Project Initiation Document
Document Control
Project Title:
PGR Progress Tracking
(formerly ‘Interactive Web-based Tracking of
Postgraduate Researcher Progress’)
Project Manager:
Donna Miljus
Date:
January 2010
Version
Date
Author(s)
Notes on Revisions
0.1
02/11/09
Ian Tilsed
First draft for review and comment.
1.0
09/11/09
Ian Tilsed
Revised following comments on draft (version 0.1)
2.0
10/12/09
Donna Miljus
Revised following comments on version 1.0
3.0
16/12/09
Donna Miljus
Revised following comments from Russell Pyne
4.0
05/01/10
Donna Miljus
Revised phase timeframes
Proposal Produced
If yes date of meeting
submitted
Meeting submitted to:
YES
16 September 2009
Learning & Teaching Group
Consultation with:
Date
Person
Service/School
29/10/09
Kendra Brown
Academic Services
02/11/09
Katrina Jones
Academic Services
Sarmishtha Ghosh
School of Humanities & Social Sciences
Ian Lee
Academic Services
Donna Miljus
Research & Knowledge Transfer
Melissa Mitcheson
Graduate School of Education
Roz Pardee
Business School
Emma Roberts
Business School
Hannah Rundle
School of Humanities & Social Sciences
Sarah Silverman
Academic Services
Sally Slater
Graduate School of Education
Juliet Stubbington
Academic Services
Anna Verhamme
Graduate School of Education
Russell Pyne
Academic Services
16/12/09
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Table of Contents
1.
PROJECT OVERVIEW ................................................................................................................... 3
2.
PROJECT OBJECTIVES................................................................................................................ 3
2.1.
2.2
2.3
3.
SCOPE & TIMESCALE OF THE PROJECT .................................................................................. 4
3.1
3.2
4.
FINANCE ................................................................................................................................... 7
STAFFING RESOURCES .............................................................................................................. 7
IT REQUIREMENTS (NOT APPLICABLE IF A NON IT PROJECT) ............................................. 9
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
7.
RISKS ....................................................................................................................................... 6
CONSTRAINTS & DEPENDENCIES................................................................................................ 6
ASSUMPTIONS ........................................................................................................................... 7
RESOURCE FOR THE PROJECT ................................................................................................. 7
5.1
5.2
6.
RELATED PROJECTS .................................................................................................................. 5
OUT OF SCOPE ......................................................................................................................... 6
RISKS, CONSTRAINTS AND ASSUMPTIONS ............................................................................. 6
4.1
4.2
4.3
5.
METRICS ................................................................................................................................... 3
SUSTAINABILITY ISSUES ............................................................................................................. 4
DATA PROTECTION .................................................................................................................... 4
HARDWARE/REPLACEMENT SCHEDULE & RESPONSIBILITY ........................................................... 9
NETWORK BANDWIDTH USE........................................................................................................ 9
INFORMATION SECURITY ............................................................................................................ 9
ITIL REQUIREMENTS ................................................................................................................. 9
SYSTEM INSTANCES .................................................................................................................. 9
BACK UP, ................................................................................................................................ 10
BUSINESS CONTINUITY & DISASTER RECOVERY: ....................................................................... 10
IT HELPDESK SUPPORT ........................................................................................................... 10
OPERATIONAL SUPPORT .......................................................................................................... 10
TRAINING REQUIREMENTS & ONGOING TRAINING PROVISION ...................................................... 10
MANAGING THE PROJECT ........................................................................................................ 10
7.1
7.2
7.3
7.4
ISSUE CONTROL ...................................................................................................................... 11
ACTIONS REGISTER ................................................................................................................. 11
FINANCIAL CONTROL ............................................................................................................... 11
INFORMATION MANAGEMENT .................................................................................................... 11
8.
STAKEHOLDERS ......................................................................................................................... 11
9.
PLANNING .................................................................................................................................... 12
10. APPROVAL .................................................................................................................................. 12
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1.
PROJECT OVERVIEW
The University has significantly increased recruitment of postgraduate research
students during the last couple of years, but the related tracking, recording and
monitoring mechanisms have not correspondingly developed alongside to handle
both the increased numbers and the strategic aim of delivering improved completion
rates.
Monitoring practices vary across the Schools, with various levels of both automation
and reporting ability. In addition, the University has access to a research student
management module within SITS (the student record system) but, for various
reasons, it has not been fully implemented.
It is therefore desirable that an online system be introduced that can deliver a
consistent approach to the management of PGR students, enable improved
reporting and ensure an enhanced experience for the students themselves.
Furthermore, it is essential that the system is accessible to, and interacts with, the
research students and their supervisors, as well as research student administrators.
2.
2.1.
PROJECT OBJECTIVES
OBJECTIVE
MEASURE
To provide an online facility for the
tracking of postgraduate research student
progress.
Delivery of the facility.
To make the process as simple and
transparent as possible for PGR students,
academics and administrative staff.
Student feedback in relevant surveys, such as
the Postgraduate Research Experience Survey.
To maximise the ease of administration
and efficiency for both academic and
administrative staff
Feedback from the pilot group initially (which
includes 3 schools as well as administrative
staff), and then wider consultation.
To improve completion rates by enabling
closer tracking and identification of
students failing to progress satisfactorily.
The monitoring of completion rates.
To contribute to a drop in student
complaints concerning supervision by
implementing a system that standardises
and enhances supervisory processes.
The monitoring of student complaint rates.
Feedback facility in the system.
METRICS
The project will have a primary impact on the third of the Research metrics, as below, but will
also inform the others as indicated:
Research
1. REF Outcomes
2. Research income per staff fte
3. PGRs per staff fte
Diversifying Student
Population
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2.2
SUSTAINABILITY ISSUES
IT Sustainability
The development will utilise existing IT infrastructure in the main, with only the addition of
further data storage space as an addition requirement. Furthermore, during the lifetime of the
project the server infrastructure upon which SITS runs is to be replaced with a solution based
extensively on VMWare servers, which will improve the carbon footprint.
2.3
DATA PROTECTION
The provision for data protection comes under that already in place for the operation of SITS
and related administrative processes.
3.
SCOPE & TIMESCALE OF THE PROJECT
1. Project Scope
The project is addressing the tracking of postgraduate researcher (PGR) progress via an
online web interface, accessible to both academic and administrative staff, and the students
themselves. In addition, access to the SITS records will be possible for administrative staff via
the SITS desktop client.
This project does not cover the tracking of postgraduate taught (PGT) students.
2. Project Timescales
There are three key milestones for the project:



Review, documentation and specification of all related workflows and processes
Implementation and testing of the processes within the RSH module for access via
the SITS desktop client
Development and implementation of full web functionality for student and staff access
The deadline is September 2010 for implementation of the full web version.
Whilst PGR students can commence at any time of the academic cycle, and thus the web
version could be delivered at any time, the start of a new academic session is preferable as
implementation date.
The project will require the full academic session of 2009-2010 to deliver the system.
3. University Campus Coverage
The project will affect all campuses and their students, including St. Luke’s Campus and the
Cornwall Campus. This includes students studying at a distance. The project does not
involve, nor does it have any immediate implications for, the PCMD.
4. Project Phases
Phase 1
Project Definition
Scope:
Definition of the scope, timeframe and resourcing, ensuring that the
complexity and strategic importance is clearly identified.
Dates/Duration:
September 2009 – January 2010
Deliverables:
Project Proposal & Project Initiation Document.
Provided by:
Ian Tilsed, Kendra Brown and Donna Miljus
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Phase 2
Stakeholder Consultation
Scope:
Engagement with all stakeholders via e-mail, workshops, and other
methods to ensure that the requirements are understood.
Dates/Duration:
October 2009 - January 2010
Deliverables:
Statement of Requirements & Communication Plan.
Provided by:
Ian Tilsed & Donna Miljus
Phase 3
Process Review
Scope:
Definition and mapping of the core administrative processes and ‘best
practice’ (the latter as defined by the Graduate Faculty, and as
illustrated by the ARSME system developed by the Graduate School of
Education), together with specification of processes for a web
implementation.
Dates/Duration:
October 2009 – March 2010
Deliverables:
Defined processes for implementation via SITS RSH Module and SITS
e:Vision. Updated Project Plan
Provided by:
Project Team & Pilot Schools
Phase 4
System Delivery & Testing
Scope:
Application of processes within the SITS RSH Module and creation of
interactive web interface for academics, administrators and PGR
students.
Dates/Duration:
March – August 2010
Deliverables:
Fully configured SITS RSH Module for testing.
Three-way interactive web service via SITS e:Vision for testing.
Test Plan.
Provided by:
Project Team & Pilot Schools
Phase 5
Training
Scope:
Delivery of training to staff (administrative and academic), and PGR
students.
Dates/Duration:
July – August 2010 (and beyond)
Deliverables:
Training sessions and materials (both print and online).
Provided by:
Project Team
Phase 6
Implementation
Scope:
Rollout of service to all Schools. Handover of system to operational
team for support and further development.
Dates/Duration:
August – September 2010
Deliverables:
Operational system for all Schools and PGR students.
Provided by:
Project Team
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3.1
3.2
Phase 7
Project Closure
Scope:
Closure of project and associated processes.
Dates/Duration:
October 2010
Deliverables:
End of Project Reports and ITIL Handover document.
Provided by:
Donna Miljus
RELATED PROJECTS
Projects
Expected Impact/ Completion Date
Graduate School of Education PGR
Admissions Development
Electronic document workflow for the stage prior
to monitoring.
Delivery date is early 2010.
Symplectic Project
The recording of publications and professional
activity data – to be extended to PGR in 2010.
Supervision Topics Database Proposal
The development of an online searchable
database, based on data gathered by Symplectic,
for prospective research applicants, to help
identify topics and possible supervisors.
Delivery date to be confirmed – 2010?
Colleges Restructuring
The re-organisation of the Academic Schools.
Delivery date is August 2010.
OUT OF SCOPE
The tracking of PGT (Post Graduate Taught) students is not within the scope of this project,
though the cohort could be considered as an additional development post implementation.
The project addresses the PGR lifecycle from the point of registration onwards and, as such,
does not involve the admissions process, though it is recognised that related projects in this
area may have some impact.
4.
RISKS, CONSTRAINTS AND ASSUMPTIONS
4.1
RISKS
The risks identified at project start up are:

The lack of, or conflicts in the, availability of staffing resource in University of Exeter.

The Tribal SITS software is not able to deliver the requirements, whether in full or in
part.

Failure to win approval of £50k from ICG.
These risks will be added to the project risk log.
4.2
CONSTRAINTS & DEPENDENCIES
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The development is utilising the RSH Module within SITS. Whilst this has been installed within
the SITS test and live instances it has never been fully configured or used in earnest but it is
crucial for the implementation of this project.
This module therefore needs to be fully configured and integrated into the live environment.
A further constraint relates to the physical disk space required to fully utilize the SITS
document manager as part of the project. It is essential that the document upload aspect of
the project is carefully managed to ensure that it operates within the resulting space
constraints.
4.3
ASSUMPTIONS
As well as the resources identified within the Project Board (5.2.1) and Project Team (5.2.2), it
is assumed that, upon enterprise release, the Schools will have resource to contribute to the
roll out of the system. This contribution will be more precisely defined as the project
progresses.
5.
RESOURCE FOR THE PROJECT
5.1
FINANCE
1. Capital Expenditure
Whilst the module required is already in place within SITS, there is a requirement to purchase
additional disk space for file storage. A funding source has not yet been agreed, though it is
proposed that a direct approach for £50k from the Infrastructure Fund should be made to the
Infrastructure Coordination Group (ICG). The requisite paperwork is currently being drawn up.
2. Revenue Expenditure
Recurring maintenance costs for the RSH module in SITS are already covered by the
appropriate budget within BISS in Academic Services.
3. Source of Funding
As indicated above, an approach is to be made to the Infrastructure Coordination Group (ICG)
for funding to cover the requirement for additional disk space.
5.2
STAFFING RESOURCES
Name
Prof Robert Van de Noort
Dr Lindy Ford
David Gibson
Ian Tilsed
Dr Catherine Haslam
Helen Pisarska
Paula Sanderson
Donna Miljus
Nadia Dadeby
Ian Lee
Sarah Silverman
Kendra Brown
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Job Title
Dean of the Graduate Research
Faculty
Assistant Registrar, Head of the
Graduate Research Faculty and
Quality review Team
Assistant Director, Academic Policy
and Student Administration
Head of Academic Systems
Associate Professor, Psychology
School Administrator, Geography
Research and Finance Manager,
SEMPS
Project Manager
SITS Technical Project Manager
Web Service Developer
System Support & Development
Officer
Administrative Officer, Academic
Policy – Graduate Research
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Role / Project element
Project Chair
Project Customer
Project Board
Project Manager to
12/09 Project Board
Project Board
Project Board
Project Board
Project Manager
Phase 3,4,5
Phase 3,4,5
Phase 3,4,5,6
Phase 1,3,4
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Administrative Officer, Registry –
PG Admin
Senior Registry Assistant
HUSS Graduate School Director
Postgraduate Records Manager,
HUSS
Academic Services Manager,
Graduate School of Education
Programme Administrator,
Graduate School of Education
Student Services Manager,
Business School
Postgraduate Research
Administrator, Business School
Postgraduate Research Secretary,
SEMPS
Katrina Jones
Juliet Stubbington
Hannah Rundle
Sarmishtha Ghosh
Keir Thorpe
Sally Slater
Roz Pardee
Emma Roberts
Liz Roberts
5.2.1
Phase 3,4,6
Phase 3,4,6
Phase 3,4
Phase 3,4
Phase 3,4
Phase 3,4
Phase 3,4
Phase 3,4
Phase 3,4
Project Board
Chair
Prof. Robert van de Noort
Professional Services Representatives
Dr. Lindy Ford
David Gibson
Ian Tilsed
School Representatives
Dr. Catherine Haslam
Helen Pisarska
Paula Sanderson
Project Manager
5.2.2
Donna Miljus
Project Team
Project Role
Project Manager
Name
Days
required or
% of time
Timescale
required
Commitment
agreed?
Until 30/11/09
Y
40% fte
12/09 – 10/10
Y
Ian Lee
100 days
Until 10/10
Y
Sarah Silverman
20 days
Nadia Dadeby
20%fte
Ian Tilsed
Donna Miljus
Project Team
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Y
03/10 – 09/10
Y
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Pilot Members
Kendra Brown
Katrina Jones
Juliet Stubbington
Sarmishtha Ghosh
Keir Thorpe
Roz Pardee
Emma Roberts
Hannah Rundle
Training Resource
Fortnightly
meetings
Jan & Feb
2010 then
monthly
meetings.
Y
Y
Until 10/10
Y
Y
Y
Ad-hoc
meetings
during
testing
phase.
Y
Y
Y
Sally Slater
Y
Liz Roberts
Y
Juliet Stubbington
Katrina Jones
Sarah Silverman
6.
IT REQUIREMENTS
6.1
SYSTEM HOSTING
Ad-hoc
meetings
Aug & Sept
2010
Until 10/10
Y
Y
Y
The SITS Student Record System is hosted within the University of Exeter.
6.2
HARDWARE/REPLACEMENT SCHEDULE & RESPONSIBILITY
The development will reside on the existing hardware arrangements for SITS (which are about
to be revised to cope with additional load, as part of a separate exercise). However, additional
high speed disk storage will be required to address the expected growth in the use of the
Document Manager module as part of the new functionality. Capacity planning is underway to
determine those requirements for a period of five years.
The maintenance and support costs for this development will be covered by the existing
arrangements for SITS.
6.3
NETWORK BANDWIDTH USE
There should not be a significant impact on network usage, as many of the transactions that
will take place on the proposed online service already take place via e-mail, including the
distribution of files.
6.4
INFORMATION SECURITY
The development will adhere to the information security policies of the University. The project
will seek explicit sign off from the Information Security manager within ICSD in Academic
Services that the system has built in adequate information security provisions.
6.5
ITIL REQUIREMENTS
The project will follow the various procedures as outlined in ITIL and currently implemented
within the University. The lead developer, along with the initial project manager, is trained to
ITIL Foundation level.
6.6
SYSTEM INSTANCES
The implementation will be rolled out across three instances of SITS, namely test, train and
live.
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6.7
BACK UP
The development will be built upon the existing storage and backup infrastructure that the
University runs. This will provide a robust backup regime for the data, which involves backing
up data to the secondary site and storing backup tapes off site.
6.8
BUSINESS CONTINUITY & DISASTER RECOVERY
As the development is building on an existing core University system, it will adhere to the
Business Continuity and Disaster Recovery arrangements already in place for SITS.
6.9
IT HELPDESK SUPPORT
The IT Help Desk is the first point of contact for all IT services. Users of the system will
therefore approach the IT Help Desk in the first instance for any queries, incident reporting or
requests for additional service relating to the system.
As the development is an extension of existing SITS provision, the IT Helpdesk will be
consulted on what additional information is required. This is likely to consist of a service
specific set of Frequently Asked Questions (and answers) for this system
6.10
OPERATIONAL SUPPORT
As the development is an extension of existing SITS provision, it is planned that the Academic
Systems Team, within BISS in Academic Services, will provide operational support. This team
will be assisted by the Integration and Web Services Team, in BISS, who provide support for
the database layer.
Therefore existing operational support arrangements are being extended to cover the
requirements of the development.
6.11
TRAINING REQUIREMENTS & ONGOING TRAINING PROVISION
Training will be required across several areas and will, necessarily, involve several parties.
The areas identified include:




Schools – both academic and administrative staff
PGR students – with the possibility of incorporating aspects in existing courses
provided by the Education Enhancement Unit (EEU)
Central Administration – including staff in Registry
IT Helpdesk – in relation to 1st and 2nd line support
Training and associated resources will be provided by:


Staff within the Academic Systems Team – addressing the use of the new system
Staff within Academic Policy and Student Administration – addressing best practice
and application of policy
The provision of online training materials will be an integral aspect of provision.
7.
MANAGING THE PROJECT
The following project management reports will be produced:


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Project Initiation Document plus appendices
o Risk Log
o Issue Log
o Action Log
o Budget
Key Messages Document (including Graduate Faculty ‘best practice’)
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




7.1
Communication Plan
Project plan
Project status reports
ITIL handover document
Post Project Evaluation report
ISSUE CONTROL
Issues will be recorded in an Issues Log, progressed and updated by the Project Manager.
7.2
ACTIONS REGISTER
As part of the regular project team meetings an Action Log will be maintained by the project
manager, detailing actions required; who is responsible for completing the action; target date
for completion; and the current status.
7.3
FINANCIAL CONTROL
Any expenditure will be signed off by the project sponsor Prof. Robert van de Noort.
7.4
INFORMATION MANAGEMENT
A web page(s) will be maintained by the Project Manager within the Projects Office website,
providing background information, current status and dates of meeting dates, along with
relevant papers.
8.
STAKEHOLDERS
Stakeholder
Expected Communications
Frequency
Media
Project
Programme
Board
An understanding of the
scope, status and importance
of the Project.
As requested by
Project Programme
Board
Project Schedule
Project Board
Up to date awareness of
Project activities and progress
against plans.
Monthly
Reports
ISG Group
Up to date awareness of
Project activities and progress
against plans.
Each round of
meetings.
Team Update
Reports.
School
Managers
An understanding of the
scope, status and importance
of the project.
Potential impact on Schools.
Requirement for staff to
actively engage with process
changes.
Initially and then at
bi-monthly intervals.
Consultation in
initial process
review phase,
followed by email
updates.
Line
managers of
staff involved
in the project
PID Agreement
Project Updates
Any changes to scope and
timescale
An understanding of the
scope, status and importance
of the project.
Awareness of any new policies
or procedures in relation to
As required
Reports
Staff
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Emails
As required
Briefings to School
Managers / ASU
Campus Admin
Manager
Staff briefings
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Stakeholder
Expected Communications
Frequency
service provision
Media
News in Brief
Project Web
Pages
An understanding of the
scope, status and importance
of the project.
Awareness of new policies or
procedures.
PGR
Students
As required
News in Brief
Project Web
Pages
Through
Postgraduate
Union (PGU)
A detailed communications plan for the project will be drawn up setting out in detail what will
be communicated on a month by month basis.
9.
PLANNING
A project plan will be put in place and be subject to review on a regular basis by the customer,
the project team and the Project Board.
10.
APPROVAL
Name
Signature
Project
Sponsor
Prof. Robert van de Noort
Project
Customer
Dr. Lindy Ford
Project
Manager
Ian Tilsed (until 30/11/09)
Donna Miljus (12/09 onwards)
Date
Capital Expenditure Approval
Name
100k
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Signature
Date
Head of
School/Service
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