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11-Aug-15 CiCS Development Portfolio Portfolio of Projects: Page 1 of 5 CiCS Development Portfolio Definition 2015 Portfolio of Projects Defining the portfolio of projects, with associated scheduling chart. NB This is a dynamic section of the Development Portfolio Definition which is updated throughout the year. 1 Projects Statuses: Possible Proposed by SAG Accepted by SSB Approved to Start Starting Live [or On Hold] Closing Closed Projects with a pre-active status are in table 3 below, those with an active status are in this table, and closed projects are in table 2 below. Service Advisory Groups: BA (Business Activities), C&C (Communication & Collaboration), CI (Corporate Information), HS&T (Help, Support & Training), Infr (Infrastructure), L&T (Learning & Teaching), R&I (Research & Innovation) Project Status Purpose Manager Sponsor Customer/ Business Visionary Service Advisory Group/s [Interested] Learning & Teaching MFD Student Reprographics Starting To improve student access to integrated print, copy and scan facilities by replacing the existing fleet of student printers and photocopier/scanners with a network of multi-functional devices (MFDs). Rene Meijer Yvonne Beach Patrice Panella L&T [BA] Personal and Academic Tutor Support System Approved To develop a system to support improvements in personal and academic tutor support, integrated with the current Student Attendance Monitoring System and including details of training and support for students. L&T Research & Innovation Integrated Research Information Systems Live To rework our existing research management systems (URMS, CARMA and the range of web based workflows provided by RIS) to both address usability and process issues and to provide a properly integrated, manageable and extensible system. Simon Geller John McAuley Deborah McClean R&I Research IT Live To improve and develop the mechanisms by which CiCS delivers the IT infrastructure required to support research activity at the University of Sheffield, including hardware such as networking, storage and compute and softer aspects such as requirements analysis, advice, guidance and training, resourcing and sustainability. Martin Rapier Robert Freckleton John McAuley R&I Communication & Collaboration Alumni Portal Approved To create a portal that will allow alumni of the University to be authenticated and gain access to alumni-relevant resources, and enhance Alumni Office, Careers and Departmental access to accurate alumni data. C&C 11-Aug-15 CiCS Development Portfolio Portfolio of Projects: Page 2 of 5 Project Status Purpose Manager Sponsor Customer/ Business Visionary Service Advisory Group/s [Interested] Digital Media Hosting Live To create a common repository for digital media which may be deployed through various channels such as iTunesU, MOOCS, MOLE etc Darren Stevens Anne Peat Chris Stokes Jacqui Robinson C&C [L&T] Enquirer & Applicant Portal Live To enable enquirers and applicants to engage with the University online via a portal which will give targeted communications, calls to action and access to systems as part of the enquirer and applicant processes. Simon Geller Christina Edgar Sarah Bramall C&C [CI] Website Improvement Live To review the management of web content across the University and propose improvements to policies and processes and systems to support those. Simon Geller Chris Sexton Jacqui Robinson & Steve Thompson C&C Help & Support Corporate Information Admissions Auto Emails Live To enable the University to send mass personalised emails to our potential students Darren Stevens Christina Edgar Sarah Bramall CI [C&C] Business Intelligence/Management Information Solution Live To deliver a new Business Intelligence/Management Information service including forecasting, modelling and improved dashboard functionality (eg MI View) with drill down to source data. Darren Stevens Mike Hounslow Tony Strike CI Confirmation of Acceptance to Study Live To implement significant changes to the CAS assigning process in order to improve overall efficiency, customer service and staff experience. Pablo Stern Christina Edgar Lynsey Hopkins CI [L&T] Learning Management System Approved To implement a single, University-wide LMS as the place for all development activity to be accessed, recorded and reflected upon. CI SAP Mobile Live To investigate and implement methods of delivering SAP functionality to mobile devices. Neil Campbell Chris Sexton & Andrew Wood Emma Chipchase & David Bebbington CI SHIP (Sheffield HE Achievement Record Implementation) Live To augment the University Transcript with verifiable, non-academic student achievements and produce the HEAR for each individual student on graduation, and make it available for several years thereafter. Anne Rodgers Anne Peat Helen Grindley L&T [CI] Student eFile Live To create a system for holding electronic documents linked to the student record. Roddy Flynn Andrew West Anna Kingston CI Student Systems Live To review student administration processes, specify overall requirements, assess available commercial and in-house options. Phase 2 to procure a new system and prepare for implementation. Chris Attwell Andrew West Exec Sponsor: Bob Rabone Chris Sexton CI [L&T] Infrastructure 11-Aug-15 CiCS Development Portfolio Portfolio of Projects: Page 3 of 5 Project Status Purpose Manager Sponsor Customer/ Business Visionary Service Advisory Group/s [Interested] Identity Management Approved To put in place processes and procedures to ensure that members of the University have appropriate and timely access to the services provided by the organisation, and that conversely those who are not members do not. Inf [C&C, CI] Business Activities University Branded Gifts & Merchandise Starting To ensure all customers experience a consistent service and to improve the buying experience of all University branded gifts and merchandise. Andy Turner BA 11-Aug-15 CiCS Development Portfolio Portfolio of Projects: Page 4 of 5 2 Projects closed this year Project Status Purpose Manager Sponsor Customer Service Advisory Group/s [Interested] Programme Information Live [Taken over PROMS and OPMS] To develop and implement an online system and processes to better manage all information relating to UG and PGT academic programmes, easily accessible by both academic departments and professional services staff. Darren Stevens Anne Peat Louise Woodcock L&T [CI] 11-Aug-15 CiCS Development Portfolio Portfolio of Projects: Page 5 of 5 3 Potential/Proposed/Future Projects Statuses: Possible Proposed by SAG Accepted by SSB Project Status Purpose Contact Service Advisory Group/s [Interested] myEcho Upgrade Possible To make lecture capture available in a greater number of teaching spaces and to provide advice and support for academics on effective ways to incorporate it into their teaching. Dan Courtney L&T Recruitment and Outreach Data Possible To provide a central system for collating, recording and assessing data for the Widening Participation Research and Evaluation Unit (WPREU) and Outreach and UK/EU Recruitment (RECOA) teams. Anne Rodgers CI Research Asset Register Possible To create a research asset register, following the RIS project on this. Martin Rapier R&I Research Data Management Archive Infrastructure Possible To develop/procure/sign up to and implement a research data archive to meet the University's requirements for RDM, in conjunction with the Library and RIS Martin Rapier R&I Service Oriented Architecture Possible To pull together disparate architectures and systems. John McAuley Infr [CI] Timetable Display Screens Possible To display up to date information about room bookings particularly outside of rooms that students may wish to make use of when not booked for teaching, and to display other appropriate information. Cliff Alcock L&T UCard Replacement Possible To introduce a replacement for the UCard which will provide more comprehensive functionality. Dave Surtees CI Unified Comms Possible To implement unified communications, which enables access through one interface to email, telephony, voice-mail, video conferencing, fax, instant chat and presence awareness. Rob Needham C&C [Infr] ID Task Name Start Finish1 Admissions Auto Email Project Mon 01/04/13 Wed 30/09/152 Review & Specification Mon 01/04/13 Fri 30/08/133 Implementation Mon 02/09/13 Fri 29/08/144 Pilot & Rollout Prep Mon 01/09/14 Wed 30/09/155 Alumni Portal Tue 01/09/15 Fri 29/04/166 Feasibility Tue 01/09/15 Thu 15/10/157 Foundations Fri 16/10/15 Thu 24/12/158 Increment 1 Mon 04/01/16 Fri 29/04/169 Business Intelligence & Management InformationFri 02/01/15 Thu 07/07/1610 Feasibility Fri 02/01/15 Fri 29/05/1511 Foundations Mon 01/06/15 Wed 30/09/1512 Implementation & Rollout (T) Thu 01/10/15 Thu 07/07/1613 Confirmation of Acceptance to Study Mon 14/04/14 Wed 30/09/1514 Feasibility Mon 14/04/14 Thu 15/05/1415 Foundation Fri 16/05/14 Fri 11/07/1416 Implementation & deployment of core improvementsMon 14/07/14 Wed 15/07/1517 Gateway Review Wed 03/06/15 Wed 03/06/1518 Further components Thu 16/07/15 Wed 30/09/1519 Digital Media Hosting Wed 01/10/14 Fri 30/09/1620 Feasibility Wed 01/10/14 Fri 13/02/1521 Foundations Mon 16/02/15 Fri 31/07/1522 Procurement Mon 03/08/15 Fri 30/10/1523 Installation & Configuration Mon 02/11/15 Thu 24/12/1524 Deployment Mon 04/01/16 Fri 30/09/1625 Enquirer & Applicant Portal Mon 02/03/15 Fri 30/09/1626 Feasibility Mon 02/03/15 Tue 31/03/1527 Foundations Wed 01/04/15 Tue 30/06/1528 Applicant Portal Wed 01/07/15 Wed 30/09/1529 Enquirer Portal Thu 01/10/15 Fri 30/09/1630 Integrated Research Information SystemsMon 03/02/14 Mon 09/01/1731 Feasibility Mon 03/02/14 Fri 29/08/1432 Foundations Mon 01/09/14 Fri 30/01/1533 Systems rewrite Mon 02/02/15 Tue 30/06/1534 Integration Wed 01/07/15 Wed 30/09/1535 Information Management Thu 01/10/15 Fri 29/01/1636 Completion Mon 03/10/16 Mon 09/01/1737 MFD Student Reprographics Wed 01/07/15 Fri 30/09/1638 Feasibility Wed 01/07/15 Fri 31/07/1539 Foundations Mon 03/08/15 Wed 30/09/1540 Development Thu 01/10/15 Thu 24/12/1541 Trial Mon 04/01/16 Thu 30/06/1642 Rollout Fri 01/07/16 Fri 30/09/1643 Programme Information Thu 02/01/14 Fri 31/07/1547 Research IT Thu 01/05/14 Tue 30/06/1548 Feasibility Thu 01/05/14 Fri 30/05/1403/06Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JunQtr 1, 2015 Qtr 2, 2015 Qtr 3, 2015 Qtr 4, 2015 Qtr 1, 2016 Qtr 2, 2016 Qtr 3, 2016CiCS Development Portfolio Definition 2015Projects ScheduleNB Timescales are tentative for projects that have not yet started, and for future phases of some projects still in their early stages.Tue 11/08/15 CiCS Development Portfolio - Projects Schedule: Page 1 of 2ID Task Name Start Finish49 Foundations Mon 02/06/14 Fri 31/10/1450 Policies & Engagement Mon 03/11/14 Tue 30/06/1551 SAP Mobile Fri 01/08/14 Fri 30/10/1552 Feasibility Fri 01/08/14 Fri 12/09/1453 Foundations Mon 15/09/14 Wed 22/10/1454 1st phase Development & Pilot Thu 23/10/14 Tue 31/03/1555 2nd phase Development & Rollout Mon 03/08/15 Fri 30/10/1556 SHIP Thu 01/12/11 Fri 31/07/1557 Evaluation & Design Thu 01/12/11 Mon 09/04/1258 Implementation Tue 10/04/12 Fri 28/09/1259 Test and Prepare for Go-Live Mon 01/10/12 Wed 27/02/1360 Phase 1 live and ongoing Rollout Thu 28/02/13 Wed 31/07/1361 Implement Pilot HEAR Thu 01/08/13 Thu 31/07/1462 Complete Implementation Fri 01/08/14 Fri 31/07/1563 Student eFile Thu 01/10/09 Fri 30/10/1564 Analysis & Requirements Thu 01/10/09 Fri 29/10/1065 Initial Setup Thu 01/07/10 Tue 30/11/1066 Business Case & Tendering Mon 05/12/11 Wed 15/08/1267 Small pilots Mon 01/10/12 Fri 30/11/1268 Pre-reg System Mon 03/12/12 Fri 30/08/1369 Student Record Docs development Wed 02/01/13 Wed 30/04/1470 Testing, Training & Prep Thu 01/05/14 Fri 27/02/1571 Pilots Mon 02/03/15 Tue 30/06/1572 Prep and Rollout Wed 01/07/15 Fri 30/10/1573 Student Systems Thu 02/01/14 Tue 24/12/1974 Phase 1 - Research & Strategy Thu 02/01/14 Fri 31/07/1575 Processes and Requirements Thu 02/01/14 Fri 16/01/1576 Systems Review Mon 02/06/14 Fri 05/12/1477 Appraisal & Decision Mon 19/01/15 Mon 18/05/1578 Approval, Planning & Preparation Tue 19/05/15 Fri 31/07/1579 Phase 2 - Procurement & PreparationMon 03/08/15 Fri 30/09/1680 Procurement Mon 03/08/15 Fri 26/02/1681 Planning & Preparation for ImplementationMon 03/08/15 Fri 30/09/1682 Phase 3 - Implementation Mon 03/10/16 Tue 24/12/1983 Tranche 1 Mon 03/10/16 Tue 31/10/1784 Tranche 2 Thu 01/06/17 Wed 31/10/1885 Tranche 3 Fri 01/06/18 Tue 24/12/1986 University Branded Gifts & MerchandiseMon 03/08/15 Fri 29/04/1687 Feasibility Mon 03/08/15 Wed 30/09/1588 Foundations Thu 01/10/15 Thu 24/12/1589 Implementation Mon 04/01/16 Fri 29/04/1690 Website Improvement Mon 15/12/14 Wed 31/08/1691 Feasibility Mon 15/12/14 Tue 31/03/1592 Review Wed 01/04/15 Mon 31/08/1593 Implementation (T) Tue 01/09/15 Wed 31/08/16Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JunQtr 1, 2015 Qtr 2, 2015 Qtr 3, 2015 Qtr 4, 2015 Qtr 1, 2016 Qtr 2, 2016 Qtr 3, 2016CiCS Development Portfolio Definition 2015Projects ScheduleNB Timescales are tentative for projects that have not yet started, and for future phases of some projects still in their early stages.Tue 11/08/15 CiCS Development Portfolio - Projects Schedule: Page 2 of 2PortfolioDef2015 3a Projects short.docx- PortfolioDef2015 3b Projects.mpp

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