Project Implementation Plan - Jisc

Project Identifier: Version: Contact: Date:

JISC Project Plan Project Information Project Identifier

To be completed by JISC

Project Title

Implementing xCRI-CAP at New College Durham

Project Hashtag Start Date

January 2012

End Date

Lead Institution

New College Durham

Project Director

Tony Lewin

Project Manager

Malcolm McBain

Contact email

[email protected]

March 2013

Partner Institutions Project Webpage URL Programme Name

Stage 2 Implementation Plan

Programme Manager

Ruth Drysdale

Document Information Author(s)

Malcolm McBain

Project Role(s)

Project Manager

Date

31 October 2011

Filename

URL Access

This report is for general dissemination

Document History Version 1

Date 31.10.11

Page 1 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 v2.0

Comments Stage 1 Business Plan submitted to JISC (Oct 2011)

Project Identifier: Version: 1.1 Contact: Malcolm McBain Date: 08 November 2011

Table of Contents NB : This table of contents ‘auto-populates’ - to update the table of contents – place cursor in the table of contents, right-click your mouse, click ’update field’, select appropriate option

1

Project Overview .............................................................................................................................. 3 1.1 Project Summary ..................................................................................................................... 3 1.2 Objectives ................................................................................................................................ 3 1.3 Anticipated Outputs and Outcomes ........................................................................................ 4 1.4 Overall Approach .................................................................................................................... 5 1.5 Anticipated Impact ................................................................................................................... 6 1.6 Stakeholder Analysis ............................................................................................................... 6 1.7 Related Projects ...................................................................................................................... 7 1.8 Constraints .............................................................................................................................. 7 1.9 Assumptions ............................................................................................................................ 7 1.10 Risk Analysis ........................................................................................................................... 8 1.11 Technical Development ........................................................................................................... 8 1.12 Standards ................................................................................................................................ 9 1.13 Intellectual Property Rights ..................................................................................................... 9 2 Project Resources ............................................................................................................................ 9 2.1 Project Partners....................................................................................................................... 9 2.2 Project Management ............................................................................................................... 9 2.3 Project Roles ......................................................................................................................... 11 2.4 Programme Support .............................................................................................................. 11 3 Detailed Project Planning .............................................................................................................. 12 3.1 Evaluation Plan ..................................................................................................................... 12 3.2 Quality Assurance ................................................................................................................. 12 3.3 Dissemination Plan ............................................................................................................... 12 3.4 Exit and Embedding Plans .................................................................................................... 13 3.5 Sustainability Plans ............................................................................................................... 13 Appendices ........................................................................................................................................... 14 Appendix A. Project Budget............................................................................................................... 14 Appendix B. Workpackages .............................................................................................................. 14

Page 2 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0


1 Project Overview 1.1 Project Summary Following an institutional self-assessment of internal course data flows with a view to implementing an xCRI-CAP feed for aggregators and focussing on xCRICAP output, the current project serves to effect potential process improvement for the collection, maintenance and promulgation of curricula information. Owing to changes in funding and the increasing potential financial burden being placed on students, embarking on an educational programme is now a considered purchase for prospective students. As a significant provider of both further and higher education provision, New College Durham (NCD) is committed to providing a meaningful, high quality educational experience. Therefore, NCD is embracing the xCRI-CAP project in recognition of its long history of quality provision and cognisance of three main drivers for raising awareness of such provision as well as facilitating informed prospective student choice. The drivers are: 1. Prospective fee paying students want to know more about the academic experience a course will provide and be able to compare this with other courses. (For example, what courses are offered, their mode of attendance, cost, duration, etc? How does such provision compare within, and without, the institution? Would a prospective student (and/or his/her employer if applicable) be able to be reliably informed about short-duration programmes, CPD opportunities, or perhaps modular provision?) 2. Better informed students are more likely to choose a course that they will complete, and be more motivated to achieve better results. 3. Increased scrutiny by quality assurance agencies and the Government’s requirement for transparency of publicly funded bodies.

1.2

Objectives

The specific objectives of Stage 1 of the project were as follows: Identify main institutional stakeholders Convene meetings with institutional stakeholders Consider existing internal processes for the collection and promulgation of curricula information Completion of Self-Assessment Framework Formulate initial Implementation Plan Page 3 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0


Achievement of, and building upon, the above objectives may be deemed as the complement of the over-arching aim of Stage 2, namely the development of a Course Advertising system which embodies the increased utilisation of appropriate technology leading to the following objectives: More persistent, standardised, and therefore comparable, course information in a consistent location making discovery within, and without, the institution easier. Improved quality and assurance thereof giving rise therefore to more efficient and effective course data. Increased and intuitive accessibility to, and objective comparison of, courses, especially those which may not currently be as intuitively accessible (eg, those delivered by distance learning, CPD, bespoke provision, etc). NCD is able to make appropriate and informed decisions about its processes for managing course-related data, leading to a reduced administrative data burden, cost-effective working, and better business intelligence.

1.3

Anticipated Outputs and Outcomes

The outcomes of this project will be informed by the JISC study into the applicability of the ‘Enterprise Architecture’ (EA) strategic change management technique to the education sector. The EA approach1 recommends that change is enabled when organisations have a good understanding of their: existing information assets business processes organisational structures information and application infrastructures This approach also prescribes that stakeholders be consulted to understand their concerns and draw out potential conflicts between differing concerns. Therefore, the required outcomes of the project may be summarised as: Improved practices, processes and procedures An effective service to students, staff, partners and stakeholders Improved compliance with regulators, funders and the law Efficient, timely and secure internal and external sharing of information Ensured accuracy of information Through use of xCRI-CAP feed(s) the developed course information system will be robust and have the potential to be interoperable with other data sources using the same open standard (eg potentially KIS, WIS, HEAR, etc). 1

JISC (2009) Enterprise Architecture approach to Information Strategy Planning



See also section 3.5 for outputs relating to continuing relationships with other Colleges and potential for dissemination to the wider HE/FE and Information Management sector

1.4

Overall Approach

Our overall approach involves: Initial research/information gathering, convene key stakeholder meetings Delineation of course and related information flows, level of stakeholder involvement/contribution. Task allocation. Identify deliverables from key stakeholders and the attendant responsibilities of receiving stakeholders. For example, curricular information for Marketing (curriculum areas, MIS), resultant course information for ICT Services. Detailed understanding of critical information flows and attendant responsibilities and contribution of key stakeholders. The xCRI-CAP feed will be developed alongside user requirements gathered from all stakeholders through regular communication with the Management Team. The Management Team will develop prototypes using business process analysis and technical expertise to help realise the system objectives. The key work strands are: Data Information workflow Research/information gathering, schedule key stakeholder meetings Delineation of course and related information flows, level of stakeholder involvement/contribution. Task allocation. Confirm deliverables from key stakeholders and the attendant responsibilities of receiving stakeholders. For example, curricular information for Marketing (curriculum areas, MIS), resultant course information for ICT Services. Detailed understanding of critical information flows and attendant responsibilities and contribution of key stakeholders. Data Scoping (sustainability, eg future KIS, HEAR application) Cleansing Mapping Evaluation of data quality and integrity Technical Implementation Open standards mappings (SharePoint™, XML, xCRI-CAP) Page 5 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0


Web services Course data structure Policy and audit Testing (validation, verification) Project Management and Reporting (over-arching) Documentation (requirements, scheduling, reports, technical documentation) Sustainability and Evaluation plan Final Output Dissemination Project Reports (interim, final) xCRI-CAP feed(s) Presentations

1.5

Anticipated Impact

Clarification of the value of existing institutional course advertising processes in order that the full range of curricular provision is universally intelligible and accessible. Impact Area Curriculum areas

Be more effective/save money Impact on wider society

1.6

Anticipated Impact Description Standardisation of course information including such information which may not otherwise readily reach the desired audience (eg CPD, full-cost modules, bespoke employer provision, etc) Efficiency gains (preparation, editing/updating course information, etc) Improved specificity of course offerings thereby facilitating informed choice and increased engagement.

Stakeholder Analysis Stakeholder

Deputy Principal Director of Curriculum and Quality Director of ICT Services Head of Student Support Services Marketing Manager Records Manager MIS Manager Programmer Student Body

Employers Page 6 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0

Interest / stake Institutional Lead Curriculum information Technical Lead Project Manager Course Information Data Structures Data Structures XML/xCRI-CAP expertise End Users End Users

Importance (H/M/L) H M M H H H M H H H


Wider FE and HE community JISC

1.7

H M

Related Projects

ILP Database Transport Support Careers/Unit-E Integration Website Review

II Forms - Contact Centre

Destination data KIS

1.8

Demonstrate cost effective business processes Evaluative documentation and implementation. Models of how xCRICAP can be integrated in a F/HEI.

To capture data relating to student progress and replace paper system To capture data on all student transport support using Unit-E Capture info on first Point of Contact for new student enquiries Changes to website to reflect institutional requirements and requirements of Privacy and Electronic Communications Regulations Develop a form in Unit-E for staff to use whilst in the contact centre that enables them to update student applications live Addition of Destination Data to Unit-e, using II or similar forms Key Info System for HEFCE, collect data to HEFCE Specification and supply

Constraints

Demands on key stakeholders’ time given the start of year and attendant demands on curricula, Marketing, ICT, MIS facilities and resources

1.9

Assumptions

Although an innovation project, and whilst involving stakeholders, the project will essentially comprise requirements gathering and business processes alignment. Whilst providing a technical feed, having been exercised via an in-house validator and aggregator, the assumption is that any required technical resources (ie hardware, software other than the open source software) will be as provided within existing NCD facility. As a mixed economy college, NCD recognises the potential the project has for being shared with the wider HE in FE community.



1.10 Risk Analysis Risk Description

Probability (P) 1–5 (1 = low 5 = high) 2

3

6

Regular communications to minimise impact; clear documentation at each stage of the project

Staff: appropriate crossproject knowledge, skills Organisation: management team comprising key college staff with significant commitments Project Creep

3

4

12

3

3

9

Regular meetings, information updates Scheduling of activities (Deputy Principal), information updates

2

4

8

Project Slip

2

4

8

Access to institutional systems

2

3

6

Technical: assimilation, implementation of xCRI schema

1

2

2

Loss/redeployment of key staff

Severity (S) 1–5 (1 = low 5 = high)

Risk Score (PxS)

Detail of action to be taken (mitigation / reduction / transfer / acceptance)

Establish ToR; regular progress meetings; manage expectations efficiently Regular review of outputs against timeline; regular communication with Project Manager; clear communication between partners and JISC. escalate issues to appropriate board. Research, supervised development

1.11 Technical Development Requirements Established through the configuration management process to scope exactly what the software will do Should be clear, complete, reasonably detailed, cohesive, attainable, and testable. Coding Coding and annotation standards must be consistently applied Quality control and audit processes Appropriate testing will take place How results/faults will be formally reported to Management Team XML files will be validated, xCRI-CAP feed(s) will be subjected to a local aggregator Page 8 of 14 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0


Change control and configuration management processes Software and documentation will be base-lined and version controlled Software and documentation will securely stored Intermediate versions of software will be retained Changes to software and documentation will be controlled, authorised, and auditable Releases of software and documentation will be quality assured (ie, tested, versioned, and documented).

1.12 Standards Name of standard or specification XML XHTML XSLT

Version

2

xCRI-CAP

1.2

Notes

Common Standard format Browser accessibility

Translations of XML to standard specifications or for database import. Exchanging course information

1.13 Intellectual Property Rights The project output (xCRI-CAP feed(s)) will be licensed widely for use, ie not limited. NCD will ensure the relevant Creative Commons Licence is incorporated into the XML feed.

2 Project Resources 2.1 Project Partners There are no other direct programme partners

2.2

Project Management

The management and development of all information systems is covered within the College Information Management Strategy and Action Plan. The plan provides for the investigation of areas/structures where information is held, shared and used. These structures are looked at with regard to their cost, effectiveness, efficiency, best use of staff resources and how they are managed, trained on and supported.



Structure for Delivery of Information Strategy Forum

Activity

Senior Executive Group (SEG)

Decide Strategy

Information Management Steering Group (IMSG)

Implement Strategic Plan

Project Working Groups (eg Business Systems Group)

Review, develop and report on systems and processes within the information area

Both the strategy and the development of the strategic plan are supported by the College Information Management Steering Group (IMSG) of which membership includes: Deputy CEO & Principal (Chair) Deputy Principal and CEO Director of ICT Records Manager Chair of each Project Working Group The IMSG has the authority to prevent information management projects from progressing without oversight. Project management of the xCRI-CAP project will comprise the Project Sponsor, to whom the Project Champion and Management Team ultimately report: Programme Manager (JSIC)

Project Champion (Deputy Principal)

Project Manager

Director of Curriculum and Quality


Records Manager

MIS Manager

Marketing Manager

Web Developer


2.3 Project Roles Team Member Name

Ruth Drysdale Tony Lewin Mark Anderson Malcolm McBain George Wraith Suzy Taylor Beth Etherington Graeme Thompson Mark Hodgson Philip Harris

Role

Programme Manager Project Champion (NCD) Staff Liaison Project Manager Head of Systems Records Manager Marketing Manager MIS Manager Web Developer Systems Developer

Contact Details

[email protected] [email protected]

Days per week to be spent on the project NA – will vary NA – will vary

[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

NA – will vary NA – will vary NA – will vary NA – will vary NA – will vary NA – will vary NA – will vary NA – will vary

Relevant experience of key project personnel: o

Suzy Taylor – Information Management - author of IM Strategy and IM Policies (incl. records management, copyright, foi, information security, data protection). Researched Enterprise Architecture for IM Strategy project. MA Information Management; MCLIP

o

Mark Hodgson – IT Development & Implementation - manages and administrates the College VLE and designs, implements and maintains the College’s web-based applications. Conversant with PHP, MySQL, SQL, HTML, CSS, Javascript, Java, Visual Basic, C++ and C. Qualifications are MSc System Design for Internet Applications, BSc Hons Computer Science and Microsoft Certified System Administrator (Windows 2000)

o

Graeme Thompson – Owner of Student and Course Data for Management Purposes – Extensive data management and analysis experience, compiling and analysing datasets using sql; validating ILR output files for funding returns; leading on the KIS implementation.

o

George Wraith – Head of Information Systems – recently project managed the JISC Interoperability Project (with the College as lead partner).

2.4

Programme Support

xCRI-CAP validator and internal aggregator to be supplied.



3 Detailed Project Planning 3.1 Evaluation Plan Timing

Jan 12 – March 13

3.2

Factor to Evaluate Management Team effectiveness

Questions to Address Are stakeholders on committed and engaged?

Monitor progress against milestones

Is project management effective? Are they achievable? Are they being achieved?

Agree Business Plan

Is project management effective? Do we need to change the plan?

Outcomes

Has the project benefitted the sector? How can the project work be sustained within the community?

Management meetings

Measure of Success Complementary rôles with each member contributing fully. Discharged individual responsibilities.

Project outputs correspond with those detailed in the project plan Successfully met milestones, project outcomes. Evaluation and recommendations available and shared. Evidence of a more effective service for users.

Quality Assurance

Output / Outcome Name When will QA be carried out? Jan 12 –March 13

3.3

Method(s) NCD ISMG, Business Support Group Shared information system, management meetings Management meetings.

Who will carry out the QA work? Project Champion, Project manager

What QA methods / measures will be used? Assess progress and identify gaps/issues (Management Team review of progress)

Dissemination Plan

Timing March 12

Dissemination Activity ‘Assembly’ meeting at Myerscough College

Audience Grimsby, Myerscough and Leeds

June 12 March 13

Internal report and presentation on rationalisation and improvement of internal course data flows

June 12

‘Assembly’ meeting at New College Durham

College Information Systems management Group, Business Support Group Grimsby, Myerscough and


Purpose To share best practice in the use of Unit-e to create XCRI-CAP feed To consider the issues in implementing an xCRI-CAP feed for aggregators.

Key Message Sharing best practice

To share best practice in the use

Sharing best practice

Improvement in Business Processes


Leeds September 12

‘Assembly’ meeting at University Centre Grimsby

Grimsby, Myerscough and Leeds

December 12

‘Assembly’ meeting at Leeds City College

Grimsby, Myerscough and Leeds

March 13

End of project report on rationalisation and improvement of internal course data flows

HE/FE Community

3.4

of Unit-e to create XCRI-CAP feed To share best practice in the use of Unit-e to create XCRI-CAP feed To share best practice in the use of Unit-e to create XCRI-CAP feed To consider the issues in implementing an xCRI-CAP feed for aggregators.



Improvement in Business Processes

Exit and Embedding Plans

Project Outputs/Outcomes Review of current course advertising process and planning for xCRI-CAP implementation

Successful xCRI-CAP feed(s)

Stakeholder awareness

Action for Take-up & Embedding

Action for Exit

Management Team considered as a sub-set of NCD ISMG, BSG in order to facilitate embedding needed to achieve the change envisaged. Initial project output to include updated SAF and suggested Implementation Plan. Changes to Business Processes to facilitate improved course advertising.

Successful preparation for the subsequent production of an Implementation Plan.

Dissemination, plans to integrate related course information (ie KIS, WIS, HEAR).

Documentation, ensure wide group of stakeholders aware of project

Embedding within institution, institutional documentation

3.5 Sustainability Plans Project Outputs xCRI-CAP feed

Relationship with other HE Institutions using Unit-e

Engagement with wider Information

Why Sustainable The effectiveness of an institutional review of current course advertising process will facilitate the planning for xCRICAP implementation Shared methods and field mappings can be carried forward and discussed at future meetings Establishes XCRI as standard with wider


Scenarios for Taking Forward Areas for development as indicated by SAF completion to serve to inform the development of an Implementation Plan.

Issues to Address Monitoring of Management Team rôles and outputs.

Ad-hoc correspondence, occasional meetings for planning future xml implementations

Establishing communication channels

Presentations at Information and Records

Creating meaningful slant to interest


Management community

community

Appendices Appendix A. Project Budget Appendix B. Work packages


Management Society regional meetings and/or conferences (with JISC involvement). Also access to national HE/FE FOI forum for information compliance managers.

compliance managers as well as IM professionals