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  • Page 1 of 9 School of Arts and Humanities UIS Service Portfolio and Catalogue Pilot Project Initiation Document Proprietary and Confidential to the University of Cambridge

    Project Initiation Document

    School of Arts and Humanities UIS Service Portfolio and Catalogue Pilot

    Version Control

    Version Author Description Date

    0.1 Andrew Cox Initial draft 31.10.14

    0.2 Debbie Salmon Editing of initial draft 3.11.14

    0.3 Linda Spinks Update of development timeline diagram 3.11.14

    0.4 Linda Spinks Update following meeting with Milly Bodfish 4.11.14

    0.5 Debbie Salmon Update following internal meeting 6.11.14

    0.6 Debbie Salmon Insertion of paragraph for Product Selection 7.11.14

    1.0 Approved by Martin Bellamy 20.11.14

    1.1 Andrew Cox Feedback from Martin Bellamy 28.11.14

    2.0 Approved by Ian Cooper (on behalf of Martin Bellamy) 2.12.14

    Project Details

    Project Name: School of Arts and Humanities - UIS Service Portfolio and Catalogue Pilot Project Proposer: Milly Bodfish Project Sponsor: Martin Bellamy Project Manager: Andrew Cox Project Team: Linda Spinks, Debbie Salmon, Richard Mee, Steve Kimberley, Jennifer Pollard

    Document Objectives

    The purpose of this document is to clearly define the scope and approach to the pilot for the UIS Service Portfolio and Catalogue Pilot with the School of Arts and Humanities, ensuring a clear understanding of the roles and responsibilities of the stakeholders within the project.

    Project Background

    Milly Bodfish (Secretary of the School of Arts and Humanities) had approached Martin Bellamy with a requirement to draw services from UIS; this follows the Schools experience of IT challenges during the year. It was agreed that UIS would engage in a six-month pilot project with the School to introduce a Service Portfolio and Catalogue, a facility which will, in time, be made available to all areas of the University. The interim UIS Information Services Catalogue Manager (a secondment from UIS to be identified) will engage with the Schools IT Co-ordinators to establish communications and processes across the departments, to build the pilot portfolio and catalogue services.

  • Page 2 of 9 School of Arts and Humanities UIS Service Portfolio and Catalogue Pilot Project Initiation Document Proprietary and Confidential to the University of Cambridge

    The School is experiencing several challenges with IT, in the following areas:

    Staffing: most institutions are dependent on a single member of computing staff for local IT services and support.

    Systems and procedures: have been developed independently, so there is great scope for the sharing of knowledge, expertise, economies of scale in purchasing etc.

    Services: there is a duplication or omissions in the services provided across the University and within faculties/institutions.

    Strategy and planning: there is a lack of strategy for IT, and planning for IT infrastructure, development, and investment.

    Project Scope

    The Service Portfolio and Catalogue Pilot:

    Will act as a pilot in aspects of the UIS change management project, and define services that fit faculty/institutional requirements.

    The project will need to establish a dialogue with academics, to understand their experience and requirements for an IT service.

    Establish a User Group to include computer officers, administrators, academics, and students, for briefings and validation of the alpha to beta build of the Schools service catalogue.

    The service catalogue, once populated will be used as the basis for discussion with the academics, computer officers, and students in each department on what they would like to see in a "to be" Service Catalogue. We will use the catalogue process as the basis for identifying and prioritising the additional services the School would like to see in the future, as well as identifying services which are duplicates or no longer required.

    To build a complete menu of computing services that are offered across the institutions of the School, with local as well as UIS and third party (for example, cloud services) provision in one catalogue. This will give much clearer information to users about the services that are offered, as well as enabling discussions about where there is scope for efficiencies in offering services differently or more consistently in future.

    Once built, to support the use of the catalogue with the departments within the School and identify opportunities for catalogue additions as well as providing support to academics, educators, and administrators in its use.

    To provide an opportunity to evaluate the effectiveness of the Service Catalogue within the School context.

    There will be a secondment opportunity, as an Information Services Catalogue Manager for the School.

  • Page 3 of 9 School of Arts and Humanities UIS Service Portfolio and Catalogue Pilot Project Initiation Document Proprietary and Confidential to the University of Cambridge

    Project Objective

    The objective of this new project is to produce an online Service Portfolio and Service Catalogue which supports the requirements of the School of Arts and Humanities. The Service Portfolio and Service Catalogue should enable the School to identify the services that they can rely upon UIS to provide. All the services in the As Is list of services provided by UIS could potentially be a service which either UIS provide currently to the School, or could be provided to the School without further development by UIS. In addition, locally produced services will be captured within the Service Catalogue. The services will need to be categorised accordingly to aid understanding about whether they may be transferable or specific to a department. The type of services include: local, UIS, third party, or a combination of these services. The scope of the project is to present the services in the existing As Is list in an online Service Portfolio and Service Catalogue suitable for the School of Arts and Humanities. To ensure that the production of the online Service Portfolio and Service Catalogue is not done in isolation to the other elements of the roadmap for the implementation of the Service Management framework, it is important that the IT Service Management Strategy is produced to help establish the direction and governance for the framework. However the production of the IT Service Management Strategy is not part of this project. On completion of the pilot, processes will have been defined to support the ongoing management and development of the Service Catalogue. Project Organisation

    UIS will provide the following services for this project:

    Information Services Catalogue Manager to develop the catalogue prototypes and relationship management.

    Business Analyst support (part-time).

    Project management.

    Workshop facilitation for both requirements gathering and Portfolio design activities.

    Support in the recruitment of an Information Services Catalogue Manager for the School of Arts and Humanities.

    The status of this project will be reported monthly as part of regular updates held between Martin Bellamy, Milly Bodfish, Andrew Cox, and Linda Spinks. The stakeholders in this process are:

    Martin Millett, Head of the School of Arts and Humanities

    Martin Bellamy, Director, UIS

    Andrew Cox, Head of Student Systems, UIS

    Milly Bodfish, Secretary of the School of Arts and Humanities

    Steve Kimberley, IT Coordinator, School of Arts and Humanities

    Jennifer Pollard, IT Coordinator, School of Arts and Humanities

    Departmental Computer Officers

    UIS Service Owners (as required), to be defined

  • Page 4 of 9 School of Arts and Humanities UIS Service Portfolio and Catalogue Pilot Project Initiation Document Proprietary and Confidential to the University of Cambridge

    The School of Arts and Humanities is one of six Schools, and comprises the faculties of:

    Architecture and History of Art

    Asian and Middle Easter Studies

    Classics

    Divinity

    English (including Anglo-Saxon, Norse and Celtic)

    Modern and Medieval Languages

    Music

    Philosophy Also within the scope of the School are the Centre for Research in Arts, Social Sciences and Humanities (CRASSH), and the Language Centre. The project will be phased by splitting the departments into two groups for the more detailed acitivities. It is proposed that Modern and Medieval Languages, English (including Anglo-Saxon, Norse and Celtic) and Classics be part of the first phase. Rollout will then be planned as appropriate. Overriding communications and high level workshops will involve all departments. Departmental computer officers will be expected to commit to regular (monthly) two-hour meetings throughout the lifecycle of the project. Individuals within these groups will be engaged depending on their particular interest.

    Approach

    Produce the Change Strategy The Change Strategy Document is used to record the approach to be taken to change within the project and, as a result, to assist in the management and documentation of any proposed change. This will include:

    Identification of user groups.

    Identification of potential changes in process as a result of the change.

    Approach to the evaluation and support of business readiness.

    Approach to transition - including the production of a communications plan.

    Identification of potential new working practices. Design and Document the Service Portfolio Management Process To ensure there is a repeatable process which can be follow