ucd it services it01 it services website redevelopment project
TRANSCRIPT
IT Services Website Redevelopment — Project Initiation Document Page 1 of 12
UCD IT Services
IT01 IT Services Website Redevelopment
Project Initiation Document
Version 1.0
1, December 2014
Version History
Version Date Summary of Changes Changed by
1 1/12/2014 Brian Morrissey
IT Services Website Redevelopment — Project Initiation Document Page 2 of 12
Contents
1 Objectives & Scope 3
1.1 Background to the Project 3
1.2 Project Objectives 3
1.3 Expected Benefits 3
1.4 Project Scope 3
1.5 Change Control 4
2 Project Plan 5
2.1 Project Approach 5
2.2 Milestones & Deliverables 5
2.3 Project Plan 6
3 Project Structure 7
3.1 Roles & Responsibilities 7
3.2 Project Team Meetings 8
4 Risks & Issues 9
4.1 Initial Risk & Issue Log 9
4.2 Ongoing Management of Risks and Issues 9
5 Communication Plan 10
6 Project Costs 11
6.1 Initial Project Budget 11
6.2 Ongoing Costs 11
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1 Objectives & Scope
This Project Initiation Document (PID) defines the IT Services Website Redevelopment
project in detail including objectives, scope, approach, deliverables, timescale and structure
of the project so that it can be understood and agreed by all stakeholders.
1.1 Background to the Project
The existing website and information architecture has been in place for approximately eight
years and is in need of a refresh taking into account new methods of information delivery.
1.2 Project Objectives
To provide customers with the information they need in a intuitive manner, on a range of
device types, allowing them to make the most of the services we offer. Specifically that would
include:
To clearly identify the services we provide to the UCD community (and what we do). To make it easy for the website user to find the information they are looking for
To offer advice on the best use of our services To offer support and solutions for IT related queries
To establish a clear identity for IT Services as a progressive and professional unit
To drive engagement and conversation with IT Services through the integration of social media tools, forum applications etc.
To build a showcase website exemplifying best practice in website design
1.3 Expected Benefits
When complete our new website will provide customers with relevant and actionable
information at their fingrtips, regardless of their location. Customers should be more self-
sufficient and so may not have to refer to the IT Services Helpdesk or other sources of
information in order to avail of a service.
1.4 Project Scope
The project will involve a redesign of the IT Services website including the overall look of the
site and the navigation. The customer experience will be at the heart of this redesign and the
website in that it will be based around services on offer together with quick links to regular
tasks customers may wish to do. The website will work equally well on mobile devices and
desktop systems.
An assessment of current content and the repositioning of same is an important aspect of
this project. Compliance with Accessibility Standards will be designed-in from the outset.
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The scope will include the following components:
1. Exploratory stage (how are people using the site, what are they looking for from us). 2. Development of Site architecture, navigation and flow. 3. Content Review – consider how content is presented and language used. 4. Design of website including new look and feel, potential social media fora and creation of
templates ensuring responsive technology, accessibility. 5. Coding and integration ( SiteManager Terminal 4).
1.5 Change Control
The Project Initiation Document will be approved on commencement of the project by the
relevant project members. Following this, an ongoing Project Plan will be maintained and
updated to accommodate any minor changes occur.
Once the scope is agreed herein, any further changes to scope or major deviation from the
proposed timeframes will be the subject of the change control.
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2 Project Plan
2.1 Project Approach
We are working with our implementation partner and customers to deliver a reimagined ITS
website. The approach is iterative in that we will build the website in parallel, refinig the
nav;igation and architecture and adding content. When complete we will publish it in place of
the current site.
2.2 Milestones & Deliverables
The following milestones, deliverables and target delivery dates have been defined for the
project:
Milestone Deliverable Responsib
ility
Reviewers/
Approvers
Due
Date
0 Project Initiation
completed
Project Initiation Document
completed.
Peter
McKiernan
Reviewers:
A.N. Other 1
A.N. Other 2
Approval:
A. N. Other 3
1 Requirements
completed
Statement of Requirements.
Comms Group 10/09
2 Partner
selection
Comms Group 1/10
3 IA Initial architecture design &
stakeholder review.
Heads of
Service
20/11
4 Revised
architecture
Revised architecture and ITS
sign-off.
Heads of
Service
12/01
5 Content review Review of content throughout
IT Services.
Comms Group 25/02
The individual(s) listed in the “Responsibility” column above are responsible for the relevant
deliverables.
Typically each deliverable will have one or many reviewers and a final approval by one or
more individuals. Acceptance and sign-off of a deliverable is required by the “Approval”
person.
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2.3 Project Plan
The Milestones and Deliverables section below will act as the project plan:
Milestone Deliverable Responsib
ility
Reviewers/
Approvers
Due
Date
0 Project Initiation
completed
Project Initiation Document
completed.
Peter
McKiernan
Reviewers:
A.N. Other 1
A.N. Other 2
Approval:
A. N. Other 3
1 Requirements
completed
Statement of Requirements.
Comms Group 10/09
2 Partner
selection
Comms Group 1/10
3 IA Initial architecture design &
stakeholder review.
Heads of
Service
20/11
4 Revised
architecture
Revised architecture and ITS
sign-off.
Heads of
Service
12/01
5 Content review Review of content throughout
IT Services.
Comms Group 25/02
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Project Structure
The project comprises a Project Team and a Steering Group. The Steering Group will agree
project schedules, approve major deliverables and resolve any critical issues that arise
during the lifetime of the project. The Project Team will manage the project on a daily basis
and will report regularly to the Steering Group.
2.4 Roles & Responsibilities
Define the responsibilities for each group and role within the project. The following are some sample responsibilities for common project groups and roles.
Role Responsibilities Names
Steering
Group
Ensure that the project direction is
appropriate to the achievement of the
ultimate objectives.
Review progress reports from the Project
Manager and determine actions needed to
address deviations.
Provide guidance to the Project Team on
high level principles to be complied with.
Review and approve deliverables.
Monitor and proactively manage risks as
they arise.
Communications Group.
Project
Sponsor
Ensure that resources are provided as
required for the project
Take action on any issues escalated by the
Project Team
Project
Manager
Prepare the Project Plans
Determine resource requirements and
ensure that appropriate resources are
allocated
Manage the project to ensure that the
desired results are achieved within agreed
time-scales
Monitor progress and report on a regular
basis to the Steering Committee
Prepare project deliverables and their
presentation for approval
Peter McKiernan
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Role Responsibilities Names
Project
Team
Conduct the tasks and activities of the
project in accordance with the Project Plan
Prepare the project deliverables by the
agreed due dates
Report progress to the Project Manager
2.5 Project Team Meetings
The following are the scheduled project governance meetings:
Team Attendees Frequency
Steering
Group
Communications Group. Approx. every two
weeks.
Project
Team
Peter Mckiernan, Sinead O’Rourke, Genevieve
Dalton, Brian Morrissey.
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3 Risks & Issues
3.1 Initial Risk & Issue Log
The following project risks or issues have been identified on commencement of the project.
These initial tasks to address these risks or issues are outlined.
Risk / Issue Probability
H M L
Impact
H M L
Actions to
Mitigate
Responsibility
3.2 Ongoing Management of Risks and Issues
Any additional risks and issues identified will be maintained on an ongoing basis by the
Project Manager in separate Risks and Issues logs.
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4 Communication Plan
Identify the key stakeholders in the project and the plans for interaction and communication
with each. Stakeholders are individuals and groups who will be capable of influencing the
success of a project, directly impacted by the project as users or customers or involved in
approving or implementing project deliverables.
The following table highlights the communication and interaction activities planned for each
stakeholder group:
Stakeholder Actions Responsibility
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5 Project Costs
5.1 Initial Project Budget
Outline the proposed costs of the project by phase, typically to cover items such as
consultancy resource costs, product/vendor & licence costs, training, any specific hardware
costs, etc. You might also want to consider adding in an element of contingency into these
costs.
5.2 Ongoing Costs
Provide an estimate of any ongoing costs such as recurring licence fees, maintenance
charges, etc.