Closure Report
Background
This project 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 was to 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 study led to the delivery of a full solution and the provision of data in CSV format.
Summary
This project addressed 31 requirements.
The project was undertaken in collaboration with team members coming from both Health & Safety and Production Management.
Elements of the Agile framework were adopted and put to good use: particularly the updating of a backlog catalogue and the grouping of work into successive sprints.
Regular fortnightly project team review meetings were always well attended and served as check-points not only to review progress but to also plan and re-prioritise future efforts.
Deviations from plan were not unexpected as risks were identified from the outset. Flexibility was accommodated:
- A CSV file solution was delivered as an alternative to an integration of an eOPAS generated FitNote.
- Higher prioritised projects along with a need to undertake interviews meant that there were competing demands resulting in shared development resource.
- As a consequence of resource loss, requirements were regularly reviewed and re-prioritised in accordance with MoSCoW rules.
- Again, as a consequence of resource loss, the decision was taken to defer multiple sprint releases and focus instead on a single implementation towards the end of the project.
The project manager would like to acknowledge the support and commitment of all project team members:
| Name | Business Area | Role |
|---|---|---|
| Andrew Stewart | Project Services | Programme Manager |
| Angharad Jenkins | Health and safety | Projects Assistant |
| Anne Graham | Production Management | Application Services Manager |
| Candice Shmid | Health and safety | Project Sponsor |
| Chimeze Umeh | Project Services | Business Analyst |
| Gavin Pennycook | Project Services | Developer |
| Seetha Subramanian | Production Management | Applications Support Analyst |
Objectives
The initial objective was 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 was to reduce/clear as many of the open requests as possible within the project timeline and the allotted budget.
A secondary objective was to better understand what would be required to provide a technical solution to enable electronic data transfer of FitNote information. This later progressed to a solution in providing data in CSV format.
Deliverables
| Objectives and Deliverables | Priority | Owner | Achieved |
|
D1.1 The succinct requirements will be translated from business terminology and acronyms into use stories |
Must | Business Analyst | Y |
| D1.2 Use stories will be added to JIRA as a product backlog along with acceptance testing criteria | Must | Business Analyst | Y |
| 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 | N |
| 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 | Y |
| D3.2 The User Training material will be updated | Must | Projects Assistant | Y |
| O.4 Compliance with Personal Information Guidelines | |||
| D4.1 Completion of a Data Protection Impact Assessment (DPIA) | Must | Project Sponsor | Y |
| O.5 Assessment of FitNote Automation | |||
| D5.1 Engagement with 3rd party Supplier/business area currently undertaking manual creation | Must | Business Analyst | Y |
| D5.2 Undertake a feasibility study on costs and timelines | Must | Business Analyst | N |
| D5.3 Integrate eOPAS generated FitNote | Could | Project Sponsor | N |
| O.6 Document all completed/outstanding work at project end | |||
| D6.1 Produce a project closure report | Must | Project Manager | Y |
Scope
|
No. |
Description | Project stayed within scope? |
| 1 |
The scope of the work was intended to be allocated over four sprints with a review period at the end of each sprint to determine the future release date. |
Y * |
| 2 | As part of the review process, decisions were taken on prioritisation as to which issues were to be included in each sprint. | Y |
* Development was carried out as three sprints with a single project release. This decision was taken to maximise the availability of the Developer. There was no compromise to work delivered with putting this arrangement in place. Requirements grew as the project progressed and these where possible were accommodated through change requests.
Benefits
| No. | Description | Achieved? |
| 1 |
Functional changes to the COSHH Health Passport System are expected to enhance the end-users experience. |
Y |
Success Criteria
| No. | Description | Achieved? |
| 1 | Business use of the changed functions with no detrimental impact on the quality of the applications/service. | Y |
Analysis of Resource Usage:
Staff Usage Estimate: 100 days
Staff Usage Actual: 80 days
Staff Usage Variance: 20%
Explanation for variance
Development time was less than originally planned due to competing demands for resource with other projects.
There was frustration voiced over a sponsor funded project where more could have been achieved with full resource allocation as planned from the start. The business felt they were penalised for reasons out-with their control as a result of resource contention and unplanned calls on developer time to support two other projects over three separate occasions.
Key Learning Points
| Description | Recommendations | Impact |
| Non-availability of software to assist communication | Microsoft teams and Jira should be available at project start-up. | Should implement as good practice |
| Jira is not naturally intuitive when it comes to population and use | Training to be offered to staff from both business and technology. | Should implement as good practice |
| Standardise the management of directory creation on python servers |
/remote is a samba share on python-fs-<ENV> presented to Kings Buildings and Appleton Tower python servers. Longer term we should be managing required shares with puppet as this is used to manage python-fs-<ENV> servers. This would:
|
Should implement as good practice |
Outstanding Issues
The following issues were recorded on Jira for the project and should be carried forward to be considered for future work.
| Ref: | Description | ||
| 05 | Notification emails - review frequency and text | ||
| 06 | New role for (Bioresearch & Veterinary Services (BVS) administration - include all SSA function but also able to add/edit Facility Managers | ||
| 08 | Multiple people generic document upload | ||
| 09 | Upload of Procedure Project Licence/Procedure Individual Licence (PPL/PIL) | ||
| 11 | Health and Safety (H&S) Admin dashboard improvements | ||
| 12 | SSA dashboard - quick view figures links to actual lists | ||
| 13 |
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| 16 | FitNote edit function for Admin - delete/remove only | ||
| 18 | Adding a new user | ||
| 24 | On search functionality remove are/facility options | ||
| 27 | Re-sending induction form eMails | ||
| 28 | Functionality to add new facility | ||
| 33 | Change Health Passport system Error email subject on live | ||
| 38 | Confirmation notification receipt of FitNote upload to H&S area coordinator | ||
| 42 | Update the out-of-date link to online guidance in auto emails and on the pre-induction checklist page | ||
| 43 | Allow unique identifiers for accounts that have multiple roles | ||
| 48 | Record the facility manager who approves the induction | ||
| 49 |
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| 51 |
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| 56 | Error when trying to request facility access |