Project Brief Approved by Project Board

DTP022 Windows 10 Specialist Product

Project Brief

Revision History

Approvals

Distribution

Background

The project brief describes the objectives, scope, timeline, deliverables and acceptance criteria for the Deployment of Windows 10 to Specialist Devices (DTP022) project.  The Windows 10 Programme objective is to migrate all Select 5 supported Windows devices from Windows 7 & 8.1 to Windows 10 operating system, and to provide a Windows as a Service model which will deliver regular operating system updates to managed desktops, in scope:

• Staff desktops and laptops
• Open Access Labs
• Meeting Rooms

Microsoft has moved Windows 10 now to a 6 month release cycle which requires a change to support and resourcing - continuous effort to configure, develop, test and deploy each version e.g. version 1803.

The support structure for Labs, Teaching Spaces and Staff is split across multiple areas within the University:

• College and School technology support teams.
• IT Consultancy (Relationship Management)
• IS Helpline (1st Line Support) 
• IS Helpline (2nd Line Support) 
• Learning Space Technology Team 
• Desktop Services Team 

This project has been initiated to deliver a selection of the remaining objectives from the wider Windows 10 programme that were deemed out of scope for the projects undertaken to date (i.e. DTP009 and DTP012).   In addition to this, this project will also ensure that the teams involved will work together to identify devices that need to move to Windows 10 that are not Select5 products, undertake analysis of the School and College requirements, prioritise and determine if and how existing services can be supported going forward and also identify the resource requirements to support these devices in the future. 

Scope

The scope of the project covers Windows devices that are classified as requiring a ‘Specialist’ or ‘non-standard’ product that are within the Select5 scheme.  The following categories of Windows devices will be included in the project:-

• Staff Devices which are part of the Select5 scheme and within 5-year refresh cycle, that require a non-standard product (e.g. research usage)
• Exceptionally, the Dell 7010 and HP 8300 will be supported until August 2020 if an agreed replacement strategy for those devices has been put in place.
• Meeting room devices that require a non-standard product
• Collation of data relating to non-Select5 devices that can move to Windows 10 and identify the best route to provide a comprehensive support model with the resources available.
•  

Out of Scope

The following objectives (a number of which have already been achieved by other projects within the WIN10 programme) are out of scope for this project: -

• Staff devices (desktops and laptops) which are currently supported by the ITI desktop services team.  (in scope of DTP009 and DTP012 projects)
• Devices which are part of the Select5 scheme, are within a 5-year refresh cycle and which use the standard product.   (in scope of DTP009 and DTP012 projects)
• Training room devices.  (in scope of DTP009 and DTP012 projects)
• Non-Windows OS devices. These are not in scope of the programme
• BYOD (Bring Your Own Devices) These are not in scope of the programme
• End user training (in scope of DTP009 and DTP012 projects)

Objectives and Deliverables and Success Criteria

There are three main objectives of this project.

Firstly, to identify all Select5 devices including meeting rooms  that are to be migrated to Windows 10 that require a specialist product to be delivered as part of this project and have not been addressed by previous Windows 10 projects (i.e. DTP009 and DTP012), including executing the migration tasks, and updating operational documentation in line with new functionality and processes being implemented.   A specialist product is anything that is required in addition to the standard Windows 10 product, identified by a valid business reason.

Secondly, as a precursor to inform how DTP023 will proceed, devices that can move to Windows 10 but are not select5 or are currently unsupported are to be identified.  Information on these devices is to be collated into sets of machines that are required to be replaced, retired, staying on the current operation system release with extended support or upgrading to Windows 10.  This information will be analysed and resource requirements for each use case established.  This information will be given to the project sponsor for their consideration.

Finally, creation of list of devices that cannot move to Windows 10 will be collated to enable an upgrade/replacement path to be determined by College or School they reside in. 

Unless otherwise indicated, the sign-off of the project delivery by the project sponsor and service owner are an indication of success of this project.

The table below defines the deliverables and associated acceptance criteria for the key objectives, outlined above.

This table can be used through Business and Technical Analysis, Design, Build, and Testing/UAT as a Traceability Matrix to ensure the project brief project objectives and deliverables are followed through.

Requirements

The key requirements, aligned with the objectives and deliverables above, and the associated priorities and benefits are outlined below.

Benefits

The benefits of migrating to Windows 10 Operating System (OS) are as follows:

• FASTER - There have been significant improvements to the Start menu and start-up is far quicker than previous versions

• SAFER - Windows 10 is the most secure version of Windows ever released:

  • Has new anti-virus features
  • Application security verification
  • Edge browser ability to stop harmful websites from compromising your PC
  • It will be continuously updated to keep pace with security threats

• BETTER

  • Microsoft update tools will ensure your supported hardware and attached devices will work, first time
  • Touch screen enabled
  • Includes personal virtual assistant Cortana
  • Microsoft Hello function - login using face recognition or PIN lock
  • Dynamic start menu with real time updates for tiles such as News and Weather

• SUPPORT

  • Windows 7 and Windows 8.1 will stop being supported by Microsoft, other related organisations, as well as the University,
  • We need to ensure an internal and external support network for our core Operating System

Governance

Portfolio Governance

The following stakeholders are responsible for the overall governance of the ITI Desktop Services portfolio.

Programme Board

The following stakeholders constitute the Programme Board.

Tolerances

The following project tolerances will be applied, and these are outline below. Any deviation outside these tolerances must be reported for review and resolution to the Project Board.

• Cost – over +/- 10% of original budget
• Plan – slippage of over 4 weeks to current plan
• Scope – extensive addition or reduction from current scope
• Quality – refusal to approve a key project deliverable

Resources Skills and Cost

Budget

There is no capital budget allocated for this project.

The following allocations, in total days, have been estimated for the project team, in a project running from February 2019 to December 2019.  

ITI, Project Services                                           - 50 days

USD, section TBC                                                - 100 days

Schools & Colleges                                            - tbc

Desktop service - tbc

Local Computing Officers                                - tbc

LTS team                                                                - tbc

 IS Corporate Team (Meeting rooms)         - tbc

Priority and Funding

This work has been identified as a priority 1 project within the ITI Desktop Services programme for the 2018/19 session.

• Funding for programme and project management effort is provided by ITI Directorate under the sponsorship of Tony Weir.
• Resource for Communication and Project support resource is funded via USD Director and Project Sponsor Gosia Such.
• Resource effort for analysis and migration of new products required is provided internally from existing resource within each of the 3 colleges
• Resource for Desktop Support Team is to be identified as part of the analysis carried out during this project and is currently provided as part of the wider programme resourcing.

Project Team

Project Organisation

Key Project Milestones  

Assumptions

The following assumptions have been identified during the project initiation phase and are subject to change following the initial set of project meetings: -

• Adequate resources and skills will be assigned to the project to ensure work packages can be agreed and delivered to plan, to ensure the key milestones are met
• Every effort will be made to prioritise key technical resources to this project above other in-flight projects, excluding unscheduled BAU demand
• Assumed that all devices selected for migration currently run Windows 7 or Windows 8 operating system. Any other versions of Windows (e.g. XP) or non-Windows devices (e.g. Linux) are not in scope.

Any requests for a specialist product must be approved by the College or Support Group representative and must take into account any variation from the published standard design

Constraints

The following constraints have been identified to the project board during the project initiation phase and are subject to change following the initial set of project meetings:- 

• Team members are not fully assigned and are working on other projects and BAU activities in parallel. This can be translated into a high-probability risk where priority of resources may go to BAU or higher-priority project work.
• The project and service resource will constrain the number of products which can be supported. 
• The changes required will be impacted by the change freeze in September

Risks

A risk log will be maintained to record and track all risks to resolution (via the projects website). Risk severity and impact, risk owner and planned mitigation date will be assigned by the project team. Major risks with proximity need to be escalated d via the project sponsor. The following risks have been identified during the project initiation phase and are subject to change following the initial set of project meetings:-

• The project deadlines cannot be met due to the volume or work and/or lack of skilled or available resources that need to be assigned
• Due to insufficient resource from ISG and college teams, there is a risk this may impact on the work that can be achieved by the core project team, which would result in delays to the project milestones
• Desktop Services Team resource requirement is unknown until the School and College requirements have been gathered and analysed to enable a decision on resourcing to be made.
•  

Issues

If and when they arise, issues will be recorded and tracked throughout the project (via the projects website). Issues that are not outside agreed tolerances should be resolved with the project team. Major issues need to be escalated to the project board for review and advice on resolution. Issue resolution that requires a major change to the project in terms of time, quality or cost needs to be approved under formal change management by the project board.

All project changes outside tolerances must be reviewed and approved by the project board. Project changes within tolerances can be managed with the project team.

Project work that impacts production systems or networks, as well as key implementation milestones, must be communicated with the requisite lead time to the ISG CAB for review and approval.

Previous Lessons Learned

A log will be maintained to record lessons learned throughout the project. This will be reviewed at the project closure meeting and passed to the PMO for review by future projects.

Some key points from previous/existing projects under the WIN10 programme will be taken into account with regards to this project:-

• Due to the nature of the objectives and the issues experienced running DTP009 as an agile project, a traditional waterfall methodology will be used to manage and execute the project.
• The project brief will be approved by all key stakeholders prior to any analysis or development being undertaken
• The recommendation report (to be produced during the detailed analysis phase) will be approved by all key stakeholders prior to any migration activities being undertaken.

Dependencies

The current key dependency for the project is the availability of resources from colleges and schools to enable the analysis of devices and roll out of specialist products against the scheduled timescales.   The availability of college and school team members will be reviewed and monitored throughout and appropriate risks/issues raised as required.

Elements of the project that require Desktop resource (e.g. specialist product development) will have a dependency on the completion of the outcomes for DTP012.

Communication

The following meetings and communication channels will be established to support the effective communication of project progress, risk management and escalations:-

Run / Grow / Transform

This has been designated as a Run project (regulatory).

Strategic Alignment

Student Experience

Strategic Vision

University's Strategic Vision for 2025 the main elements of the vision that this project’s contributes have a commentary.

IS Change Programme - How will this project's Deliverables and Benefits promote the Themes

Service Excellence - Information and Security

This project will contribute to improved security by implementing the latest version of the Microsoft Windows operating system and all of the security benefits that provides by default.

Service Excellence - Process Improvement, efficiency, quality and best practice (Social Responsibility and Sustainability)

N/A

Digital Transformation

IS Change Programme - How will the execution of this project promote the Themes

Project Responsibilities

Project Sponsor

The project sponsor defines the overall objectives of the project and provides resources and budget to support project delivery. The project sponsor chairs the project board where project status is reviewed and escalations (risk and issues) are evaluated and remedial action initiated. The project sponsor communicates major issues such as a significant delay to planned project milestones to senior members of the user community.

Senior User

The senior user(s) is the recipient of the project deliverables and uses them on an ongoing basis. In this case, the senior users will be those teams and individuals that benefit from the deliverables listed earlier in this document.

Where required, the senior user(s) will provide resources to the evaluate, test and approve project deliverables

Senior Supplier

The senior supplier is responsible for providing the specialist resources to develop the products and services for the project within an agreed timescale to agreed quality and cost levels. They also identify key work packages that need to be developed to meet the project goals, providing time estimates for delivery and assigning the technical resources for this work.  The senior supplier is responsible for communicating any risks or issues that arise during the development of work packages and works with the rest of the project team to mitigate these.

Project Manager

The project manager develops and maintains the project documentation, such as this project brief, and develops and tracks the project plan based on estimates and updates provided by the project team. Project risks and issues are managed by the project manager. Low and medium risks should be resolved within the project team. High risks need to be escalated to the project sponsor for review and remediation by the project board.

The project manager is responsible for ensuring communications on the project are sent out on time to ensure the user community and other stakeholders are kept up to date with progress on the project. Finally the project manager schedules project team and project board meeting at intervals agreed with members of the project team.

Project Initiation

The following activities, with responsibilities, need to be completed at project initiation.

Planning

The following activities, with responsibilities, need to be completed at the project planning stage.

Execution

The following activities, with responsibilities, need to be completed during the project execution stage.

Delivery

The following activity needs to be completed at the project delivery stage.

Closure

The following activities need to be completed at the project closure stage.