lisa Dawson Project Team Feature are able to be released in the new framework Positive Feedback from support staff population n/q
Appendix D – Stakeholder Plan The detailed stakeholder plan is below split out into Project Team, Governance and End User and Business Stakeholders. Project Team Stakeholder Approach Impact Interests Purpose of Communication Method Frequency Responsibility Timescale Production Management – Applications Active Consultation Need to support the system when it goes Live Need a full understanding of the system Involvement and understanding of support implications Invite to team meeting and Weekly if required Project Manager Throughout the project – Focused towards any delivery to Live. Project Manager Key Play Strong Buy-In Direction and Management of the project throughout All aspect Is the person driving the communication Driving All Production Management - Infrastructure Key Play Strong Buy-In Need to support the system when it goes Live Need a full understanding of the system Involvement and understanding of support implications Invite to team meetings and Weekly if required Project Manager Throughout the project – Focused towards any delivery to Live. Business Analyst Key Play Strong Buy-In Driving Requirements capture throughout the project All Requirements from all stakeholders. Interface with UX All aspects of projects which a focus on requirements Team Meetings E-Mails Daily adhoc Weekly Team Meetings Project Manager – Other Team Members Throughout the project. Technical Lead Key Play Strong Buy-In Responsible for the technical delivery and the liaison with DTI011 Need to understand all of the technical requirements All aspects of the projects with a focus on technical aspects Team Meetings Daily adhoc Weekly Team Meetings Project Manager – Other Team Members Throughout the project.
Portfolio Manager – DT Key-Players Strong buy-in Oversight of DT projects resolve issues with overlapping deliverables and dependencies Responsible for project within the framework of the DT Portfolio Keep informed or escalation Progress Reporting Fortnightly Report Project Manager Full Project Programme Manager - SE Key-Players Strong buy-in Oversight of all SE projects resourcing and budgets Responsible for the project with the framework of the SA&S Programme of Service Excellence Keep informed or escalation Progress Reporting Fortnightly Report Optional at weekly meeting Project Manager Full Project Team Lead – IS Applications Active Consultation Need to deal with any resourcing issues or technical issues arise on the project Responsible for delivering resources Keep informed or escalation Escalation face to face Fortnightly Report or as required Project Manger Start through all phases Project Manager – API Projects Active Consultation Project has deliveries with this project is dependent on. Responsible for dependant deliveries Keep Informed and report on status and requirements E-Mail Meeting if required As required Project Manger While project dependant on each other Project Manager – Notifications Project Active Consultation Project has deliveries with this project is dependent on. Responsible for dependant deliveries Keep Informed and report on status and requirements E-Mail Meeting if required As Required Project Manger While project dependant on each other Senior Supplier – IS Applications Active Consultation Need to understand the impact on IS Application resources and any technical implications High responsible for sorting out all the blockers which relate to IS Applications Escalation as required. Report on status Fortnightly Reporting plus face to face Fortnightly and as required Project Manger Full Project User Experience Manager Active Consultation Need to understand the impact on UX teams resources Responsible for providing UX expertise to the project. Escalation as required report on status Fortnightly Reporting plus face to face Fortnightly and as required Project Manger While UX Resource are required UCP Steering Group Key-Players Strong buy-in Project has support and direction from a High-Level oversight Keep informed or escalation Face to Face meeting Monthly Project Manager Full Project
Business Service Owners (MyEd User Active Consultation Key to the project need to be committed for the elements of their services which are student facing to be on the new portal Responsible for delivering resources Seek requirements and understand integration issues Face to Face E-Mail As appropriate during pilot and full requirement capture Business Analyst. UX Researcher Throughout Requirements Phases School Administration Staff – Teaching Office Pilot Schools Active Consultation Need to understand what is being proposed to be delivered centrally and what his means for their school. Responsible for dependant deliveries Seek to understand student journey within their school. Face to Face 1 to 1 and wider meetings As appropriate during pilot and full requirement capture Business Analyst. UX Researcher Throughout Requirements Phases School Administration Staff – Teaching Office Wider Consultation Active Consultation Need to understand what is being proposed to be delivered centrally and what his means for their school. Responsible for dependant deliveries Seek to understand student journey within their school. Face to Face 1 to 1 and wider meetings As appropriate during pilot and full requirement capture Business Analyst. UX Researcher Throughout Requirements Phases School Academic Staff – Personal Tutors – Pilot Schools Active Consultation Need to understand what is being proposed to be delivered centrally and what his means for their school. High Level responsible for sorting out all the blockers which relate to IS Applications Seek to understand student journey within their school from an academic perspective Face to Face 1 to 1 and wider meetings As appropriate during pilot and full requirement capture Business Analyst. UX Researcher Throughout Requirements Phases School Academic Staff – Personal Tutors – Wider Consultation Active Consultation Need to understand what is being proposed to be delivered centrally and what his means for their school. Responsible for providing UX expertise to the project. Seek to understand student journey within their school from an academic perspective Face to Face 1 to 1 and meetings As appropriate during pilot and full requirement capture Business Analyst. UX Researcher Throughout Requirements Phases Current Portal Strategy Group Active Consultation Need to understand what is being proposed and input into the Responsible currently for the strategy Seek options on the proposals Meetings 1 to 1s As appropriate during pilot Business Analyst. UX Researcher Throughout Requirements Phases
strategy going forward both in terms of development and support for the portal need to take this forward. look for requirements and full requirement capture Service Manager Digital Learning Applications & Media (DLAM) Active Consultation Need to understand what is proposed for the integration with Learn may need to be pulled into the main project team Responsible for the oversight of the integration with learn Seek expertise with the use and integration of Learn Meetings and 1 to 1’s. Potential Project Team Meetings As appropriate Project Manager, Business Analyst Throughout project