Completion Report
Project Summary:
Background
There is a need to improve the experience of new Staff starting with the University, and for new Visitors, with regards to the process for submitting a photograph for use in producing a first University card. There is also a need to bring the process into line with that of Students, who already submit a digital photo, and so avoid two processes running simultaneously, one for Staff/Visitors and another for Students.
The opportunity to build on the system which works for Students to deliver the same experience for Staff and Visitors.
Scope
The project will create an additional Digital Image Submission Channel within MyEd to allow all UoE staff to submit digital images. It will include analysis of the current feed to the Card System from HR and the channel will be based on the current channel for Students.
The project will investigate and analyse what method should be pursued when developing an expansion of the Digital Image Submission Service to accept digital images from UoE visitors.
The project will then develop our accepted plan to expand digital image submissions to include UoE visitors.
Descoped
A decision was agreed and confirmed by Project Sponsor and Business Lead to remove the work to complete the analysis, recommendation and development of the best method of digital image submission channel for visitors to the University as the primary objective was to complete this development work for Staff digital image submission.
Objectives, Deliverables, Benefits and Success Criteria - as defined in original project brief
Objective | Deliverables | Success Criteria | Benefits | Achieved |
O1:To analyse the current staff feed from the HR system that is supplied to the Card System and then develop the appropriate changes that will allow the MyEd Digital Image Submission Channel to be opened to all UoE staff. | D1.1 A requirements document. (Output: BRD) D1.2 A system analysis of the HR system feed that supplies the Card System, plus the changes that would be required within the card system and the MyEd channel. This would require acceptance by all relevant business partners. This will allow us to build an accurate resource estimate. (Output: SDS) D1.3.1 Development to DEV and TEST as detailed in the SDS (Output: Build Peer Review, a Build Test Document, Implementation Plan, Change Control and any TAD alterations necessary) D1.3.2 A series of user acceptance tests (UAT) to verify the staff channel developments as production ready. (Output: UAT Plan) D1.3.3 Updated service documentation as required. (Output: System Description, Notifications) D1.4 A completed UAT (Output: Acceptance Sign Off Review) D1.5 Deployment (Output: Deployment Sign Off Review)
|
| There will be a cost saving to IS USD as the task of scanning physical images will cease; there will be a saving in terms of stationery and postage. There will be a significant service improvement because facilitating online submission of digital images will mean:
Staff will only be able to submit one image as standard practice and once accepted, request for replacement by a substitute image would not be granted; however, in the case of gender reassignment, for example, request would be granted, and the channel in MyEd can be enabled by Card Services staff to allow for a replacement digital image to be submitted and a replacement card sent out.
| YES |
O2: To analyse and recommend the best method of developing a digital Image submission channel for visitors.
| D2.1: A business requirements document with clear mapping of our proposed business model and an analysis of any dependencies relating to developments with the visitors system. (Output: BRD) D2.2 A systems analysis document detailing the most viable method for development. This will also allow us to build an accurate resource estimation (Output: SDS)
| Build a unanimous consensus of the development plan for digital image submission by visitors.
|
| No - descoped |
O3: To develop a digital image submissions channel for visitors to the university.
| D3.1.1 Development to DEV and TEST as detailed in the SDS (Output: Build Peer Review, a Build Test Document, Implementation Plan, Change Control and any TAD alterations necessary) D3.1.2 A series of user acceptance tests (UAT) to verify the visitor channel developments as production ready. (Output: UAT Plan) D3.1.3 Updated service documentation as required. (Output: System Description, Notifications) D3.2 A completed UAT (Output: Acceptance Sign Off Review) D3.3 Deployment (Output: Deployment Sign Off Review) | Achieve a rollout of the digital image submission channel to visitors to the university where unanimous consensus has been built. | There will be a significant service improvement because facilitating online submission of digital images will mean:
Visitors will only be able to submit one image as standard practice and once accepted, request for replacement by a substitute image would not be granted; however, in the case of gender reassignment, for example, request would be granted, and the channel in MyEd can be enabled by Card Services staff to allow for a replacement digital image to be submitted and a replacement card sent out. | No- descoped |
Additional Scope Agreed & Completed:
- Cold Fusion Upgrade from v9 to v11 following the inclusion of SMI015 project - this allowed SMI015 Card Front End Cold Fusion Upgrade project to close back in February 2016
- CSU Migration from Fenton was completed successfully with no issues since deployment
- No service impacts encountered following deployments
Key Stakeholder feedback on deliverables - 'I would also like to say thanks for everyone involved as any issues we had were dealt with well and every body took time to understand the objectives from the card services point of view rather than focusing only on the technical aspects.'
Analysis of Resource Usage:
Staff Usage Estimate: 100 days
Staff Usage Actual: 116 days
Staff Usage Variance: 16%
Other Resource Estimate: 0 days
Other Resource Actual: 0 days
Other Resource Variance: 0%
Explanation for variance:
The original estimate for this project as per project brief = 100 days effort, this was amended as follows:
- PICCL 2 raised in February 2016 to transfer remaining SMI015 project budget accross to SMI012 to cover ColdFusion11 upgrade = 45 days. Actual days effort spent (12.5 days)
- CSU migration work included in project amounting to 4.5 days effort which was absorbed by existing approved budget (actuals 7.5 days)
- Days allocated to Visitors digital image analysis, recommendation and development aligned to 16/17 activity was removed from the project as per agreement by Project Sponsor and Business Lead in June 2016 - forecasted days of 33.5 days.
Total resource effort burned on project c.116 days this amounted to effort aligned to Staff Digital Images of 96 days
Key Learning Points:
- The project team agreed that it was sensible to split out the staff and visitors development activities as it highlighted that the process for each type of group was different and highlighted various degrees of complexities.
- This allowed the project to progress successfully with the staff digital image developments which was the key objective for the project
- With the project undertaking code developments for both Staff Digital images and Cold Fusion Upgrade at the same time by different developers, it is important to ensure that SVN code branches are managed correctly and in the right order. No major issues were encountered however the project team wanted to raise this for visibily for future projects.
- Project closure questionnaire completed
- The User Services Business Lead and Card Services Administrator are happy with the outcome of the project
Outstanding issues:
- No outstanding issues remaining from project activity
- Development Technology and Technology Management to confirm XPR handover completed