Overview

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.

There is an 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.

Objectives and Deliverables

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)

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)

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)

Benefits

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/Visitors will not have to obtain a physical photograph, as they will be able to use a digital image.
• The process of submission of digital image will be within a MyEd channel which conforms with the user experience across multiple university services.
• There will be a preview function allowing Staff/Visitors to check their image before submission, making sure it is acceptable for use.  This will reduce delay and any need for resubmission of a substitute image;
• Staff/Visitors will not have to pay for postage to return a completed card form with photograph attached or make special dispensation for a visit to campus to submit their physical details.

Staff/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.

Success Criteria

• Achieve a rollout of the staff digital image submission channel to all staff users.
• Build a unanimous consensus of the development plan for digital image submission by visitors.
• Achieve a rollout of the digital image submission channel to visitors to the university where unanimous consensus has been built.