Student System Upgrade

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Student System Upgrade

• ECAB Meeting
• 13 September 2006

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• Introduction
• Project started in June with setting out the
  basics, facilities, recruitment of staff etc
• 50 internal and external staff interviewed, now
  are 6 under contract and 4 CQU staff, 15 more to
  come from various divisions
• Many meetings
• Project Board established
• Advisory Group established
• Facilities are organised
• Principles
• Prince 2 methodology
• ITIL Framework
• Transparency
• Communication
• Website

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• Governance
• 1. The Project Management Team
• Project Board (Exec Business), Senior User and
  Senior Supplier)
• Project Manager
• The Executive is ultimately responsible for the
  project
• Development of the project Business case
• Project organization structure and plans
• Monitoring and Control of progress
• Problem referral
• Formal Closure
• Post project review
• Senior Users are responsible for any products
  supplied by users, eg requirements and matching
  of proposals to requirements
• User resources
• Ensuring that project outcomes meet the user
  requirements
• Ensuring that project outcomes provide expected
  user benefits

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• Governance (cont)
• Senior Supplier
• - The Senior Supplier needs to achieve the
  results required by the senior User
• The Project Manager
• - Day to day management of the project
• 2. Project Assurance
• - Project Control that the reported progress is
  substantiated
• 3. Project Support
• - Assistance to Project Manager, eg Quality
  officer, Training, Compliance

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• Activities during last period
• Assessed functionality against Manage Graduation
  instruction sheets written for PS V7.6
  functionality
• Continued with Graduation Fit/Gap
• Completed Direct Admission and Equity
  Scholarships process flows, end user to review,
  due 18/09, documentation in progress
• Undergraduate Admissions Officer to provide the
  flows asap
• Continued work on Cashiering Issue Paper and
  Collection processing
• Contact with other Universities
• Continued work on Graduation Issue Paper
• Continued work on OneStop Processing Issue Paper
• Continued work on CS V8.9 System Strategy Paper
• Contacted Student Financials re Invoice Issue
  Paper

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• Activities during last period (cont)
• Patched Demo Environment V8.9 ready for testing
  and comparison
• Agreement to demonstrate V8.9 for C_MS staff
• Meeting with Oracle re Planning phase under
  contractual agreement (ASC)
• Hardware Contract signed and accepted
• Bulk of first 3 chapters of upgrade guide
  completed
• Contacted agents re candidates for short term
  staffing relief
• Decision to go ahead with Oracle Solution Centre
  (Planning phase), contract ready for signature
• Decision to establish Training Lab in Bldg 5,
  work commenced
• Demo of selected 8.9 functionality to C_MS
  Divisional Managers
• Finalised Business cases following Project Board
  Comments
• First Advisory Group Meeting

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• Results
• Completed Business Cases x 2
• Data cleansing scripts run and provided to BAs

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• Setbacks/Challenges
• Patched environment ready patches contain ANZ
  functionality required for Fit/Gap
• New Unix Cobol compiler for demo environment
  installed (approx 4 hr delay)
• Installation of Windows Cobol Compiler now
  installed (approx 2 hr delay)
• 6 Cobols currently not compiling (both Windows
  and Unix) GSC case to be logged

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• Risks Assessment Mitigation
• ITD Date of arrival for new hardware not set
  Meeting with Systems Admin re mitigation next
  week
• ITD Timelines are tight - require regular
  updates of timeframes upcoming events to enable
  and better workload management

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• Planned Activities Short term
• Continue with Fit/Gap analysis of the Graduation
  Process
• Continue familiarisation with PeopleSoft Version
  8.9
• Commence Fit/Gap analysis for Equity
  Scholarships, after review by end users
• Liaise with faculty end users for feed back on
  amended process flows for Graduations
• Testing of patched demo environment
• Resolution of Cobol compile issues with GSC
• Hardware provisioning planning
• Automation of data cleansing script execution for
  period delivery

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• Planned Activities Long term
• Complete priority issue papers due in October
• Complete key business process reviews for ASC
  planning workshop
• Any other planning required for ASC planning
  workshop
• Commence Fit/Gap document for Curriculum
  Management and Transfer Credit after review by
  end users
• Continue to liaise with Faculty, FSD and SA end
  users for feed back on amended process flows
• Familiarisation with PeopleSoft Version 8.9
• Implementation of new hardware
• Export of Data Cleansed environment for Oracle
  Solution Centre
• Provisioning of new environments
• Advisory Group to be assisted by a Self Service
  developer to clarify the requirements in terms of
  Data Bases
• Preliminary start of Planning Phase 9 October

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• Staff
• Currently 8 staff, next week 10 and in October
  20, whereof 7 contractors so far
• Planning of extraction of staff from divisions,
  mainly ITD and backfilling
• Training Manager attached to the Project Team
• Position Descriptions to be amended to fit the
  individuals