Completion Report
Project Summary:
Background
This project existed to remove or archive records within the student records systems to:
- Better support our Data Protection requirements
- Improve performance
- Support the implementation of the Student Records Retention Schedule.
Having a low priority meant that the work progressed intermittently and it was agreed in the June 2015 Student Systems Board that this project would be closed and a decision taken in December 2015 for future work.
Were the project goals met? Yes but only in a narrow area.
Were the project deliverables fully or partially accomplished? Partially
The goals of the projects were:
This project existed to remove or archive records within the student records systems to:
- Better support our Data Protection requirements
- Improve performance
- Support the implementation of the Student Records Retention Schedule.
The following deliverables were achieved (from project brief)
Annual removal of:
- Incomplete applications
- Redundant system generated records created in workflows, to improve performance
Annual archive of SAAS attendance records more than 1 year old.
These processes are now incorporated within Business As Usual
Not Delivered but are next priorities when next Data Retention project is started:
1. Development to support the implementation of the new EU Data Protection Regulation.
2. Removal of:
- Unsuccessful UCAS/GTTR applicants at the start of the following application cycle
- Unsuccessful Direct & Other applicants
- Applicant & student data for students who never arrive
- Sensitive data of former students
- Fee data from former students
3. Work with Records Management to support the Student Records Retention Schedule
4. Review other high volume transactional tables to identify redundant records that can be removed.
Did the project deliver a solution to the problems being addressed? Yes in the areas that were delivered.
What are the benefits for the business? How did it impact the business?
- Better support our Data Protection requirements and therefore reduces institutional risk
- Improve performance
- Support the implementation of the Student Records Retention Schedule.
Does the Project Sponsor agree that this project can be closed at this time? Yes
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Analysis of Resource Usage:
Staff Usage Estimate: days
Staff Usage Actual: days
Staff Usage Variance: 0%
Other Resource Estimate: days
Other Resource Actual: days
Other Resource Variance: 0%
Explanation for variance:
Less resource was used because with the priority of the project, not all the deliverables were completed.
Key Learning Points:
What went well?
Those working on the project worked well together.
The handover to Support went smoothly and the processes have run cleanly since.
What didn't go so well?
Having different PMs during the project, led to additional effort as the new person learnt the details.
Not as much was achieved as was first hoped, but with the project being the priority it was, it was unavoidable.
If you had a project like this again, what would you improve?
Where possible, keep deliverables as small as possible, so even if they can not all be completed, some can be delivered. When deleting applicants, this may well not be possible.
Outstanding issues:
When more resource is allocated to data retention the areas of priority will be:
1. Development to support the implementation of the new EU Data Protection Regulation.
2. Removal of:
- Unsuccessful UCAS/GTTR applicants at the start of the following application cycle
- Unsuccessful Direct & Other applicants
- Applicant & student data for students who never arrive
- Sensitive data of former students
- Fee data from former students
3. Work with Records Management to support the Student Records Retention Schedule
4. Review other high volume transactional tables to identify redundant records that can be removed.