John Richards

Email Clients Replacement Project Board 5 April 2006

2 Agenda

1. Introductions and Apologies for Absence

2. Project Board Structure

3. Project Initiation Document

4. Project Plan

5. Any Other Business

6. Date of Next Meeting

3 Project Board

ICT Programme

Senior Users Executive Senior Suppliers

Project Manager

Project Board

4 Project Board Membership

Executive Tim Phillips, Information Services

Senior Users Stephen Brooke, Medical & Veterinary Sciences

Richard Abraham, Medicine & Dentistry

Christine Hall, Arts

Cathryn Gallacher, Support Services

Colin Knowles, Social Sciences and Law

Stephen Gundry, Engineering

Vacancy, Science

Senior Supplier Henryk Glogowski, Information Services

5 Executive - role

• Ultimately responsible for the project

• Ensure the project remains focused on its

objectives

• Balance the demands of business, user and

supplier

6 Senior Users - role

• Represent the interests of those who will use the

final products of the project

• Ensure users’ needs are specified correctly

• Ensure user resources are made available

• Liaise with users and prioritise and contribute user

opinions

• Resolve user requirements and priority conflicts

• Brief and advise within faculties

7 Senior Supplier - role

• Represent the interests of those designing,

developing, procuring and operating and

maintaining the project products

• Agree objectives for supplier activities

• Ensure supplier resources are made available

• Contribute supplier opinions

• Resolve supplier requirements and priority conflicts

• Brief and advise management on supplier aspects

8

SupportStaff

UsersTraining

Helpdesk Portal

Project Interfaces

9 Objectives

1. To provide the University’s staff and students with new, functional

and easy to use clients.

2. To provide a webmail client that can be used by the Portal.

3. To ensure that the email system supports and enhances the work of

the University.

4. To provide a secure, reliable and trustworthy system.

5. To reduce the support burden on both users, trainers and IT support

staff.

6. To do so with due regard to the financial implications and limitations.

10

To be done forwebmail and desktop

Release

Install and test

Decide

Evaluate

Shortlist

Get feedback

Approach

Define requirements

Create training Create documentation

Deliver training

11 Requirements and Evaluation

• Discussions with groups of users

• Web site– http://www.bris.ac.uk/ict-projects/emailclients

• Email address for comments

• User on-line survey– http://www.survey.bris.ac.uk/is/emailclientstest– Start on 19 April– Finish on 3 May

• Feedback via Senior Users

• Trials of candidate software

12 Risks

1. An exploit of Silkymail becomes available

2. Training and/or documentation resources are not

available.

3. Deployment resources not available

4. Insufficient resource to carry out communications and

publicity.

5. Requirements of all user constituencies not

addressed

6. Help desk insufficiently familiar with new clients

13 Plan