Organisation

Work/Task Breakdown

1. Requirements gathering to include:
   1. Speaking to stakeholders in Cleaning, Portering (Servitorial), Waste, Furniture, Trades and Estates Financial Control and those raising requests in Schools/Colleges/SGs
   2. Documenting the existing processes
   3. Suggestion to speak to ‘active’ fault reporters and ‘inactive’ fault reporters for views on why they do use/don’t use the existing EBIS online system
   4. Obtaining the most recent annual E&B Customer Survey for feedback on existing fault reporting system
   5. Review of data through existing fault reporting to help establish proposed categories for reporting
2. Demo of Module
3. Gap Analysis
4. Agreed Process Flows
5. Determine feasability of replacing paper based system with mobile technology
   1. via small proof of concept
   2. include in plan a number of decision points to detemine if project should STOP/GO
   3. detemine findings with mobile technology (are current iPhones fit for purpose etc? -  identify who will decide on this?)
6. Review new module for Help Desk utilising WebCentral
   1. Revise Business Requirements
   2. Workshop with MASS, Projects and Estates to review existing functionaility
      1. Consider how it aligns to mobile technology
      2. What are Estates proposing to do.
   3. Configure new module if required
      1. understand what it can do straight out of the box.
      2. Ensure MASS provided completed Business Requirements a minimum of 1 week before on SITE
      3. MASS and Estates work together to set up the system including IS Apps
      4. Acceptance Testing
7. Acceptance Testing
   1. Prior to Acceptance Testing a data refresh of DEV and TEST from LIVE will be completed 
   2. Including Load Testing
8. Live Deployment
9. Estates Roll out
10. Close 

Resources Skills and Cost

Through preparing  the Project Brief, it has been suggested that provision be made for external consultancy (probably Mass) to minimise any misunderstandings regarding the On-Demand module and to

• Provide a full overview of the functional capabilities of the standard out of the box version on of the On-Demand module
• Assist with the Gap Analysis associated with the specified business requirements
• Provide guidance regarding system training and configuration within the standard out of the box version of the On-Demand module

Cost

• Provisional external cosultancy is likely to be in the region of £5,000 for upto 5 days

The Project estimate has been provided in the Estimate log, however it is not also obvious where you can see it.

• The Project has been estimated at 95 days

 Addtional information on Estates Department Help Desk  that will be useful for the project:

• Stakeholders that should be involved at various points