Overview
Background
Hope Park Counselling Centre offers counselling to individuals aged sixteen and over living in the Edinburgh area. It is the University's in-house counselling centre for the full time MCID (Masters in Counselling: Interpersonal Dialogue) students and the Professional Doctorate students in Psychotherapy and Counselling. Hope Park is also a training and research centre that serves the local community. The centre currently uses an MS Access database to manage its core processes, but the database solution is no longer capable of being supported or developed and therefore requires replacement.
Following a procurement exercise, Hope Park selected a replacement system - Suite Assured - which is a client management system supplied by Sales Agility. This project will implement the Suite Assured system for Hope Park.
In Scope
- User Stories (Requirements) Validation
- System Development - of the Functional and Non Functional Requirements in Sales Agility's Requirements Document
- User Acceptance Testing
- User Training
- System Deployment
Out of Scope
- Integration with IDM, the University's Identity Management System - this would be not cost effective for the number of users involved. The combination of EASE / single sign-on, CSV file for user upload, and the permissions model / user management by system administrator will provide the necessary authentication and authorisation for users
- System build for Clinical Psychology - as we don't have any requirements documented for Clinical Psychology, so this implementation will be for Hope Park. Beyond the scope of this project, there is the potential for a 'copyleft' arrangement where Hope Park could license a separate instance of the system to Clinical Psychology. They could evaluate the Hope Park system configuration before deciding on this.
- Decommissioning of existing MS Access database - Hope Park to manage deletion / decommissioning locally once new system is working satisfactorily and sufficiently established
Objectives and Deliverables
|
Objectives and Deliverables |
Priority |
Owner(s) |
|
O1 To validate user stories and conditions for acceptance |
|
|
| D1 Specification of User Stories and Acceptance Criteria | MUST | Sales Agility |
|
O2 To develop the system to Hope Park's functional and non-functional requirements |
|
|
| D2 Agile Sprint Plans - containing the agreed functional and non-functional requirements | MUST | Sales Agility |
| D3 System Prototypes - Sprints 1, 2, 3 and 4 | MUST | Sales Agility |
| D4 Agile Sprint Demonstrations | MUST | Sales Agility |
| D5 Integration with EASE (University's authentication service for single sign-on) | MUST |
Sales Agility UoE Development Technology |
| D6 Bulk User upload file (CSV) | SHOULD | Sales Agility |
|
O3 To create and document the technical infrastructure |
|
|
| D7 Create Development Site/Environment | MUST | Sales Agility |
| D8 Domain Name (web address / URL) | MUST |
Sales Agility UoE Development Technology |
| D9 Technical Architecture Document | SHOULD | UoE Development Technology |
|
O4 To test the system for user acceptance, and resolve issues |
|
|
| D10 Test Strategy | SHOULD |
UoE Project Services Hope Park Sales Agility |
| D11 Test Scripts | SHOULD |
Hope Park Sales Agility |
| D12 Developer Testing / Quality Assurance Record | MUST | Sales Agility |
| D13 User Acceptance Testing Record | MUST |
Hope Park UoE Accessibility Lead UoE Applications Management |
| O5 To train users of the system | ||
| D14 Training Sessions / based on Training Plan | MUST | Sales Agility |
| D15 User Guides, specific to defined user groups | MUST | Sales Agility |
| O6 To deploy the system into a LIVE environment | ||
| D16 Data Migration of client data | MUST | Sales Agility |
| D17 Accepted system | MUST | Sales Agility |
| O7 To enhance user accessibility and communicate updates | ||
| D18 Accessibility enhancements for (i) minimum standards (ii) other enhancement |
(i) MUST (ii) SHOULD |
Sales Agility |
| D19 Equality Impact Assessment (update) | MUST |
UoE Project Services Uoe Accessibility Lead |
| O8 To provide assurance on data security | ||
| D20 Data Protection Impact Assessment | MUST |
Hope Park UoE Development Technology |
| O9 To document support and maintenance arrangements, and service management roles | ||
| D21 Support flow document | SHOULD |
UoE Applications Management Hope Park Sales Agility IS Helpline |
| D22 Service Manager and Business Service Owner roles document | COULD |
UoE Applications Management Hope Park |
| D23 Handover from Development Technology to Technology Management | SHOULD |
UoE Development Technology UoE Technology Management |
Benefits
- A supported client management application
- An application compliant with General Data Protection Regulation (GDPR)
- Improved backup of data using a cloud based solution
- Reduction in use of paper based processes and records, and enhanced reporting tools
- Option to access application and data from multiple locations, including remote access
- Single system for managing documents including client correspondence, with system based audit trail
- A system that can grow and be flexible with the demands that may be placed on it as Hope Park evolves
- A less onerous training requirement
- A user friendly system
Success Criteria
- System implemented in time for new student counsellors beginning placements in the academic year 18/19
- The implemented system meets all the agreed user stories
- Migration of data for a seamless service for clients
- Business continuity maintained
- Stable and reliable application
- System supports and enables stated aims to service clients, provide training to staff and research for the University
Project Milestones
- Planning - 29th August 2018
- User Stories and Acceptance Criteria Validation - 7th September 2018
- Sprint 1 demo - 26th September 2018
- Sprint 2 demo - 10th October 2018
- Sprint 3 demo - 24th October 2018
- Sprint 4 demo - 7th November 2018
- User Acceptance - 30th November 2018
- Training Delivery Block 1 (staff) - 25th January 2018
- Deployment to LIVE (soft launch) - 8th February 2019
- Training Delivery Block 2 (staff train students) - 22nd February 2019
- Closure - 28th February 2019