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    Terms of Reference (ToR).doc.doc Terms of Reference (ToR).doc.doc Document Transcript

    • University of Edinburgh _______________________________________________________________________________________________________ Stage: Planning Project Terms of Reference (ToR) <Project Title> <Programme> <Project Code> <AP No> Document Version: 1.0 Date: <dd/mm/yy> ___________________________________________________________________________________ Information Services - Template Revised February 2010
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ Contents 1 DOCUMENT MANAGEMENT........................................................................3 1.1 Contributors...........................................................................................................3 1.2 Version Control......................................................................................................3 2 PROJECT OVERVIEW..................................................................................4 2.1 Priority....................................................................................................................4 2.2 Objectives................................................................................................................4 2.3 Scope........................................................................................................................4 2.4 Deliverables.............................................................................................................4 2.5 Milestones................................................................................................................5 3 PROJECT IMPACT........................................................................................6 3.1 Cost Benefit Analysis.............................................................................................6 3.1.1 Five Year Benefits.............................................................................................6 3.1.2 Five Year Costs.................................................................................................7 3.1.3 Procurement Costs.............................................................................................7 3.2 Impact......................................................................................................................7 3.3 Risks........................................................................................................................7 4 PROJECT ORGANISATION..........................................................................9 4.1 Key Roles and Stakeholders..................................................................................9 4.2 Methodology Compliance......................................................................................9 4.3 Resources..............................................................................................................10 4.3.1 Resource Estimate...........................................................................................10 4.3.2 Project Team...................................................................................................10 4.4 Project Plans.........................................................................................................10 4.5 Communications...................................................................................................10 4.6 Out of Hours Working.........................................................................................11 4.7 Additional Information .......................................................................................11 5 TOR APPROVAL.........................................................................................11 ___________________________________________________________________________________ Page 2 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 1 Document Management 1.1 Contributors Please provide details of all contributors to this document, including estimation team members. Role Organisation Name Project Manager (Owner) Project Sponsor Other document contributors 1.2 Version Control Please document all changes made to this document since initial distribution. Date Version Author Section Amendment ___________________________________________________________________________________ Page 3 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 2 PROJECT OVERVIEW 2.1 Priority Record project priority here – options are Funded, Essential Internal, Essential External or Very Important 2.2 Objectives These should be the objectives identified in the Project Proposal – any changes should be highlighted and a reason given. 1 2 3 2.3 Scope This should be the scope identified in the Project Proposal – any change should be highlighted and a reason given. Please indicate if the original project proposal has been split into multiple projects and provide details of how the scope has been divided. 2.4 Deliverables These should be the deliverables identified in the Project Proposal – any changes should be highlighted and a reason given. 1 2 3 ___________________________________________________________________________________ Page 4 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 2.5 Milestones Please provide details of the major milestones, highlighting the type - soft or hard. If hard, please provide reasons. Note there may be more than one major milestone for the project associated with major events such as phased implementation completions, closure etc. The table below provides suggested milestones based on the Standard Software Project Methodology see http://www.projects.ed.ac.uk/methodologies/ these may be modified or augmented to meet the particular needs of this project. Description Date Type (& Reason if Required) Planning (this is when the project Terms of Reference and associated documents will be signed off) PPAR (this is when the business requirements for the project will be signed off) PPDR (this is when the design of the proposed solution will be signed off) PPBR (this is when the build stage of the project will be signed off) PPIR (this is when the solution will be fully integration tested and signed off by the technical team) ASOR (this is when the solution will be fully acceptance tested and signed off by the customer and user community) Deployment (this is when the solution will de deployed in the live environment) DSOR (this is when the solution will be signed off following successful deployment) Closure (this is when all closure activities will be completed.) ___________________________________________________________________________________ Page 5 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 3 PROJECT IMPACT 3.1 Cost Benefit Analysis The original Project Proposal contains a cost benefit analysis, which should be used to populate the following sections. These sections will then be used in the Business Analysis stage to identify how benefits will be measured for this project. Any changes in scope since the approval of the Project Proposal should be taken into consideration and the Cost Benefit analysis updated accordingly. 3.1.1 Five Year Benefits Benefits information must be provided for all projects. Details must be provided of the benefits which are anticipated, how the value of the benefits has been calculated and how benefits realisation will be monitored following completion of the project. Please provide the total amount of benefits expected for the following: Tangible Benefits Summary 5 Year IT Services Support Groups Colleges Total Summary (with URL to Cost Benefit Spreadsheet) Benefits £ xx,xxx £ xx,xxx £ xx,xxx £ xx,xxx Please provide some background information on the reasoning and method used to arrive at the benefit figures e.g. where a time saving has been identified as a benefit, please identify how the £ amount was calculated, providing details of any assumptions made regarding numbers of staff impacted etc. Tangible Benefits Benefit Assumptions Those benefits where there is no associated financial saving are considered to be intangible, e.g. increased access to the user community. Please provide details of any intangible benefits and associated assumptions expected for this project. Intangible Benefits Benefit Assumptions ___________________________________________________________________________________ Page 6 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 3.1.2 Five Year Costs Please provide a summary of the total costs expected for the following: Tangible Costs Summary 5 Year IT Services Support Groups Colleges Total Summary Costs £0 £0 £0 £0 Those costs where there is no actual financial cost are considered to be intangible, e.g. damage to the reputation of the University or Department. Please provide details of any intangible costs and associated assumptions related to this project. Intangible Costs Cost Assumptions Updated Project Cost Benefit Workbook 3.1.3 Procurement Costs Please provide a summary of the anticipated total spend for the following: Procurement Costs Summary 4 Year Hardware Software Services Total Summary Costs £0 £0 £0 £0 If the items identified above are not being purchased under the terms and conditions of an existing framework/contract agreement, you should consult the Procurement Guidelines for Project Managers to determine what additional project steps will need to be undertaken. N.B. Totals over OJEU limit (currently £140k) require a qualified Procurement Advisor to be assigned to the project. This person should be clearly identified in the Project Roles and included in project stage sign-offs. 3.2 Impact Please provide details of any related projects or services which may be impacted by or are dependent on this project. Pay particular attention to issues such as the extent of the cost impact, the numbers of people affected and potential impact on existing services and infrastructure. Service Management with IS Applications division have produced detailed guidance for Project Managers of projects with possible impact on University IT services including IDMS, MyEd – Guidelines for Project Managers on Service Owner Engagement in IT Projects. 3.3 Risks No Risk Description Probability Mitigation Actions ___________________________________________________________________________________ Page 7 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ Please highlight most important risks, issues, or constraints and provide link to updated Project Risk Register ___________________________________________________________________________________ Page 8 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 4 PROJECT ORGANISATION 4.1 Key Roles and Stakeholders Please use the following table to list the key roles and stakeholders for the project. This list must include Service Owners and Project Managers impacted by the project as identified in Section 3.2. Finally remember to include stakeholders such as Finance, Procurement, ITI Unix FM and Architecture whose input may be critical to many projects where they are not project sponsors, customers or end users. Where a role or stakeholder has additional responsibilities that are not clear from the role title these should be described in the Responsibilities section of the table below. In particular for any role held by an external agency, e.g. a vendor providing goods or services to the project, the responsibilities of the role MUST be identified. In these cases the information recorded should also include references to any contractual documents, relating to the delivery of these goods or services where this is applicable. Remember however to consider contractual restrictions on data before publishing original documents or detailed information relating to commercial agreements. Role Who Responsibilities Project Manager Programme Manager Project Sponsor Business Area Manager ….. Additional information on Roles and Stakeholder information is also provided in the Project Roles, Project Stakeholder Map and Stakeholder Communication Plan. 4.2 Methodology Compliance Please use the following table to describe how the project will differ from the standard methodology. In particular highlight any stage, stage sign off reviews, tasks or templates that will be omitted together with notes on the justification for proposed approach, Methodology Standard Stage Sign-Off Project Approach Stage Approval by Project Manager, Project Sponsor and IS Planning Applications Management Team (WIS) Business Peer Project Analysis Review Analysis (PPAR) System Analysis Peer Project Design Review & Design (PPDR) Peer Project Build Review Build (PPBR) Peer Project Integration Integration Review (PPIR) Acceptance Sign-Off Review Acceptance (ASOR) Deployment Sign-Off Review Deployment (DSOR) Closure Review and Approval by Project Manager, Project Closure Sponsor and IS Applications Management Team ___________________________________________________________________________________ Page 9 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 4.3 Resources 4.3.1 Resource Estimate Please detail the resource requirement identified in the Project Proposal. If this has been revised by the estimation team then please include the revised figure together with reasons for the change. A link to an estimation document produced by the team should also be provided. Original Estimate IS Applications Resource Business Partner Resource Revised Estimate (if applicable) IS Applications Resource Reason for Revision Business Partner Resource Reason for Revision Updated Project Estimate. 4.3.2 Project Team Please indicate if a dedicated project team is required using the criteria specified in the Estimation/Project Management Guidelines Document (section 8) Does the Project Manager recommend that the project be assigned a dedicated Project Team? YES/NO 4.4 Project Plans Please link to the Project Stage Plan which should include all include major activities such as requirements, design specification, build, acceptance testing and deployment. Updated Project Stage Plan. 4.5 Communications This section should be used to define a communications strategy for the project, ie who needs to be told about the project, when and by who. As a minimum a distribution list should be defined to which the monthly project progress report should to be circulated. Other groups may need to be sent information, especially for larger projects, eg Steering Groups. Who What When By Whom Updated Stakeholder Communications Plan. ___________________________________________________________________________________ Page 10 of 11
    • Planning: Terms of Reference <Project Code> <Project Name> Version: 1.0 _____________________________________________________________________________________________ 4.6 Out of Hours Working Please use this section to indicate any out of hours working that may be required as part of this project. Typically this may be required for software deployments or other events causing interruption to production services. It may however also be required to fit in with the availability of external resources or, exceptionally, to meet particular project deadlines. Please list the individuals or groups affected and the likely times when out of hours work may be required. 4.7 Additional Information Please use this section to include any additional information relating to this project. As much information as possible should be provided at this time. Where possible refer to the relevant project stages e.g. Business Analysis, System Analysis & Design 5 TOR APPROVAL TOR Raised By Project Manager Date Raised Date TOR raised Date TOR Reviewed Date TOR reviewed by project team and stakeholders Date TOR Approved Date TOR approved ___________________________________________________________________________________ Page 11 of 11