JISC Grant Funding: e-Learning programme Embedding BenefitsCover Sheet for Bids(All sections must be completed)Name of pre...
The JISC SWANI Project successfully created a digitised administrative and managementdocumentation system for Work Based L...
Proposal Form1. Benefits and Audience:The PotsPan project aims to share the benefits delivered by the SWANI (Secure Work-b...
3. Deliverables:The primary deliverable from the PotsPan project will be a more refined version of thedigitised document m...
4. Activity Plan:PackagingThe outputs from the PotsPan project will be made freely available to the JISC communitythrough ...
5. Details of Partners:Partner: Pembrokeshire CollegeContact: Dr Geoff Elliott, Director of Marketing, Skills and Developm...
8. Risk assessment:The risk management strategy for the PotsPan project will be as follows:Risk 1: Potential loss of proje...
Work Package 3:Institutional Document   June 2012-    1. Institutional document                  TT, KD, SMU ISManagement ...
Appendix B: PotsPan Project BudgetDirectly Incurred                 Amount                                  Total £Staff  ...
Appendix C: PotsPan Project GANTT Chart                                          10
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Pots pan project plan v1

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Pots pan project plan v1

  1. 1. JISC Grant Funding: e-Learning programme Embedding BenefitsCover Sheet for Bids(All sections must be completed)Name of previously funded Secure Work-Based Learning Administration throughJISC project: Networked Infrastructure (SWANI)Name of Lead Institution: Coleg Sir GârName of Proposed Project: Pilot of the SWANI Project Administrative Network (PotsPan)Full Contact Details for Primary Contact:Name: Dave HowellsPosition: Director of Business DevelopmentEmail: dave.howells@colegsirgar.ac.ukTel: 01554 748370Fax: 01554 748170Address: Coleg Sir Gâr, Graig Campus, Sandy Road, Llanelli, Carmarthenshire SA15 4DNName(s) of Project Partners(s) Swansea Metropolitan Universityincluding JISC services, Pembrokeshire Collegeassociations, etc (except The Prince’s Trustcommercial sector – see below) JISC RSC WalesThis project involves one or Name(s) of any commercial partner company (ies)more commercial sector partners PRP Training, Pembroke DockYES (delete as appropriate)Length of 12 monthsProject:Project Start May 2012 Project End April 2013Date: Date:Which category of funding are you A. Micro funding £5000submitting this proposal under? B. Single project C. Collaborative capacity building D. Take-up pilotsTotal Funding Requested from JISC: £40,000Institutional Contribution: £21,000Total Project Costs: £61,000I have looked at the example FOI form at YESAppendix A and included an FOI form in thisbidI have read the Funding Call and associated YESTerms and Conditions of GrantSummary DescriptionDescribe your proposed idea in 3 sentences. 1
  2. 2. The JISC SWANI Project successfully created a digitised administrative and managementdocumentation system for Work Based Learning in Wales that included a digital signaturesystem that satisfied the audit requirements of the EU and the Welsh Government.The proposed PotsPan project will enable the system to be piloted by the three otherpartners in the Skills Academy Wales WBL consortium (a second FE institution, a privatetraining provider and a national charity) as well as being evaluated by a University for use intheir general information management systems.The outputs and outcomes of the PotsPan project are expected to confirm that thesuccessful SWANI project system is scalable across the region, delivers significantoperational and financial benefits, meets all EU and WG audit requirements, and istransferable to any institution or region with similar administrative and managementrequirements. 2
  3. 3. Proposal Form1. Benefits and Audience:The PotsPan project aims to share the benefits delivered by the SWANI (Secure Work-based learning Administration through Networked Infrastructure) LTIG project and promotethe embedding of them across the partner networks of WBL providers in Wales. It alsoaims to demonstrate how the same benefits can be achieved by other institutions andnetworks adopting the same approach for general administrative and managementpurposes. The benefits are: The complete digitisation of the WBL administrative and management system in South West Wales; The introduction of a digital signature system that meets the audit requirements of the EU and the Welsh Government, whilst contributing to the digitisation objective; The testing of the same system for administrative and management documentation in multi campus institutions; A significant contribution to the goal of data security and integrity by maintaining all information on a central database; A significant contribution to cost effectiveness by avoiding the need for physical file maintenance, transport and duplication.2. Evidence:The SWANI project was designed as a proof of concept exercise and, if successful, wasalways expected to be promoted to the other institutions in the Skills Academy Wales(South West) WBL partnership for a wider trial. All partners have acknowledged thepotential benefits and have expressed interest in being involved in a further pilot. Given thecurrent constraints on institutional finance, they have particularly welcomed the possibilityof JISC funding to assist them to carry out their own piloting of the system.A pilot will also be carried out by Swansea Metropolitan University, which is in discussionsabout a potential merger with University of Wales Trinity St David. This will explore thebenefits of using the system for centrally digitising document management across ageographically dispersed institution.The key SWANI project deliverable of a digital signature system that satisfied EU auditrequirements removed what was previously regarded as an impenetrable barrier to fulldigitisation. The expectation, therefore, is that the other regional WBL consortia acrossWales, funded by the same EU/WG system, will monitor the PotsPan project pilot activitiesand outcomes with a view to adopting the system if shown to deliver the anticipatedbenefits and efficiencies. 3
  4. 4. 3. Deliverables:The primary deliverable from the PotsPan project will be a more refined version of thedigitised document management system for the administration and management of WorkBased Learning in the region. The open source JOOMLA content management applicationis being used and this is integrated with the digital pen application that is the basis for thedigital signature system. It is expected that the additional pilot exercises will addsignificantly to the operational effectiveness of the overall system which will be made freelyavailable to the JISC community.The proposed outputs will include: A fully tested JOOMLA based document management system that contains digitised version of all the documents that are used by the WBL administrative and management system in Wales; A fully tested digital signature system, based on the use of digital pens, that meets EU audit requirements; An evaluation report that details the piloting of the same document management system for a geographically dispersed multi-campus institution; A project report that provides a comprehensive technical specification of the systems developed, as well as a detailed evaluation of system effectiveness; A final project Workshop that will demonstrate the system and provides partner evidence of effectiveness in the support of WBL; A content package of resources available on the JISC Design Studio that includes CMS installation tools, ‘how to’ guides and effective practice case studies; A planned programme of conference presentations, seminars and journal publications to disseminate the project outputs and outcomes.The proposed outcomes will include: An established rationale for a digitised document management system that meets stringent audit requirements and is applicable to a variety of recording systems; A regional contribution to the EU Commission’s goal of achieving electronic signature recognition in all areas of financial and legal audit; A reinforcement of the message that open source software and web based resources represent an important and highly cost-effective option in educational resource procurement; A contribution to the JISC objective of promoting the value-added benefits of innovative funding in education.Delivery dates and target numbers:The majority of the outputs listed will be delivered at the end of the project period in theform of technical specifications, evaluation reports and user guidelines. These will includecase studies detailing the WBL implementation and the institutional documentmanagement system. A project blog will provide a continuous commentary on projectissues as it progresses and the dissemination plan will include papers submitted to keyconferences in 2012/2013 beginning with ALT-C 2012. The audience will be WBLpractitioners in particular and institutional management and IS staff generally. 4
  5. 5. 4. Activity Plan:PackagingThe outputs from the PotsPan project will be made freely available to the JISC communitythrough the Design Studio, through the project Wiki and Blog and will bedeposited/registered with appropriate JISC repositories.The outputs will be presented as a content package that will contain CMS and digital peninstallation tools, ‘how to’ guidelines, and case studies of effective practice in operation andmanagement. All resources will be made available in accessible formats.Coleg Sir Gâr will be responsible for this action. The packaging of the outputs will happenin the latter stages of the PotsPan project when the outputs of the SWANI project havebeen piloted and evaluated and final refinement of the systems completed.Capacity/eventsThe project will begin with a practical workshop where the digitised content managementsystem and the digital pen system will be demonstrated, and partners will have theopportunity to gain experience in their use. Plans will be agreed at that time for theinstallation of the CMS on partner servers and the management information protocols to befollowed.During the period of the PotsPan project, two further workshops will take place whereinterim and then final practical project outputs will be shared. The final workshop will alsobe a project dissemination event with an invitation for interested practitioners in the JISCcommunity to attend. A target of 40 delegates representing 15 different institutions/organisations would be a reasonable expectation for this event.Also during the period of the PotsPan project, the emerging project outcomes will beshared through the JISC programme meetings, through practitioner events such as theJISC Learning and Teaching Practice Experts Group meetings, and through conferencepresentations. A short paper on the SWANI outcomes has already been submitted to ALT-C 2012 and similar dissemination opportunities will be sought during the project period.Take-up pilotsThe main activity of the PotsPan project will be to pilot the outcomes of the JISC SWANIproject with two additional institutions (one HE, one FE), a private training provider and anational charity with a training function.The Skills Academy Wales (South West) WBL Consortium consists of Coleg Sir Gâr, whichcarried out the JISC SWANI project, Pembrokeshire College, PRP Training and ThePrince’s Trust. These latter three organisations were not part of the original project and it isthey who will be piloting the SWANI project outcomes.Each WBL partner will trial the use of the digital pen system and will use it to interact withthe digitised document management system. A detailed evaluation will be carried out foreach partner and the outcomes reported. The final project report will identify effectivepractice and implementation strategies that have the potential for wider-scale take-up.Swansea Metropolitan University will pilot the SWANI project outputs in a different context.The institution is in discussions about a potential merger with University of Wales Trinity StDavid and the resulting multi-campus institution would cover a geographical area thatincludes the Counties of Swansea, Carmarthenshire and Ceredigion. The SWANI digitiseddocument management system will be evaluated as a system that has potential for addingsignificant efficiencies to the institutional information systems management. 5
  6. 6. 5. Details of Partners:Partner: Pembrokeshire CollegeContact: Dr Geoff Elliott, Director of Marketing, Skills and Development(geoffe@pembrokeshire.ac.uk)Role: Piloting Institution. Supporting letter attached.Partner: Swansea Metropolitan UniversityContact: Kathryn David, Head of Commercial Services (kathryn.david@smu.ac.uk)Role: Piloting Institution. Supporting letter attached.Partner: PRP Training, Pembroke DockContact: Shirley Laugharne (shirley.laugharne@prp-training.co.uk)Role: Piloting Institution. Supporting letter attached.Partner: The Prince’s TrustContact: Andrea Evans (andrea.evans@princes-trust.org.uk)Role: Piloting Institution. Partnership confirmed by email.Partner: JISC RSC WalesContact: Lis Parcell, Senior e-Learning Advisor (e.j.parcell@swansea.ac.uk )Role: Support Organisation. Partnership confirmed by email.6. Exit and Sustainability:The outputs of the PotsPan project are expected to be sustained through the adoption ofthe digitised WBL system across the consortium. A deliverable from the project will be abusiness plan that will quantify the cost efficiencies of the system in comparison with thepaper based system.This will be available as part of the package of project outputs deposited in the JISCDesign Studio.The evaluation carried out at Swansea Metropolitan University will be factored into theplans for management information systems integration, a process that is already takingplace through the existing JISC funded Transformations Programme project at theinstitution.7. Evaluation:The Activity Plan and the Workpackages detail how evaluation will be an integral part ofthe PotsPan project. Each of the pilot projects will be evaluated and the lessons learnedused to further refine the digitised information management system.The project team will meet formally once per month during the project period and willreport on progress against targets. As the project is focussed on piloting and evaluation,each meeting will contribute to the accumulation of evidence of effectiveness. This will berecorded in the regular project Blog postings. 6
  7. 7. 8. Risk assessment:The risk management strategy for the PotsPan project will be as follows:Risk 1: Potential loss of project management capacity and personnel during the projectperiod.Mitigation: The project will be managed by Tony Toole who will be contracted throughoutthe project period. He will work with the same online services team at Coleg Sir Gâr thatsuccessfully completed the SWANI project. There is capacity, both in that group and morewidely in the Business Development team, for additional resource input should it benecessary.Risk 2: Lack of sufficient commitment and progress with pilot partnersMitigation: There will be a partnership agreement that details the responsibilities of all theproject partners. The monthly project team meetings will review progress against targetsand will agree appropriate action to rectify any potential problems.Risk 3: Impact of institutional change on project support and outcomes.Mitigation: Top level institutional support will be established for the project at the outset.The anticipated changes in the sector and in the partner institution circumstances overthe period of the project will be assessed and built into the risk management plan.The plan for successful embedding of project benefits will be part of the overall projectdevelopment plan. The participation of the partners in the PotsPan project will be basedon an appreciation of the potential benefits and embedding will only be assured, ofcourse, on the confirmation of these benefits from the pilot implementation evaluationoutcomes. The aim will be to deliver that project outcome.9. Workpackages:Tasks Start / Outputs Responsibility End datesWork Package 1:Project Startup May 2012- 1. Confirmed partnership agreement; DH, TT June 2012 2. Project team in place; 3. Project plan finalised; 4. First Steering group meeting and project plan approved.Work Package 2:WBL Digitised System June 2012 1. JOOMLA WBL document DH, TT, PartnerPilot – Dec 2012 management system in place for managers all partners; 2. Digital signature system in place for all partners; 3. Digitised document management systems workshop; 4. Evaluation report and system refinement recommendations. 7
  8. 8. Work Package 3:Institutional Document June 2012- 1. Institutional document TT, KD, SMU ISManagement Pilot Dec 2012 management system in place; team 2. Institutional digital signature trial completed; 3. Evaluation report and system refinement recommendations.Work Package 4:System Refinement Dec 2012- 1. Refinement recommendations TT, DH, KD March 2013 implemented; 2. Refinements tested and evaluated.Work Package 5:Dissemination May 2012- 1. Project Blog recording project TT April 2013 progress and outcomes; 2. Project Wiki making all project documents available; 3. Conference presentations submitted and delivered; 4. Final project report and dissemination event.10. Project Team Members:Name Institution/Organisation RoleDave Howells Coleg Sir Gâr Project DirectorTony Toole Coleg Sir Gâr Project ManagerLewis Jones Coleg Sir Gâr Document Management System DeveloperGeoff Elliott Pembrokeshire College Partner Pilot CoordinatorKathryn David Swansea Metropolitan Partner Pilot Coordinator UniversityShirley Laugharne PRP Training Partner Pilot CoordinatorAndrea Evans Prince’s Trust Partner Pilot CoordinatorAppendix A: FOI Withheld Information FormWe would like JISC to consider withholding the following sections or paragraphs fromdisclosure, should the contents of this proposal be requested under the Freedom ofInformation Act, or if we are successful in our bid for funding and our project proposal ismade available on JISC’s website.We acknowledge that the FOI Withheld Information Form is of indicative value only and thatJISC may nevertheless be obliged to disclose this information in accordance with therequirements of the Act. We acknowledge that the final decision on disclosure rests withJISC.Section / Paragraph No. Relevant exemption Justification from disclosure under FOINone 8
  9. 9. Appendix B: PotsPan Project BudgetDirectly Incurred Amount Total £Staff Aug-July 2012 Aug-July 2013Project Manager, Mgt pt20, 0.2FTE £3,000 £9,000 £12,000Total Directly Incurred Staff (A) £3,000 £9,000 £12,000Non-StaffTravel and expenses £300 £700 £1,000Dissemination £300 £1,200 £1,500Evaluation £300 £700 £1,000Equipment (Digital pens) £4,000 £0 £4,000Consumables £150 £350 £500Total Directly Incurred Non-Staff £5,050 £2,950 £8,000(B)Directly Incurred Total (C) £8,050 £11,950 £20,000(A+B=C)Directly AllocatedProject Director, Mgt pt20, 0.1FTE £1,500 £4,500 £6,000*Web Programmer, APT&C pt17, £2,500 £7,500 £10,0000.4 FTEPartner Pilot Staff (Institutions £2,000 £8,000 £10,000only) 0.4 FTEInstitutional Management Mgt pt £1,000 £3,000 £4,000*20. 0.1 FTEDirectly Allocated Total (D) £7,000 £23,000 £30,000Indirect Costs (E) £2,750 £8,250 £11,000*Total Project Cost (C+D+E) £16,800 £44,200 £61,000Amount Requested from JISC £10,000 £30,000 £40,000Institutional Contributions £6,800 £14,200 £21,000Percentage Contributions over Partners JISC Totalthe life of the project 34% 66% 100%No. FTEs used to calculate No FTEs Which Staffindirect and estates charges, 1.2 All indicatedand staff included* indicates institutional contributions 9
  10. 10. Appendix C: PotsPan Project GANTT Chart 10

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