Overview | Project Management

Background

This project is intended to deliver enhanced functionality with a number of improvements to the use of the Control of Substances Hazardous to Health Regulations (COSHH) Health Passport System (CHPS).

In addition, a feasibility study will be undertaken to consider the integration of Occupational Health related FitNote information from the eOPAS application and the effort required were it to be brought into the scope of the present project. The feasibility will consider the provision of data in CSV format as an alternative means to a fully automated solution.

Scope

The scope of the work will be allocated over four sprints with a review period at the end of each sprint to determine the future release date. All requirements identified to bring improvements to CHPS are documented as numbered 'Would Like' issues in a Jira backlog catalogue.

As part of the review process, decisions are taken on prioritisation as to which issues are to be included in a subsequent sprint. To this end, the order of work to be undertaken can change.

Sprint 1

22 - Collapse the notes section to a specific view

23 - Need Auto Note added on Exposure Record and PDF Upload

21 - School Safety Advisor (SSA) Dashboard - Update 'Health Surveillance Look ahead' title

20 - Rename SSA role - Area Coordinator

17 - Update the User Maintenance Admin Page

15 - Areas - Update the name - Central

02 - Users on Search Results - Facility Access Revoked

Sprint 2

03 - Specific notification emails for Facilities, currently all generic

04 - Specific notification emails for changes in record, for example if FitNote is uploaded, Face Fit Test (FFT)

29 - Supervisor dashboard - Supervisees with upcoming health surveillance title

25 - Rejection reason character set

10 - Edit function on pre-induction information

30 - Import capability for health service results

19 - Allow an individual to be a coordinator for more than one area

Sprint 3

07 - Multiple people risk assessment upload

08 - Multiple people generic document upload

14 - Ability to download management information data

11 - Health and Safety (H&S) Admin dashboard improvements

24 - Search function - remove area/facility options from SSA and Principal Investigator/Supervisor (PI/Sup) view

13 - Current issue with PI/Sup who have left but not been changed in system (Unidesk)

26 - Exit FitNote may be covered under requirement 30 (to be investigated)

18 - Adding a new user

Sprint 4

06 - New role for (Bioresearch & Veterinary Services (BVS) administration - include all SSA function but also able to add/edit Facility Managers

27 - Re-sending induction form eMails

28 - Functionality to add new facility

05 - Notification emails - review frequency and text

16 - FitNote edit function for Admin - delete/remove only

09 - Upload of Procedure Project Licence/Procedure Individual Licence (PPL/PIL)

12 - SSA dashboard - quick view figures links to actual lists

31 - Depreciation warnings in code

32 - Update system description document

33 - Change Health Passport system Error email subject on live

Objectives

The initial objective is to review all the known requirements to determine the level of complexity, effort involved and thereafter, prioritise development, testing and implementation effort into 'packets' of work. The wider objective is to reduce/clear as many of the open requests as possible within the project timeline and the allotted budget.

A secondary objective is to better understand what would be required to provide a technical solution to enable electronic data transfer of FitNote information. This is in preference to the present manual process that is followed. An alternative consideration will be the provision of data in CSV format and added as an issue to the backlog catalogue.

Deliverables

Objectives and Deliverables	Priority	Owner
O.1 Understanding of business requirements
D1.1 The succinct requirements will be translated from business terminology and acronyms into use stories	Must	Business Analyst
D1.2 Use stories will be added to JIRA as a product backlog along with acceptance testing criteria	Must	Business Analyst
O.2 Work effort will be aligned with the Agile framework
D2.1 Work will be managed as multiple sprints aligned to project scope and covering cycles of development, testing and code release	Must	Project Team
O.3 Project documentation will be maintained for future use
D3.1 The System Description Document will be updated and included in the handover to IS Apps Production	Must	Developer
D3.2 The User Training material will be updated	Must	Projects Assistant
O.4 Compliance with Personal Information Guidelines
D4.1 Completion of a Data Protection Impact Assessment (DPIA)	Must	Project Sponsor
O.5 Assessment of FitNote Automation
D5.1 Engagement with 3rd party Supplier/business area currently undertaking manual creation	Must	Business Analyst
D5.2 Undertake a feasibility study on costs and timelines	Must	Business Analyst
D5.3 Integrate eOPAS generated FitNote	Could	Project Sponsor
O.6 Document all completed/outstanding work at project end
D6.1 Produce a project closure report	Must	Project Manager

Benefits

During the current trialling of the system, feedback has mainly been positive but all criticisms have been logged and many will be addressed during this project. It is planned to roll out the system fully for the coming academic year and these improvements will ensure that staff and students are fully engaged in using it, which will reduce the overall risk to the University.

Functional changes to the COSHH Health Passport System are expected to enhance the end-users experience.