jisc project plan template/file/...project identifier: version:v4 contact: anne rodgers date: 21 nov...

Project Identifier: Version: V4 Contact: Anne Rodgers Date: 21 Nov 11

of 15 Document title: JISC Project Plan Template Last updated: Feb 2011 v2.0

JISC Project Plan

Project Information

Project Identifier To be completed by JISC

Project Title Course Data: making the most of course information

(Stage 2 Project Implementation Plan at the University of Sheffield)

Project Hashtag

Start Date January 2012 End Date March 2013

Lead Institution The University of Sheffield

Project Director Helen Grindley

Project Manager Anne Rodgers

Contact email [email protected]

Partner Institutions None

Project Webpage URL http://www.shef.ac.uk/cics/coursedata

Programme Name Course Data: making the most of course information

Programme Manager Ruth Drysdale

Document

Information

Author(s) Helen Grindley, Anne Rodgers, Isabel Virgo

Project Role(s) Project Director, Project Manager, Project Assistant

Date 20 Nov 2011 Filename JISC Course Data Implementation Plan Stage 2

URL http://www.shef.ac.uk/cics/coursedata

Access This report is for general dissemination

Document History

Version Date Comments

V1 8 Nov 2011 First draft by IV

V2 14 Nov 2011 Second draft by IV and ABR

V3 18 Nov 2011 Third draft by IV and ABR

V4 20 Nov 2011 Fourth draft by HMG and ABR

Project Identifier: Version:V4 Contact: Anne Rodgers Date: 21 Nov 11

of 15 Document title: JISC Project Plan Template Last updated: Feb 2011 – v2.0

Table of Contents NB : This table of contents ‘auto-populates’ - to update the table of contents – place cursor in the table of contents, right-click your mouse, click ’update field’, select appropriate option

1. Project Overview .............................................................................................................................. 3

1.1 Project Summary ..................................................................................................................... 3 1.2 Objectives ................................................................................................................................ 3 1.3 Anticipated Outputs and Outcomes ........................................................................................ 4 1.4 Overall Approach .................................................................................................................... 5 1.5 Anticipated Impact ................................................................................................................... 5 1.6 Stakeholder Analysis ............................................................................................................... 6 1.7 Related Projects ...................................................................................................................... 6 1.8 Constraints .............................................................................................................................. 7 1.9 Assumptions ............................................................................................................................ 7 1.10 Risk Analysis ........................................................................................................................... 8 1.11 Technical Development ........................................................................................................... 9 1.12 Standards ................................................................................................................................ 9 1.13 Intellectual Property Rights ..................................................................................................... 9

2 Project Resources .......................................................................................................................... 10 2.1 Project Partners..................................................................................................................... 10 2.2 Project Management ............................................................................................................. 10 2.3 Project Roles ......................................................................................................................... 11 2.4 Programme Support .............................................................................................................. 11

3 Detailed Project Planning .............................................................................................................. 12 3.1 Evaluation Plan ..................................................................................................................... 12 3.2 Quality Assurance ................................................................................................................. 12 3.3 Dissemination Plan ............................................................................................................... 13 3.4 Exit and Embedding Plans .................................................................................................... 14 3.5 Sustainability Plans ............................................................................................................... 15

Appendices ........................................................................................................................................... 15 Appendix A. Project Budget............................................................................................................... 15 Appendix B. Workpackages .............................................................................................................. 15



1. Project Overview

1.1 Project Summary In Stage 1 of the JISC Courses Data project we reviewed and delivered business process maps of current workflows for the management of our Programme and Module information, as well as mapping this against the requirements being generated by the Key Information Set (KIS) and the Higher Education Achievement Report (HEAR). Stage 2 of the project aims to address some of the key issues uncovered during this work, including: the divergent and separate processes for disseminating information about different types of courses, the scope of data collected and made available electronically about non-standard and more complex courses, and the barriers to effective electronic transfer/communication of data resulting from the current programme approvals process. Stage 2 also aims to implement XCRI-CAP (eXchanging Course Related Information - Course Advertising Profile), a standard for managing the sharing of live course data with external parties. The University of Sheffield is a Russell Group university with relatively complex course provision and a large and diverse student body. Courses are offered at undergraduate and taught postgraduate level, and delivery modes include full-time, part-time, distance learning and continuing professional development (CPD). The University also has a growing number of courses offered collaboratively with institutions overseas and in the UK. Many different departments are involved in the annual processing of data about programmes and modules, and in the creation of new programmes of study. The drive to stay competitive is leading the University to embrace changes to its information management, and we recognise that better informed students are likely to make better choices about their learning opportunities, and to achieve more in higher education as a result. The University is therefore applying for Stage 2 JISC funding to refine its course information processes and to create XCRI-CAP feeds of its course data. This work is also important to the University to support local implementations of the HEAR and KIS, and current internal projects, such as ‘Re-thinking the Prospectus’ and the Programme Regulations Online Management System (PROMS) project. It will contribute to joining up the requirements for collection and re-use of programme information of all the above projects.

1.2 Objectives

● To prepare the University to share course data externally, by refining internal course management/data processes prior to XCRI-CAP implementation.

● To identify and add missing data elements in programme and module records, in collaboration with other projects (KIS, HEAR, and the University’s Re-thinking the Prospectus and Programme Regulations Online Management projects).

● To prompt improvements to programme and module management processes and systems, especially those relating to the programme approvals process, i.e. the capture, approval and update of programme data.

● To promote a joined-up approach to the management of course data across the University, including changes to the organisational culture where necessary.

● To develop the necessary staff expertise to implement and manage XCRI-CAP feeds.

● To assist JISC with the development of the XCRI-CAP specification by advising on narrowing field definitions.

● To provide an XCRI-CAP test feed during spring 2012 to JISC and used as a proof-of-concept.

● To fully implement XCRI-CAP for a wide range of courses before March 2013. This will include as a minimum all undergraduate full-time and part-time courses, and all postgraduate taught courses (including those offered by distance learning).

● To investigate extending the XCRI-CAP feed for non-standard courses offered by The Institute for Lifelong Learning (TILL), the English Language Teaching Centre, and Continuing Professional Development (CPD) modules.



● To investigate using the XML specification for XCRI-CAP for the HEAR.

1.3 Anticipated Outputs and Outcomes

Output Type

Brief Description

Project website & blog A website detailing progress on the project and featuring a cache of key documents. This will be accessible to all and frequently updated, and an RSS feed will be available for JISC and members of the programme to view. A blog will also be set up in the early stages of the project (see work packages) and will be accessible to all.

Project USpace area entitled ‘JISC course data’

An internal online collaborative workspace area (USpace) for relevant staff to view, edit and comment on documents relating to this project. Set up Nov 2011, to be maintained throughout the project. Access to be controlled by project manager and project support assistant.

Blog post to be highlighted on Student Records Officers Conference (SROC) website

At least one blog post to raise awareness about the project and direct people to our website, utilising the fact that a member of our project team manages the SROC site and blog. Project documents may also be uploaded if appropriate.

Enterprise Architecture

We shall make use of the EA methodology to produce course data diagrams.

XCRI-CAP test feed (Spring 2012) A test feed to be provided as a proof-of-concept, and to involve courses other than full-time undergraduate.

Breakout session planned for SROC conference (March 2012)

A dissemination activity planned and led by members of the project team.

Staff training Staff will be trained in the technical aspects of XCRI-CAP implementation and management.

XCRI-CAP live feed (March 2013 onwards)

Standardised, comparable data about programmes and modules/units. The information set should cover courses at undergraduate and postgraduate levels, and may include provision for non-standard courses offered by The Institute for Lifelong Learning and the English Language Teaching Centre.

Outcome Type

Brief Description

Aggregators able to find courses more easily

Course information is in one location that can be easily accessed and re-processed by aggregators.

Enquirers/Applicants able to find and compare courses more easily

This is expected to lead to more informed choices and thus to better learning and achievement outcomes.

Streamlined course data processes Streamlining sub-processes and collecting and storing missing data will add to the coherence of the University’s overall model for managing course data.

More joined-up work on other ongoing projects

Through regular forums led by this project team, staff from other teams will continue to be able to discuss issues related to course data and will be aware of the connections between projects.

Reduced administrative burden on institution’s professional services and academic staff

Streamlined processes and the elimination of the need to alter course advertising information for different aggregators should reduce the time needed to complete tasks related to course data processing.



1.4 Overall Approach Stage 2 of this project will make use of the outputs and outcomes of Stage 1, which included business process maps, a course data report, and enhanced awareness among key staff of the need to refine course data processes. We intend to continue funding the Project Support Assistant in this role for continuity during Stage 2 of the project. The second stage of the project will also involve the same core people and utilise the networks set up during Stage 1, especially the fortnightly ‘course data catch-up’ forum. We also intend to use the JISC funding to take forward an On-line Programme Management System (OPMS) Project, which would support the needs of several other internal course-related projects (see section 6 below), by employing a Java Developer for 14 months. This developer would work closely with existing members of the development team who are working on the other projects. The key aims for the OPMS Project are to enable the collection of course data once and to use it wherever course data is needed and also to improve availability and accessibility of electronic course information, e.g. for the KIS and Prospectus information and also for HEAR. We are aware of the administrative burden placed on academic departments caused by requests from various professional services areas/projects for them to supply the same or similar course information at different times of the year for different purposes, so this project should help to pull all those requests together. The University of Sheffield will provide a Developer to produce the XCRI-CAP feeds based on his/her internal knowledge of the course data held in our Corporate Information System (CIS). We expect this work would be of use to others with in-house developed student records systems and we can share this through the University Forum for those with In-house Student Systems (UFIS) of which we are an active member. We shall explore using this XCRI-CAP feed both for external feeds and for a feed for our internal Undergraduate Prospectus (which includes full-time and some part-time courses). The Marketing department within the University has recently initiated a project entitled ‘Rethinking the Prospectus’ to look at the delivery of the Undergraduate Prospectus, and has been involved in Stage 1 of this project. We can then extend this to produce a feed for Postgraduate taught courses and for Distance Learning courses. Some follow-on work could be undertaken later, to develop an on-line automated Postgraduate Prospectus, however this will not form part of this project. Throughout this document we refer to the JISC Course Data. We take this to cover UoS Programmes and Modules. UoS Programmes are what students register onto and are typically 3 years long, whereas Modules are the taught units that make up the Programme. During the course of Stage 2 of the project the University of Sheffield will commit to:

● Attendance at JISC meetings in Leeds: 8 Feb 2012, 21 June 2012(Dev Day), 15 Nov 2012 & 17 Jan 2013.

● Participation in JISC online meetings on 20 Jan 2012, 30 March 2012, 18 May 2012, 13 July 2012, 19 Oct 2012 & 15 Feb 2013.

1.5 Anticipated Impact

Impact Area Anticipated Impact Description

Students able to make more informed choices

Project contributes to standardisation of advertising information across sector so that students able to find and compare courses more easily.

Maintaining the University’s high reputation

More consistent information about courses will ensure that the University continues to be well regarded by potential applicants.



Improving the reputation of the sector as a whole

By showing willingness to respond to the demands of students and government for more comparable course information.

Improving the effectiveness of the University’s administrative processes

By reducing the administrative data burden on key staff. This project will also ensure that all the other internal course-related projects collaborate and reduce duplicate effort. It is likely to involve culture change and in the short-term may increase the workload in key course data managing departments, but this will be carefully managed. In the medium to longer term, the impact on academic departments will be to reduce workloads by limiting the number of separate data requests, aided by closer collaboration between Professional Services areas.

Improve the quality of the University’s data

The project will help to ensure that the data needed for course advertising, external returns and related projects is consistently collected and stored during the course approvals process and annual update cycle.

University ready for future developments in course information management

Course data is in an easily adaptable electronic format and processes are more effective, allowing the University to respond more easily to necessary developments in the future.

1.6 Stakeholder Analysis

Stakeholder Interest / stake Importance (H/M/L)

JISC Programme management H

KIS Project UoS Project H

Re-thinking the Prospectus Project UoS Project H

PROMS Project UoS Project H

HEAR Project National Project/UoS Project H

SHIP Project (technical implementation of HEAR) UoS Project H

DARE Project (secure online delivery of HEAR) JISC Project/UoS Project Partner M

HESA Data Delivery H

UCAS Data Delivery H

Senior University staff e.g. Pro-Vice Chancellor for Learning & Teaching

Impact on learning & teaching H

UoS academic staff Produce/use the data H

UoS administrative & professional staff Produce/use the data H

UoS students Users of the data H

UoS technical staff Implement changes H

Staff at other HEIs Use as case study M

Enquirers/Applicants to UoS courses Users of the data H

Other disseminators of course information e.g. Hot Courses; Prospects.ac.uk; FindaMasters.com etc.

Potential users of data H

The project team will address the needs of these stakeholders by keeping them informed of progress and developments at appropriate points during the course of the project, and by requesting their feedback. Some, such as leaders of other internal course-related data projects, have been directly involved during Stage 1 and will continue to be so during Stage 2 of the project. Other groups, such as students, will be informed closer to the conclusion of the project. The project team will be in regular contact with JISC, who will monitor the project’s progress towards its objectives.

1.7 Related Projects The University of Sheffield currently has a number of ongoing internal projects, which all have course-related information as a key element:



KIS – Key Information Set

Re-thinking the Prospectus

PROMS – Programme Regulations On-line Management System

HEAR – Higher Education Achievement Report

SHIP – Sheffield HEAR Implementation Project (technical aspects)

DARE – Digital Academic Records Exchange (secure online delivery of HEAR) The diagram below illustrates the linkages between these projects and to the JISC Courses Data Project. The key UoS staff associated with each project are also shown. The Programme Information Management (PIM) Project (in grey below) has previously reviewed programme information management at a more general level and was a precursor to the PROMS project.

1.8 Constraints As with any project there will be constraints on staff time.

Related risks are assessed in the Risk Management section 1.10 below.

1.9 Assumptions



Assumptions are being made about outside support, which will include funding and technical applications. A key assumption is that this project will receive JISC funding, which will support the continued employment of project support staff and allow the University to reconsider the way that programme data is managed on the University’s Corporate Information System. The project is relying on the provision of a validator and a proof-of-concept aggregator in spring 2012 in order to test the XCRI-CAP feeds generated thus far. Further assumptions are made about the adoption of XCRI-CAP as a standard by external disseminators of course information, such as UCAS and the commercial aggregator websites to which the University currently supplies information about postgraduate courses. Finally, it is assumed that the eventual output will be sought and used by its intended audience, prospective students.

1.10 Risk Analysis

Risk Description Probability (P)

1 – 5 (1 = low

5 = high)

Severity (S) 1 – 5

(1 = low 5 = high)

Risk Score (PxS)

Detail of action to be taken (mitigation / reduction / transfer /

acceptance)

Loss to project of key staff

2 5 10 Identify alternative resources in case of unexpected absence. Investigate whether extra resources could either be involved or shadow any work dependent on a single member of staff. Ensure complete records of work are available at any point.

Poor capture of full user requirements

1 5 5 Focus on User Requirements capture at start of project.

+ Best people with appropriate knowledge and authority to decide and time to be involved + Accountable process owners + Executive leadership and ongoing involvement

Internal processes are inadequate

5 5 25 Use business process maps to inform streamlining of internal processes in preparation for XCRI-CAP.

Data is of inadequate quality

4 5 20 Data that is missing or out of date is even more damaging when shared externally. Checks on the currency of information should be embedded in internal data-sharing processes.

Poor intra-project communications

1 3 3 This risk has been lowered as a result of the work undertaken during Stage 1 to build staff networks and develop effective channels for communication (Uspace collaborative work portal, ‘programme data catch-up’ sessions). Staff are aware that they must notify Project Manager of significant events and team meetings, and notify of any relevant outcomes.

Overspend budget 1 2 2 Maintain records of spending & review these regularly



Outcome does not meet user requirements/ expectations

2 5 10 + Refer back to user requirements + Seek feedback and follow recommendations + User testing before live implementation + Clarity about aims and scope of project to manage user expectations.

Cannot appoint suitably skilled Java Developer by 1 Feb 2012

5 5 25 We may have to appoint later than we would like or provide some training to increase productivity. We shall ensure that we have an advert ready to go as soon as JISC funding is approved.

1.11 Technical Development As we have an in-house development team to support our in-house systems that cover the full student journey we are technically capable in producing Java and XML as well as Oracle Forms solutions for our services. We have skilled DBAs supporting our central Oracle database supporting all University-wide systems in one Corporate Information System (CIS) database. We are also making growing use of our SAP PI Enterprise Service Bus (ESB) for systems integration. This was initially used to integrate between our SAP HR and Finance systems and the rest of CIS, but has more recently been adopted as the preferred solution for integrating any non-SAP systems. We have expertise in this area too. We have standards that can be used by developers bought in to assist with new projects.

1.12 Standards

Name of standard or

specification

Version Notes

XCRI-CAP 1.2 Current UK data standard for exchanging course information. Recommended by JISC and common to all institutions involved in the wider project

Java Development

Internal wiki available to CiCS staff only https://cicswiki.shef.ac.uk/wiki/Java_Best_Practice

BS EN 15981 2011 Data specification for the HEAR from the adoption of the specification European Learner Mobility Achievement information (EuroLMAI) [Diploma Supplement]

HEAR Technical

As updated 16 April 2010

Technical architecture considerations for implementing the HEAR http://wiki.cetis.ac.uk/Technical_architecture_considerations_for_implementing_the_HEAR

Student HESA 2011 HESA specification for the student HESA. Statutory return. http://www.hesa.ac.uk/index.php?option=com_studrec&Itemid=232&mnl=12061

KIS Sept 2011

KIS statutory return (HEFCE) http://www.hesa.ac.uk/index.php?option=com_studrec&Itemid=232&mnl=12061

Project Management

http://www.shef.ac.uk/cics/projects/projectmanagers

1.13 Intellectual Property Rights

https://cicswiki.shef.ac.uk/wiki/Java_Best_Practice

















http://wiki.cetis.ac.uk/Technical_architecture_considerations_for_implementing_the_HEAR























http://www.hesa.ac.uk/index.php?option=com_studrec&Itemid=232&mnl=12061

































































Intellectual property rights (IPR) for project outputs created by staff at the University of Sheffield will remain with the University. Project outputs will be made available, free at the point of use, to the UK HE and FE community in perpetuity, and may be used by JISC in accordance with the conditions of the grant.

2 Project Resources

2.1 Project Partners There are no project partners, although we agree to work closely with other members of the University Forum for In-house Student Systems (UFIS) such as Coventry.

2.2 Project Management Each of the individual Projects that are being pulled together for what we consider to be a Programme of course-related projects are using the more formal Project Management documentation. http://sheffield.ac.uk/cics/projects/projectmanagers We shall continue the fortnightly meetings established in Stage 1 to pull together the work being done by each of the internal course information/data projects and the work being undertaken by this project’s Project Support Assistant. This individual will also report progress to the Project Manager on at least a weekly basis, and collaborate on necessary documents. All projects report to the Corporate Information and Computing Services (CiCS) Service Strategy Board (SSB) chaired by the Director of CiCS and includes the 3 Assistant Directors of CiCS and the 7 CiCS Service Managers. Course-related projects will also report to the Learning & Teaching Strategy Advisory Board (SAG) chaired by one of the Faculty Directors of Learning & Teaching (Faculty of Science) and includes representatives from Professional Services and each of the University’s five Faculties and a Student representative. CiCS have adopted ITIL standards for service management. UoS staff with key roles for the management of Stage 2 of the Courses Data project are listed below.

Member Name Role

Dr Helen Grindley Project Director

Anne Rodgers Project Manager

Isabel Virgo Project Support Assistant (JISC funded)

Helen Grindley is an Assistant Director of Student Services at the University of Sheffield and is the Head of the Student Administration Service. This Service includes the Taught Programmes Office, which manages the records processing on the University’s student records system for undergraduate and taught postgraduate students. She is a participating member of the 2nd wave of the national HEAR trial headed by Sir Bob Burgess, and she leads the HEAR Steering Group at the University.

Anne Rodgers is the Development Team Leader within the Technical Services section of CiCS and manages 20 Java/Oracle/SAP developers. She is the project manager for the SHIP and DARE projects which are the two technical work streams for the University of Sheffield HEAR Project. She is

http://sheffield.ac.uk/cics/projects/projectmanagers

















also an active member of external groups such as UFIS, Learning Records Service (LRS) Advisory Group the SAP Higher Education and Research User Group. She has (Association of Project Management) APM Project Management qualifications.

Isabel Virgo is a recent MA graduate from the University’s Information School. She has been assisting on the project throughout Stage 1 and is now well acquainted with the University’s course data processes. She has been regularly communicating with the teams leading all of the ongoing course-related projects. She has been helping to join up this work and is in the process of creating business process maps and a report, which will inform the next stage of the JISC project.

2.3 Project Roles

Team Member Name Role Contact Details Days per week to be spent on the

project

Helen Grindley Project Director and Project Lead for HEAR

[email protected] 0.25

Anne Rodgers Project Manager, also Project Manager for SHIP and DARE

[email protected] 1

Isabel Virgo (JISC Funded Post)

Project Support [email protected] 5

Chris Attwell Project Manager for PROMS


Rhiannon Birch Project Manager for KIS


Dave Stanley Project Manager for Re-thinking the Prospectus


Helen Tattam Project Support on HEAR and SHIP Projects


Phillip Russell-Lacy

HESA Returns [email protected] 0.25

Anne Cutler

Programme Structures (CIS)


Arlene Wragg

Admissions Service [email protected] 0.25

To be agreed Project Manager for On-Line Programme Management System (OPMS) Project

- 2

To be appointed (JISC Funded post)

Java Developer - 5

Andrew Russell

Technical Support [email protected] 1

2.4 Programme Support



We may need support from JISC on XRI-CAP and Enterprise Architecture in the form of training and engagement with other institutions and JISC working on tightening the definition of XCRI-CAP.

3 Detailed Project Planning

3.1 Evaluation Plan

Timing Factor to

Evaluate

Questions to

Address

Method(s) Measure of Success

Formative Progress Have project milestones been met?

Mid-stage reporting & evaluation

Milestones have been met.

Formative Progress Are deliverables on schedule?


Deliverables are on schedule.

Formative Progress Are there barriers to progress?


No barriers to progress.

Formative Progress Is project communication effective?


Effective communication.

Summative Outputs Were the objectives met?

Final Reporting & evaluation

Objectives were met.

Summative Outputs Were stakeholder benefits realised?

Final Reporting & evaluation

Benefits were realised.

3.2 Quality Assurance

Output /

Outcome Name Fully functioning XCRI-CAP feed

When will QA be

carried out?

Who will carry out the QA

work?

What QA methods / measures will be used?

Spring 2012 Project team / JISC programme support

Technical testing using validator.

Spring 2012 Project team / JISC programme support

Functional testing using demonstrator aggregator.

Spring 2012 Project Team Check data quality and usability.



Output /

Outcome Name Streamlined course data processes

When will QA be

carried out?


work?


Spring 2013 Project team and advisors (attendees at programme data catch-up sessions)

Verify that processes meet requirements of key course data projects; feedback sought from relevant staff across the University.

Output /

Outcome Name More joined-up work on other course data projects

When will QA be

carried out?


work?


Deadlines of other

projects

All project teams (representatives belong to this project’s team)

Verify that quality of data meets requirements of all projects; projects deliver on time and no connections between the projects are missed.

Output /

Outcome Name Reduced administrative burden

When will QA be

carried out?


work?


Following any

process changes

Project team Feedback sought from relevant staff.

Output /

Outcome Name Improved data quality

When will QA be

carried out?


work?


Prior to generation

of XCRI-CAP feed

Project manager Check situation against ‘as is’ state recorded on the Self-Assessment Framework during stage 1, and verify that desired improvements have been made.

3.3 Dissemination Plan

Timing Dissemination Activity

Audience Purpose Key Message

Throughout Attend JISC programme meetings

Participating institutions (a range of key people including technical staff and project managers)

To share experiences and advise those with similar issues

Sharing relevant experiences, getting feedback



Throughout Update UoS website and internal USpace, contribute to email discussions

Internal stakeholders, JISC programme support and project staff at participating institutions

To inform interested parties about progress on the project

Informing on progress; seeking involvement & feedback

According to programme schedule

Create and disseminate reports

JISC, the HE and FE sectors, internal stakeholders

To provide a formal summary of progress and outcomes

Informing on progress; evaluating outcomes

Fortnightly throughout

Programme Data Catch-Up sessions

Project team and project advisors, who represent significant end-users of programme data within the University

To exchange news, discuss shared issues, and ensure joined-up work on projects

Informing on progress; seeking involvement & feedback

Early 2012 Create blog post for SROC website (web manager is Phillip Russell-Lacy)

Student Records Officers To publicise the course data project and share experiences at Sheffield

March 2012 Attend Student Records Officers Conference and lead a workshop

Student Records Officers As above, and additionally to gather feedback from this interactive breakout session

TBA Staff training Internal staff in CiCS XCRI-CAP technical training - see outputs

3.4 Exit and Embedding Plans

Project Outputs/Outcomes Action for Take-up & Embedding Action for Exit

XCRI-CAP feed Once created, the feed will be managed internally. Take-up is somewhat dependent upon the extent to which the standard is adopted by aggregators.

Streamlined course data processes

Streamlined course data processes Streamlined course data processes

More joined-up work on other ongoing projects

Close collaboration with other projects, through programme data catch-up sessions and project board meetings, will enable joined-up working practices to be embedded throughout the lifecycle of all projects.

When other projects reach their conclusion (e.g. when responsibility for ongoing operation of applications is assumed by non-project staff), this project’s involvement will end.

Project website & blog Website and blog will be promoted internally and to the sector, particularly through the JISC programme channels, and through the SROC website and workshop.

Will be hosted by the University for three years, and after this time the project manager will assist JISC with archiving the content.

Information on the SROC blog & website

Most recent blog post will be displayed on SROC homepage, gaining the attention of Student Records Officers and increasing

Blog posts and documents will be archived and remain available to all.



interest in the project.

Internal deliverables from Stage 1

Stage 1 outputs included business process maps and a report of the ‘as is’ to accompany these. These are being shared with relevant staff across the University via the project USpace area (similar to Google Docs)

USpace maintained by project manager

3.5 Sustainability Plans

Project Outputs Why Sustainable Scenarios for Taking Forward

Issues to Address

XCRI-CAP feeds It is the main objective of the project to provide a sustainable operational service i.e. sustainability will be addressed as a key part of the project

See Exit plan 3.4 above Decision on ownership

Website & blog

See Exit plan 3.4 above See Exit plan 3.4 above N/A

SROC blog post & documents

SROC website maintained by Phillip Russell-Lacy, a member of our project team.

Blog posts and documents can be archived on the site for as long as the site remains active.

N/A

Project USpace area Maintained as internal resource for duration of project.

Responsibility after project ends

Appendices

Appendix A. Project Budget Separate Excel spreadsheet - financial budget JISC Course Data Stage 2 Nov 11

Appendix B. Workpackages Separate Word document – workpackage JISC Course Data Stage 2 Nov 11

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