11-Aug-15 CiCS Development Portfolio – Portfolio of Projects: Page 1 of 5

CiCS Development Portfolio Definition 2015 Portfolio of Projects Defining the portfolio of projects, with associated scheduling chart. NB This is a dynamic section of the Development Portfolio Definition which is updated throughout the year.

1 Projects Statuses: Possible à Proposed by SAG à Accepted by SSB à Approved to Start à Starting à Live [or On Hold] à Closing à Closed Projects with a pre-active status are in table 3 below, those with an active status are in this table, and closed projects are in table 2 below. Service Advisory Groups: BA (Business Activities), C&C (Communication & Collaboration), CI (Corporate Information), HS&T (Help, Support & Training), Infr (Infrastructure), L&T (Learning & Teaching), R&I (Research & Innovation)

Project Status Purpose Manager Sponsor Customer/

Business Visionary

Service Advisory Group/s [Interested]

Learning & Teaching MFD Student Reprographics Starting To improve student access to integrated print, copy and scan

facilities by replacing the existing fleet of student printers and photocopier/scanners with a network of multi-functional devices (MFDs).

Rene Meijer Yvonne Beach Patrice Panella L&T [BA]

Personal and Academic Tutor Support System

Approved To develop a system to support improvements in personal and academic tutor support, integrated with the current Student Attendance Monitoring System and including details of training and support for students.

L&T

Research & Innovation Integrated Research Information Systems

Live To rework our existing research management systems (URMS, CARMA and the range of web based workflows provided by RIS) to both address usability and process issues and to provide a properly integrated, manageable and extensible system.

Simon Geller John McAuley Deborah McClean

R&I

Research IT Live To improve and develop the mechanisms by which CiCS delivers the IT infrastructure required to support research activity at the University of Sheffield, including hardware such as networking, storage and compute and softer aspects such as requirements analysis, advice, guidance and training, resourcing and sustainability.

Martin Rapier Robert Freckleton

John McAuley R&I

Communication & Collaboration Alumni Portal Approved To create a portal that will allow alumni of the University to be

authenticated and gain access to alumni-relevant resources, and enhance Alumni Office, Careers and Departmental access to accurate alumni data.

C&C

11-Aug-15 CiCS Development Portfolio – Portfolio of Projects: Page 2 of 5

Project Status Purpose Manager Sponsor Customer/ Business Visionary

Service Advisory Group/s [Interested]

Digital Media Hosting Live To create a common repository for digital media which may be deployed through various channels such as iTunesU, MOOCS, MOLE etc

Darren Stevens Anne Peat Chris Stokes Jacqui Robinson

C&C [L&T]

Enquirer & Applicant Portal Live To enable enquirers and applicants to engage with the University online via a portal which will give targeted communications, calls to action and access to systems as part of the enquirer and applicant processes.

Simon Geller Christina Edgar Sarah Bramall C&C [CI]

Website Improvement Live To review the management of web content across the University and propose improvements to policies and processes and systems to support those.

Simon Geller Chris Sexton Jacqui Robinson & Steve Thompson

C&C

Help & Support Corporate Information Admissions Auto Emails Live To enable the University to send mass personalised emails to our

potential students Darren Stevens Christina Edgar Sarah Bramall CI

[C&C] Business Intelligence/Management Information Solution

Live To deliver a new Business Intelligence/Management Information service including forecasting, modelling and improved dashboard functionality (eg MI View) with drill down to source data.

Darren Stevens Mike Hounslow Tony Strike CI

Confirmation of Acceptance to Study

Live To implement significant changes to the CAS assigning process in order to improve overall efficiency, customer service and staff experience.

Pablo Stern Christina Edgar Lynsey Hopkins CI [L&T]

Learning Management System

Approved To implement a single, University-wide LMS as the place for all development activity to be accessed, recorded and reflected upon.

CI

SAP Mobile Live To investigate and implement methods of delivering SAP functionality to mobile devices.

Neil Campbell Chris Sexton & Andrew Wood

Emma Chipchase & David Bebbington

CI

SHIP (Sheffield HE Achievement Record Implementation)

Live To augment the University Transcript with verifiable, non-academic student achievements and produce the HEAR for each individual student on graduation, and make it available for several years thereafter.

Anne Rodgers Anne Peat Helen Grindley L&T [CI]

Student eFile Live To create a system for holding electronic documents linked to the student record.

Roddy Flynn Andrew West Anna Kingston CI

Student Systems Live To review student administration processes, specify overall requirements, assess available commercial and in-house options. Phase 2 to procure a new system and prepare for implementation.

Chris Attwell Andrew West Exec Sponsor: Bob Rabone

Chris Sexton CI [L&T]

Infrastructure

11-Aug-15 CiCS Development Portfolio – Portfolio of Projects: Page 3 of 5

Project Status Purpose Manager Sponsor Customer/ Business Visionary

Service Advisory Group/s [Interested]

Identity Management Approved To put in place processes and procedures to ensure that members of the University have appropriate and timely access to the services provided by the organisation, and that conversely those who are not members do not.

Inf [C&C, CI]

Business Activities University Branded Gifts & Merchandise

Starting To ensure all customers experience a consistent service and to improve the buying experience of all University branded gifts and merchandise.

Andy Turner BA

11-Aug-15 CiCS Development Portfolio – Portfolio of Projects: Page 4 of 5

2 Projects closed this year

Project Status Purpose Manager Sponsor Customer Service Advisory Group/s [Interested]

Programme Information Live [Taken over PROMS and OPMS] To develop and implement an online system and processes to better manage all information relating to UG and PGT academic programmes, easily accessible by both academic departments and professional services staff.

Darren Stevens Anne Peat Louise Woodcock

L&T [CI]

11-Aug-15 CiCS Development Portfolio – Portfolio of Projects: Page 5 of 5

3 Potential/Proposed/Future Projects Statuses: Possible à Proposed by SAG à Accepted by SSB

Project Status Purpose Contact Service Advisory Group/s [Interested]

myEcho Upgrade Possible To make lecture capture available in a greater number of teaching spaces and to provide advice and support for academics on effective ways to incorporate it into their teaching.

Dan Courtney L&T

Recruitment and Outreach Data

Possible To provide a central system for collating, recording and assessing data for the Widening Participation Research and Evaluation Unit (WPREU) and Outreach and UK/EU Recruitment (RECOA) teams.

Anne Rodgers CI

Research Asset Register Possible To create a research asset register, following the RIS project on this. Martin Rapier R&I

Research Data Management Archive Infrastructure

Possible To develop/procure/sign up to and implement a research data archive to meet the University's requirements for RDM, in conjunction with the Library and RIS

Martin Rapier R&I

Service Oriented Architecture

Possible To pull together disparate architectures and systems. John McAuley Infr [CI]

Timetable Display Screens Possible To display up to date information about room bookings particularly outside of rooms that students may wish to make use of when not booked for teaching, and to display other appropriate information.

Cliff Alcock L&T

UCard Replacement Possible To introduce a replacement for the UCard which will provide more comprehensive functionality. Dave Surtees CI

Unified Comms Possible To implement unified communications, which enables access through one interface to email, telephony, voice-mail, video conferencing, fax, instant chat and presence awareness.

Rob Needham C&C [Infr]

ID Task Name Start Finish

1 Admissions Auto Email Project Mon 01/04/13 Wed 30/09/15

2 Review & Specification Mon 01/04/13 Fri 30/08/13

3 Implementation Mon 02/09/13 Fri 29/08/14

4 Pilot & Rollout Prep Mon 01/09/14 Wed 30/09/15

5 Alumni Portal Tue 01/09/15 Fri 29/04/16

6 Feasibility Tue 01/09/15 Thu 15/10/15

7 Foundations Fri 16/10/15 Thu 24/12/15

8 Increment 1 Mon 04/01/16 Fri 29/04/16

9 Business Intelligence & Management Information

Fri 02/01/15 Thu 07/07/16

10 Feasibility Fri 02/01/15 Fri 29/05/15

11 Foundations Mon 01/06/15 Wed 30/09/15

12 Implementation & Rollout (T) Thu 01/10/15 Thu 07/07/16

13 Confirmation of Acceptance to Study Mon 14/04/14 Wed 30/09/15

14 Feasibility Mon 14/04/14 Thu 15/05/14

15 Foundation Fri 16/05/14 Fri 11/07/14

16 Implementation & deployment of core improvements

Mon 14/07/14 Wed 15/07/15

17 Gateway Review Wed 03/06/15 Wed 03/06/15

18 Further components Thu 16/07/15 Wed 30/09/15

19 Digital Media Hosting Wed 01/10/14 Fri 30/09/16

20 Feasibility Wed 01/10/14 Fri 13/02/15

21 Foundations Mon 16/02/15 Fri 31/07/15

22 Procurement Mon 03/08/15 Fri 30/10/15

23 Installation & Configuration Mon 02/11/15 Thu 24/12/15

24 Deployment Mon 04/01/16 Fri 30/09/16

25 Enquirer & Applicant Portal Mon 02/03/15 Fri 30/09/16

26 Feasibility Mon 02/03/15 Tue 31/03/15

27 Foundations Wed 01/04/15 Tue 30/06/15

28 Applicant Portal Wed 01/07/15 Wed 30/09/15

29 Enquirer Portal Thu 01/10/15 Fri 30/09/16

30 Integrated Research Information SystemsMon 03/02/14 Mon 09/01/17

31 Feasibility Mon 03/02/14 Fri 29/08/14

32 Foundations Mon 01/09/14 Fri 30/01/15

33 Systems rewrite Mon 02/02/15 Tue 30/06/15

34 Integration Wed 01/07/15 Wed 30/09/15

35 Information Management Thu 01/10/15 Fri 29/01/16

36 Completion Mon 03/10/16 Mon 09/01/17

37 MFD Student Reprographics Wed 01/07/15 Fri 30/09/16

38 Feasibility Wed 01/07/15 Fri 31/07/15

39 Foundations Mon 03/08/15 Wed 30/09/15

40 Development Thu 01/10/15 Thu 24/12/15

41 Trial Mon 04/01/16 Thu 30/06/16

42 Rollout Fri 01/07/16 Fri 30/09/16

43 Programme Information Thu 02/01/14 Fri 31/07/15

47 Research IT Thu 01/05/14 Tue 30/06/15

48 Feasibility Thu 01/05/14 Fri 30/05/14

03/06

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JunQtr 1, 2015 Qtr 2, 2015 Qtr 3, 2015 Qtr 4, 2015 Qtr 1, 2016 Qtr 2, 2016 Qtr 3, 2016

CiCS Development Portfolio Definition 2015Projects ScheduleNB Timescales are tentative for projects that have not yet started, and for future phases of some projects still in their early stages.

Tue 11/08/15 CiCS Development Portfolio - Projects Schedule: Page 1 of 2

ID Task Name Start Finish

49 Foundations Mon 02/06/14 Fri 31/10/14

50 Policies & Engagement Mon 03/11/14 Tue 30/06/15

51 SAP Mobile Fri 01/08/14 Fri 30/10/15

52 Feasibility Fri 01/08/14 Fri 12/09/14

53 Foundations Mon 15/09/14 Wed 22/10/14

54 1st phase Development & Pilot Thu 23/10/14 Tue 31/03/15

55 2nd phase Development & Rollout Mon 03/08/15 Fri 30/10/15

56 SHIP Thu 01/12/11 Fri 31/07/15

57 Evaluation & Design Thu 01/12/11 Mon 09/04/12

58 Implementation Tue 10/04/12 Fri 28/09/12

59 Test and Prepare for Go-Live Mon 01/10/12 Wed 27/02/13

60 Phase 1 live and ongoing Rollout Thu 28/02/13 Wed 31/07/13

61 Implement Pilot HEAR Thu 01/08/13 Thu 31/07/14

62 Complete Implementation Fri 01/08/14 Fri 31/07/15

63 Student eFile Thu 01/10/09 Fri 30/10/15

64 Analysis & Requirements Thu 01/10/09 Fri 29/10/10

65 Initial Setup Thu 01/07/10 Tue 30/11/10

66 Business Case & Tendering Mon 05/12/11 Wed 15/08/12

67 Small pilots Mon 01/10/12 Fri 30/11/12

68 Pre-reg System Mon 03/12/12 Fri 30/08/13

69 Student Record Docs development Wed 02/01/13 Wed 30/04/14

70 Testing, Training & Prep Thu 01/05/14 Fri 27/02/15

71 Pilots Mon 02/03/15 Tue 30/06/15

72 Prep and Rollout Wed 01/07/15 Fri 30/10/15

73 Student Systems Thu 02/01/14 Tue 24/12/19

74 Phase 1 - Research & Strategy Thu 02/01/14 Fri 31/07/15

75 Processes and Requirements Thu 02/01/14 Fri 16/01/15

76 Systems Review Mon 02/06/14 Fri 05/12/14

77 Appraisal & Decision Mon 19/01/15 Mon 18/05/15

78 Approval, Planning & Preparation Tue 19/05/15 Fri 31/07/15

79 Phase 2 - Procurement & PreparationMon 03/08/15 Fri 30/09/16

80 Procurement Mon 03/08/15 Fri 26/02/16

81 Planning & Preparation for ImplementationMon 03/08/15 Fri 30/09/16

82 Phase 3 - Implementation Mon 03/10/16 Tue 24/12/19

83 Tranche 1 Mon 03/10/16 Tue 31/10/17

84 Tranche 2 Thu 01/06/17 Wed 31/10/18

85 Tranche 3 Fri 01/06/18 Tue 24/12/19

86 University Branded Gifts & MerchandiseMon 03/08/15 Fri 29/04/16

87 Feasibility Mon 03/08/15 Wed 30/09/15

88 Foundations Thu 01/10/15 Thu 24/12/15

89 Implementation Mon 04/01/16 Fri 29/04/16

90 Website Improvement Mon 15/12/14 Wed 31/08/16

91 Feasibility Mon 15/12/14 Tue 31/03/15

92 Review Wed 01/04/15 Mon 31/08/15

93 Implementation (T) Tue 01/09/15 Wed 31/08/16

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JunQtr 1, 2015 Qtr 2, 2015 Qtr 3, 2015 Qtr 4, 2015 Qtr 1, 2016 Qtr 2, 2016 Qtr 3, 2016

CiCS Development Portfolio Definition 2015Projects ScheduleNB Timescales are tentative for projects that have not yet started, and for future phases of some projects still in their early stages.

Tue 11/08/15 CiCS Development Portfolio - Projects Schedule: Page 2 of 2