ITI Project Brief - RSS206 DataSync Refresh

Document Sign-off

Background

This Project is to upgrade the following RSS provided Services to the latest version to enable best Service Support and Benefits:

-DataSync

DataSync is an important secure dropbox like service with access to DataStore and allows researchers to share data internally and externally.

DataSync is a Dropbox-like file hosting service for Staff and Research Post-Graduates (PGRs).

Features:

• A Dropbox-like file-hosting service
• No sign-up needed - automatically provisioned for Staff and Research Post-Graduates (PGRs)
• Login using your Active Directory (AD) username and password
• Data stored at the University of Edinburgh and managed by Information Services
• 20GB DataSync storage with the ability to connect to your personal or group share on the RDM DataStore
• File sharing with colleagues anywhere
• Access your documents anywhere
• File synchronisation

-Subversion (SVN)

Subversion (SVN) is a Version Control Services available for users from Research Services and is suitable for larger projects that require centralisation or granular access control.

This project will:

• Upgrade the DataSync Service - Platform and Software
• Provided DataSync 3rd Party Support for 1 year
• Upgrade the Subversion/SVN Service - Platform and Software

(Planned for, but subject to Management decision in Jan 20)

• Retire Subversion/SVN

(Subject to Management decision in Jan 20)

Scope

The following Services are in scope of this project:

• DataSync
• Subversion /SVN

Any changes to Scope documented in this Project Brief will be via a Change Request, recorded on the Issue, Change and Decision Logs in the Projects RAIDD xls.

Out of Scope

The following Services are out of scope of this project:

• All other RSS Systems/Services

Objectives and Deliverables and Success Criteria

The overarching objectives of this project are to (via the help of various 3^rd parties):

1. Carry out a DataSync Upgrade (ownclound Vrs 10.3.1)
2. Upgrade DataSync Server VM to Centos 8
3. Implement a new DataSync Support Contract
4. Carry out a Subversion Upgrade (SVN latest Vrs 1.12.2 / 25 July 2019)
5. Upgrade Subversion Server VM to Centos 8

All whilst providing the correct levels of support, training and technical documentation.

This will improve deploy-ability, maintenance, functionality, manageability and performance for the users.

The duration of the project is expected to be 8 months from the start of the Financial Year and not the Approval and Sign Off of the Project Brief.  This may reduce subject to a management decision on the retirement of Subversion in Jan 20. 

Unless otherwise indicated, the objectives and deliverables are a success when accepted by the Project Sponsor and the Service Owner as listed in the Requirements Success Criteria.

Requirements

Requirements are what is required and aligned to deliver the project objectives and deliverables to ensure the benefits recorded are realised.  These are documented in the RAIDD Log on the RTC TAB.

Requirements are set as MoSCoW:

MUST - we would see the project as failing totally or partially if these are not achieved

SHOULD - we have a high expectation that these will be doable with planned work and budget - but if necessary these can be de-scoped

COULD - if all goes very well, these might be possible

WON'T - we want to be explicit about certain things that people might expect us to deliver but we want to be clear we won't deliver

Benefits

The benefits to this project delivery are:

1. By upgrading the current DataSync Service, the Service will be updated to current supported owncloud Software Version (Vrs 10.3.1)
2. By upgrading the current DataSync Platform, it will resolve outstand security concerns caused by the older version of platform
3. By upgrading the current DataSync Platform, it will replace the old (legacy) virtual servers for owncloud and run on a new Centos 8 platform
4. 1 year of support from Vender for owncloud
5. By upgrading the current Subversion Service, the Service will be updated to current SVN Software Version
6. By upgrading the current Subversion Platform, it will resolve outstand security concerns caused by the older version of platform
7. By upgrading the current Subversion Platform, it will replace the old (legacy) virtual servers for Subversion and run on a new Centos 8 platform
8. Subversion Platform to be removed, reducing RSS commitment; if Magt Decision is to retire Subversion

Governance

Portfolio Governance

Project Board

Tolerances

The following are the tolerances for this project at which point the Project Manager must request approval of the change from the Sponsor and / or the Board via the Change Request process.

Escalating to programme/portfolio manager will be under direction from the Project Sponsor.

Resources Skills and Cost

Initial Resources are were based on a project start up estimate provided and approved at the start of the project:

• RSS Resource                               46 Days
• IT PM                                             34 Days
• College/Schools                            0 Days
• External Development            23.5 Days (TBC)

(Subject to change with further analysis and Planning)

• RSS Resources                             46 Days
• IT PM                                             34 Days
• College/Schools                            0 Days
• External Development            23.5 Days (TBC)

Budget

The total budget calculated for the Project is calculated in the table below with £20k Capital + £60k Revenue

Spending:

**Either OCF or NobleProg; max taken for calculations

Priority and Funding

Priority                                                          - 1

UoE Funding      Approved                         - £80,000            - (20k Capital + £60k Revenue)

UoE Funding      Required                          - £80,000            - (20k Capital + £60k Revenue)             

Project Team

The Project Team also consists of the following that need kept informed:

Preferred Supplier

The Preferred Suppliers are listed below:

Quality of Project and Deliverables / Key Project Milestones

The milestones are a key tool in ensuring that the project process itself is followed as set out by ITI, and that the product deliverables are to the required Quality; the quality for the deliverables are to be confirmed by the respective Service Owner / SME as per the Requirements/Success Criteria table above.

Any changes to major milestones achievements and changes (Initiation, Planning, Delivery, and Closure) will be discussed with the Project Sponsor and Project Team and must be approved by Change Request by the Project Board and WIS as necessary.

The approach for this project outlined by the key milestones below.  A more detailed plan will/has been produced, with the latest on the project SharePoint site:

RSS206 Project Plan_DataSync Refresh

Assumptions

The Assumptions for this project are that:

1. Assume that owncloud can work around the issues with the changes of SSH Key storage
2. owncloud/owncloud's Third party can successfully upgrade the test and production environments
3. Colleges wish to maintain a Subversion Service requirement
4. Subversion Service is currently not to be retired and instead upgraded
5. Should the Subversion Service be retired, this will be decommissioned and Users migrated to GitLab

Dependencies

The Dependencies for this project are:

1. Assume that owncloud can work around the issues with the changes of SSH Key storage
2. owncloud/owncloud's Third party can successfully upgrade the test and production environments
3. Colleges wish to maintain a Subversion Service requirement
4. Should Management decide the Service is to be retired, Subversion will be decommissioned and Users migrated to GitLab

Constraints

The Constraints on this project are:

1. Assume that owncloud can work around the issues with the changes of SSH Key storage
2. owncloud/owncloud's Third party can successfully upgrade the test and production environments

Colleges may wish to maintain a Subversion Service requirement

Previous Lessons Learned

The project manager will ensure that a Lessons Leaned Log is created, maintained and reviewed by the project team at every team meeting.  The following are Lessons Learned from the ITI Projects SharePoint and team’s previous experience:

1.  N/A

Risks

The project manager will ensure that a Risk Log is created, maintained and reviewed by the project team at every team meeting; ensuring project owners update their risks at least once a month or more as appropriate to the project.

The initial Risks highlighted are:

1. Project Delay - Due to Strike Action, there may be a lack of resources
2. Project Delay - Due to BAU or other project work, there may be a lack of resources
3. Project Delay - Due to not being able to source a 3rd Party to conduct the upgrade in  the planned timescale
4. Project Delay - Due to 3rd Party Resource not being available
5. Project Product - Due to BAU or other project work, the Resources have not been available to Complete or Approved the Project Brief
6. Project Product - Due to DataSyncs's owncloud Database not being able to be upgraded
7. Project Product - Due to the SSH Key link to DataStore not working
8. Project Delay - Due to the SSH Key link to DataStore not working and takes owncloud longer to implement
9. Project Delivery - Due to Issues around the new owncloud presentation (server) layer
10. Project Delay - Due to owncloud Upgrade not being completed and delayed
11. Project Requirement - Due to the Subversion User requirement base not being enough to support the cost of the upgrade

Issues

The project manager will ensure that an Issue Log is created, maintained and reviewed by the project team at every team meeting. 

The following are Lessons Learned from the ITI Projects SharePoint and team’s previous experience:

1.  N/A

Communication

The project manager will also ensure all changes to cost/timeline/scope are recorded in the issue log, and reflected in milestones log, budget and estimations, and the project Scope Change log.

Project Sites - There are two Project Management Sites for the project:

1. Project Web Page: Project information for all to see, with the Logs being restricted by the project manager to the required project members:

                            DataSync Refresh Website

2. Project SharePoint Site: Project information repository for project members only, mainly used for storing documents to enable a single source for updating and completing:

                             DataSync Refresh SharePoint

Stakeholders - The project manager will produce a Stakeholder Map and complete a Stakeholder Engagement Grid; which will be agreed at the Kick-off meeting and reviewed and maintained during the project life cycle.

Communication Plan - The project manager will produce a Communications Plan for the project and ensure all parties understand the communications routes and timescales. This will also be agreed at the Kick-off meeting and cover the headings in this section.

Meetings - The Project Team Meeting Agenda template will be used to record all meetings and saved to the Project SharePoint Site:

1. Project Board Update Meeting                                      On request or issue
2. Project Sponsor and Project Manager Meeting      Weekly
3. Project Team Meeting                                                        Weekly

Reporting -

1. ITI Project Monthly Report                                              Monthly
2. Project Sites                                                                           Weekly
3. Project Logs                                                                           Weekly

Escalations - Project Escalations will be directed to the Project Manager, who will document the escalation as a Risk/Issue then escalate via the appropriate Governance level:

1. Escalate area SME
2. Project Team
3. Project Board – Project Sponsor
4. Programme Board – Programme Manager

University

Run / Grow / Transform

This project is to help Grow and improve the DataSync and Subversion Service and Support for RSS Systems Team and all Users.

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Alignment with Strategic Vision  

IS Strategic Vision the main elements of the vision that this projects contibutes to are highlighted in bold.

University's Strategic Vision for 2025 the main elements of the vision that this projects contributes to are highlighted in bold.

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

Service Excellence - Information and Security

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

Digital Transformation

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

Some expectations and suggestions from ISG Directors - what to think about for each them when planning the project   some_expectations_and_suggestions_from_isg_directors.pdf

Project Sponsor – Project Responsibilities

The sign-off milestones are associated with specific responsibilities of the Sponsor role .

Start of project – Explicitly Included in the Initiation Milestones Sign-Off

1. Negotiates and confirms funding for the project
2. Ensures the project is in line with organisational strategy and priorities
3. Chairs the project board, appoints its members and ensures they are effective
4. Advises the project manager of protocols, political risks, issues and sensitivities
5. Makes the project visible within the organisation  

End of Planning – Explicitly Included in the Planning Milestone Sign-Off

1. Works with the project manager to develop the Project Brief
2. Ensures a realistic project plan is produced
3. Sets tolerance levels for escalation to themselves and to the project board
4. Ensures that project team have representation and engagement from users and suppliers
5. Helps identify Stakeholders
6. Approves Communication Plan
7. Agrees on frequency of meetings with Project Manager
8. Agrees of frequency of meetings with Project Team
9. Agrees on milestones and who signs-off

Execution – ongoing

1. Provides strategic direction and guidance to the project manager as directed by the Board
2. Approves changes to plans, priorities, deliverables, schedule
3. Encourages stakeholder involvement and maintains their ongoing commitment
4. Chief risk taker
5. Makes go/no-go decisions
6. Communicates change in organisational structure, priorities, business benefits or funding
7. Helps the project manager in conflict resolution
8. Helps resolve inter project boundary issues
9. Gains agreement among stakeholders when differences of opinion occur
10. Assists the project by exerting organisational authority and the ability to influence  

Delivery – Explicitly Included in the Delivery Sign-Off

1. Ensures that Service is ready for change

Closure - Explicitly Included in the Closure Milestone Sign-Off

1. Helps with publicity for the change delivered
2. Ensure that benefits will be managed, measured and realised post-project
3. Evaluates the project’s success upon completion

Attachment	Size
some_expectations_and_suggestions_from_isg_directors.pdf	341.89 KB
project_planning_-_project_brief_template.docx	35.44 KB