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Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 31 May 2011
Page 1 of 40 Document title: JISC Project Plan Last updated: April 2007 m:\cg_share\office coordinator\alison\jisc project\project website\jisc project_current.docx
JISC Project Plan
Project Information
Project Identifier To be completed by JISC
Project Title Digital Communication and Student Mental Health
Project Hashtag
Start Date 1 March 2011 End Date 31 August 2012
Lead Institution University of Sheffield
Project Director Dr Andrew West (Director of Student Services)
Project Manager Alan Phillips (Associate Director of Student Services)
Contact email alan.phillips@sheffield.ac.uk
Partner Institutions n/a
Project Webpage URL www.sheffield.ac.uk/dcsmh
Programme Name Relationship Management
Programme Manager Myles Danson (m.danson@jisc.ac.uk )
Document Information
Author(s) Alan Phillips
Project Role(s) Project Manager
Date 31 May 2011 Filename
URL
Access This report is for general dissemination
Document History
Version Date Comments
1 31 May 2012
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 2 of 40 Document title: JISC Project Plan Last updated: April 2007
JISC Project Plan
Overview of Project
1. Background
At the University of Sheffield we have adopted a strategic approach to student mental health services, originating in our institutional student mental health strategy (2006), and subsequently augmented by a holistic overview report on student mental health (2008), setting out details of the large numbers of our students affected by such difficulties, the range of severity involved and the close relationship between mental health and progression, retention and completion. More recently our report on “Supporting Students with Complex Mental Health Difficulties” (2010) has provided further such data and added to our knowledge about the connection between mental health and the student experience of university life - including the connection with academic performance. We have made important advances in developing mental health services to and the next area in which we need to take steps forward is our ICT provision – the extent to which we use digital communication technologies in the student mental health system to develop our relationship with students and the staff who support them. This seems particularly important, both in terms of: engaging with a generation of students who are completely at ease with advanced digital
technologies and who have integrated them into their lives
and finding ways of improving our ability to communicate with students in an age of financial austerity for HEIs.
2. Aims and Objectives
The ultimate goal (see diagram below) is for a unified ICT “face‟ for Student Mental Health,
via a web interface, which would provide access to a number of resources and digital communication channels for students and staff. More specifically, we intend to create:
A single website for student mental health. Currently each of the services providing mental health services has its own site. We will not replace these sites; rather the new site will be take the form of an umbrella, representing a single and clearer starting point for students and staff.
We will create a new online self-referral process, through which students can make themselves known to mental health services. By means of this innovation, we particularly hope to open up a new channel of communication with harder to reach students.
We will create a new online library of self-help and mental health promotion materials, available through modern digital media. This will be available to both students and to staff supporting students.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 3 of 40 Document title: JISC Project Plan Last updated: April 2007
Fig 1: Diagram of project structure
Other objectives:
Through the project, to learn more about the use of digital communication technologies, such that we can devise a „digital communications strategy‟. This will inform both our work in student mental health and our work more broadly in Student Services.
Also, to learn more about student engagement. We intend to invite students to work very closely with us in the project, as co-designers and evaluators and this will also inform the way in which we create new policies and services in the future.
3. Overall Approach
Overall strategy
The following are the key strategic themes underpinning the project and against which success will be evaluated:
Service integration - This project is intended to reinforce the integration and collaboration that we already have across our mental health services – presenting a single face to students (and the staff that support them)
Leading edge - The project has a firm focus on technology in an area of service provision where the use of ICT is less developed ie we intend to take a significant leap forward in our use of the most advanced communication technologies, better supporting “digital native” students
User empowerment – we aim for the student voice to be clearly heard, both in the design aspect of this project and in the use, for example, of self-referral processes.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 4 of 40 Document title: JISC Project Plan Last updated: April 2007
Sustainability – we intend the framework we create to be sufficiently straightforward and robust that we can add to it and develop it over time, beyond the life of the project
Applicability – we intend to develop a framework that any university could adopt and indeed that we could apply to other areas of student support and engagement.
How the work will be structured
As the diagram at fig.1 illustrates, the work of the project will be divided into 3 parts - developing online content, creating an online referral process and creating an over-arching website both to hold this content and to provide a single point of departure for staff and students seeking information and support. Each of these sub-projects will be led by an identified member of staff (or contractor in the case of the website) reporting into the Project Lead, Alan Phillips. The first two sub-contracts will commence immediately, whilst the creation of the website will commence from approximately August 2011. We believe that it is important that we enable the three parts of the project to interact, so that we share thinking and learning and produce a consistent result across the project. In particular we want the website designers to work alongside the other contributors so that their design know-how is integrated into the creation of various elements of content. This will be a challenging but important issue to be addressed during the project. We also intend to involve students in the work of the project to as great an extent as we can manage. We had always wanted students to be involved but our thinking since we received JISC funding has encouraged us to conceive of engaging students as co-designers (and not just stakeholders or customers) as much as possible. That is to say, they will be involved in such a way as to influence the design as it emerges. Each of the sub-projects will be given a small budget for this purpose and helped to identify students to work with them throughout the project. This represents another challenging yet important issue to be addressed during the project. Scope and boundaries of the work The project sets out to develop a functioning website for student mental health issues. It will not deal with the future development of the facility, nor any financial or staffing issues that may arise as a result of the project. However, it is recognised that such issues may form the basis for discussions on exit and sustainability. Critical success factors Factors critical to the success of the project will be: Student engagement – it is critical that students are fully engaged in the project, so that we can be confident that the website meets their needs and expectations. As we have said, student engagement will be an important element of this project. Technical functionality: the website must be of a high technical standard and generally work well. It must also embody a design aesthetic which is attractive to students. This will influence our choice of website developers.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 5 of 40 Document title: JISC Project Plan Last updated: April 2007
Sustainability: the website and its content must be something that the University is capable of maintaining and developing when the project is completed. Discussions on sustainability will be critical to the longer term success of the project. Interoperability We intend that the website will be compatible with other internal University systems and will be accessible by other HE institutions.
4. Project Outputs
Principally:
The new range of web-based products and services, hosted within the University of Sheffield website, as described above.
Learning and recommendations on the use of digital communication technologies in the student mental health field
Learning and recommendations on the impact of student engagement in major service development initiatives such as this project.
In addition:
A project blog and video
A case study document
Interim and final reports.
Mapping of the mental health services covered in this work and the new on line processes
5. Project Outcomes
Enhanced capability and understanding of good practice in CRM technologies in the specific context of student mental health.
Increased understanding of the effective use of ICT systems to support “at risk‟
students.
An improved experience (in terms of access to and range of support) for students whether on campus or remote
Provision of innovative on-line access to mental health support, more in tune with the expectations of digital native students.
A new approach to web-enabled self-service access to support personalised interaction and self-referral.
Improvements in student retention. Built-in usage tracking and feedback will enable effective evaluation.
Benefits to the JISC community – the above experience to be disseminated through relevant professional networks, at conference presentations and workshops, etc.
6. Stakeholder Analysis
Stakeholder Interest / stake Importance
Students Engaged via service user groups and via the Students‟ Union, which will
High (user focus)
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 6 of 40 Document title: JISC Project Plan Last updated: April 2007
have membership on the project management team
mental health practitioners and expert psychological research input
Involved at all stages as project contributors, as members of a reference group and as members of the project management group
High (professional integrity)
IT practitioners Participation in the project management team.
Medium (system integration)
Student Services team, including senior management
Project sponsorship, additional funding and participation in the project management team.
Medium (service promotion)
Professional community in the HE sector Provision of information via professional associations, networks, conferences, etc
Medium (dissemination)
JISC community Involved via formal reporting, cluster groups and workshops. Also via website and blog.
High (dissemination and shared learning)
7. Risk Analysis
Risk Probability (1-5)
Severity (1-5)
Score (P x S)
Action to Prevent/Manage Risk
Staffing - loss of key project staff.
2 4 8 Contribution from a range of colleagues in an integrated service setting. We will also ensure that the project is fully documented and staff regularly briefing to share learning.
Organisational – project is not managed adequately.
2 4 8 Strong experience of effective project management. Excellent track record of partnership working with the students‟ union. Each sub-project will have a lead responsible for managing an area of the project. We have a strong project group, meeting regularly to assess progress.
Technical – the website and its content does not function to the level we intend.
2 3 6 Strong existing relationship with IT colleagues in the University, who will provide advice and support. We will employ suppliers who have previously delivered effectively.
External suppliers prove to 2 3 6 Use of known suppliers with
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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be unreliable.
experience of working for the University and thus understanding our needs.
Students are not willing to engage with the project.
Strong support from the Students‟ Union should enable us to develop the engagement we need. We also have a strong track record in this area to build upon.
Legal
1 3 3 Ethical approval will be sought as necessary. IPR and consent issues will also be actively managed.
8. Standards
Name of standard or specification
Version Notes
HTML Xhtml transitional
WSRP 2.0 In Liferay portal
LDAP 3.0
CAS 3.3.5 Authentication
9. Technical Development
The University is committed to introducing systems based on open standards and platform independence. So, for example, application delivery is via the web wherever practicable ensuring use on a wide variety of client operating systems and environments.
LDAP/CAS is used for authentication of users wherever practicable. Any new systems or applications implemented by the University must be capable of authenticating against a directory accessible via LDAP.
Web applications are developed in Java, using eclipse and the Maven framework, and within an open standard portal framework.
10. Intellectual Property Rights
The intellectual property arising from the project will be owned by the University. This is always the case where members of staff at this institution are concerned (covered in financial regulations) but we will also ensure that it applies to any work we commission by including a provision in contracts and agreements. Where students develop content for us (which may be the case) it will be on a collaborative basis with staff and therefore the intellectual property will again be owned by the University. Where students are videoed or sound recorded they will be asked to sign a form agreeing that any intellectual property created thereby will be owned by the University. If the website includes links to content from other institutions we will seek appropriate permissions.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 8 of 40 Document title: JISC Project Plan Last updated: April 2007
In the case of the online self-referral process, we may be including a piece of commercial software. It is part of the work package for this aspect of the project to negotiate a suitable
IPR agreement.
Project Resources
11. Project Partners
We will not be creating a consortium. However, we will be subcontracting the design of a website to an external supplier. The process of identifying a supplier has begun and we will provide JISC with details in due course.
12. Project Management
Project management arrangements The project will be overseen by a Project Management Group, which will meet periodically during the course of the project. The names of group members are given below. It is intended that the group includes both direct contributors and other stakeholders. Alan Phillips will lead the project, reporting on progress to both the project group and to Andrew West, Director of Student Services. He will receive administrative support from Alison Cox as Project Officer. We estimate that Alan will devote up to 40% of his time to the project in its early stages and 20% once the website developers are appointed. Alison will devote 10% of her time to the project. Nic Streatfield will lead the work on developing online content and Kim Dent-Brown will lead work on developing a self-referral process. (See details above re website contractor). A detailed project plan will show key milestones and progress will be assessed against them. Membership of project management group
Dr Andrew West (Project Sponsor). Director of Student Services, Chair of AMOSSHE, Vice Chair of AUA and a recent collaborator in JISC projects (referred to above). Alan Phillips (Project Leader). Alan is Associate Director of Student Services, Head of Student Health and Well-Being and responsible for student mental health strategy in the institution. He has successfully led and delivered a number of student services projects, including implementing the resultant service changes. Kate Tindle and Nic Streatfield. Kate is Head of Counselling and a highly experienced psychotherapist. She led our recent study of support to students with complex mental health difficulties. Nic is an experienced counsellor with an in-depth interest in the online use of clinical evaluation tools – he will lead the Developing Online Content aspect of the project. Liz Brewster. Liz is currently completing a PhD in Information Studies and has previously worked in our Counselling Service. She has an interest in the use of new digital media. Liz will be working with Nic Streatfield on Developing Online Content.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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Alison Cox. Alison is Office Coordinator in the University Counselling Service and will be working as Project Officer, with responsibility for oversight of finance, planning and other administrative issues. Dr Kim Dent-Brown, School of Health and Related Research. An experienced researcher, Kim will lead the work on an Online Referral process. Kim has recently worked with us on a project concerning the support needs of students with complex mental health difficulties. For career details see: http://www.sheffield.ac.uk/scharr/sections/hsr/mh/psychotherapy/kimdentbrown.html
Dr Graham McElearney, Learning Technologist, from our Corporate Information and Computing Services. He has an extensive track record in developing and supporting e-learning projects in the HE sector. In addition to advising the team on technical issues, he will contribute to our thinking on digital communications strategy. Paul Rodgers, lead on Student Support and Development. Paul is an experienced professional in the field of student support and guidance and will play a lead role on student engagement, ensuring that we identify students who can work with us on each major element of the project. Nikki Bowater. Nikki is the current Students‟ Union Welfare Officer. We have a very well-developed relationship with our Students Union, which is accustomed to working with us on major development projects. When Nikki‟s term of office comes to an end this summer, she will be replaced on the project by her successor. Dr Brendan Stone is a senior university teacher in the Department of English. He has an extensive interest in supporting students with mental health difficulties and in new forms of student engagement. He will provide the academic staff perspective and that of staff supporting students. Jonathan Gleek and Vicky Benjamin will join the project steering group as Student Consultants, ensuring (with the Students‟ Union Welfare Officer) that the student viewpoint is built into the project.
13. Programme Support
We have no internal capability in terms of service design (as far as we know) so support in that area might be helpful.
14. Budget
Budget attached at Appendix A
Detailed Project Planning
15. Work packages
Work packages are included for each major area of the project. The package for the Website Development area is in an outline form only, as we have not yet appointed website developers. This should happen during the next couple of months. Once appointed, one of their responsibilities will be to develop a suitably detailed plan of work.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 31 May 2011
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16. Evaluation Plan
Timing Factor to Evaluate
Questions to Address Method(s) Measure of Success
Formative evaluation continues throughout project. Summative in the final stage.
Success of online content
Is content acceptable and useful to students?
Does it reflect the student voice?
Does it cover all relevant areas?
Are the media used are appropriate?
Formative:
close involvement of students as collaborators and co-designers
feedback from project stakeholders
feedback from focus and user groups
we will open up a special blog to encourage student feedback
Summative
trialling in final stage of project
measurement of hits as the site begins to be used
Students tell us that they find the content useful and relevant to their lives.
Usefulness of the content is reflected in the hits it generates.
As above. Success of online referral process
Does the process prove to be technically feasible?
Is it attractive and useful to the students we are aiming at?
As above but in addition:
feedback from technical stakeholders
feedback from particular student group with which we are most concerned (with complex difficulties) via individuals and focus groups.
Students use the process and find it useful and relevant.
It enables us to get to „hard to reach students‟
As above Success of website
Is the design useful and accessible to students?
Is it technically sound?
Is it attractive to students – does it draw them to the site?
Formative:
close involvement of students as collaborators and co-designers
feedback from project stakeholders
feedback from technical stakeholders
feedback from focus and user groups Summative
trialling in final stage of project
measurement of hits as the site begins to be used
The website works smoothly and is attractive to students
Hits on the website are substantial and sustained.
Draft of strategy ideas at
Learning about digital
What are the learning points as we proceed through the
Formative:
Periodic mini-workshops for project group, We are able to create a
feasible strategy for digital
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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completion of foundation stages.
Further iterations in development stage.
Final draft at completion of project
communication strategy
project?
How does it enable us to develop strategy in this area, both in mental health and more broadly?
drawing out learning
Inclusion of student consultants in discussions Summative:
Testing out of ideas with broader Student Services and Students‟ Union community
communications.
We are better informed in this area and feel able to apply or learning to the broader student services field.
Formative evaluation continues throughout project. Summative in the final stage.
Learning about student engagement
What impact has student engagement had on the success of the project?
How well have our different methods of engagement worked?
Formative:
Feedback from students and project staff throughout the project, collected via project group meetings, project blog and focus groups
Summative:
Test out final conclusions with main student contributors and project staff in a workshop.
The student perspective is firmly embedded in both project thin king and its practical outcomes and outputs.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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17. Quality Plan
Output
Timing Quality criteria
QA method(s) Evidence of compliance
Quality responsibilities Quality tools (if applicable)
Throughout project
Professional standards and accountability-(delivering a product that is „clinically‟ informed)
Involvement of mental health professionals who will form part of the project group, and use expertise drawn from clinical experience and training, current NICE guidelines, and other relevant publications
Attendance of m/h professionals at project group meetings Brief literature review, plus recommendations submitted to project group
Ensuring that the resources developed conform to current guidelines on „best practice‟ for supporting / providing services to those with mental health difficulties
Professional memberships of mental health professionals involved
Throughout project
Accessibility and relevance
Involvement of „student consultants‟ at strategy and delivery stages of the project Involvement of in-house accessibility experts.
Meetings with „student consultants‟ and their attendance at project group meetings
Delivering a product that is accessible and relevant to current students
We have accessibility experts in house (in Computing Services and Disability Support) who can work with us to ensure that the website is accessible by all students.
During foundation stage of project
User safety and well being
Check with UREC (University‟s Research Ethics Committee) with regard to personal data gathered from users
Guidance from UREC Ensuring that the service offered through the product conforms to the University‟s ethical codes
UREC policies and procedures
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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Throughout project
Technical functioning of website and content
Involvement of IT professionals in all areas of project. Testing of web site and all content in final stage of project, particularly by potential users – students and staff..
All features of website function as planned. Users able to navigate website successfully and find the information they need.
Ensuring that the website has a high level of technical functionality.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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18. Dissemination Plan
Timing Dissemination Activity Audience Purpose Key Message At beginning of project and at completion of key stages.
Briefings to:
Student Support Forum
Student Services Strategy Group
Learning and Teaching Committee
Institutional – senior management and academic staff
Feeding learning into key student support and learning and teaching groups.
We are making efforts to further improve and develop services to students in a key retention area.
Progress of project and emerging learning.
During foundation stage of project and then (at least) at completion of each major stage.
Regular briefings to Union sabbatical team
Regular feed of news from project into student community via (for example) Union Facebook newsfeed and other popular channels such as Forge Press
Involvement of students in project management group and delivery activity will aid dissemination.
University student community
Feeding news and learning from the project to the student community, raising awareness of the services being developed and the extent of student engagement involved.
We are developing services that are highly accessible and relevant to students. This process involves students to a high degree.
Progress of project and emerging learning
During foundation stage of project and then (at least) at completion of each major stage. AMOSSHE conference workshop summer 2012.
Contributions to Student Services staff briefing programme
Articles in Student Services newsletter
Enable access to project webpage and blog
Briefings to AMOSSHE Executive via Andrew West (AMOSSHE Chair)
Possible workshop at AMOSSHE conference (Summer 2012)
Student Services staff, internally and externally.
To share learning widely across our own department and with colleagues nationally.
The importance of digital media in communicating with students.
Progress of project and emerging learning.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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Timing Dissemination Activity Audience Purpose Key message In foundation stage and at key points thereafter. Conference paper post-project.
Briefings to Heads of University Counselling Services (HUCS) and Association for University and College Counselling (AUCC), via mail bases, executive meetings and journals. Possible contribution to AUCC conference (precise date unknown but summer 2012). Internally – feed news to colleagues in clinical services via team meetings and away days.
Community of student mental health practitioners
To share learning with our own staff internally and with colleagues nationally.
Possibility of innovative ways of communicating with students on mental health issues and of creating new service models. Progress of project and emerging learning.
In foundation stage and at key points.
Briefing to local IT staff via their electronic newsletter and Director‟s blog. Enabling access to project website and blog. Involvement of local IT staff in project will aid dissemination.
University of Sheffield IT community.
To share learning with our own staff internally and with colleagues nationally.
Raising awareness of application of digital media in student support field. Reinforcing need for IT and Student Services collaboration on such issues.
Throughout project, as per JISC requirements.
Project blog, available to other project participants. Interim and final reports Participation in cluster group News and leaning made available on project website.
JISC community
To share learning with JISC staff and participants in JISC programmes. Enhancing JISC knowledge base in his area.
News and learning emerging from the project.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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19. Exit and Sustainability Plans
Project Outputs Action for Take-up & Embedding Action for Exit
New services (online content and online referral within new website)
The new services will be absorbed into existing student mental health infrastructure within Student Health and Well Being. Key contributors to project will stay with new services as they are embedded. Website developers will formally handover site to internal staff. A marketing campaign will be required to alert students to the new services. However, we intend that much of this awareness raising will have been done through our dissemination activity.
Clarify responsibilities for operational management of service. Training for staff responsible for updating content and maintain website. Appropriate documentation made available.
Learning re digital communications
The learning on digital communication strategy will be formally written up and disseminated. Digital communications will become a key feature of our local student mental health strategy, managed by our strategy leadership group. It will also be taken up in the periodic process of reviewing the broader Student Services strategy.
Summarise learning. Formally include in Student mental health strategy for post-2012
Learning re student engagement
As above, the learning on student engagement will be formally written up and disseminated. It will also become part of our student mental health strategy, as above. Likely to be taken up in broader Student Services strategy too.
Summarise learning. Formally include in Student mental health strategy for post-2012
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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Project Outputs Why Sustainable Scenarios for Taking Forward Issues to Address
New services (online content and online referral within new website)
This is very much a service development project, albeit we are also keen to generate strategic learning, so our intention is very much to create services/facilities that will last. It is anticipated (see above) that the new website will be absorbed into the locally managed student mental health infrastructure.
Incorporation onto local infrastructure, managed by an existing Service Head.
One of main project leads remains heavily involved in management and development of these web facilities.
Arrangements are developed with local IT practitioners for ongoing technical support.
Where the new facilities best fit organisationally
Who is best equipped to manage the new facilities
The extent to which we can depend on local IT support. This may depend upon the technical options we choose.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 31 May 2011
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Appendix A - Project Budget
Directly Incurred Staff
August 10– July 11
August 11– July 12
TOTAL £
Bought in from SCHARR £2000 £8000 £10000
Bought in from External Supplier £0 £15000 £15000
Total Directly Incurred Staff (A)
£2000 £23000 £25000
Non-Staff August 10– July 11
August 11– July 12
TOTAL £
Travel and expenses £200 £1800 £2000
Hardware/software £500 £2000 £2500
Dissemination £250 £2250 £2500
Evaluation £250 £2250 £2500
Other £530 £3920 £4450
Total Directly Incurred Non-Staff (B)
£1730 £12220 £13950
Directly Incurred Total (C) (A+B=C)
£3730 £35220 £38950
Directly Allocated August 10– July 11
August 11– July 12
TOTAL £
Staff £6805 £20245 £27050
Estates £846 £3845 £4691
Other £3912 £17784 £21696
Directly Allocated Total (D) £11563 £41874 £53437
Indirect Costs (E) £ £ £
Total Project Cost (C+D+E) £15293 £77094 £92387
Amount Requested from JISC £20000 £40000 £60000
Institutional Contributions £0 £32387 £32387
Percentage Contributions over the life of the project
JISC 65 %
Partners 35 %
Total 100%
No. FTEs used to calculate indirect and estates charges, and staff included
No FTEs 0.23 2010/11 0.53 2011/12
Which Staff Grade 8 2010/11 0.08fte - 2011/12 0.16fte Grade 5 2010/11 0.16fte – 2011/12 0.37fte
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 31 May 2011
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Appendix B. Work Packages
JISC WORK PACKAGE - ‘DEVELOPING ONLINE CONTENT’
WORKPACKAGES Month 1 M
2A
3 M
4 J
5 J
6 A
7 S
8 O
9 N
10 D
11 J
12 F
13 M
14 A
15 M
16 J
17 J
18 A
1: Planning 2: Scoping topics & delivery methods
3: Writing Project Blog 4: Student Engagement Activities
5: Reviewing Scoping results with students and project group
6: Creating content – How to stay well
7: Creating content – Self Help
8: Creating content – Signposting
9: Creating content – Staff Resources
10: Linking content with online referral process
11: Reviewing content
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
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with students and project group
12: Testing web portal
Project start date: March 2011
Project completion date: August 2012
Duration: 18 months
Work packages Start End Outputs
Milestones
Responsibility
WORKPACKAGE 1:
Objective: Planning
1. Internal project communication (uspace)
March 2011
April 2011
Creation of uspace group Uspace group set up LB
2. Categorising findings system
March 2011
April 2011
Creation of spreadsheet for collating information in consistent manner (excel)
Excel spreadsheet set up LB
3. Plan external strategy to encourage stakeholder contributions
March 2011
June 2011
Explore options e.g Facebook, Twitter, blog etc
Online forums, social networking accounts established
NS & LB
4. Time commitments and budget
March 2011
April 2011
Prepare project plan Project plan presented NS
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 21 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 2:
Objective: Scoping topics
5. Scoping existing digital communication for the topic - Sleep
Apr 2011
5th May Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
6. Scoping existing digital communication for the topic – Managing Transitions, loneliness & homesickness
May 2011
5th May Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
7. Review first two scoping exercises
May 2011
May 2011
Is the process working? Are we being consistent?
Improve data collection methods and if necessary refine spreadsheet
NS & LB
8. Scoping existing digital communication for the topic – Relationship Difficulties
May 2011
May 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
9. Scoping existing digital communication for the topic – Academic Difficulties (Time Management, Procrastination, Exam Stress)
May 2011
May 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
10. Scoping existing digital communication for the topic – Low self esteem/low confidence
June 2011
June 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
11. Scoping existing digital communication
June 2011
June 2011
Collation of useful websites Collation of useful content
Report detailing links to possible signposting options, content headings and suggested
NS & LB
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 22 of 40 Document title: JISC Project Plan Last updated: April 2007
for the topic – Anxiety Examples of successful delivery methods
method(s) of delivering content
12. Scoping existing digital communication for the topic – Bereavement & Loss
June 2011
June 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
13. Scoping existing
digital communication for the topic – Self harm & suicidal thoughts
June 2011
June 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
14. Scoping existing digital communication for the topic – Depression
July 2011
July 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
15. Scoping existing digital communication for the topic – Eating Disorders
July 2011
July 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
16. Scoping existing digital communication for the topic – Wellbeing/Happiness
July 2011
July 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
17. Scoping existing digital communication for the topic – Food & Mood
June 2011
June 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
18. Scoping existing digital communication for the topic – Exercise
June 2011
June 2011
Collation of useful websites Collation of useful content Examples of successful delivery methods
Report detailing links to possible signposting options, content headings and suggested
method(s) of delivering content
NS & LB
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 23 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 3: Objective: Content Project Blog
19. Create project blog May 2011
May 2011
Create a student focused blog about the project
Project Blog created
NS & LB
20. Maintain and promote blog
May 2011
Sept 2012
Maintain blog with fortnightly (at least) entries and use associated social networking links e.g. twitter feed, facebook, Student Union resources to find ‘friends’ of the project
100 followers of the project NS & LB
21. Use blog as a means to raise awareness/interest in the project of students
May 2011
Sept 2012
Consider competitions – e.g. naming rights, Seek students interested in creating content for project, carrying out interviews, focus group participants etc
200 followers of the project NS
WORKPACKAGE 4: Objective: Student Engagement Activities
22. Use existing links with groups of students from current student services contacts in
May 2011
Speak to Mentors, Complex project group, contact counselling clients, DDSS clients, international students,
Creation of focus groups, registration of 50 interested individuals for project
NS & others
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 24 of 40 Document title: JISC Project Plan Last updated: April 2007
order to encourage involvement in the project
mature and postgraduate students
23. Use existing links with groups of students from student union contacts in order to encourage involvement in the project
May 2011
Speak to Student Union affiliated groups and societies
Creation of focus groups, registration of 50 interested individuals for project
NS & others
WORKPACKAGE 5: Objective: Reviewing Scoping results with students and project group
24. Review results with Project Group
July 2011
March 2012
List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings
Provision of scoping review document for each topic
NS & LB?
25. Review results with other student services staff
July 2011
March 2012
List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E
Provision of scoping review document for each topic
NS & LB?
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 25 of 40 Document title: JISC Project Plan Last updated: April 2007
Any gaps in scoping findings
26. Review results with students;
Focus Groups
Interested individuals
Through Blog
Student Union
July 2011
March 2012
List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings
Provision of scoping review document for each topic
NS & ?
27. Review results with IT staff and website designers
Aug 2011
List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more applicable to H.E Any gaps in scoping findings List of questions re IT ‘capability
Provision of scoping review document for each topic
Provision of technical questions re IT capability
NS & ?
28. Barriers List possible barriers to using or developing content e.g.
Intellectual Property issues
Costs
Language issues
Provision of list of potential hurdles NS & LB
29. Feedback Cycle Collate feedback Create content & delivery plan Repeat 18,19,20 to ensure stakeholder buy in of plan
Review, adaptation and then provision of content & delivery plan
All
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 26 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 6: Objective: Creating content – How to stay well
30. Writing text content June 2011
Draft text content for website Provision of draft text for review NS
31. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g. Podcasts, Video
Sep 2011
Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging students to create their own content
Provision of draft content for review
32. Engagement with web designers
Ensure content development fits into available IT resources & standards
Confirmation that delivery methods remain consistent with web portal’s capability
WORKPACKAGE 7: Objective: Creating content – Self Help
33. Writing text content June 2011
Draft text content for website Provision of draft text for review NS
34. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g.
Sep 2011
Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be
Provision of draft content for review
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 27 of 40 Document title: JISC Project Plan Last updated: April 2007
Podcasts, Video
encouraging students to create their own content
35. Engagement with web designers
Ensure content development fits into available IT resources & standards
Confirmation that delivery methods remain consistent with web portal’s capability
WORKPACKAGE 8: Objective: Creating content – Signposting
36. Writing text content May 2011
Draft text content for website Provision of draft text for review NS
37. Designing appropriate Signposting path
Aug 2011
Ensuring Signposting is relevant to students and easy to follow
Provision of Signposting pathway NS & LB
38. Checking Signposting links work
Ensuring signposting links work Recommending technology to check for broken links Ensuring language for links is relevant to the student audience
Provision of Signposting accuracy plan
39. Producing other delivery content (to be advised once workpackage 2 has been completed) e.g. Podcasts, Video
Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging students to create their own content
Provision of draft content for review
40. Engagement with web designers
Ensure content development fits into available IT resources & standards
Confirmation that delivery methods remain consistent with web portal’s capability
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 28 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 9: Objective: Creating content – Staff Resources for helping students
41. Reviewing current Staff resources
Oct 2011
Review all current staff web resources Be informed by the findings of previous workpackages
Provision of review of existing staff resources NS & ?
42. Review results with interested staff;
Focus Groups
Interested individuals
Through Blog
Nov 2011
List of existing resources List of existing delivery methods List of potential developmental delivery methods Suggestions for how to make existing resources more available to staff Any gaps in scoping findings
Provision of draft text for review
43. Writing text content Nov 2011
Draft text content for website Provision of draft text for review
44. Producing other delivery content (to be advised once other workpackages have been completed)
Nov 2011
Arrange or facilitate the development of other content in range of delivery methods as decided by scoping review discussions. This will ideally be encouraging staff to create their own content
Provision of draft content for review
45. Engagement with web designers
Ensure content development fits into available IT resources & standards
Confirmation that delivery methods remain consistent with web portal’s capability
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 29 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 10:
Objective: Linking content with online referral process
46. Link content with online referral process
Oct 2011
Ensure that content is appropriate to the online referral process. E.g. that appropriate content is available at different points along the online referral process
Joined up content and online referral pathways NS & KDB
WORKPACKAGE 11: Objective: Reviewing content with students and project group
47. Reviewing content and delivery of How to stay well
Dec 2011
Test out suitability of created content and delivery methods using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal
Content & Delivery method ready for trialling
48. Reviewing content and delivery of Self
Dec 2011
Test out suitability of created content and delivery methods
Content & Delivery method ready for trialling
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 30 of 40 Document title: JISC Project Plan Last updated: April 2007
Help using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal
49. Reviewing content and delivery of Signposting
Dec 2011
Testing out ease of navigation and design of signposting links using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal
Content & Delivery method ready for trialling
50. Reviewing content and delivery of Staff Resources
Dec 2011
Testing out ease of navigation and design of signposting links using already established means of communication with stakeholders (blog, focus groups, individual interviews, meetings) as well as seeking volunteers to test draft versions of the content in the web portal
Content & Delivery method ready for trialling
51. Review all content and design with web designers
Review all content and design with web designers
Content & Delivery method ready for trialling
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 31 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 12: Objective: Testing Web portal
Testing web portal June 2012
August 2012
Using project friends – both staff and student to test the web portal capability and ease of access before actual go live date
Members of Project Team:
Name Role
Nic Streatfield Lead on developing online content
Liz Brewster Assistant – scoping, creating and curating online content.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 32 of 40 Document title: JISC Project Plan Last updated: April 2007
JISC WORK PACKAGE – ‘ONLINE SELF-REFERRAL’
WORKPACKAGES Month 1 M
2A
3M
4 J
5 J
6 A
7 S
8 O
9 N
10 D
11 J
12 F
13 M
14 A
15 M
16 J
17 J
18 A
1: Planning 2: Negotiating access and IP rights with CORE-IMS
3: Investigation of existing models
4: Iterate drafts of pathway shape and text
5: Write/rewrite and test coding to navigate pathway
6:Road test current version of pathway with advisory panel
7: Release, testing and feedback from University community
Project start date: March 2011
Project completion date: August 2012
Duration: 18 months
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 33 of 40 Document title: JISC Project Plan Last updated: April 2007
Workpackages Start End Outputs
Milestones
Responsibility
WORKPACKAGE 1:
Objective: Planning
1. Internal project communication (uspace)
March 2011
June 2011 Creation of uspace group Uspace group set up KDB
2. Recruit core writing team March 2011
June 2011 Team established Mailing list of team members KDB
3. Time commitments and budget
March 2011
June 2011 Prepare project plan Project plan presented KDB
4. Recruit student tester panel
November 2011
December 2011
Testing panel recruited Email to potential testers from among previous student collaborators
WORKPACKAGE 2:
Objective: IP rights and
access
5. Agree level of input required from CORE
June 2011 June 2011 Decision from team on level of input required from CORE
Discussion date to agree strategy
6. Negotiate access and costs with CORE-IMS
June 2011 July 2011 Formal agreement with CORE over intellectual property, costs and responsibilities
Meeting/discussion with CORE/IMS to agree terms
WORKPACKAGE 3: Objective: Investigation of existing models
7. Identify other June 2011 September List of links to websites Email to project team to ‘snowball’ possible links
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 34 of 40 Document title: JISC Project Plan Last updated: April 2007
institutions/agencies using analogous approach
2011 with similar aims/processes
8. Testing/evaluating existing models
June 2011 September 2011
Report document detailing features of other sites and learning for this project
Report presented to project team
WORKPACKAGE 4: Objective: Iterate drafts of pathway shape and text
9. Paper version of pathway along with draft text for each page
August 2011
October 2011
Final version of links and text to coders
Meeting mid-way each month to present and discuss current version
WORKPACKAGE 5: Objective: Write/rewrite and test coding to navigate pathway
10. Draft coding for webpages October 2011
March 2012 Draft of website pages available for technical testing
Two iterations – end Nov 2011, end March 2012
11. Internal testing for technical performance
October 2011
April 2012 Pages ready for release to internal tester/s
Two iterations – end Dec 2011, end April 2012
12. Feedback from testing October 2011
April 2012 Feedback delivered to coders
13. Amendments prior to release to student panel
March 2012
April 2012 Working version available for student panel
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 35 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 6: Objective: Road test current version of pathway with advisory panel
14. Student panel for testing and comment
January 2012
February 2012
Comments returned from user panel
Meeting to discuss pages and formulate comments
May 2012 June 2012
WORKPACKAGE 7: Objective: Release, testing and feedback from University community
15. Release to full University community
July 2012 Webpages available throughout Uni community via secure login
Pages go ‘live’
16. Feedback from users Feedback collated ‘Beta release’ feedback page on website
17. Feedback reporting August 2012
Report on technical performance and student feedback prepared
Members of Project Team:
Name Role
Kim Dent-Brown Lead for Development of Online Self-Referral Process
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 36 of 40 Document title: JISC Project Plan Last updated: April 2007
JISC WORK PACKAGE – ‘WEBSITE DEVELOPMENT’ (Note: in outline until website developers are appointed)
WORKPACKAGES Month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
M A M J J A S O N D J F M A M J J A
1: Contact with potential developers
2:Discussions with internal technical advisors
3: Appointment of developers
4: Planning
5: Website development
6: Liaison with other project leads
7: Student engagement
8: Trialling (‘fallow’) period
9. Improvement/adjustment
Project start date: 1
st March 2011
Project completion date: 31st August 2012
Duration: 18 months
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 37 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 1:
Objective: Contact and discussions with potential developers
18. Identify potential developers March 2011 March 2011 List of three/four developers known to University List produced AP
19. Set up meetings April 2011 May 2011 Meetings arranged Meetings in diary AP
20. Meet and discuss project with potential developers
April 2011 May 2011 Assessment of: interest from developers, level of experience and technical competence.
Assessment satisfactory, such that can go forward
with invitations to quote for work.
AP
WORKPACKAGE 2:
Objective: Discussions with internal technical advisors
21. Meet with internal technical advisors
May 2011 May 2011 Assessment from computing and marketing standpoints as to best options for website development
Approach agreed – can form foundation for brief to
developers
AP
22. Involve technical advisors in process of selecting developers.
June 2011 July 2011
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 38 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 3:
Objective: Appointment of Website Developers
23. Write brief for website developers and invite to submit proposals
June 2011 June 2011 Brief which is informative for developers and covers all of our needs.
Brief written in good time and agreed by all parties
internally.
AP
24. Set up interviews and appoint developers
June 2011 July 2011 Developer appointed
WORKPACKAGE 4: Objective: Planning
25. Development of more detailed work plan for remainder of project
July 2011 August 2011
Developer will develop a detailed work plan to cover period September 2011 – August 2012
Plan received and agreed by project manager
WORKPACKAGE 5: Objective: Website development
26. Development of web pages to house content produced by other sub-projects
September 2011
April 2012 Comprehensive website capable of housing content produced during the project; creative and attractive to student users.
Website meets all criteria agreed at outset – ready for
trialling.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 39 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 6: Objective: Liaison with other project leads
27. Liaison with other project leads September 2011
April 2012 Liaison required between website developers and other project leads to ensure that the website both looks good and works well.
Good interaction between sub-projects results in both
high level of design creativity and technical
performance.
WORKPACKAGE 7: Objective: Student engagement
28. Work with students throughout project to ensure that website meets their needs
September 2011
April 2012 Website developers involve students in design and testing activities.
WORKPACKAGE 8: Objective: Trialling ‘fallow’ period
29. May 2012 August 2012
Website operates for trial period with student and staff engagement.
Website ready to trial.
Project Acronym: DCSMH Version: 1 Contact: Alan Phillips (alan.phillips@sheffield.ac.uk) Date: 13 May 2011
Page 40 of 40 Document title: JISC Project Plan Last updated: April 2007
WORKPACKAGE 9: Objective: Improvement/adjustment
30. August 2012 August 2012
Any faults or gaps noted in trialling/fallow period are put right.
Website fully functional and ready to launch by end of
period.
Members of Project Team:
Name Role
Website Developers Not yet known
(Alan Phillips – Project Manager – responsible for first phases of this work package).
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