Họ và Tên: Nhữ Anh Thư.

Lớp: K62CACLC2.
MSSV: 17021342.
Trường: Đại học Công Nghệ.

IT PROJECT: CARD SERVICE FOR ONLINE DISTANCE

LEARNING STUDENT OF THE UNIVERSITY OF EDINBURG.

1. Info.
 Project: Card Services for Online Distance Learning Student.
 Code: DEI006.
 Programme: Z. Distance Education Initiative (DEI) (closed
2012/13).
 Project Manager: Donna Cruickshank.
 Project Sponsor: Bryan MacGregor.
 Current Stage: Close.
 Status: Closed.
 Start Date: 13-Feb-2011.
 Close Date: 02-Nov-2012.
 Programme Priority: 1.
 Overall Priority: Normal.
 Category: Discretionary.

2. Introduction.
 The Distance Education Initiative (DEI) programme will develop
high quality Online Distance Learning (ODL) postgraduate
programmes for a significant student cohort, and provide a high
quality and flexible approach to study off campus.
 Currently, the card application process is entirely paper-based.
Paper forms are sent to the student home’s address. Student check
their detail, add a photo to the form and the return it to the
University. Card services print all the cards in bulk over the summer,
and student collect their card at the start of the semester.

 There are many disadvantages to this approach for ODL students.

The current method relies on a mail service and this can be sub-
optimal in some countries. The current method gives a poor
impression of the University especially for students who are
expected to complete their studies fully online.

 This project will make changes to the Card System so that:

 ODL students can send photos electronically. To be extended

to non ODL, staff and visitors later.
 Card services are able to identify which students are ODL to
ensure their student cards are posted out to them, rather than
expecting them to be collected at the start of the semester.
 Card Reporting and Card Front Office are enhance in second
phase.

 Phase 1 to provide an ODL flag to card service went live on 24

july 2012.
 Phase 2 to provide an image upload portlet available from MyEd
and an application for Card Services to manage those images, is
built and peer testing starts on 27 Aug 2012.
3. Roles and Stakeholders.

Role Who Responsibilities

Project Donna Cruickshank Runs the project from
Manager day to day on behalf of
the Project Sponsor. The
Project Manager ensures
that the project
deliverables are of the
required quality.
Program Maurice Franceschi Responsible for
me successful delivery of the
Manager programme of which this
project is part.
Project Bryan MacGregor Responsible for the
Sponsor success of the
project. Has to ensure
that the project benefits
are realised and that the
project gives value for
money. To agree project
ToR
Reports to Steering
Group
Business Barry Croucher To agree project ToR,
Lead- ensure business
USD requirements are
delivered
DEI Exec Jeff Haywood, Bryan Lead DEI work (strategy
MacGregor, David and operation). Reports
Dewhurst, Amy to DEI Steering Group
Woodgate and Sarah
Gormley
DEI Sarah Gormley Responsible for
coordinat programme planning,
or programme briefs,
liaising with DEI
Steering Group and DEI
Exec
Service Paul MacLachlan To review ToR, BRD
Owner for
To UAT solutions
Card
Services
Service Martin Morrey To review BRD
Owner for
To UAT solutions
MyEd
WIS Dave Berry Represents the IS groups
representa who will design, develop,
tive and facilitate, and implement
Senior the project. Is empowered
Supplier to make decisions on
their
behalf. Responsibilities:

 Ensuring project
plans, proposals and
specifications are
feasible and
realistic.
 Committing
supplier resources.
 Ensuring the quality
of the project
deliverables and the
overall technical
integrity of the
project.
 Ensuring that the
project deliverables
are reliable,
appropriately
integrated and can
be
maintained efficient
ly.
Business Donna Cruickshank To carry out business
Analyst from IS Project services analysis for the changes
 IS Dev Stella MacKinnon, Paul To analyse and build
analyst/ Ranaldi for Oracle required changes
developer Forms application

Business Karen Osterburg To carry out integration

Process test for the EUGEX
Enhance change
ment for
EUCLID
IS Apps Stefan Kaempf To carry out Integration
Managem Test for the Card System
ent changes
IS Dev Iain Fiddes To implement delivery to
Tech Test and Live

4. Project Scope.

 The scope of this project is:

 to display and use the student ODL flag in the Card System,
 to allow the ODL flag to be used in reporting,
 for ODL Students only, to submit digital images using MyEd
channel. But the Card System’s processes and validation, and
MyEd changes need to be built so that it can be easily reused for
non ODL students, Staff and Visitors at a later date ( to be
planned for the Autumn to apply to students starting in January).
 Out of scope:
 Non ODL student, staff and visitor will not be able to submit
digital images in June, but at a later date.
 There are no changes to the existing functionality: Card
Services staff to retain the ability to upload scanned physical
photographic images to the ‘live’ file storage container, and to
print out form for posting.
 There are no changes to be done to the Door Control system or
the Counter Solutions system.
 The digital image can not be updated after it has been loaded
into the card system.

5. Risk Management.

No Description Impact Risk Management

Dat /Proba Approach
e bility
Rai
sed
1 Changes to Card Services areHigh/ Reduce:
not in Medium 1-Prioritise
place by end June 2012. requirements:
Card Services staff cannot 1.1 Display ODL flag in
identify ODL students and Card System must be in
ODL students cannot place by
submit digital images. end June,
1.2 Allow digital image
submission to be in
place
 Online submission of the by end July for ODL
digital images could students
actually come later than only,
1.3 Requirements that
end of June (so long as it
could be delivered later:
would definitely be
 Front office ODL
coming in July) if the flag display,
ODL flag was in Card  BOXI Card
System. This would allow reporting.
identifying ODL students, 1.4 Requirements which
and so not printing and will
posting them forms for also be delivered later
are
gathering physical image,
the capability for non
knowing that they would ODL students,/ staff,
be submitting digital visitor to submit digital
images. image.

2-Monitor IS staff
resources

3-The current manual

process
to send photos can be
used as
a fall back procedure.

2 Changes done to Card High/

Reduce: ensure that
Systems break low Regression tests are
the current functionality. being
done.
3 Registry/ Paul MacLachlan High/ Retain: to check
sends communication to Medium level/timing of
communication sent to
 students on how to apply for students by Registry
cards. Communication does
not include details this on how
to submit digital photos.
4 The card system has been High/LowCareful testing at each
developed stage.
Using Oracle Forms 6.0. This In future look to
is an upgrading to
Unsupported version. a supported technology.
5 Key staff availability – StellaMed/MedBook resources early
Mackinnon and Paul and
Machlachlan Closely manage their
are the system experts progress.
Ensure non-experts also
Involved in the changes
in
Order to transfer
knowledge.

6. Cost and Budget.

Not mentioned.

7. CLOSURE REVIEW.
Objective:
- Phase 1:
 The project met the objective to enable the card services
to identify ODL student in the card system and
appropriate documentation completed as planned.
- Phase 2:
  The project did not fully meet the 2 objectives of this
phase: the project reached the stage where successful
peer testing in the dev environment was completed on
the image Upload and Management functionality. The
appropriate Implementation documentation is complete.
There were unforeseen complexities in the development
which resulted in increase in budget and delay the
delivery of the objectives.
DELIVERIABLES:
- Phase 1:
 The ODL flag functionality in the Card System front end
application was successfully delivered to Card Services
and met the objectives.
 The requisite documentation has been completed.
- Phase 2:
 The ability to enable ODL students to upload an image
in MyEd and for Card Services to manage the uploaded
image was successfully implemented and peer tested in
the Dev environment but due to the complexities during
the development, the increased timeline and the agreed
budget being used up, the project did not deliver the
functionality to the Test and Live environments and
perform the respective Integration/UAT Testing.
 The MyEd image upload and the image management
application are both in a state where they could be
deployed to the Test environment and tested by the users.
SCHEDULE:
- The project did not stay on schedule, each stage on the
project encountered complexities resulting in the schedule
being extended.

Analysis of Resource Usage:

- Staff usage Estimate: 100 days.
- Staff usage Actual: 125 days.
- Staff usage Variance: - 25%.