ADVANCED INFORMATION SERVICES CENTRE
Project Initiation Document (PID)
AISC Systems Migration & Device Sync
Version 2.4
Author:
Michael Marques
m.marques@ucl.ac.uk
AISC Systems Migration & Device Sync
DOCUMENT HISTORY
Document
Completion
st
1 Draft
st
1 Review
Version
Author:
Date
Draft 0.1
Draft 0.2
12/9/11
23/09/11
Quality Assurance
Board Review
Draft v0.6
2.4
Michael Marques
N woods
S Massiah
N Woods
i
13/10/11
19/10/11
AISC Systems Migration & Device Sync
Contents
1.
2
3
4.
Business case
1.1
Background
3
3
1.2
Justification
3
1.3
Objectives
3
1.4
Benefits
4
1.5
Scope
4
1.6
Budget
5
1.7
Infrastructure
5
PROJECT Approach
2.1
Staff Resources
6
7
2.3
8
AISC Systems Migration Project Roll-Out Schedule
Risk and Issues
Quality Strategy
4.1
Responsibilities
9
10
10
4.2
Configuration Management
10
4.3
Acceptance Testing/Outcome
10
4.4
Project Quality
10
4.5
Change Control
10
5.
Project Governance
5.1
Responsibilities
11
11
6.
Project Plan
6.1
Milestones
13
13
6.3
Activity
14
6.4
Reporting Arrangements
14
6.5
Exception Management
14
6.6
Filing Arrangements
14
6.7
Assumptions
14
7. Communication Plan
7.1
General communication
7.2
15
15
Stakeholder communication
15
8. Training Plan
Appendix A: Job Descriptions
Appendix B: Change Request Form
Appendix C: Activities GANTT chart
Appendix D: Project Status Report
16
17
21
22
23
ii
AISC Systems Migration & Device Sync
1.
BUSINESS CASE
The following sections set-out the business justification for the project and the parameters of what is
to be delivered.
1.1 BACKGROUND
Following the Biomedical Administration Review 2007 (BAR), the strategic vision was set to
standardize IT services in the Faculty of Biomedical Sciences (FBS) and remove duplication. This
would then free-up existing resources to be redeployed for specialist IT support for research, teaching
& learning.
The AISC IT Transformation Programme was established in 2010 to deliver that standardisation by
first building faculty-wide technical solutions where necessary, and then managing the migration of
thousands of Faculty users onto them.
In 2010/11 the FBS Virtual Servers Project and FBS Active Directory Project, within the
Transformation Programme, successfully designed, procured and built a state-of-the-art virtual server
environment and single active directory. This introduced the technical capability to centrally host data
and services, currently held on hundreds of separate physical servers located across the divisions,
institutes and departments, and enable the secure authentication of users when accessing the data
and services.
1.2 JUSTIFICATION
The divisions, institutes and departments, which AISC support currently have multiple methods of
authentication, data storage and services, with varying levels of technical sophistication, reliability and
resilience.
A requirement was identified by FBS Senior Staff to provide a faculty-wide data storage solution,
which would provide a consistent level of service across the respective divisions and institutes, and
provide greater security and resiliency. This would inherently reduce the risk of any inadequate
safeguarding of research data and intellectual property, and provide a vastly enhanced service
allowing collaboration and sharing of data across SLMS.
There was also a requirement for a system to allow “home/personal” network stores to be seamlessly
synchronised to laptop and desktop computers, to cater for users who travel widely and are often not
network connected, and to improve the users’ ability to work during network or other service outages.
Many users are already making use of commercially available technologies that achieve a multi
device synchronous data store such as Dropbox, Box.net, Sugarsync, Mozy, ZumoDrive and
SpiderOak.
The Virtual Server environment and Active Directory are now available, and the thousands of AISC
users and their data now need to be migrated to the new services, from their current physical servers.
1.3 OBJECTIVES
 The migration of all users across the Divisions, Institutes and Departments which AISC support,
to the new Active Directory for authentication
 The migration of all users’ filestore requirements to the new enterprise file service, providing
individual drives/stores and shared areas
 The migration of all users across the Divisions, Institutes and Departments which AISC support,
to an standardised Windows 7 desktop, where appropriate
 Implementation of data synchronisation across multiple end point devices
 A quota of 50GB per individual user , with potential for more upon formal request
 A quota of 200GB per shared area, with unlimited user access, available upon request
 Extend the current service definition to include a data storage facility suitable for temporary raw
research data. When this is defined the service definition should be revalidated with user’s
representatives as a whole and submitted for board approval.
Page 3
AISC Systems Migration & Device Sync
1.4 BENEFITS
The specific benefits that the AISC Systems Migration & Device Sync Project enables are















Improved data storage, quality and accessibility for all users.
Improved data integrity, securing intellectual property and business continuity
Improved remote access and collaboration, school-wide
Enable more flexible working with the introduction of hot-desking
Increased ease of moves between locations, as the solution is location independent
Increased ability to use accommodation flexibly, as users data is no longer computerdependent
Decreased user impact during system outages
Reduction in AISC data maintenance costs across multiple systems & locations
Ability to increase investment in specialist-IT services (research, teaching & learning)
Consolidation and standardisation of support service levels
Decrease use of email as a file store
Readiness to integrate with the UCL Desktop solution, when it is delivered
Readiness to integrate with the UCL Encryption solution, when it is delivered
Readiness to integrate with the UCL DCHP solution, when it is delivered
Reduction in Carbon footprint in line with UCL’s Green Policy
1.5 SCOPE
The proposed deliverables of this project have been identified as:
In Scope
 To migrate the existing 6500 users that came under FBS as required to the UCL Active
Directory facility
 To migrate the existing 6500 users that came under FBS to the AISC data storage facility and
make available the agreed data storage services
 To migrate existing and new computers that came under FBS to a standardised desktop, where
appropriate (PC/Computer numbers are expected to exceed 6500 as many users have
multiple devices. There are also many deployed to support meeting room and training
requirements)
 To migrate existing and new computers that came under FBS to the UCL Active Directory
facility (PC/Computer numbers are expected to exceed 6500 as many users have multiple
devices. There are also many deployed to support meeting room and training requirements)
 To investigate, design and implement a device synchronization service
 On an exception basis, to also migrate application services hosted on physical servers to the
virtual server environment, but only when the application must move with the users in order to
be still accessed.
 Update any Service Definition Documentation for the Enterprise File Service to include
synchronization of data for devices.
Out of scope
 The decommissioning of redundant infrastructure (domain controllers & physical servers) will
be tracked and monitored at the AISC IT Transformation Programme Board, in the Benefits
Realisation Plan. This will allow this project to focus resources, and maintain pace, in
achieving the successful migration of all users & computers to the new AISC Systems.
 The decommissioning of existing Windows Domain or Netware Directories these will be tracked
and monitored at the AISC IT Transformation Programme Board, in the Benefits Realisation
Plan.
 Encryption of data on the endpoint client device.
Page 4
AISC Systems Migration & Device Sync
1.6 BUDGET
The budget for this project is provided by a successful bid made to the Information Strategy Committee
1
(ISC) and is £345k in 2011/12 and £300k in 2012/13.
1.7 INFRASTRUCTURE
The new infrastructure provides file system access to the Enterprise File System for AISC users with
the ability to connect via Windows, Mac and Linux clients.
Remote access is also provided to access the service securely from any location.
1
Bids 206 & 265
Page 5
AISC Systems Migration & Device Sync
2
PROJECT APPROACH
The project will work to PRINCE2 and AISC IT Transformation Programme standards and guidelines.
The project will form part of the overall AISC Transformation Programme, and will be managed in
Stages, according to agreed project management standards. The stages are:
Stage 0 – Project Start Up
Stage 1 – Sync Service Design, Procurement and Implementation
Stage 2a – Discovery & Planning – Users, Computers & Data
(exceptional application services identified)
Stage 2b - Migration – User, Computers & Data Local
(& approved exceptional application services)
Stage 2c – Stage Closure
Final Stage – Project Closure
Note: Stages 2a, 2b & 2c are repeated for each of the Institutes, Divisions and Departments that are
supported by AISC, and can run concurrently.
DISCOVERY & PLANNING
The Discovery & Planning Stage will produce an inventory of users, their computers and their data
hosting requirements.
From the information gathered a work package for prerequisites will be complied and supplied to local
IT Teams. When complete, the Migration Stage can begin.
MIGRATION
The migrations will be scripted and form a repeatable process to be followed by Desktop Migration
Engineers, with exceptions escalated to Systems Engineers.
In order to minimise the impact on users it is intended PC backup will be initiated at 5pm to run over
night. User’s machines will then be replaced by a temporary PC whist their PC is reimaged and joined
to AD.
Any user specific software will then be deployed using Group Policy and when the engineer check list
is complete the machine can be swapped back.
At this point data migrations or copies can be in initiated after which user orientation and sign-off will
be completed.
Desktop Migration Engineers and Systems Engineers will be identifiable to the users by project polo
shirts.
Page 6
AISC Systems Migration & Device Sync
ROLL-OUT SCHEDULE
In principle, the project will follow the migration schedule of the AISC live@UCL Project, in order to
benefit from:




User account data cleansing already undertaken
Physical desktop upgrades already undertaken
Any local mail server dependencies already removed
AISC live@ucl planning, which has already taken into account & accommodated the most inneed user groups first, and left those with the most resilient infrastructure (with current
support contracts) until last.
Migration to the new systems, whilst following AISC live@UCL migrations, should allow a 6 month
gap so as to distribute any disruption to the users.
As with the AISC live@UCL Project, there will be parallel work streams running concurrently, so whilst
one area is performing prerequisite activity, another is undertaking discovery & planning, and another
is migrating etc.
2.1 STAFF RESOURCES
At this stage of the project the following staff resources requirements have been identified:
(Dates and allocation to be confirmed with the project board at a later date)
Role
Total No Days Allocated to
Project, per week
From
To
Project Manager
(M Marques)
Senior Supplier
Head of Client Services
(A Harper)
Senior Supplier
Head of Infrastructure Services
(R Passey)
Central Cluster IT Teams*
5
05/9/11
31/7/12
2.0
05/9/11
31/7/12
2.0
05/9/11
31/7/12
2.0 Discovery & Planning
4.0 Migration
05/9/11
31/7/12
Northern Cluster IT Teams*
2.0 Discovery & Planning
4.0 Migration
05/9/11
31/7/12
Southern Cluster IT Teams*
2.0 Discovery & Planning
4.0 Migration
05/9/11
31/7/12
Migration Team
Systems Engineers x 2
Desktop Migration Engineers x 3
IT Staff and User Support
Training
01/11/11
31/7/12
5.0
5.0
0.5
05/9/11
31/7/12
Programme Manager
0.5
05/9/11
31/7/12
*At relevant times, according to the roll-out schedule
Page 7
AISC Systems Migration & Device Sync
2.3
AISC SYSTEMS MIGRATION PROJECT ROLL-OUT SCHEDULE
Division, Institute or Department
AISC Migration Group 1
CHIME
Dept. of Infection & Population Health (IPH) – Mortimer
Market Centre
Ear Institute
Dept. of Epidemiology & Public Health (EPH)
AISC Migration Group 2
All Users on the Medsch IT Domain
(Royal Free, Whittington, Maple House)
AISC Migration Group 3
Institute of Neurology
Institute of Women’s Health
Dept. of Research Strategy
Division of Surgery (Stanmore)
Division of Medicine
AISC Migration Group 4
Institute of Cardiovascular Sciences
Institute of Child Health
Eastman Dental Institute
Infection & Immunity
Division of Surgery (Bloomsbury)
DoME (Bloomsbury)
AISC Migration Group 5
Primary Care & Population Health (PCPH)
Institute of Ophthalmology
Cancer Institute
Wolfson Institute of Biomedical Research (WIBR)
AISC Migration Group 6
Mop Up Group A
Mop Up Group B
Mop Up Group C
Mop Up Group D
Page 8
Live@UCL
Infrastructure
migration
August 2010
February 2011
November 2011
November 2011
February 2011
April 2011
December 2011
January 2012
May & June 2011
Q1 2012
July 2011
August 2011
August 2011
August 2011
September 2011
Q2 2012
Q3 2012
Q3 2012
Q3 2012
Q3 2012
September 2011
October & November
2011
November 2011
December 2011
December 2011
December 2011
Q4 2012
Q4 2012
January 2012
February 2012
March 2012
March 2012
Q1 2013
Q1 2013
Q1 2013
Q1 2013
April 2012
May 2012
June 2012
July 2012
Q2 2013
Q2 2013
Q3 2013
Q3 2013
Q4 2012
Q4 2012
Q4 2012
Q4 2012
AISC Systems Migration & Device Sync
3
RISK AND ISSUES
The following high-level risks & issues have been identified at this stage of the project. Further risk &
issue management will be followed in the monthly project reports, and brought to the attention of the
project steering group.
Each migration group is likely to have its own identified and specific set of risks and issues, related to
the detail of those particular migrations, initial risk & issues log can be found below;
Ref
Risk Description
1
Not being able to find one
synchronisation tool for all
client devices
Area yet to be allocated
where PC’s can be rebuilt.
3
3
Medium
May need to implement
more than one solution
3
3
Medium
3
Impact of the 2012
Olympics on roll-out
schedules
5
4
High
4
Data security, data loss
during migration to a new
PC image
3
3
Medium
5
Data security, data sets
currently containing a
mixture of data types
including patient identifiable
data
5
5
High
6
Service disruption during
migration
3
3
Medium
A suitable area that can
house 2 racks and
have required network
speed needs to be
allocated.
Adjust roll-out
schedules accordingly
for Bloomsbury area
and focus on remote
sites outside the
affected area.
End user education
ensuring data is stored
in agreed location.
Backup of PC prior to
migration.
End user education and
perquisite requirements
to separate data types
in advance on
migration. A policy by
which to manage data
types including patient
identifiable data is a
deliverable of an AISC
project which is
currently in start-up.
Ensure project plan is
known and agreed to
limit disruption
2
Probability
Impact
Severity
Mitigation
Note: An issue is defined as an outcome/event has already occurred.
ID
Issue Description
Severity
Mitigation
1
Delayed delivery of SmartIT phase 3
across AISC
Moderate
System Administrators will have to
be recruited on a temp basis to cover
on-going support.
Page 9
AISC Systems Migration & Device Sync
4.
QUALITY STRATEGY
4.1 RESPONSIBILITIES
It is the project board’s responsibility to assure itself as to the quality of the project and the delivered
products. Individual members may achieve this by delegating quality control to other staff not
involved in this project. The project board should assure itself that all activities contained in the
relevant stage of the project checklist are completed, or have a good reason for non-completion,
before giving authority to proceed to the next stage.
4.2 CONFIGURATION MANAGEMENT
The project manager will hold copies of all project documentation. Documentation will be held on ISD
Wiki site. Authorised users will have electronic access to all project documentation and be allowed to
dynamically share and collaborate on future documentation.
4.3 ACCEPTANCE TESTING/OUTCOME
Acceptance testing will be carried out during each activity stage of the project by members of the
project team. Results from these tests will be provided to the project board.
Users at each of the Divisions or Institutes will be expected to test and sign-off all applications
working from within AD prior to migration. This will require PC’s to be setup with the AISC build and all
Div / Inst applications installed joined to AD and located in the user area from where the testing can
be actioned.
4.4 PROJECT QUALITY
An end-of-project review will be completed by the project board within 6 months of the end of the
project. The project executive, with the project manager, will carry out reviews at the end of each
project stage.
Project documentation quality reviews will be completed by the project manager, prior to publication.
4.5 CHANGE CONTROL
All Requests for Change (RFC’s) must be presented for approval by the project manager in a
standard format.
Note: A sample of the RFC form to be used can be found in Appendix B, page 2.
Changes will only be acted upon on receipt of an approved Project Managers Instruction (PMI).
When additional resource is required, or the proposed change(s) significantly affect deliverables,
authorisation will be required from a member of the project board.
Project plan milestone changes will also need to be submitted to change control.
Page 10
AISC Systems Migration & Device Sync
5.
PROJECT GOVERNANCE
5.1 RESPONSIBILITIES
The following governance structure has been identified to provide management for the AISC systems
Migration project.
AISC Systems Migration & Device Sync
Project Board
Samuel Massiah: Chair – Project Executive
Michael Marques: Project Manager
Senior Users: SLMS Faculty Managers:
Geoff Dunk – Brain Sciences
Paul Phibbs – Population Health Sciences
Edna Murphy – Medical Sciences
Senior User: IT IoN
Rick Davis
Senior Suppliers:
Alan Harper: AISC Head of Client Services (Desktop & Devices)
Ric Passey: AISC Head of Infrastructure (Data & Services)
Nicola Woods: Project Quality Assurance
Zaman Wong: Project Support
Project Steering Group
Project Manager: Michael Marques
Samuel Massiah: Project Executive
Alan Harper: Senior Supplier
Ric Passey: Senior Supplier
Nicola Woods: Quality Assurance
Project Working Group(s)
Project Manager: Michael Marques
Training Support: Kristina Drew
Senior Suppliers: Alan Harper
Ric Passey
Relevant AISC Cluster Lead*
Relevant AISC IT Lead*
System Engineers x2
* Relevant to roll-out schedule
Job description details are provided in Appendix A
Page 11
AISC Systems Migration & Device Sync
5.2
MEETINGS ARRANGEMENTS
Project Board meetings will be held monthly. In the absence of a project board meeting functions
carried out by this team will be fulfilled by direct contact between the project manager and the
appropriate parties on an ‘as needed’ basis.
Page 12
AISC Systems Migration & Device Sync
6.
PROJECT PLAN
6.1 MILESTONES
Milestone Name
Estimated
Delivery Date
Stage 0 – Project Start Up
Project Brief
Project Manager Appointment
High-Level Discovery
High- Level Planning
Project Initiation Document Produced
Project Initiation Document Approved
Stage 0 complete
Stage 1 – Technical Solution (Sync, DHCP & App delivery)
Investigation Synchronisation
Investigation DHCP
Investigation Application Delivery
Solution Proposal Approved
Solution Procurement
Stage 1 Complete
Stage 2a – Discovery & Planning – Users, Computers & Data
Audit and discovery
Prerequisites
UAT testing of all applications on from AD Domain
Stage 2b – Migration – Users, Computers & Data
AD, Desktop and Data migrations
Stage 2c – Stage Closure
Stage 2 complete
Stages 2a, 2b &2c are repeated for each of the Institutes, Divisions
& Departments that are supported by AISC. See Appendix C.
It is envisaged that it will take two years to migrate all users and
services to the AISC desktop, AD, Data hosting service and Virtual
server hosting service.
Final Stage – Project Closure
Handover & Acceptance
Project Closure Document Approved
Final stage complete
Page 13
Complete
Complete
Complete
Complete
13/10/11
19/10/11
19/10/11
11/11/11
11/11/11
11/11/11
18/10/11
25/11/11
02/12/11
CHIME
28/10/11
04/11/11
11/11/11
CHIME
25/11/11
31/12/11
31/12/11
31/8/13
30/09/13
AISC Systems Migration & Device Sync
6.3 ACTIVITY
Activities GANTT chart can be found in Appendix C.
6.4 REPORTING ARRANGEMENTS
The project manager will report monthly, or more frequently, if required, to the project board and
project executive. The project manager will use the report templates and process documented by the
ISD PMO.
6.5 EXCEPTION MANAGEMENT
Where circumstance variation(s) fundamentally change resource requirements, or agreed milestone
time scale. Overrun(s) will be regarded as exception(s).
An Issue Log will be maintained in the project SharePoint site and form part of the monthly project
reporting. All exceptions to tolerances, quality failures, or other issues raised by project members will
be recorded in the issue log.
Any exception, or threatened exception, to tolerances will be highlighted in the project manager’s
status report. As will any issue that cannot be resolved by the project manager.
6.6 FILING ARRANGEMENTS
All project documents will be managed and maintained by the project manager within the
transformation program shared area of the project SharePoint site.
6.7 ASSUMPTIONS
Key project assumptions are:
The required resource will be made available by the underlying support teams within AISC for
operational support as part of phase III of SmartIT.
Apply fixed IP’s or deploy interim departmental DHCP scopes to be migrated to the UCL DHCP
platform when delivered
Applications will be packaged in Adminstudio and deliver via Group Policy when required
Page 14
AISC Systems Migration & Device Sync
7. COMMUNICATION PLAN
7.1
GENERAL COMMUNICATION
Project Board – Structured monthly meeting to review the overall project supported by risks and
issues log, project report, decisions required, actions to be taken etc. Pre meeting agenda will be sent
along with post meeting minutes circulated with decisions and actions
Monthly Reports – Forming part of the transformation program report details of the project will be
published to a set format
Project team meeting – Transformation PM’s will meet once a month to present updates on the
respective projects
Working group meetings – Weekly meetings will be held with representation from AISC, DCS & NS
during the build stage
Newsletters - Project progress will be reported to the wider AISC user base using a transformation
program update on a monthly basis
Share point site – Working group documentation will be published to a project share point site as and
when required
7.2
STAKEHOLDER COMMUNICATION
As has been the case with the AISC live@UCL Project the stakeholders for each of the Divisions or
Institutes will be brought together prior to work beginning in their area and be presented with the
project overview and how it will affect them for discovery through migration and closure. This will form
part of the repeatable process as we pass though each of the Divisions and Institutes.






1 month before migration - Migration Group Senior Stakeholder Presentation - all division
& institute managers
3-4 weeks before migration - VIP email comms
3-4 weeks before migrations start - All-user comms
2 weeks before migrations start - User Rep comms
1 week before personal migrations - Users
3 days before personal migrations – Users Start Guide
Page 15
AISC Systems Migration & Device Sync
8. TRAINING PLAN
Quick start end user service information, to be delivered via a ‘Flash movie’ hosted on the AISC web
site.
e.g. Explaining that all local data needs to be in the users profile or centrally stored on a server.
Basic end user training will be required in the form of referral documentation regarding the data
storage service. This would outline the process by which a storage request is made, permissions and
backup cycle applied.
AISC IT support teams will need training in order to support the data storage service and virtual
server hosting service for purposes of initial contact. A skills gap analysis has taken place during the
AISC virtual server project and the skills gaps were identified and a training plan was approved and is
already in place.
Page 16
AISC Systems Migration & Device Sync
APPENDIX A: JOB DESCRIPTIONS
Appendix A: Job Descriptions
I Project board
17
II Project board executive role
18
III Project board senior supplier role
18
IV Project board senior user role
19
V Project manager
20
VI Project team
20
I
Project Board
Purpose:











To agree the terms of reference of the project as identified in the PID
To review and accept detailed project plans
To agree responsibilities of key personnel connected with the project
To appoint individuals to the Project Team
To review exceptions and approve action them as they arise
To ensure all ‘products’ are delivered
To sign off stages off the project
To review the project
To be responsible for project quality
To close off the project when all products have been delivered
To be responsible for post-implementation review and benefits realisation study
Reporting Arrangements:
The AISC System Migration Project will make its reports available to the AISC Transformation
Program Board.
Composition:
 Executive role
 Senior supplier role
 Senior user role
Attendance at Meetings:
 Project Manager
Meetings:




Initial (to accept PID)
Monthly for reports on progress
At end of project
In the event of significant exceptions
Note: The executive role is empowered to sign off products and authorise action on exceptions
without calling a meeting.
Page 17
AISC Systems Migration & Device Sync
II
Project Board Executive Role
Qualification: Member of AISC
Nominee: Samuel Messiah
Tasks:









To chair project board & steering group meetings
To chair the post project review
To ensure key appointments are made
To authorise project resources
To sign off plans and other project documentation
To ensure the project remains viable
To recommend future action to senior management if approved resources are exceeded
To be responsible for the quality of project management deliverables
To brief UCL ISD
Communication:
 To provide direction to all project management staff
 To receive direction from UCL ISD
III
Project Board Senior Supplier Role
Client Service – Alan Harper
Nominee:
Infrastructure Services – Ric Passey
Tasks:








To approve product descriptions and plans for technical products
Hiring and day to day management of the sys admin or migration teams
To assign technical resources
To arbitrate on and resolve any technical resource conflicts
To sign off technical products
To brief non-technical management on technical issues
To be responsible for the quality of all technical products
To ensure technical members of project team are properly briefed
Communication:
 To provide direction to all technical members of the project team
 To receive direction from executive role
 To liaise with technical members of the project team on the quality of technical products
and the viability of technical plans
Page 18
AISC Systems Migration & Device Sync
IV
Project Board Senior User Role
Qualification: An SLMS member who can represent the requirements of the end users and allocate
user resources
Nominee: Geoff Dunk & Paul Phibbs
Tasks:





To approve product descriptions and plans for user products
To negotiate the assignment of user resources
To arbitrate on and resolve any user resource conflicts
To sign off user products
To ensure any members of project team are properly briefed
Communication:
 To receive direction from executive role (in the project board capacity)
 To liaise with members of the project team on issues relating to users
V
Project Manager
Nominee: Michael Marques
Tasks:
 To ensure the project as a whole produces the required products, to the required
standard of quality and within the specified constraints of time and cost
 Plan the project and agree it with the project board
 Ensure the plan is implemented
 Monitor overall progress and use of resources and initiate corrective action, where
needed
 Advise the project board of any deviations
 Agree technical and quality strategy
 Prepare reviews and present reports
Communication:
 To provide direction to the Project Team (and sub-project managers)
 To receive direction from the Project Board
Page 19
AISC Systems Migration & Device Sync
VI
Project Team
Purpose:
 To fulfil the role of stage managers within their spheres of influence
 To assist the project manager in achieving the project’s success
Responsibilities:
 To provide support to the project manager
 To act as ‘stage managers’, instigating, monitoring and owning activities in their areas of
Responsibility
 To provide resources within their area of responsibility
 To work within agreed plans and highlight exceptions
Reporting Arrangements:
 To the project manager, either at meetings or individual discussions
Meetings:
 As required (typically weekly )
VII
Stakeholders
Project stakeholders are:
 Division and Institute managers
 AISC cluster leads
Page 20
AISC Systems Migration & Device Sync
APPENDIX B: CHANGE REQUEST FORM
Change Control Notice
AISC SYSTEMS MIGRATION AND DEVICE SYNC
Change Control Notice
CHANGE TITLE: .....................................................................................................................
Project Ref: ................................................................................................................................
Change Ref.
No
Priority:
High/ Med / Low
AISC SMT Approval:
Project Team Approval
Scope:
Signature:
Signature:
Originator:
Name:
Name:
Position:
Position:
Position:
Date raised:
Date:
Date:
Scope:
1 = Plan & approved documents need changing
2 = Plan needs changing
3 = Project Manager Approval
Reason for Change:
<Explain the reasoning behind the need for the change including any significant events that led to the
request>
Description of Change:
<Provide a detailed description of the change required and who is responsible for actions to
implement the change.>
Impact Assessment:
<Describe the overall impact on terms of the processes it will change and any change in working
practice that will result as a consequence. The need for involving change agents should be identified
here if required. If additional costs are incurred these should also be identified here for approval. The
narrative here should provide further information on the scope>
Page 21
AISC Systems Migration & Device Sync
APPENDIX C: ACTIVITIES GANTT CHART
Division or Institute
Oct-11
Nov-11
Dec-11
Jan-12
Feb-12
Mar-12
Apr-12
May-12
Jun-12
Jul-12
Aug-12
Sep-12
Oct-12
Nov-12
Dec-12
Jan-13
Feb-13
Mar-13
Apr-13
May-13
Jun-13
FBS Migration Group 1
CHIME
(approx 25 users)
Dept of Infection & Population Health (IPH) – Mortimer
Market Centre
(approx 50 users)
Ear Institute
(approx 90 users)
Dept of Epidemiology & Public Health (EPH)
(approx 220 users)
FBS Migration Group 2
All Users on the Medsch IT Domain
(Royal Free, Whittington, Maple House)
(approx 800 users)
FBS Migration Group 3
Institute of Neurology
(approx 700 users)
Institute of Women’s Health
(approx 150 users)
Dept of Research Strategy
(approx 65 users)
Division of Surgery (Stanmore)
(approx 40 users)
Division of Medicine
(approx 240 users)
FBS Migration Group 4
Institute of Child Health
Eastman Dental Institute
Infection & Immunity
Division of Surgery (Bloomsbury)
DoME (Bloomsbury)
FBS Migration Group 5
Primary Care & Population Health (PCPH)
Institute of Ophthalmology
Cancer Institute
Wolfson Institute of Biomedical Research (WIBR)
FBS Migration Group 6
Northwick Park Institute for Medical Research
Statistics Team (linked to DoRS)
Version: 1.0
Page 22
14/05/12
AISC Systems Migration & Device Sync
APPENDIX D: PROJECT STATUS REPORT
MONTHLY PROJECT PROGRESS REPORT
Project name:
Project number
Project description:
Reporting period:
Project start date:
Project end date:
Project Executive
Project Manager
Account No:
Author:
ISC Functional
Committee:
Date of next board meeting:
Overall Project Status
e.g. Red, Amber, Green
Amber
OVERALL BENEFIT
Include summary of benefits here…
HEADLINES
PROJECT PRODUCTS DELIVERED DURING REPORTING PERIOD:
Main products delivered/significant achievements and/or issues resolved in the last month etc.
ACTIVITIES AND OBJECTIVES FOR NEXT REPORTING PERIOD:
Main activities to be completed in next reporting period etc.
SLIPPAGE AND REMEDIAL ACTIONS:
Slippage that will impact on outcomes, remedial action planned or in-hand and date of likely resolution etc.
Page 23
14/05/12
AISC Systems Migration & Device Sync
CURRENT STATUS SUMMARY FOR ISD CONSOLIDATED REPORT (NOT MORE THAN 1,000 CHARACTERS, NO BULLETS)
<<Summary including the reason for the project’s current status>>
Slippage and remedial actions:
Slippage that will impact on outcomes, remedial action planned or in-hand and date of likely resolution:
Current status summary for ISD consolidated report (not more than 1,000 characters, no bullets)
Project Milestones
Milestone name
Milestone date
from PID or
business case
Last forecast
date
Page 24
Current forecast
date
Actual Date
Comments
including details of
any slippage and
remedial action
taken
14/05/12
AISC Systems Migration & Device Sync
Budget / Expenditure
Current financial year spend
Description
Variance
Variance
between between
Funds
Previous
Future
funds
total
Total
Actual
released
year’s
years
released
budget
Forecast
forecast
spend FY
Sub-total
to project
actual
forecast
to date
and
spend rest
spend (£k)
to date
(£k)
so far (£k) spend (£k)
spend
(£k)
and
costs
forecast
of FY (£k)
(h=c+f+g)
(£k)
(f=d+e)
(b)
(c)
(g)
to date
total
(e)
(d)
(£k)
spend (£k)
(i=b-c-d)
(j=a-h)
Agreed
total
budget
(£k)
(a)
ICT Costs
0
0
0
0
Hardware (s)
0
0
0
0
Software (t)
0
0
0
0
External staff (fixed term staff or contract) (u)
0
0
0
0
Other (v)
0
0
0
0
(insert additional rows as required)
Sub-total (w=s+t+u+v)
0
0
0
0
0
0
0
0
0
0
Internal staff cost (no. days x £200) (x)
0
0
0
0
0
0
0
0
0
0
Total (y=w+x)
0
0
0
0
0
0
0
0
0
0
Number of staff days
NOTES ON BUDGET/EXPENDITURE
<<Add any explanatory text required for the project’s budget/expenditure e.g. an explanation of budget variance>>
Page 25
14/05/12
AISC Systems Migration & Device Sync
STAFF RESOURCE ALLOCATED TO THE PROJECT
Role name
Resource name
Start date of
assignment
End date of
assignment
Total no. of
person-days
allocated to the
project
Total persondays this
period
Cumulative
total person
days to date
SIGNIFICANT ISSUES
ID
Date raised
Title and description
Severity
Owner
Target
resolution
date
Update log
Status
SIGNIFICANT RISKS
ID
Scale:
Title and Description
Green score
1 to 8
Amber score
Likelihood
9 to 15
Impact
Red score
Severity
Owner
Update log
Status
16 to 25
Page 26
14/05/12
AISC Systems Migration & Device Sync
APPENDIX E: SUPPORT STACK
Page 27
14/05/12