UCD IT Services IT01 IT Services Website Redevelopment Project ...

IT Services Website Redevelopment — Project Initiation Document 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


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


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.


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.


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


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.


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


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


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


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.


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.


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


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.


Related Documentation

It is often useful to list any related documentation here, such as supporting documentation

provided by the business/customer.

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