Organisation
Work/Task Breakdown
The work that is needed to produce the identified deliverables will be carried out by colleagues in IS Applications, with contributions from the various members of the project team & board, as well as any other UoE staff and stakeholders from beyond the University who may need to be consulted. There are some areas where members of the project team will need to take the lead and this will be done with the project manager assisting as far as possible.
The following stages and tasks have been identified for this project:
Planning
- Project initiation
- Preparation of brief
- Project planning
- Sign-off of brief
Business Analysis
- Meet and/or communicate with stakeholders/audiences to capture requirements
- Consult with stakeholders about any functional requirements required for replacement site
- Write up requirements for a replacement system
- Consult with stakeholders, project team and management about options for replacement solution
- Prepare an options appraisal that lists the possible solutions and evaluates these
- Deliver the planned reports on requirements and options for replacement
- Sign-off business analysis
Preparation of other deliverables/documentation
[N.B. It is anticipated that the majority of this work will be carried out by colleagues outwith IS Applications, with support from the Project Manager]
- Identification and listing of related resources that might be included in any future website/service
- Meetings and communications to discuss and establish any agreed positions/agreements between the project stakeholders
- Discuss and prepare a summary report with suggestions or commitments covering future funding options for any future site or service
- Collate an executive summary of the project once all the constituent deliverables have been prepared and made available
Closure
- Prepare completion report
- Submit for approval
- Close project
Resources, Skills and Costs
The above set of tasks has been estimated as requiring 86 days effort across IS Applications.
The main work in IS Applications will be done by Project Services. Other teams in IS Applications, and ISG, will be consulted as required.
Additional work will also be done by colleagues in CAHSS, School of Celtic & Scottish Studies and Library & University Collections. Staff in other areas of the University will be consulted as required.
Project Governance
The project shall be monitored through two main groups - the Project Team and the Project Board. The former consists of Fraser Muir, Kirsty Lingstadt, Patricia Erskine, Joe Marshall, Janet Roberts and David Watters. This group will meet regularly to discuss the project - delegates are allowed if any member cannot attend a particular meeting. The Project Board includes the project team and the other UoE colleagues noted below. The project board will make any decisions that may be required concerning the project.
Project Stakeholders
University of Edinburgh
| Name | Business Area | Role |
|---|---|---|
| Bill Lee | IS Applications, Development Services | Development Lead |
| Cathlin Macaulay | School of Scottish Studies Archives | Archives Curator/Area Expert (Project Board) |
| David Watters | IS Applications, Project Services | Project Manager (Project Team/Board) |
| Dorothy Miell | College of Arts, Humanities and Social Sciences | Head of College |
| Fraser Muir | College of Arts, Humanities & Social Sciences | Project Sponsor (Project Team/Board) |
| Gary West | Celtic & Scottish Studies | Senior User (Project Board) |
| Gavin McLachlan | Information Services | Chief Information Officer and Librarian to the University |
| Janet Roberts | EDINA | Director of EDINA (Project Team/Board) |
| Jeremy Robbins | School of Literatures, Languages & Cultures | Head of School |
| Joseph Marshall | Special Collections, Library & University Collections | Head of Special Collections (Project Team/Board) |
| Kirsty Lingstadt | Digital Library, Library and University Collections | Head of Digital Library (Project Team/Board) |
| Kirsty Stewart | Library and University Collections | Archivist, School of Scottish Studies (Project Board) |
| Melissa Terras | College of Arts, Humanities and Social Sciences | Professor of Digital Cultural Heritage |
| Muriel Mewissen | IS Applications, Project Services | Senior Supplier (Project Team/Board) |
| Neil Martin | School of Literatures, Languages & Cultures | Head of Celtic and Scottish Studies |
| Patricia Erskine | College of Arts, Humanities & Social Sciences | Head of Stakeholder Relations and Policy Officer (Project Team/Board) |
| Rachel Hosker | Centre for Research Collections, Library & University Collections | Archives Manager and Deputy Head of Special Collections (Project Board) |
| Scott Renton | Digital Library, Library and University Collections | System Developer (Project Board) |
| Stratos Filalithis | Learning , Teaching and the Web, Information Services | Head of Website and Communication Technologies |
| Sue Woodger | IS Applications, Project Services | Business Analyst (Project Team/Board) |
Others
| Name | Business Area | Role |
|---|---|---|
| Donnie Munro | SMO Development Trust | Chief Trust Officer |
| Gillian Rothach | Sabhal Mòr Ostaig | College Principal |
| Mairead MacDonald | Tobar an Dualchais project | Director |
| *Awaiting confirmation re any NLS staff, BBC Alba and NTS Canna. |
Project Estimations
The effort required for work being done by staff in IS Applications has been estimated as follows:
| Tasks | Estimate |
| Project planning | 8 days |
| Project management & reporting/QA | 26 days |
| BA: Options appraisal | 20 days |
| BA: Requirements analysis | 20 days |
| Consultations across IS Apps | 10 days |
| Project closure | 2 days |
| Total | 86 days |