Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
JISC Final Report
Project Information
Project Identifier
Project Title
University of Greenwich XCRI Project stage 2
Project Hashtag
#coursedata
Start Date
Jan 2012
Lead Institution
University of Greenwich
Project Director
Christine Couper
Project Manager
Katarina Thomson
Contact email
k.e.thomson@greenwich.ac.uk
Partner Institutions
Not applicable
Project Web URL
http://www.xcrigreenwich.blogspot.com/
Programme Name
JISC course data: making the most of course information – stage 2
Programme Manager
Ruth Drysdale
End Date
March 2013
Document Information
Author(s)
Katarina Thomson
Project Role(s)
Project manager
Date
18 March 2013
U:\PAS\XCRI\Progress reports\Final
report\Greenwich XCRI project final
report v1_6.doc
Filename
URL
Access
This report is for general dissemination
Document History
Version
Date
Comments
V1.0
8/2/2013
First draft by Katarina Thomson
V1.1
26/2/2013
Katarina Thomson: revised diagram from Rajesh Mistry
V1.2
1/3/2013
After input from David Mutti
V1.3
11/3/2013
After input from Christine Couper and Lydia Weller
V1.4
11/3/2013
With revised diagrams
V1.5
14/3/2013
After XCRI Project Board
V1.6
18/3/2013
After comments from Alan Paull
FINAL for submission to JISC
Page 1 of 22
Document title: JISC Final Report Template
Last updated : Feb 2011 - v11.0
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Table of Contents
1
ACKNOWLEDGEMENTS ............................................................................................................................ 3
2
PROJECT SUMMARY ................................................................................................................................. 3
3
MAIN BODY OF REPORT ........................................................................................................................... 3
3.1
3.2
3.3
3.4
3.5
PROJECT OUTPUTS AND OUTCOMES ................................................................................................................ 3
HOW DID YOU GO ABOUT ACHIEVING YOUR OUTPUTS / OUTCOMES?...................................................................... 3
WHAT DID YOU LEARN? .............................................................................................................................. 10
IMMEDIATE IMPACT ................................................................................................................................... 13
FUTURE IMPACT ........................................................................................................................................ 13
4
CONCLUSIONS ........................................................................................................................................ 13
5
RECOMMENDATIONS ............................................................................................................................. 13
6
IMPLICATIONS FOR THE FUTURE ............................................................................................................ 14
7
REFERENCES ........................................................................................................................................... 14
8
APPENDIX: JISC WORK PACKAGES .......................................................................................................... 15
Document title: JISC Final Report Template
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
1
Acknowledgements
The University of Greenwich XCRI Project was funded by JISC as part of the Course Data
programme. The University of Greenwich particularly want to thank Ruth Drysdale and Alan Paull for
their help and support during the project.
2 Project Summary
This project represented the University of Greenwich’s contribution to the JISC initiative to encourage
universities to adopt a data standard for eXchanging Course Related Information with associated
Course Avertising Profile (XCRI-CAP). In common with the other institutions taking part in the JISC
programme, we produced an XML feed of information about our programmes (=courses)1 using the
XCRI-CAP standard. This is available from the end of March 2013 at a COOL Uniform Resource
Indicator (URI) (http://w2.gre.ac.uk/data/courses.xml) for outside bodies to access, for example, on
course comparison websites. The XML feed is also available for internal users, and can be
customised and extended to meet their requirements. The XML feed covers a variety of credit-bearing
programmes: undergraduate and postgraduate, on-campus and distance learning, at the university
itself as well as at UK and overseas partners. As a result of the XCRI feed, efficiency and accuracy
are improved: information is entered once as part of the validation and review process and is
subsequently used for many purposes without the need to retype or transfer between systems.
3 Main Body of Report
3.1 Project Outputs and Outcomes
Output / Outcome Type
(e.g. report, publication, software,
knowledge built)
XML feed of programme
information to the XCRI-CAP
standard with a COOL URI
Embedding of the maintenance of
the XCRI information within
university procedures
Improvements in the consistency
and quality of the supply of
information about programmes for
internal and external use
Brief Description and URLs (where applicable)
Information about the full range of credit-bearing programmes
taught by the University of Greenwich
(http://w2.gre.ac.uk/data/courses.xml)
Quality Handbook updated to dovetail with XCRI requirements
and in use from Sept 2012
Information is entered once as part of the validation and review
process. This has been embedded within existing university
procedures operated by the Learning and Quality Unit and the
Programmes and Courses Office. The information is then
available for multiple external and internal uses.
3.2 How did you go about achieving your outputs / outcomes?
At the start of the project, an XCRI Project Board was set up to oversee the project. This has been
chaired by the University Secretary and Registrar, with representatives from the main stakeholders.
This Project Board met six times during the project to set the overall strategic framework and serve as
a method of communication with the academic Schools and senior management. In practice, it turned
out to be necessary also to have a technical subgroup, which met on five occasions. The day-to-day
work was carried out by a team of staff drawn principally from four sections of the University (Planning
and Statistics, Student Record Systems, Information Services and the Learning and Quality Unit). The
project director and project leader were both from Planning and Statistics. This structure allowed
interim progress reports to be delivered to JISC in May and November 2012 (deliverables from WP
1.9 and 1.10). The draft final report was delivered in February 2013 and the final report in March 2013
What are called ‘courses’ in the JISC terminology are called ‘programmes’ at the University of
Greenwich. The components of programmes are referred to as modules.
1
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
(deliverable from WP1.11). The closure survey will be completed by these staff in April 2013
(deliverable from WP1.12).
The intention had been to use only existing staff to work on the project, and we invited Alan Paull to
conduct a workshop for technical and semi-technical staff in March 2012 (deliverable from WP2.17).
But, following some staff changes, and a subsequent delay in project work, it was decided to use
some of the JISC funding to bring in a contract business analyst. This also had the added advantage
of applying a fresh pair of eyes on the problems. He worked very closely with the existing project
members, so that all systems would be fully understood in-house once he left.
The Self-Assessment Framework carried out in October 2011 showed that most aspects of the project
design were either not yet agreed or only partially agreed (red or amber). A rough outline of the
system was sketched out at this stage is shown in Diagram 1.
Diagram 1: System diagram at early stage in the project
Potential future document management system
Existing documents containing
programme and module information
Overnight run
Banner Student
Record System
UCAS
XCRI
Repository
HESA
etc
Marketing
CMS system
Looking back now at this early plan, highlights several points about the subsequent development of
the project:

It was envisaged that most (or ideally all) information for the XCRI feed would come from the
Banner Student Record System. This is a part of the project that has stayed largely constant.
Following proof-of-concept work during stage 1 of the JISC project, we were always
reasonably confident that the information in the Student Record System was complete and
up-to-date and could fill most of the information requirements of the XCRI feed. In the main,
this has been borne out. Exposing the information in this way has led to some updating of
information in the Student Record System, but by and large the information has been of
sufficient quality to use as it stands.

As envisaged in WP3, some amendments were required to validation and review procedures
to dovetail with the XCRI-CAP requirements. This was implemented by the Learning and
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Quality Unit as amendments to the Quality Assurance Handbook, the new version of which
has been in use since September 2012 (see WP3.23).

It was always known that the main gap in information held in the Student Record System
would be a descriptive paragraph about the programmes. Descriptive text about the
programmes are now being imported into the Student Record System from documents held
by the Programmes and Courses Office, but this will probably not be used in the XCRI feed.
This is in part because this text may need to be kept in Rich Text Format for internal uses of
the feed, which does not make it easily compatible with the external JISC-moderated feed.
Also, these texts are too long to be useful as short descriptions in a course search engine.
Longer term, a short programme description may be added to the items collected on
validation and review. If so, this can subsequently be added to the XCRI feed. In the
meanwhile, the main source of description of each programme will be the URL to the
programme-specific page on our own website. This will at least allow the prospective student
to find all available information.

The diagram above skirted around the future need for a full document management system.
We never had the resources to implement this at the same time as the XCRI project, but the
XCRI system is being implemented in a way that does not preclude such a system in the
future.

On the output side, we had hoped that UCAS, HESA and other external bodies would take
the feed. In fact, as far as we know, the only large-scale outside body likely to take the feed in
the short-term is the Graduate Prospects website. This is disappointing and makes it all the
more important that the XCRI feed is used internally.

The original diagram envisaged that XCRI would feed into the Marketing CMS system. This
has not been implemented, although there are on-going discussions about this.

The Self-Assessment Framework was repeated at the meeting of the XCRI Technical
Subgroup on 28 Feb 2013. The contrast to the initial assessment was marked, with no red
flags remaining.
What had not really been foreseen at the time when the original plans were drawn up were the issues
that were to arise over term-effective information. The XCRI feed is not like the Key Information Sets
(KIS) which only has one active version at any one time. An XCRI feed must be relevant for the next
two rounds of applicant as well as current students. If it is used internally for the HEAR, the number of
years to be covered stretches even further. We are using the Presentations to identify this, and our
unique Presentation identifier is a concatenation of Programme number, mode, year start, month
start, enabling term-effective information to be presented.
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Project Identifier:
Version: 1.6
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Date: 18 March 2013
In order to simplify and give wider acceptance to the project, the implementation was cut into three
clear stages. Diagram 2 shows the system before the start of the project.
Diagram 2: As-is process
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Diagram 3 shows Stage 1 which is where we are at the moment. This uses the existing programme
data available now in the Student Record System, plus information from Marketing about programmepage URLs, to create an XCRI feed externally. This enables us to comply with the requirements of the
JISC project (deliverable from WP2.19)
Diagram 3: Stage 1 – XCRI-CAP feed
(double click to view in Adobe Reader)
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Diagram 4 shows stage 2 on which we have started work. This stage introduces a new access screen
as part the Student Record Systems interface with academics and other users. This will allow
amendment and the entering of additional programme level detail in Rich Text Format (RTF), allowing
the use of formatting options such as bold, underline and tabs. This stage also includes an internal
XML feed to internal subscribers with added RTF programme level data.
Diagram 4: Stage 2 – RTF feed
(double click to view in Acrobat Reader)
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Beyond stage 2, progress gets more speculative. Once stage 2 is up and running, an evaluation will
be conducted to decide whether the new feeds would add value to the Marketing presentation of our
programmes on our website. This is the work envisaged in WP 4 of the original Project
Implementation Plan. If so, data will be migrated from the Marketing database to the Student Record
Systems database. An additional approval process would also need to be added before information is
supplied to the website. This is shown in Diagram 5.
Diagram 5: Stage 3 - Data migration to Marketing uses on the website
(double click to view in Acrobat Reader)
The advantage of designing the project in stages is that ultimate possible objectives, such as using
the XCRI feed for the website, which may involve stumbling blocks, do not jeopardise the immediate
objectives such as getting the external XCRI-CAP feed working. The XCRI Project Board has
maintained an on-going oversight, involving evaluation of each stage.
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Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
3.3 What did you learn?
The table below shows the evaluation plan included in the project implementation plan with an additional column for the assessment.
Timing
On going
Factor to Evaluate
Efficacy of XCRI
Project Board
Questions to Address
 Are meetings taking
place?
 Are the right people
attending?
 Is attendance good?
 Are any changes
required?
Method(s)
Minutes of
XCRI Project
Board
Review of
actions
agreed
Measure of Success
Regular XCRI Project
Board meetings with
good attendance and
appropriate actions
discussed and agreed
Assessment in March 2013
The XCRI Project Board met on six occasions and
average attendance was 12. It continued to be
chaired throughout by the University Secretary and
Registrar and was attended by appropriate
representatives from Office and academic Schools.
The agenda, papers and minutes of these meetings
have been posted on the internal webpages in a
timely fashion.
On
completion
of work
package 2
Implementation of
XCRI-CAP feed
with COOL URI
 Has the work
package achieved its
aim?
 Were there any
problems or issues
that prevented or
delayed a successful
result?
 What lessons have
we learnt and what
would we do
differently next time?
Item for
discussion at
XCRI Project
Board
 Work package
deadline met
 XCRI-CAP feed with
COOL URI in place
The XCRI-CAP feed with a COOL URI will be in
place by the end of March.
On
completion
of work
package 3
Embedding of
collecting and
updating of XCRI
information within
existing procedures
 Has the work
package achieved its
aim?
 Were there any
problems or issues
that prevented or
delayed a successful
result?
 What lessons have
Item for
discussion at
XCRI Project
Board and
Learning and
Quality
Committee
 Work package
deadline met
 Quality Assurance
Handbook amended
 At the end of a
complete cycle of
information
gathering: is the
XCRI information
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Document title: JISC Final Report Template
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The original plan was for the XCRI-CAP feed to be in
place in September 2012. This proved impossible
because changes in staff caused a delay in
development work. Because the original deadline
had been so early, it still proved possible to meet the
JISC deadline of the end of March 2013. The JISC
programme management team were kept informed
of the change in plan. The main lesson is that if one
deadline is immutable, it is very wise to build in
substantial contingency time.
The Quality Handbook was updated to dovetail with
the XCRI requirements and the new version has
been in use since September 2012.
The information will be further assessed after one
complete cycle of information gathering (at the end
of the 2012/13 academic year) and further
amendments can be made if necessary. The
Learning and Quality Unit continue to be actively
involved with the XCRI project.
Project Identifier:
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Date: 18 March 2013
we learnt and what
would we do
differently next time?
being maintained in
the manner
intended
On
completion
of work
package 4
Embedding the use
of XCRI information
in the external
supply of
information
 Has the work
package achieved its
aim?
 Were there any
problems or issues
that prevented or
delayed a successful
result?
 What lessons have
we learnt and what
would we do
differently next time?
Item for
discussion at
XCRI Project
Board
 Work package
deadline met
 Information for the
website and
prospectus being
pulled from the
XCRI feed
 Outside
organisations pulling
information from the
XCRI-CAP feed
This work package is the one where the least
progress has been made. The possible use of the
XCRI feed for the website is now dependent on an
assessment of the working feed. Other external uses
of the feed, such as UCAS and course-search
websites, are dependent on the success of the JISC
project as whole, not just the work within any one
university.
On going
Internal
stakeholder
engagement
 Does the project
maintain support
from internal
stakeholders?
 Whether feedback
from internal
stakeholders is
positive and/or
constructive
Stakeholders in the academic Schools, senior
management and a variety of offices have been kept
in touch with the project via the meetings of the
Project Board. A presentation of the resulting feed
was held at the Project Board meeting on 13 March
2013.
Summative
assessment
at end of
project
Overall success of
project
 Have objectives been
met?
 Have outcomes been
achieved?
 What are the key
findings?
 What impact did the
project have?
 What benefits are
 Item for
discussion
at XCRI
Project
Board
 Invitation to
feedback
from
internal
stakeholders
 Item for
discussion
at XCRI
Project
Board
 Invitation to
feedback
from stakeholders
 Whether objectives
and outcomes have
been achieved on
time
 Whether the XCRI
feed is now in use
for the supply of
information about
programmes and
The primary objective of the external XML feed to
the XCRI-CAP standard using a COOL URI has
been fully met.
The quality assurance framework has been updated
to embed the collection of essential XCRI
information, and further updates to enhance the
XCRI feed may be implemented in the future.
Because of the delay in the implementation of the
XCRI feed from Sept 2012 to March 2013 (see
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Project Identifier:
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Date: 18 March 2013
there for
stakeholders?
 Was our approach
effective?
 What lessons have
we learned?
 What would we do
differently?
 Assessment
report on
the project
to be written
by Project
Manager
 Feedback
from JISC
on
assessment
report and
dissemination
modules
 Whether the existing
procedures such as
the quality
assurance
framework have
been updated to
embed the
collection of XCRI
information about
new programmes/
modules and the
maintenance of
XCRI information for
existing
programmes/
modules
 Assessment report
being able to list
impacts and
benefits achieved
 Whether feedback
from stakeholders is
positive and/or
constructive
 Whether feedback
from JISC is positive
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above), internal uses of the feed have not yet
developed to the extent that we had hoped.
However, now that the feed is in place, work will
continue to make the fullest possible use of it. We
have now also planned a programme of
dissemination of information about the feed within
the University and with our collaborative partners,
particularly:
 Presentation to the Partner Colleges’ Directors
Group, 15 May
 Presentation to the internal Recruitment,
Admissions and Access conference, 6 June
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
3.4 Immediate Impact
In the original Project Implementation Plan, WP5 was the next stage after the implementation of the
XCRI feed of publicising it both within the university and to collaborative partners. Because the feed
has only just been finished, this activity is only just about to start. The feed was presented to
stakeholders at the Project Board meeting on 13 March 2013. To reach a wider audience, a workshop
has been arranged as part of the University’s annual Recruitment, Admissions and Access
conference on 6 June 2013. The University of Greenwich also has a network of collaborative partners.
Dissemination to them allows us to bring the XCRI-CAP message to a wider audience than just our
own institution. A workshop specifically for collaborative partners has been scheduled as part of the
Partner College Directors’ Group meeting on 15 May.
3.5 Future Impact
Going forward, the external impact of the XCRI project is likely to be dependent on the extent to
which the feed taken up by the sector and whether third parties start demanding programme
information in this format. This is dependent on the success of the JISC project as a whole and
beyond the scope of any one participating institution.
Internally, the XCRI project has allowed us to understand better the processes in use in the field of
programme information, and to formalise these processes. Although the use of an external Business
Analyst was necessitated by internal staff changes, this was actually helpful in giving us a broader
perspective. We have developed a methodology for providing the XCRI-CAP feed which is
transferable elsewhere. When internal users demand programme or module data, we would now
consider this as the methodology of choice for providing it.
4
Conclusions
In general, it is possible to conclude that the external provision of information about our programmes
continues to increase in importance. The need for accurate and timely information that is gathered in
a reliable and efficient way is of key importance to universities trying to recruit in a difficult climate.
The adherence to external standards is helpful in achieving this.
The opportunity to review and improve internal procedures from time to time is helpful. Even when
existing procedures are working well, small tweaks can improve the efficiency of information
gathering and the accuracy of the resulting information. The structures of a formal project (project
implementation plans; timelines and milestones; project board meetings with agendas, papers and
minutes; assessments of project achievements) enhance communication between different parts of
the institution and the flow of information.
The JISC management of the project as a whole worked well, with a good balance between on-line
and face-to-face meetings. The opportunity to meet with other institutions doing similar projects acted
both as a check that we were on the right track and a spur to further action. However, because there
were only a few other institutions using the same Banner Student Record System as us, we were not
able to engage in any close co-operation with other institutions.
5
Recommendations
The University of Greenwich are grateful for the help and support given by JISC throughout the
project. The face-to-face and on-line meetings have been useful for keeping in touch with JISC and
with other projects. However, it has been a source of frustration that JISC have not been able to
persuade more outside bodies to promise to make use of the feeds. In particular, the lack of interest
shown by UCAS has undermined the usefulness of the exercise. We would recommend that JISC
should maintain responsibility for:
(a) keeping a directory of public XCRI-CAP feeds
(b) continuing to try to persuade outside bodies to request course information in the XCRI-CAP format
and
(c) keeping a register of external websites known to be using the feed.
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Date: 18 March 2013
6
Implications for the future
At the University of Greenwich, the XCRI project has been implemented in a way that makes use of
existing business processes, tweaking them to provide relevant information. This has meant that we
have minimised the change component and have not introduced any costly new overheads for
maintaining the system. Other than the purely technical costs of maintaining the XCRI-CAP feed, this
means that the project is fully sustainable into the future. Although the active phase of the project is
now finished, the Project Manager will continue to have a watching brief for any changes in the XCRI
specification and how the feed is used in the outside world for at least the next year. For example,
once course-search websites start to use the feed, we may wish to compare the type information that
we are providing in specific fields with other institutions, and tweak the system if necessary.
7
References
Project materials: http://www.gre.ac.uk/offices/pas/xcri
COOL URI for XCRI-CAP feed: http://w2.gre.ac.uk/data/courses.xml
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8
Appendix: JISC WORK PACKAGES
Before completing this template please note:

The Project Management Guidelines have detailed instructions for preparing project plans and work packages..

Please expand tables as appropriate.

Fill in the information in the document header – project name, document version, and date.

Text in italics is explanatory and should be deleted in completed documents.
1
WORKPACKAGES
2
3
4
Month
1: Project management
2: Implementation of
XCRI-CAP with COOL-URI
3: Embedding collection
and updating of XCRI
information within
existing procedures
4: Embed use of XCRI
within external
supply of programme
information
5: Dissemination and
engagement
6:
7:
8:
Project start date: Jan 2012
Project completion date: Mar 2013
Duration: 15 months
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5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Project Identifier:
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Date: 18 March 2013
Work package and activity
Earliest start
date
Latest
completion
date
Outputs
Milestone
1. Stage 1 project plan
31 Oct 2011
Report using JISC template
2. Stage 1 deliverables: JISC self-assessment
framework
3. Stage 1 deliverables: stage 2 project
implementation plan
4. Stage 1 completion report
21 Nov 2011
21 Nov
Completion of JISC on-line
questionnaire
Report using JISC template
30 Jan 2012
Report using JISC template
23 Jan 2012
5. Update and amend stage 2 project
implementation plan
6. Set up an UoG XCRI website
29 Feb 2012
Revised XCRI stage 2 Project
Implementation plan
XCRI webpage with blog, capable of
being consumed by an RSS feed
Minutes of XCRI Project Board
16 Feb 2012
Responsibility
WORKPACKAGE 1:
Objective: Project Management
7. Meetings of XCRI Project Board every 6-8 weeks
31 Mar 2012
On going
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Report
submitted 28
Oct 2011
19 Oct 2011
21 Nov 2011
30 Mar 2012
Meetings held:
19 Oct 2011
9 Nov 2011
14 Feb 2011
24 Apr 2012
27 Nov 2012
13 March 2013
Technical subgroup:
28 June 2012
4 Oct 2012
20 Nov 2012
7 Jan 2013
28 Feb 2013
Project
Manager
XCRI Project
Board
Project
Manager
Project
Manager
Project
Manager
Project
Manager
Project
Leader/
Project
Manager
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Work package and activity
Earliest start
date
8. Attend JISC programme meetings and on-line
events
On going
Latest
completion
date
Outputs
Report backs to XCRI Project Board,
documented in the minutes
Milestone
9. First interim report to JISC
25 May 2012
Report using JISC template
Meetings
attended:
16 Sep 2011
26 Oct 2011
28 Oct 2011
14 Nov 2011
20 Jan 2012
7 Feb 2012
15 Feb 2012
14 Mar 2012
30 Mar 2012
2 Apr 2012
18 May 2012
19 Oct 2012
14 Nov 2012
29 Jan 2013
15 Feb 2013
25 May 2012
10. Second interim report to JISC
24 Nov 2012
Report using JISC template
23 Nov 2012
11. Final report to JISC
Draft: 28
Jan 2013 15
Feb 2013,
Final version:
10 Mar 2013
22 March
2013
28 Apr 2013
5 April 2013
Report using JISC template
Draft: 12 Feb
2013;
Final: 18 Mar
2013
12. Stage 2 completion report
Project Closure Survey
Report using JISC template
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 17 of 22
Responsibility
Project
Leader/
Project
Manager
Project
Manager
Project
Manager
Project
manager
Project
Manager
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Work package and activity
Earliest start
date
Latest
completion
date
Outputs
Milestone
Responsibility
Jan 2012
Mar 2012
Agreement documented in XCRI Project
Board minutes
XCRI Project
Board
14. Create a list of all information needed for XCRI –
CAP feed and annotate with existing source of
the information
15. Agree a policy for electronic access from other
systems within the organisation
Nov 2011
Feb 2012
Specification document
XCRI Project
Board 14 Feb
2012
XCRI Project
Board 14 Feb
2012
Jan 2012
Apr 2012
Agreement documented in XCRI Project
Board minutes
XCRI Project
Board
16. Evaluating the coverage and quality of existing
information and identify any gaps
Jan 2012
Apr 2012
Evaluation of result of ‘quick and dirty’
XCRI feed produced as part of stage1
Workshop
Jan 2012
Appropriate
timing to be
agreed
Dec 2013
XCRI Project
Board 24
April 2012
XCRI Project
Board 14 Feb
2012, 24
April 2012
25 Mar 2012
Software
Jan 2013
June 2012
April 2012
Jan 2013
Dec 2013
Live XCRI feed
Agreement documented in XCRI Project
Board minutes
March 2013
XCRI Project
Board 27 Nov
2012
IS
XCRI Project
Board
Sept 2012
Mar 2013
Review documented in XCRI Project
Board minutes
XCRI Project
Board 13
March 2013
XCRI Project
Board
WORKPACKAGE 2:
Objective: Implement an XCRI-CAP feed with a
COOL URI
13. Reach agreement on the depth of information
what will be included in the XCRI output
17. Arrange workshop with Alan Paull and technical
and semi-technical staff
18. Create XML envelope for the XCRI-CAP
information, extended to some fields from the
wider XCRI where appropriate
19. Implement XCRI-CAP feed with a COOL URI
20. Agree policy on electronic access to information
externally from other organisations and possible
charging
21. Review the resulting XCRI-CAP information
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 18 of 22
SRS/IS/PAS
SRS/IS/PAS/
XCRI Project
Board
Project
Manager
SRS/IS/PAS
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Work package and activity
Earliest start
date
Latest
completion
date
Outputs
22. Agree a strategy for embedding collection and
updating of XCRI information in agreed
procedures and frequency of update
Jan 2012
June 2012
Agreement documented in XCRI Project
Board minutes
23. Develop the detailed procedures required to
collect and update XCRI information
Jan 2012
Sept 2012
Updates to the Quality Assurance
Handbook
24. Review working of new procedures after one
complete cycle
June 2012
June 2013
Review documented in XCRI Project
Board minutes
Milestone
Responsibility
WORKPACKAGE 3:
Objective: Ensure the sustainability of the XCRI
project by embedding the collection and updating
of XCRI information within agreed procedures
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 19 of 22
XCRI Project
Board 24
April 2012
(preliminary
discussion)
XCRI Project
Board 24
April 2012
(preliminary
discussion)
New
Handbook in
use from Sept
2012
To be
reviewed in
June 2013
Learning and
Quality
Committee/
XCRI Project
Board
Learning and
Quality Unit
in
consultation
with
Marketing /
Learning and
Quality
Committee
Learning and
Quality Unit/
Learning and
Quality
Committee
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Work package and activity
Earliest start
date
Latest
completion
date
Outputs
Milestone
25. Address the quality of programme marketing
information in the light of the XCRI feed
July 2012
Dec 2012
Review documented in XCRI Project
Board minutes
XCRI Project
Board, 13
March 2013
26. Agree policy for use and update of XCRI
information in website, prospectus etc
July 2012
Dec 2012
Agreement documented in XCRI Project
Board minutes
XCRI Project
Board, 13
March 2013
27. Implement use of XCRI information on website,
prospectus etc
Oct 2012
Mar 2013
Revised website, prospectus etc
Postponed
until XCRICAP feed has
embedded
28. Review use of XCRI information on website,
prospectus etc
Jan 2013
June 2013
Agreement documented in XCRI Project
Board minutes
Postponed
until XCRICAP feed has
embedded
Responsibility
WORKPACKAGE 4:
Objective: Embed the use of XCRI information in
the external supply of programme information
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 20 of 22
Development
and
Communicati
ons / XCRI
Project Board
Development
and
Communicati
ons / XCRI
Project Board
Development
and
Communicati
ons
Development
and
Communicati
ons / XCRI
Project Board
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Work package and activity
Earliest start
date
Latest
completion
date
Outputs
Milestone
Responsibility
Powerpoint presentations
Articles
Workshop
planned for
Recruitment,
Admissions
and Access
conference, 6
June 2013
Presentation
planned to
Partner
College
Directors’
Group, 15 May
2013
Presentation
planned to
Partner
College
Directors’
Group, 15 May
2013
March 2013
Project
Leader/
Project
Manager
On-going
contact at
JISC
meetings, but
no actual
sharing took
place
IS / Project
Manager
WORKPACKAGE 5:
Objective: Dissemination and engagement
29. Publicise XCRI project within the university
On going
30. Dissemination to the University of Greenwich’s
collaborative partners
Jan 2012
Mar 2013
Presentations, articles
31. Workshop for University of Greenwich
collaborative partners
Sept 2012
Mar 2013
Training materials which can then be
made available to the wider JISC
community
32. Release of all non-proprietary deliverables via
the project website and where appropriate to
relevant repositories
33. Contact with other users of Sungard Banner (who
hold the same rights as University of Greenwich
to source and derivative code) with a view to
sharing code
Sept 2012
Mar 2013
Software, reports
Jan 2012
Mar 2013
Participation in user group forums
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 21 of 22
Project
Manager
Project
Manager
IS / Project
Manager
Project Identifier:
Version: 1.6
Contact: Katarina Thomson
Date: 18 March 2013
Members of Project Team:
Name
Christine Couper
Katarina Thomson
Emma Price Steve Naylor
Mehmet Batmaz Rajesh Mistry
Sina Pirjamali Tony Miller
Jennifer Falls
Role
Project Leader
Project Manager
Liaison with work within the Learning and Quality Unit
Business Analyst
Analyst Programmer
Programmer
Document title: JISC Final Report Template
Last updated : Feb 2011 – v11.0
Page 22 of 22