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EXETER IT
PROJECT BOARD TERMS OF REFERENCE
Project Title: Knowledge Spa IT Provision
Authors:
Andy Spedding
Creation Date:
23rd September 2014
Updated:
11rd November 2014
Version:
v1.1
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Change History
Version
v0.1
v0.2
v1.0
v1.1
Date
23/09/2014
29/10/2014
30/10/2014
11/11/2014
Author
Andy Spedding
Andy Spedding
Andy Spedding
Andy Spedding
Comment
1st draft for review at Project Board 24/09/2014
Reporting Structure amended and Athena SWAN section added
Signed off by Project Board 30/10/2014
Karen Fallowes added as Board member representing RCHT and
Sarah Deignan as Dave Fleming’s deputy
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Membership
The Project Board consists of the following members:
Name
Title, School/Service
Role
Deputy
Chris Lindsay
College Manager, UEMS
Chair
Karen Fallowes
Royal Cornwall Hospital Trust Knowledge Spa Manager
Member
Bev Hale
Royal Cornwall Hospital Trust IT Project Manager
Member
Gareth Ward
Director of ICT Service Delivery, FX Plus
Member
Nathan Prisk
Dave Fleming
Business Partner, Plymouth University
Member
Sarah Deignan
Emma Bland
ECEHH Centre Manager, UEMS KSpa
Member
Alex Smalley
Anne Davidson
NHS Liaison Manager, UEMS, KSpa
Member
Viv Woodward
Debbie Brett
Principle Project Manager, UEMS
Member
Deborah Welland
Nathan Burden
Head of Partnerships & Service Delivery, Exeter IT
Member
Carolyn Jarvis
Roger Snelling
Head of Networks, Exeter IT
Member
Pete Biggs
Assistant College Manager (Infrastructure, Projects and
Technical Services), UEMS
Member
Julian Vinnels
Computer Development Officer, UEMS
Member
Andy Spedding
IT Project manager, Exeter IT
Member
Aims
This Project Board represents the interests of the University of Exeter, Plymouth University and FX Plus in
ensuring that a mutually agreed provision of IT and support is made to staff and students at the Knowledge
Spa, Truro.
Dave Fleming will represent Plymouth University on the UoE project in a consultative role in assessing
requirements for their governance and inputs to the various project workstreams.
Plymouth University will maintain a custodial role in the KSpa building for their Dentistry and Faculty of Health
disciplines.
The Board provides the overall direction and management of the project and has responsibility and authority
for the Project within its remit. The Project Board is also responsible for Project Assurance – i.e. assuring itself
that the Project remains on course to deliver the desired outcome and within the constraints defined in the
Project Initiation Document. This is essentially an independent check on the Project Manager.
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Responsibilities
At Project Initiation
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Review the Project Initiation Document (PID) to commence start-up
Decide how project assurance is to be carried out
Act as advocates for the widest possible involvement in the consultation stage
During the Project
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Give direction and guidance to the Project Manager
Check that the project is still on track to achieve the objectives outlined in the PID
Oversee the work of the Project Team via periodic progress reports
Review and approve any exceptions or changes to the project in terms of plan, scope, timescales,
costs
Advise/approve communication and training plan
May recommend project termination
At the end of the Project
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Check that the benefits identified in the PID have been delivered satisfactorily
Conduct and publish the End of Project Report. In particular, the Board will be responsible for
documenting and supporting the “next actions” recommendations
Authorise project closure
Reporting Structure
The Project Manager will report progress by means of a highlight report submitted to each meeting of the
Project Board. This report will comprise:
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Period Covered
Schedule Status
Activities completed during the period
Actual and potential problems
Changes to the Risk Register
Changes to the Issues Log
Activities due to be completed during the next reporting period
Implications of any changes to the Schedule and the Budget
Changes to the Communications Plan
The Project Manager will raise an Exception report if the agreed project stage tolerances are at risk of being
breached. This report will comprise
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A description of the cause of the deviation from the stage plan
The consequences of the deviation
The available options and their impact upon the Business Case, Risks, Project and Stage tolerances
The Project Manager’s recommendation
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This project will be a standing agenda item on the Joint IT Governance Group (JIGG) and the project manager
will provide a status report to each JIGG meeting. The JIGG will act as a steering group to this project and will
resolve any escalated project issues or queries between UoE and PU.
Additionally the Project Manager will regularly report project progress to the following management groups:
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Joint Approval and Review Board (JARB)
Strategic Projects Task Force (SPTF), chaired by Lynne Tucker, CIO Exeter IT
Frequency of Meetings
It is proposed that the Project Board meets monthly, subject to future review.
Communication
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Board members are to ensure that the communications plan is executed
Minutes of meetings and all project documentation will be published on the project’s website
KSpa stakeholders will receive monthly project updates to cascade to staff and students
Short updates may be provided periodically to Press & Public Relations for inclusion in “News in Brief”
Training courses and schedules will be given to affected staff
Exception reports will also be distributed to Board members by email
Athena SWAN compliance
Membership of this Board will be reviewed annually to ensure that it remains appropriate and that there is
diversity of representation. As part of UoE’s commitment to equality and diversity, this Terms of Reference
provides transparency about the role that each attendee represents at the group and a gender balance will be
sought as far as is practicable, whilst bearing in mind that many members are determined by their UoE/ PU/ FX
Plus/ NHS role. All UoE members of this Board should have completed the UoE mandatory Equality & Diversity
training. Prospective members are encouraged to discuss workload implications with their line manager prior
to involvement in the Board, and nominated replacements will be made for any committee member on
maternity or long-term sick leave.
The timing of meetings will take account of other responsibilities (e.g. academic, clinical, caring) to enable as
many members as possible to attend. Meetings will take place in rooms/venues which are accessible to all
participants and (where possible) with video or audio conference facilities, in order to benefit members for
whom attending in person may be difficult.
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