Sign-off
We, the undersigned, have reviewed this document and agree the details included in it define the baseline for the project.
Name / Role / Signature / DateBo Middleton / Project Manager
Alan Pearman
Margaret Coutts / Business Owner
Tracey Stanley, Library
Mark Bulmer, ISS / Project Sponsors
Target Date for Completion and Sign Off of PDR version 1.2 / 19/09/05
Portal Implementation Project Library Confidential THE LIBRARY
Project Definition Report
Contents
1.0 Business Strategy, IT/IS Strategy and Library Strategy 3
2.0 Background 3
3.0 Objectives 4
4.0 Benefits 5
5.0 Deliverables 7
6.0 Outline Business Change Anticipated 8
7.0 Approach 8
8.0 Scope 9
8.1 Inclusions 9
8.2 Exclusions 9
8.3 Constraints 9
8.4 Assumptions 9
8.5 Dependencies 9
9.0 Costs 10
10.0 Timescales 11
11.0 Impact Analysis 11
11.1 Impacts on Other Projects and Programs 11
11.2 Training Requirements 12
12.0 Risks 12
13.0 Project Steering and Interfaces 12
14.0 Project Team Roles 13
Table of Project Team Roles 14
15.0 Project Planning, Control and Contingencies 15
15.1 Project Plan 15
15.2 Controls 15
15.3 Contingencies 15
16.0 Acceptance Criteria 15
17.0 Appendices 17
17.1 Appendix 1: Risk Log 17
17.2 Appendix 2: Project Organisation Structure 19
17.3 Appendix 3: Document Details 19
17.4 Appendix 4: Change History 19
1.0 University of Leeds Business Strategy, IT/IS Strategy and Library Strategy
There are several strands within the University's strategy map, the University's IT/IS strategy, the Library strategy and the ISS strategy which point towards the need for portal implementation. Both the University IT/IS strategy and the ISS strategy explicitly state that the University/ISS need to work towards integrating web-enabled facilities in a portal environment. The following is from the University IT/IS strategy:
"Portal Access
The de facto move towards provision of applications and facilities via the Web presents an opportunity to present common means of access to information (saving training costs) and the ability to uniformly present disparate information scattered across intranets, the Internet and other document collections.
Web portals allow both a customised “personal” presentation of information to the individual based on their role (for staff and students) together with consistent presentation of enterprise (University-wide) information.
This work will be part of a combined Academic Services project incorporating several services and including MAIS-type systems."
5.2Develop an integrated Managed Learning Environment (MLE) in line with HEFCE/JISC guidelines / · Improve efficiency of teaching processes.
· Improve efficiency of administrative processes.
· Improve student experience.
· Improve cross-education links.
· Maximise Return on Investment of corporate systems.
· University strategy points 1.3, 1.4, 3.2, 5.1, 7.2 / · Virtual Learning Environments (VLEs) will integrate with the University’s other corporate systems and processes, particularly student administration.
· Allow staff and student access to information over the Web by integrating data sources and information systems and incorporating infrastructure and authentication mechanisms: the “enterprise portal”.
6.2
Information provision tailored to personal need and ways of working. / · Need to adapt teaching and working styles to suit the individual.
· University strategy points 1.2, 1.3, 3.2, 3.3, 5.2, 6.1, 7.2 / · 24/7 support wherever possible.
· Personally configurable systems and user interfaces (such as on a Web-portal).
Throughout the research stages of the portal project, portal benefits and functionality were mapped in great detail against all the then current strategy documents[1]. During the last few months however, the University’s strategy group, supported by a multi-professional team, has been working towards producing a first draft of a new ‘strategy map’ for the University of Leeds. Referring to that first draft, the portal’s strategic fit with the University Strategy Map can been seen in particular in: K8 Provide an excellent student experience, E2 Provide first class facilities, and E3 Improve core systems and processes.
2.0 Background
A portal vision document including a cost benefit analysis was submitted to MAIS in 2001 and funding for a portal pilot was approved. This funding was subsequently withdrawn and Academic Services Management Team made the decision to fund an Academic Services Portal Project Manager post from July 2003 under a fixed term contract. The key purposes of this post were: to investigate University needs and requirements; to research possibilities for portal implementation; and to create a business case for a portal, securing funding for implementation.
The first phase of the project, lasting 2 years, was primarily an analysis and planning stage which is detailed in other documents – a project brief, a business case and a number of reports. (All this documentation is held on VKP[2]). Phases for portal implementation were planned and prioritised during this initial stage, and MAIS subsequently allocated funds for 04/05 development of a student portal.
A further objective of the project’s initial phase was to work with ISS and other University staff to explore the role of content management systems in relation to a portal. A clear need for a web content management system (web CMS) was identified and the decision to consider procurement of a web CMS was taken by senior Library and ISS managers in November 2004. To this end a project steering group was set up in December 2004 and this group was used to steer procurement of portal and (potentially) web CMS software.
The steering group considered a number of tenders and recommended purchase of software which included portal and web CMS functionality, in order to provide the required infrastructure for a student portal. This recommendation, in March 2005, could not be funded by the allocated MAIS funding alone and additional funds were approved by VCAG in June 2005 (allocation of a portion of HEFCE e-learning funds). The need for a student portal has been discussed and agreed by ISSG and continued funding for 05/06 approved.
After full funding was finalised, procurement of the software (SunGard SCT Luminis) was completed and procurement of hardware was commenced. This PDR covers all the work now needed to launch a student portal.
3.0 Objectives
The project has the following primary aim, as derived from University strategy:
· To add value to the staff and student experience by streamlining work, study and communication processes.
Underlying this aim are the main business drivers for a portal - derived from research into the use of portals/ WWW in HE:
· Increasingly students want and expect web based services.
· Portals can support business and communication processes, reducing the overall cost of university activities.
The key objectives of the project are:
· To launch a web interface for undergraduate students that will integrate access to a range of University systems and a variety of undergraduate focussed content.
· To establish a portal service to underpin the web interface - giving support for both end users and content creators.
The following detailed objectives outline the stages in achieving these overarching objectives.
Objective: / How will its achievement be measured/ demonstrated: / Timescale: /Establish project team / Identified staff. Trained staff. Regular team meetings. / Sept – Oct 05
Pre-configure servers - hardware/ software / Approved hardware/software configuration. Installed servers/configured hardware/software. / Aug – Sept 05
Plan Luminis grouping configuration / Documented plans for grouping functionality – both course and group studio / Nov 05
Install Luminis and LCMS / Sungard SCT consultants (with members of UNIX team) complete installation. Documented installation steps. / Oct 05
Plan portal content / Content plan – identifying priority and content creators. Content plan discussed with content creators and approved by project steering group. / July – Oct 05
Develop content for soft launch / Channels created and group permissions defined. / Nov 05 – Jan 06
Test and launch - soft launch / Test report. Portal interface available to all students and staff. / Jan – Feb 06
Consultation stage. / Report on discussions with staff. Report on usability testing with students. / Feb – Jun 06
Design and implement training programme / Training courses designed. Rolling training programme in place. / Nov 05 – Jan 06
Create portal service / Support materials created. Lines of support created, documented and publicised. / Nov 05 – Jan 06
Develop content for full launch / Channels created and group permissions defined. / Mar – Aug 06
Test and launch - full launch / Test report. Additional channels available in portal. / Aug – Sept 06
Plan further development stages / Development plan. End project report. / Aug – Nov 06
4.0 Benefits
· Short Term
Description of Benefit: / How will it be measured: / Who will deliver it: / When will it be delivered:Universal connectivity to information resources. Supports remote working.
· Easy access to all internal and external applications and information needed.
· Information and application access available anytime and from anywhere. / · Login to portal using standard university login details.
· Workable access times from off-campus/ modem links. / Functionality delivered as described (project team and content creators). / At launch of portal – Sep 06.
Improved service to users.
· Ease of use of university systems/streamlining of processes - integration of self-service functionality.
· Easy/speedy access to information. / User satisfaction analysis:
· Benchmark user satisfaction before implementation.
· Comparison study after implementation showing evidence of improved satisfaction. / Project Manager to undertake user satisfaction analysis – including task analysis. / Results of analysis – 3 months after launch of portal – Dec 06.
Single level of authentication.
· No need to login to multiple systems to complete work and/or search resources.
· Single point of access to all systems, applications and information. / · Login to portal and not to access any other systems from within the portal
· User satisfaction study - task analysis before and after implementation will demonstrate time savings. / · SSO to main systems at launch.
· Project Manager to undertake user satisfaction analysis. / · At launch of portal – Sep 06.
· Results of analysis – 3 months after launch of portal – Dec 06.
· Medium Term
Description of Benefit: / How will it be measured: / Who will deliver it: / When will it be delivered:Promotes collaborative working. Fosters campus community and enduring relationships.
· Collaboration tools available for student 'groups' and 'courses'.
· Shared message boards, discussion lists, calendars and online workspace. / · Measure use of collaborative tools (based on 'role').
· User satisfaction study. / · Project Manager to undertake user satisfaction analysis.
· Project Manager to measure use of collaborative tools. / · Results of analysis – 3 months after launch of portal – Dec 06.
· Measure use 6 months after launch of portal – Mar 07.
Competitive parity (all of the top 10 UK universities already have or are currently implementing an institutional web portal).
· Portal offers similar functionality to that at other UK universities (ie ‘one-stop-shop’ access to self-service functionality, key information and collaborative tools). / · User satisfaction study.
· Benchmark portal functionality/ usability against the functionality/ usability of the portals at other Russell Group universities. / · Project Manager to undertake user satisfaction analysis.
· Project Manager to undertake benchmarking against other universities. / · Results of analysis – 3 months after launch of portal – Dec 06.
· Benchmarking exercise 6 months after launch of portal – Mar 07.
· Long Term
Description of Benefit: / How will it be measured: / Who will deliver it: / When will it be delivered:Delivery by de facto, ubiquitous technology - web browsers.
· Standard interface leading to: simplification of PC configuration; reduced support costs; reduced training costs. / Not possible to measure savings in the short term. Analysis of statistics over a longer period in order to demonstrate savings in support and training costs. / Project Manager to undertake statistics analysis. / Statistics analysis exercise 12 months after launch of portal – Sept 07.
Improves productivity campus-wide. Targeted content and announcements.
· Ease of use of university systems/streamlining of processes - user sees only what is relevant to them to accomplish daily tasks.
· Relevant information is pushed to the user's desktop. / Business process modelling to identify key processes and staff time savings. / Project Manager to undertake business process modelling as part of analysis phase for staff portal. / Actual savings should be measured 1 year after launch of portal – Sept 07.
Increased cohesion and improved control over diverse web initiatives.
· Avoid the ‘do-nothing’ management option where web initiatives are fragmented with faculties launching own portals/ content/ document/ knowledge management platforms.
· Student portal will provide the infrastructure required in order to implement a portal for other audiences. / Not possible to measure savings in the short term. Analysis of statistics over a longer period in order to demonstrate savings in implementation costs:
· Determine faculty take up of institutional portal/ content/ document management solutions. / Project Manager to undertake analysis/ review in order to / Statistics analysis exercise 12 months after launch of portal – Sept 07.
Extends the value of current technology and system investments.
· Provides standardised front end to all university systems - future new systems and development of existing systems focussed on web delivery through portal.
· Standardisation of access to back-end systems.
· Student portal will provide the infrastructure required in order to implement a portal for other audiences. / Estimate savings after application implementation using portal interface:
• Cost of current expenditure on designing and developing front-end (multiplied by number of systems to be web- enabled);