Organisation
Work/Task Breakdown
- Document the architecture for the existing system
- Write the high level business requirements
- Publish the Prior Information Notice (PIN)
- Document relevant examples of what systems other non-HE charities use to manage donations
- Review notes of interest from suppliers to PIN
- Invite interested suppliers to demonstration sessions
- View system demonstrations and write up outcomes
- Write a summary market engagement document outlining requirements, market overview and learning from PIN
- Share requirements and procurement strategy options given the market engagement
- Share the requirements summary, market engagement outcome and procurement strategy options with Core Systems team for approval to move forward
- Share the market engagement document with Student Enquiry CRM project
- CIO and VP, Development and Alumni to review and sign off analysis/strategy
- Write and sign off the procurement strategy
- Draft the Equality Impact Assessment (EqIA)
- Run requirements sessions to validate business and technical requirements with project team, to be used for tender
- Write requirements specification for tender
- Agree evaluation methods and criteria to be included with requirements specification for tender
- Work with Procurement Manager to take opportunity to the market
- Review options
- Conduct evaluation
- Agree on winning supplier (where feasible)
- Work with the Data Protection Officer to go through the Data Protection Impact Assessment (DPIA)
- Award a contract to the winning supplier (where feasible)
- Write project closure document, incorporating any lessons learnt
Resources, Skills and Costs
- IS Applications: Project Manager, Programme Manager, Enterprise Architect, CRM Architect, Development Technology Representative, Applications Management Representative
- Development and Alumni: Director of Services, IT Project Manager, Service Manager, Insight Manager, Finance Manager, Head of Research
- Procurement Office: Procurement Manager
- IS Strategy Management: Disability Information Officer
- Governance and Strategic Planning: Data Protection Officer
Project Governance
- Project team to include project sponsor for escalations
- Regular project updates by email
- Sign-off at each milestone / project stage
- Senior Supplier appointed to project
Project Stakeholders
| Name | Business Area | Role |
|---|---|---|
| Ben Armstrong (Project Team Member) | IS Applications, Project Services | Project Manager |
| Dave Berry (Project Team Member) | IS Applications, Enterprise Architecture | Senior Supplier |
| Dave Scott | Development and Alumni | Head of Research |
| Gregor Hall | Development and Alumni | Finance Manager |
| James Walkinshaw | Development and Alumni | Insight Manager |
| Jason Murphy | IS Applications, Enterprise Architecture | CRM Subject Matter Expert and CRM Architect |
| Jen Paterson (Project Team Member) | Procurement Office | Procurement Manager |
| Jenny Shaw (Project Team Member) | Development and Alumni | Business Lead and IT Project Manager |
| Kate Brook (Project Team Member) | Development and Alumni | Project Sponsor and Director of Services |
| Mark Lang | IS Applications, Development Services | Development Technology Team Manager |
| Michele Riva (Project Team Member) | Development and Alumni | Senior User |
| Mike McMonagle | Core Systems Programme | Core Systems representative |
| Muriel Mewissen | IS Applications, Project Services | Portfolio / Team Manager for USG and Colleges |
| Rena Gertz | Governance and Strategic Planning | Data Protection Officer |
| Suran Perera | IS Applications, Applications Management | Applications Management Team Manager |
| Viki Galt | IS Strategy Management | Disability Information Officer |
Project Estimations
120 days - IS Applications resource
