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Project Acronym: DCSMH Version: 1 Contact: Alan Phillips ([email protected]) Date: 31 May 2011

of 40 Document title: JISC Project Plan Last updated: April 2007 m:\cg_share\office coordinator\alison\jisc project\project website\jisc project_current.docx

JISC Project Plan

Project Information

Project Identifier To be completed by JISC

Project Title Digital Communication and Student Mental Health

Project Hashtag

Start Date 1 March 2011 End Date 31 August 2012

Lead Institution University of Sheffield

Project Director Dr Andrew West (Director of Student Services)

Project Manager Alan Phillips (Associate Director of Student Services)

Contact email [email protected]

Partner Institutions n/a

Project Webpage URL www.sheffield.ac.uk/dcsmh

Programme Name Relationship Management

Programme Manager Myles Danson ([email protected] )

Document Information

Author(s) Alan Phillips

Project Role(s) Project Manager

Date 31 May 2011 Filename

URL

Access This report is for general dissemination

Document History

Version Date Comments

1 31 May 2012

mailto:[email protected]

http://www.sheffield.ac.uk/dcsmh

mailto:[email protected]


of 40 Document title: JISC Project Plan Last updated: April 2007

JISC Project Plan

Overview of Project

1. Background

At the University of Sheffield we have adopted a strategic approach to student mental health services, originating in our institutional student mental health strategy (2006), and subsequently augmented by a holistic overview report on student mental health (2008), setting out details of the large numbers of our students affected by such difficulties, the range of severity involved and the close relationship between mental health and progression, retention and completion. More recently our report on “Supporting Students with Complex Mental Health Difficulties” (2010) has provided further such data and added to our knowledge about the connection between mental health and the student experience of university life - including the connection with academic performance. We have made important advances in developing mental health services to and the next area in which we need to take steps forward is our ICT provision – the extent to which we use digital communication technologies in the student mental health system to develop our relationship with students and the staff who support them. This seems particularly important, both in terms of: engaging with a generation of students who are completely at ease with advanced digital

technologies and who have integrated them into their lives

and finding ways of improving our ability to communicate with students in an age of financial austerity for HEIs.

2. Aims and Objectives

The ultimate goal (see diagram below) is for a unified ICT “face‟ for Student Mental Health,

via a web interface, which would provide access to a number of resources and digital communication channels for students and staff. More specifically, we intend to create:

A single website for student mental health. Currently each of the services providing mental health services has its own site. We will not replace these sites; rather the new site will be take the form of an umbrella, representing a single and clearer starting point for students and staff.

We will create a new online self-referral process, through which students can make themselves known to mental health services. By means of this innovation, we particularly hope to open up a new channel of communication with harder to reach students.

We will create a new online library of self-help and mental health promotion materials, available through modern digital media. This will be available to both students and to staff supporting students.



Fig 1: Diagram of project structure

Other objectives:

Through the project, to learn more about the use of digital communication technologies, such that we can devise a „digital communications strategy‟. This will inform both our work in student mental health and our work more broadly in Student Services.

Also, to learn more about student engagement. We intend to invite students to work very closely with us in the project, as co-designers and evaluators and this will also inform the way in which we create new policies and services in the future.

3. Overall Approach

Overall strategy

The following are the key strategic themes underpinning the project and against which success will be evaluated:

Service integration - This project is intended to reinforce the integration and collaboration that we already have across our mental health services – presenting a single face to students (and the staff that support them)

Leading edge - The project has a firm focus on technology in an area of service provision where the use of ICT is less developed ie we intend to take a significant leap forward in our use of the most advanced communication technologies, better supporting “digital native” students

User empowerment – we aim for the student voice to be clearly heard, both in the design aspect of this project and in the use, for example, of self-referral processes.



Sustainability – we intend the framework we create to be sufficiently straightforward and robust that we can add to it and develop it over time, beyond the life of the project

Applicability – we intend to develop a framework that any university could adopt and indeed that we could apply to other areas of student support and engagement.

How the work will be structured

As the diagram at fig.1 illustrates, the work of the project will be divided into 3 parts - developing online content, creating an online referral process and creating an over-arching website both to hold this content and to provide a single point of departure for staff and students seeking information and support. Each of these sub-projects will be led by an identified member of staff (or contractor in the case of the website) reporting into the Project Lead, Alan Phillips. The first two sub-contracts will commence immediately, whilst the creation of the website will commence from approximately August 2011. We believe that it is important that we enable the three parts of the project to interact, so that we share thinking and learning and produce a consistent result across the project. In particular we want the website designers to work alongside the other contributors so that their design know-how is integrated into the creation of various elements of content. This will be a challenging but important issue to be addressed during the project. We also intend to involve students in the work of the project to as great an extent as we can manage. We had always wanted students to be involved but our thinking since we received JISC funding has encouraged us to conceive of engaging students as co-designers (and not just stakeholders or customers) as much as possible. That is to say, they will be involved in such a way as to influence the design as it emerges. Each of the sub-projects will be given a small budget for this purpose and helped to identify students to work with them throughout the project. This represents another challenging yet important issue to be addressed during the project. Scope and boundaries of the work The project sets out to develop a functioning website for student mental health issues. It will not deal with the future development of the facility, nor any financial or staffing issues that may arise as a result of the project. However, it is recognised that such issues may form the basis for discussions on exit and sustainability. Critical success factors Factors critical to the success of the project will be: Student engagement – it is critical that students are fully engaged in the project, so that we can be confident that the website meets their needs and expectations. As we have said, student engagement will be an important element of this project. Technical functionality: the website must be of a high technical standard and generally work well. It must also embody a design aesthetic which is attractive to students. This will influence our choice of website developers.



Sustainability: the website and its content must be something that the University is capable of maintaining and developing when the project is completed. Discussions on sustainability will be critical to the longer term success of the project. Interoperability We intend that the website will be compatible with other internal University systems and will be accessible by other HE institutions.

4. Project Outputs

Principally:

The new range of web-based products and services, hosted within the University of Sheffield website, as described above.

Learning and recommendations on the use of digital communication technologies in the student mental health field

Learning and recommendations on the impact of student engagement in major service development initiatives such as this project.

In addition:

A project blog and video

A case study document

Interim and final reports.

Mapping of the mental health services covered in this work and the new on line processes

5. Project Outcomes

Enhanced capability and understanding of good practice in CRM technologies in the specific context of student mental health.

Increased understanding of the effective use of ICT systems to support “at risk‟

students.

An improved experience (in terms of access to and range of support) for students whether on campus or remote

Provision of innovative on-line access to mental health support, more in tune with the expectations of digital native students.

A new approach to web-enabled self-service access to support personalised interaction and self-referral.

Improvements in student retention. Built-in usage tracking and feedback will enable effective evaluation.

Benefits to the JISC community – the above experience to be disseminated through relevant professional networks, at conference presentations and workshops, etc.

6. Stakeholder Analysis

Stakeholder Interest / stake Importance

Students Engaged via service user groups and via the Students‟ Union, which will

High (user focus)



have membership on the project management team

mental health practitioners and expert psychological research input

Involved at all stages as project contributors, as members of a reference group and as members of the project management group

High (professional integrity)

IT practitioners Participation in the project management team.

Medium (system integration)

Student Services team, including senior management

Project sponsorship, additional funding and participation in the project management team.

Medium (service promotion)

Professional community in the HE sector Provision of information via professional associations, networks, conferences, etc

Medium (dissemination)

JISC community Involved via formal reporting, cluster groups and workshops. Also via website and blog.

High (dissemination and shared learning)

7. Risk Analysis

Risk Probability (1-5)

Severity (1-5)

Score (P x S)

Action to Prevent/Manage Risk

Staffing - loss of key project staff.

2 4 8 Contribution from a range of colleagues in an integrated service setting. We will also ensure that the project is fully documented and staff regularly briefing to share learning.

Organisational – project is not managed adequately.

2 4 8 Strong experience of effective project management. Excellent track record of partnership working with the students‟ union. Each sub-project will have a lead responsible for managing an area of the project. We have a strong project group, meeting regularly to assess progress.

Technical – the website and its content does not function to the level we intend.

2 3 6 Strong existing relationship with IT colleagues in the University, who will provide advice and support. We will employ suppliers who have previously delivered effectively.

External suppliers prove to 2 3 6 Use of known suppliers with



be unreliable.

experience of working for the University and thus understanding our needs.

Students are not willing to engage with the project.

Strong support from the Students‟ Union should enable us to develop the engagement we need. We also have a strong track record in this area to build upon.

Legal

1 3 3 Ethical approval will be sought as necessary. IPR and consent issues will also be actively managed.

8. Standards

Name of standard or specification

Version Notes

HTML Xhtml transitional

WSRP 2.0 In Liferay portal

LDAP 3.0

CAS 3.3.5 Authentication

9. Technical Development

The University is committed to introducing systems based on open standards and platform independence. So, for example, application delivery is via the web wherever practicable ensuring use on a wide variety of client operating systems and environments.

LDAP/CAS is used for authentication of users wherever practicable. Any new systems or applications implemented by the University must be capable of authenticating against a directory accessible via LDAP.

Web applications are developed in Java, using eclipse and the Maven framework, and within an open standard portal framework.

10. Intellectual Property Rights

The intellectual property arising from the project will be owned by the University. This is always the case where members of staff at this institution are concerned (covered in financial regulations) but we will also ensure that it applies to any work we commission by including a provision in contracts and agreements. Where students develop content for us (which may be the case) it will be on a collaborative basis with staff and therefore the intellectual property will again be owned by the University. Where students are videoed or sound recorded they will be asked to sign a form agreeing that any intellectual property created thereby will be owned by the University. If the website includes links to content from other institutions we will seek appropriate permissions.



In the case of the online self-referral process, we may be including a piece of commercial software. It is part of the work package for this aspect of the project to negotiate a suitable

IPR agreement.

Project Resources

11. Project Partners

We will not be creating a consortium. However, we will be subcontracting the design of a website to an external supplier. The process of identifying a supplier has begun and we will provide JISC with details in due course.

12. Project Management

Project management arrangements The project will be overseen by a Project Management Group, which will meet periodically during the course of the project. The names of group members are given below. It is intended that the group includes both direct contributors and other stakeholders. Alan Phillips will lead the project, reporting on progress to both the project group and to Andrew West, Director of Student Services. He will receive administrative support from Alison Cox as Project Officer. We estimate that Alan will devote up to 40% of his time to the project in its early stages and 20% once the website developers are appointed. Alison will devote 10% of her time to the project. Nic Streatfield will lead the work on developing online content and Kim Dent-Brown will lead work on developing a self-referral process. (See details above re website contractor). A detailed project plan will show key milestones and progress will be assessed against them. Membership of project management group

Dr Andrew West (Project Sponsor). Director of Student Services, Chair of AMOSSHE, Vice Chair of AUA and a recent collaborator in JISC projects (referred to above). Alan Phillips (Project Leader). Alan is Associate Director of Student Services, Head of Student Health and Well-Being and responsible for student mental health strategy in the institution. He has successfully led and delivered a number of student services projects, including implementing the resultant service changes. Kate Tindle and Nic Streatfield. Kate is Head of Counselling and a highly experienced psychotherapist. She led our recent study of support to students with complex mental health difficulties. Nic is an experienced counsellor with an in-depth interest in the online use of clinical evaluation tools – he will lead the Developing Online Content aspect of the project. Liz Brewster. Liz is currently completing a PhD in Information Studies and has previously worked in our Counselling Service. She has an interest in the use of new digital media. Liz will be working with Nic Streatfield on Developing Online Content.



Alison Cox. Alison is Office Coordinator in the University Counselling Service and will be working as Project Officer, with responsibility for oversight of finance, planning and other administrative issues. Dr Kim Dent-Brown, School of Health and Related Research. An experienced researcher, Kim will lead the work on an Online Referral process. Kim has recently worked with us on a project concerning the support needs of students with complex mental health difficulties. For career details see: http://www.sheffield.ac.uk/scharr/sections/hsr/mh/psychotherapy/kimdentbrown.html

Dr Graham McElearney, Learning Technologist, from our Corporate Information and Computing Services. He has an extensive track record in developing and supporting e-learning projects in the HE sector. In addition to advising the team on technical issues, he will contribute to our thinking on digital communications strategy. Paul Rodgers, lead on Student Support and Development. Paul is an experienced professional in the field of student support and guidance and will play a lead role on student engagement, ensuring that we identify students who can work with us on each major element of the project. Nikki Bowater. Nikki is the current Students‟ Union Welfare Officer. We have a very well-developed relationship with our Students Union, which is accustomed to working with us on major development projects. When Nikki‟s term of office comes to an end this summer, she will be replaced on the project by her successor. Dr Brendan Stone is a senior university teacher in the Department of English. He has an extensive interest in supporting students with mental health difficulties and in new forms of student engagement. He will provide the academic staff perspective and that of staff supporting students. Jonathan Gleek and Vicky Benjamin will join the project steering group as Student Consultants, ensuring (with the Students‟ Union Welfare Officer) that the student viewpoint is built into the project.

13. Programme Support

We have no internal capability in terms of service design (as far as we know) so support in that area might be helpful.

14. Budget

Budget attached at Appendix A

Detailed Project Planning

15. Work packages

Work packages are included for each major area of the project. The package for the Website Development area is in an outline form only, as we have not yet appointed website developers. This should happen during the next couple of months. Once appointed, one of their responsibilities will be to develop a suitably detailed plan of work.



16. Evaluation Plan

Timing Factor to Evaluate

Questions to Address Method(s) Measure of Success

Formative evaluation continues throughout project. Summative in the final stage.

Success of online content

Is content acceptable and useful to students?

Does it reflect the student voice?

Does it cover all relevant areas?

Are the media used are appropriate?

Formative:

close involvement of students as collaborators and co-designers

feedback from project stakeholders

feedback from focus and user groups

we will open up a special blog to encourage student feedback

Summative

trialling in final stage of project

measurement of hits as the site begins to be used

Students tell us that they find the content useful and relevant to their lives.

Usefulness of the content is reflected in the hits it generates.

As above. Success of online referral process

Does the process prove to be technically feasible?

Is it attractive and useful to the students we are aiming at?

As above but in addition:

feedback from technical stakeholders

feedback from particular student group with which we are most concerned (with complex difficulties) via individuals and focus groups.

Students use the process and find it useful and relevant.

It enables us to get to „hard to reach students‟

As above Success of website

Is the design useful and accessible to students?

Is it technically sound?

Is it attractive to students – does it draw them to the site?

Formative:

close involvement of students as collaborators and co-designers

feedback from project stakeholders

feedback from technical stakeholders

feedback from focus and user groups Summative

trialling in final stage of project

measurement of hits as the site begins to be used

The website works smoothly and is attractive to students

Hits on the website are substantial and sustained.

Draft of strategy ideas at

Learning about digital

What are the learning points as we proceed through the

Formative:

Periodic mini-workshops for project group, We are able to create a

feasible strategy for digital



completion of foundation stages.

Further iterations in development stage.

Final draft at completion of project

communication strategy

project?

How does it enable us to develop strategy in this area, both in mental health and more broadly?

drawing out learning

Inclusion of student consultants in discussions Summative:

Testing out of ideas with broader Student Services and Students‟ Union community

communications.

We are better informed in this area and feel able to apply or learning to the broader student services field.

Formative evaluation continues throughout project. Summative in the final stage.

Learning about student engagement

What impact has student engagement had on the success of the project?

How well have our different methods of engagement worked?

Formative:

Feedback from students and project staff throughout the project, collected via project group meetings, project blog and focus groups

Summative:

Test out final conclusions with main student contributors and project staff in a workshop.

The student perspective is firmly embedded in both project thin king and its practical outcomes and outputs.



17. Quality Plan

Output

Timing Quality criteria

QA method(s) Evidence of compliance

Quality responsibilities Quality tools (if applicable)

Throughout project

Professional standards and accountability-(delivering a product that is „clinically‟ informed)

Involvement of mental health professionals who will form part of the project group, and use expertise drawn from clinical experience and training, current NICE guidelines, and other relevant publications

Attendance of m/h professionals at project group meetings Brief literature review, plus recommendations submitted to project group

Ensuring that the resources developed conform to current guidelines on „best practice‟ for supporting / providing services to those with mental health difficulties

Professional memberships of mental health professionals involved

Throughout project

Accessibility and relevance

Involvement of „student consultants‟ at strategy and delivery stages of the project Involvement of in-house accessibility experts.

Meetings with „student consultants‟ and their attendance at project group meetings

Delivering a product that is accessible and relevant to current students

We have accessibility experts in house (in Computing Services and Disability Support) who can work with us to ensure that the website is accessible by all students.

During foundation stage of project

User safety and well being

Check with UREC (University‟s Research Ethics Committee) with regard to personal data gathered from users

Guidance from UREC Ensuring that the service offered through the product conforms to the University‟s ethical codes

UREC policies and procedures



Throughout project

Technical functioning of website and content

Involvement of IT professionals in all areas of project. Testing of web site and all content in final stage of project, particularly by potential users – students and staff..

All features of website function as planned. Users able to navigate website successfully and find the information they need.

Ensuring that the website has a high level of technical functionality.



18. Dissemination Plan

Timing Dissemination Activity Audience Purpose Key Message At beginning of project and at completion of key stages.

Briefings to:

Student Support Forum

Student Services Strategy Group

Learning and Teaching Committee

Institutional – senior management and academic staff

Feeding learning into key student support and learning and teaching groups.

We are making efforts to further improve and develop services to students in a key retention area.

Progress of project and emerging learning.

During foundation stage of project and then (at least) at completion of each major stage.

Regular briefings to Union sabbatical team

Regular feed of news from project into student community via (for example) Union Facebook newsfeed and other popular channels such as Forge Press

Involvement of students in project management group and delivery activity will aid dissemination.

University student community

Feeding news and learning from the project to the student community, raising awareness of the services being developed and the extent of student engagement involved.

We are developing services that are highly accessible and relevant to students. This process involves students to a high degree.

Progress of project and emerging learning

During foundation stage of project and then (at least) at completion of each major stage. AMOSSHE conference workshop summer 2012.

Contributions to Student Services staff briefing programme

Articles in Student Services newsletter

Enable access to project webpage and blog

Briefings to AMOSSHE Executive via Andrew West (AMOSSHE Chair)

Possible workshop at AMOSSHE conference (Summer 2012)

Student Services staff, internally and externally.

To share learning widely across our own department and with colleagues nationally.

The importance of digital media in communicating with students.

Progress of project and emerging learning.



Timing Dissemination Activity Audience Purpose Key message In foundation stage and at key points thereafter. Conference paper post-project.

Briefings to Heads of University Counselling Services (HUCS) and Association for University and College Counselling (AUCC), via mail bases, executive meetings and journals. Possible contribution to AUCC conference (precise date unknown but summer 2012). Internally – feed news to colleagues in clinical services via team meetings and away days.

Community of student mental health practitioners

To share learning with our own staff internally and with colleagues nationally.

Possibility of innovative ways of communicating with students on mental health issues and of creating new service models. Progress of project and emerging learning.

In foundation stage and at key points.

Briefing to local IT staff via their electronic newsletter and Director‟s blog. Enabling access to project website and blog. Involvement of local IT staff in project will aid dissemination.

University of Sheffield IT community.

To share learning with our own staff internally and with colleagues nationally.

Raising awareness of application of digital media in student support field. Reinforcing need for IT and Student Services collaboration on such issues.

Throughout project, as per JISC requirements.

Project blog, available to other project participants. Interim and final reports Participation in cluster group News and leaning made available on project website.

JISC community

To share learning with JISC staff and participants in JISC programmes. Enhancing JISC knowledge base in his area.

News and learning emerging from the project.



19. Exit and Sustainability Plans

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

New services (online content and online referral within new website)

The new services will be absorbed into existing student mental health infrastructure within Student Health and Well Being. Key contributors to project will stay with new services as they are embedded. Website developers will formally handover site to internal staff. A marketing campaign will be required to alert students to the new services. However, we intend that much of this awareness raising will have been done through our dissemination activity.

Clarify responsibilities for operational management of service. Training for staff responsible for updating content and maintain website. Appropriate documentation made available.

Learning re digital communications

The learning on digital communication strategy will be formally written up and disseminated. Digital communications will become a key feature of our local student mental health strategy, managed by our strategy leadership group. It will also be taken up in the periodic process of reviewing the broader Student Services strategy.

Summarise learning. Formally include in Student mental health strategy for post-2012

Learning re student engagement

As above, the learning on student engagement will be formally written up and disseminated. It will also become part of our student mental health strategy, as above. Likely to be taken up in broader Student Services strategy too.

Summarise learning. Formally include in Student mental health strategy for post-2012



Project Outputs Why Sustainable Scenarios for Taking Forward Issues to Address

New services (online content and online referral within new website)

This is very much a service development project, albeit we are also keen to generate strategic learning, so our intention is very much to create services/facilities that will last. It is anticipated (see above) that the new website will be absorbed into the locally managed student mental health infrastructure.

Incorporation onto local infrastructure, managed by an existing Service Head.

One of main project leads remains heavily involved in management and development of these web facilities.

Arrangements are developed with local IT practitioners for ongoing technical support.

Where the new facilities best fit organisationally

Who is best equipped to manage the new facilities

The extent to which we can depend on local IT support. This may depend upon the technical options we choose.



Appendix A - Project Budget

Directly Incurred Staff

August 10– July 11


TOTAL £

Bought in from SCHARR £2000 £8000 £10000

Bought in from External Supplier £0 £15000 £15000

Total Directly Incurred Staff (A)

£2000 £23000 £25000

Non-Staff August 10– July 11


TOTAL £

Travel and expenses £200 £1800 £2000

Hardware/software £500 £2000 £2500

Dissemination £250 £2250 £2500

Evaluation £250 £2250 £2500

Other £530 £3920 £4450

Total Directly Incurred Non-Staff (B)

£1730 £12220 £13950

Directly Incurred Total (C) (A+B=C)

£3730 £35220 £38950

Directly Allocated August 10– July 11


TOTAL £

Staff £6805 £20245 £27050

Estates £846 £3845 £4691

Other £3912 £17784 £21696

Directly Allocated Total (D) £11563 £41874 £53437

Indirect Costs (E) £ £ £

Total Project Cost (C+D+E) £15293 £77094 £92387

Amount Requested from JISC £20000 £40000 £60000

Institutional Contributions £0 £32387 £32387

Percentage Contributions over the life of the project

JISC 65 %

Partners 35 %

Total 100%

No. FTEs used to calculate indirect and estates charges, and staff included

No FTEs 0.23 2010/11 0.53 2011/12

Which Staff Grade 8 2010/11 0.08fte - 2011/12 0.16fte Grade 5 2010/11 0.16fte – 2011/12 0.37fte



Appendix B. Work Packages

JISC WORK PACKAGE - ‘DEVELOPING ONLINE CONTENT’

WORKPACKAGES Month 1 M

2A

3 M

4 J

5 J

6 A

7 S

8 O

9 N

10 D

11 J

12 F

13 M

14 A

15 M

16 J

17 J

18 A

1: Planning 2: Scoping topics & delivery methods

3: Writing Project Blog 4: Student Engagement Activities

5: Reviewing Scoping results with students and project group

6: Creating content – How to stay well

7: Creating content – Self Help

8: Creating content – Signposting

9: Creating content – Staff Resources

10: Linking content with online referral process

11: Reviewing content



with students and project group

12: Testing web portal

Project start date: March 2011

Project completion date: August 2012

Duration: 18 months

Work packages Start End Outputs

Milestones

Responsibility

WORKPACKAGE 1:

Objective: Planning

1. Internal project communication (uspace)

March 2011

April 2011

Creation of uspace group Uspace group set up LB

2. Categorising findings system

March 2011

April 2011

Creation of spreadsheet for collating information in consistent manner (excel)

Excel spreadsheet set up LB

3. Plan external strategy to encourage stakeholder contributions

March 2011

June 2011

Explore options e.g Facebook, Twitter, blog etc

Online forums, social networking accounts established

NS & LB

4. Time commitments and budget

March 2011

April 2011

Prepare project plan Project plan presented NS



WORKPACKAGE 2:

Objective: Scoping topics

5. Scoping existing digital communication for the topic - Sleep

Apr 2011

5th May Collation of useful websites Collation of useful content Examples of successful delivery methods

Report detailing links to possible signposting options, content headings and suggested

method(s) of delivering content

NS & LB

6. Scoping existing digital communication for the topic – Managing Transitions, loneliness & homesickness

May 2011

5th May Collation of useful websites Collation of useful content Examples of successful delivery methods



NS & LB

7. Review first two scoping exercises

May 2011

May 2011

Is the process working? Are we being consistent?

Improve data collection methods and if necessary refine spreadsheet

NS & LB

8. Scoping existing digital communication for the topic – Relationship Difficulties

May 2011

May 2011

Collation of useful websites Collation of useful content Examples of successful delivery methods



NS & LB

9. Scoping existing digital communication for the topic – Academic Difficulties (Time Management, Procrastination, Exam Stress)

May 2011

May 2011




NS & LB

10. Scoping existing digital communication for the topic – Low self esteem/low confidence

June 2011

June 2011




NS & LB

11. Scoping existing digital communication

June 2011

June 2011

Collation of useful websites Collation of useful content


NS & LB



for the topic – Anxiety Examples of successful delivery methods


12. Scoping existing digital communication for the topic – Bereavement & Loss

June 2011

June 2011




NS & LB

13. Scoping existing

digital communication for the topic – Self harm & suicidal thoughts

June 2011

June 2011




NS & LB

14. Scoping existing digital communication for the topic – Depression

July 2011

July 2011




NS & LB

15. Scoping existing digital communication for the topic – Eating Disorders

July 2011

July 2011




NS & LB

16. Scoping existing digital communication for the topic – Wellbeing/Happiness

July 2011

July 2011




NS & LB

17. Scoping existing digital communication for the topic – Food & Mood

June 2011

June 2011




NS & LB

18. Scoping existing digital communication for the topic – Exercise

June 2011

June 2011




NS & LB



WORKPACKAGE 3: Objective: Content Project Blog

19. Create project blog May 2011

May 2011

Create a student focused blog about the project

Project Blog created

NS & LB

20. Maintain and promote blog

May 2011

Sept 2012

Maintain blog with fortnightly (at least) entries and use associated social networking links e.g. twitter feed, facebook, Student Union resources to find ‘friends’ of the project

100 followers of the project NS & LB

21. Use blog as a means to raise awareness/interest in the project of students

May 2011

Sept 2012

Consider competitions – e.g. naming rights, Seek students interested in creating content for project, carrying out interviews, focus group participants etc

200 followers of the project NS

WORKPACKAGE 4: Objective: Student Engagement Activities

22. Use existing links with groups of students from current student services contacts in

May 2011

Speak to Mentors, Complex project group, contact counselling clients, DDSS clients, international students,

Creation of focus groups, registration of 50 interested individuals for project

NS & others



order to encourage involvement in the project

mature and postgraduate students

23. Use existing links with groups of students from student union contacts in order to encourage involvement in the project

May 2011

Speak to Student Union affiliated groups and societies

Creation of focus groups, registration of 50 interested individuals for project

NS & others

WORKPACKAGE 5: Objective: Reviewing Scoping results with students and project group

24. Review results with Project Group

July 2011

March 2012

List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings

Provision of scoping review document for each topic

NS & LB?

25. Review results with other student services staff

July 2011

March 2012

List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E


NS & LB?



Any gaps in scoping findings

26. Review results with students;

Focus Groups

Interested individuals

Through Blog

Student Union

July 2011

March 2012

List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings


NS & ?

27. Review results with IT staff and website designers

Aug 2011

List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings List of questions re IT ‘capability


Provision of technical questions re IT capability

NS & ?

28. Barriers List possible barriers to using or developing content e.g.

Intellectual Property issues

Costs

Language issues

Provision of list of potential hurdles NS & LB

29. Feedback Cycle Collate feedback Create content & delivery plan Repeat 18,19,20 to ensure stakeholder buy in of plan

Review, adaptation and then provision of content & delivery plan

All



WORKPACKAGE 6: Objective: Creating content – How to stay well

30. Writing text content June 2011

Draft text content for website Provision of draft text for review NS

31. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g. Podcasts, Video

Sep 2011

Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging students to create their own content

Provision of draft content for review

32. Engagement with web designers

Ensure content development fits into available IT resources & standards

Confirmation that delivery methods remain consistent with web portal’s capability

WORKPACKAGE 7: Objective: Creating content – Self Help

33. Writing text content June 2011


34. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g.

Sep 2011

Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be




Podcasts, Video

encouraging students to create their own content




WORKPACKAGE 8: Objective: Creating content – Signposting

36. Writing text content May 2011


37. Designing appropriate Signposting path

Aug 2011

Ensuring Signposting is relevant to students and easy to follow

Provision of Signposting pathway NS & LB

38. Checking Signposting links work

Ensuring signposting links work Recommending technology to check for broken links Ensuring language for links is relevant to the student audience

Provision of Signposting accuracy plan

39. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g. Podcasts, Video

Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging students to create their own content







WORKPACKAGE 9: Objective: Creating content – Staff Resources for helping students

41. Reviewing current Staff resources

Oct 2011

Review all current staff web resources Be informed by the findings of previous workpackages

Provision of review of existing staff resources NS & ?

42. Review results with interested staff;

Focus Groups

Interested individuals

Through Blog

Nov 2011

List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more available to staff Any gaps in scoping findings

Provision of draft text for review

43. Writing text content Nov 2011

Draft text content for website Provision of draft text for review

44. Producing other delivery content (to be advised once other workpackages have been completed)

Nov 2011

Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging staff to create their own content







WORKPACKAGE 10:

Objective: Linking content with online referral process

46. Link content with online referral process

Oct 2011

Ensure that content is appropriate to the online referral process. E.g. that appropriate content is available at different points along the online referral process

Joined up content and online referral pathways NS & KDB

WORKPACKAGE 11: Objective: Reviewing content with students and project group

47. Reviewing content and delivery of How to stay well

Dec 2011

Test out suitability of created content and delivery methods using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal

Content & Delivery method ready for trialling

48. Reviewing content and delivery of Self

Dec 2011

Test out suitability of created content and delivery methods




Help using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal

49. Reviewing content and delivery of Signposting

Dec 2011

Testing out ease of navigation and design of signposting links using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal


50. Reviewing content and delivery of Staff Resources

Dec 2011

Testing out ease of navigation and design of signposting links using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal


51. Review all content and design with web designers

Review all content and design with web designers




WORKPACKAGE 12: Objective: Testing Web portal

Testing web portal June 2012

August 2012

Using project friends – both staff and student to test the web portal capability and ease of access before actual go live date

Members of Project Team:

Name Role

Nic Streatfield Lead on developing online content

Liz Brewster Assistant – scoping, creating and curating online content.



JISC WORK PACKAGE – ‘ONLINE SELF-REFERRAL’

WORKPACKAGES Month 1 M

2A

3M

4 J

5 J

6 A

7 S

8 O

9 N

10 D

11 J

12 F

13 M

14 A

15 M

16 J

17 J

18 A

1: Planning 2: Negotiating access and IP rights with CORE-IMS

3: Investigation of existing models

4: Iterate drafts of pathway shape and text

5: Write/rewrite and test coding to navigate pathway

6:Road test current version of pathway with advisory panel

7: Release, testing and feedback from University community

Project start date: March 2011

Project completion date: August 2012

Duration: 18 months



Workpackages Start End Outputs

Milestones

Responsibility

WORKPACKAGE 1:

Objective: Planning

1. Internal project communication (uspace)

March 2011

June 2011 Creation of uspace group Uspace group set up KDB

2. Recruit core writing team March 2011

June 2011 Team established Mailing list of team members KDB

3. Time commitments and budget

March 2011

June 2011 Prepare project plan Project plan presented KDB

4. Recruit student tester panel

November 2011

December 2011

Testing panel recruited Email to potential testers from among previous student collaborators

WORKPACKAGE 2:

Objective: IP rights and

access

5. Agree level of input required from CORE

June 2011 June 2011 Decision from team on level of input required from CORE

Discussion date to agree strategy

6. Negotiate access and costs with CORE-IMS

June 2011 July 2011 Formal agreement with CORE over intellectual property, costs and responsibilities

Meeting/discussion with CORE/IMS to agree terms

WORKPACKAGE 3: Objective: Investigation of existing models

7. Identify other June 2011 September List of links to websites Email to project team to ‘snowball’ possible links



institutions/agencies using analogous approach

2011 with similar aims/processes

8. Testing/evaluating existing models

June 2011 September 2011

Report document detailing features of other sites and learning for this project

Report presented to project team

WORKPACKAGE 4: Objective: Iterate drafts of pathway shape and text

9. Paper version of pathway along with draft text for each page

August 2011

October 2011

Final version of links and text to coders

Meeting mid-way each month to present and discuss current version

WORKPACKAGE 5: Objective: Write/rewrite and test coding to navigate pathway

10. Draft coding for webpages October 2011

March 2012 Draft of website pages available for technical testing

Two iterations – end Nov 2011, end March 2012

11. Internal testing for technical performance

October 2011

April 2012 Pages ready for release to internal tester/s

Two iterations – end Dec 2011, end April 2012

12. Feedback from testing October 2011

April 2012 Feedback delivered to coders

13. Amendments prior to release to student panel

March 2012

April 2012 Working version available for student panel



WORKPACKAGE 6: Objective: Road test current version of pathway with advisory panel

14. Student panel for testing and comment

January 2012

February 2012

Comments returned from user panel

Meeting to discuss pages and formulate comments

May 2012 June 2012

WORKPACKAGE 7: Objective: Release, testing and feedback from University community

15. Release to full University community

July 2012 Webpages available throughout Uni community via secure login

Pages go ‘live’

16. Feedback from users Feedback collated ‘Beta release’ feedback page on website

17. Feedback reporting August 2012

Report on technical performance and student feedback prepared


Name Role

Kim Dent-Brown Lead for Development of Online Self-Referral Process



JISC WORK PACKAGE – ‘WEBSITE DEVELOPMENT’ (Note: in outline until website developers are appointed)

WORKPACKAGES Month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

M A M J J A S O N D J F M A M J J A

1: Contact with potential developers

2:Discussions with internal technical advisors

3: Appointment of developers

4: Planning

5: Website development

6: Liaison with other project leads

7: Student engagement

8: Trialling (‘fallow’) period

9. Improvement/adjustment

Project start date: 1

st March 2011

Project completion date: 31st August 2012

Duration: 18 months



WORKPACKAGE 1:

Objective: Contact and discussions with potential developers

18. Identify potential developers March 2011 March 2011 List of three/four developers known to University List produced AP

19. Set up meetings April 2011 May 2011 Meetings arranged Meetings in diary AP

20. Meet and discuss project with potential developers

April 2011 May 2011 Assessment of: interest from developers, level of experience and technical competence.

Assessment satisfactory, such that can go forward

with invitations to quote for work.

AP

WORKPACKAGE 2:

Objective: Discussions with internal technical advisors

21. Meet with internal technical advisors

May 2011 May 2011 Assessment from computing and marketing standpoints as to best options for website development

Approach agreed – can form foundation for brief to

developers

AP

22. Involve technical advisors in process of selecting developers.

June 2011 July 2011



WORKPACKAGE 3:

Objective: Appointment of Website Developers

23. Write brief for website developers and invite to submit proposals

June 2011 June 2011 Brief which is informative for developers and covers all of our needs.

Brief written in good time and agreed by all parties

internally.

AP

24. Set up interviews and appoint developers

June 2011 July 2011 Developer appointed

WORKPACKAGE 4: Objective: Planning

25. Development of more detailed work plan for remainder of project

July 2011 August 2011

Developer will develop a detailed work plan to cover period September 2011 – August 2012

Plan received and agreed by project manager

WORKPACKAGE 5: Objective: Website development

26. Development of web pages to house content produced by other sub-projects

September 2011

April 2012 Comprehensive website capable of housing content produced during the project; creative and attractive to student users.

Website meets all criteria agreed at outset – ready for

trialling.



WORKPACKAGE 6: Objective: Liaison with other project leads

27. Liaison with other project leads September 2011

April 2012 Liaison required between website developers and other project leads to ensure that the website both looks good and works well.

Good interaction between sub-projects results in both

high level of design creativity and technical

performance.

WORKPACKAGE 7: Objective: Student engagement

28. Work with students throughout project to ensure that website meets their needs

September 2011

April 2012 Website developers involve students in design and testing activities.

WORKPACKAGE 8: Objective: Trialling ‘fallow’ period

29. May 2012 August 2012

Website operates for trial period with student and staff engagement.

Website ready to trial.



WORKPACKAGE 9: Objective: Improvement/adjustment

30. August 2012 August 2012

Any faults or gaps noted in trialling/fallow period are put right.

Website fully functional and ready to launch by end of

period.


Name Role

Website Developers Not yet known

(Alan Phillips – Project Manager – responsible for first phases of this work package).

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