Organisation
Work/Task Breakdown
Project Planning Phase
| Task | Who | Priority | When |
| Produce Project Brief | Project Manager | Must | |
| Produce Project Plan | Project Manager | Must | |
| Produce Project Estimate | Project Manager | Must |
O1. Specify Business Requirements
| Task | Who | Priority | When |
| D1.1 Document Business Requirements | |||
| D1.1.1 Define the business requirements required for the new Delivered Catering solution, ensuring each requirement is classified according to MoSCoW | Business Lead | Must | |
| D1.1.2 Consult with Core Finance System to ensure process integration | ACE Technical Lead | Must |
O2. Complete Relevant GDPR Checks
| Task | Who | Priority | When |
| D2.1 Produce a Data Protection Impact Assessment | |||
| D2.1.1 Complete a DPIA and verify with DPO | Project Team | Must |
O3. Undertake Procurement Process
| Task | Who | Priority | When |
| D3.1 Prepare ITQ | |||
| D3.1.1 Prepare Invitation to Quote (ITQ) Document | Business Lead | Must | |
| D3.1.2 Prepare Procurement brief incorporating; aspects such as business and technical requirements; selection criteria; Award Criteria | Business Lead | Must | |
|
D3.1.3 Create a Procurement log to incorporate all aspects of the procurement; namely;
|
Project Manager | Must | |
| D3.2 Market Research | |||
| D3.2.1 Complete initial market research of potential suppliers | Business Lead | Must | |
| D3.3 Issue ITQ | |||
|
D3.3.1 Prepare shortlist of potential suppliers to receive ITQ |
Business Lead | Must | |
| D3.3.2 Issue ITQ | |||
| D3.4 Review Supplier Responses | |||
| D3.4.1 Review and evaluate supplier responses | Project Team | Must | |
| D3.4.2 Arrange supplier demonstrations (including Accessibility Reviews) | Project Manager | Must | |
|
D3.4.3 Document Supplier Evaluation |
Business Lead | Must | |
| D3.4.4 Complete Consensus and determine preferred supplier | Business Lead | Must |
O4. Award Contract
| Task | Who | Priority | When |
| D4.1 Complete Procurement | |||
| D4.1.1 Confirm terms and conditions | Project Sponsor | Must | |
| D4.1.2 Raise Purchase Order | Project Sponsor | Must | |
| D4.1.3 Complete IS procurement Checklist | Project Manager | Must |
Project Closure
| Task | Who | Priority | When |
| Prepare and circulate project closure report | Project Manager | Must | |
| Close Project |
Resources, Skills and Costs
During the procurement process, the ACE technical Lead will lead the IT Procurement questions with assistance from colleagues in both Applications Directorate and Information Security
| Department | Role | Estimated (Cost (days) |
| Accommodation Catering and Events | Business Lead | |
| ACE Technical Lead | ||
| ACE Financial Accounts Lead | ||
| Project Services | Project Management | 24 |
| Development | IS Development Technology Lead | 3 |
| 3 | IS Software development Lead | 3 |
| Production Management | IS Applications Management | 3 |
| IS technology Management | 3 | |
| Information Security | Information Security Lead | |
| Core Finance System | Core Finance System Solutions Architect | |
| Contingency @10% | 4 |
Project Governance
The project manager, Business Lead and ACE technical lead will meet the project sponsor on a monthly basis to;
-
review progress in relation to the project plan and budget
-
review any issues escalated from the project team
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review the project risk register
-
confirm activities for the following period
The project team will meet on a weekly basis to;
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review progress in relation to the project plan
-
review any issues and agree actions
-
confirm activities for the following week
Project Stakeholders
| Name | Business Area | Role |
| Andrew Glass | Accommodation Catering and Events | ACE technical Lead (Project Team) |
| Andy Stewart | IS Applications Project Services | Project Manager (Project Team) |
| Applications Management Lead | IS Applications Applications Management | Applications Management Lead |
| Development Technology Lead | IS Applications Development Technology | Development Technology Lead (Project Team) |
| Ian Macualay | Accommodation Catering and Events | Project Sponsor |
| Information Security Lead | Information Security | Information Security Lead (Project Team) |
| Lorraine Hyslop | Accommodation Catering and Events | ACE Financial Accounts Lead (project Team) |
| Mike McMonagle | Core Finance System | Core Finance System Solutions Architect (Project Team) |
| Rae Conn | Accommodation Catering and Events | Business Lead (Project Team) |
| Software Development Lead | IS Applications Development | Software Development Lead (Project Team) |
| Technology Management Lead | IS Applications Technology Management | Technology Management Lead (Project Team) |
Project Estimations
The project estimate is also detailed within the Estimation Log