timetable and room allocation system project

Timetable and Room Allocation System Project

Stage 1 – Preparation of Reports

Stage Plan

Version 1.0

Prepared By

Robert Treadgold

Manager, Student Information

TARA System Project Stage Plan 1

Page i

Table of Contents 1 INTRODUCTION ..................................................................................................1

1.1 Purpose of the Document...............................................................................1 2 STAGE DEFINITION ............................................................................................1

2.1 Objectives ......................................................................................................1 2.2 Scope .............................................................................................................1 2.3 Exclusions ......................................................................................................2 2.4 Constraints .....................................................................................................2 2.5 Assumptions...................................................................................................2

3 APPROACH .........................................................................................................2 3.1 Methodology...................................................................................................2 3.2 Project Products .............................................................................................3

4 STAGE PLAN DETAILS ......................................................................................4 4.1 Gantt Chart.....................................................................................................4 4.2 Resource Matrix .............................................................................................4 4.3 Milestones and Dates.....................................................................................4

APPENDICES APPENDIX A –PRODUCT DESCRIPTIONS

APPENDIX B – GANTT CHART


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DOCUMENT APPROVAL

DOCUMENT CONTROL

Document Title Timetable and Room Allocation System Stage 1 Plan

Version No 1.0

File Name TARA Stage 1 Plan

Date: 23 March 2005

Distribution Project Management Group, Timetable and Room Allocation Reference Group, Project Working Parties.

Note: This is the only controlled copy of this document. All others are uncontrolled

DOCUMENT MODIFICATION HISTORY

Version Number

Primary Author(s)

Description of Version Date Completed

0.1 Robert Treadgold Draft 18 February 05

0.2 Robert Treadgold Updated Draft 25 February 05

0.3 Robert Treadgold Updated Draft 02 March 05

1.0 Robert Treadgold Final 23 March 2005

RELATED MATERIAL

Document Name Description

Project Execution Plan (PEP)

Project Execution Plan for the Timetable and Room Allocation System Project

Project Sponsor – John Wood Project Manager – Robert Treadgold

Signed

Date

Signed

Date


Page 1

1 INTRODUCTION

1.1 Purpose of the Document

This document is the Stage 1 Plan for the Timetable and Room Allocation System Project. It provides relevant information for the day-to-day management of the stage and is used as the basis for project management control throughout this stage. Specifically, it

• Identifies details of all work activities, products and resource requirements to deliver the stage objectives

• Identifies all the products which the stage must produce

• Provides a baseline against which the stage progress will be measured

• Specifies the quality controls for the stage products and identifies the resources needed for them.

2 STAGE DEFINITION

2.1 Objectives

Determine what Edith Cowan University requires from a Teaching and Room Allocation (TARA) System. A requirements specification document to be prepared and focus on a system that

• reduces data duplication and consolidates systems with the potential for a single system for timetabling and room allocation of both teaching and non teaching spaces

• streamlines room bookings and optimizes the use of space

• provides ability for staff/students to request room bookings via the web

• provides a seamless means for collecting teaching activity requirements from schools preferably via the web

• integrates with other ECU systems, particularly Callista Student Management System and Archibus

• has technical support either via a supplier or internal support from KITSC

Prepare a report outlining what Timetable and Room Allocation Systems are currently available for purchase and which systems are Australian universities using.

2.2 Scope

The specifications document to describe the requirements from a teaching timetable, room booking, event management and space management perspective. To also include interface and other technical requirements.


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2.3 Exclusions

Changes to business processes identified in specifications document.

2.4 Constraints

The following constraints have been identified in developing this Stage Plan:

• Timescale – deadlines for the various reports

• Budget

• Resources with appropriate skills

• Dependency on interfaces with Callista and Archibus

2.5 Assumptions

The following assumptions have been made in developing this Stage Plan:

• Budget and Resources (with appropriate skills) will be available

• Timescale will be adequate

• Required Interfaces will be identified by stakeholders and approved by Project Management Group

3 APPROACH

3.1 Methodology

Stage One has the following outcomes:

• Completion of a Timetable and Room Allocation System specifications document.

• Completion of an analysis outlining what Timetable and Room Allocation Systems are currently available and which systems are Australian universities using.

• An analysis of the current Timetable and Room Allocation System (Admin) against the specifications document is completed.

• The Project Management Group decides if the University continues with Admin initiating improvements or seek to buy/build a new system.

• The above outcomes would require the following steps:

o Establishment of a Working Party chaired by the Timetable Officer (Caryn Bate) to prepare the teaching timetable component of the Specifications document.

o Establishment of a Working Party chaired by a Campus Services representative (Karen Knowles) to prepare the ad hoc room bookings component of the Specifications document


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taking into consideration the requirements of Security and how the system could be used for events management.

o Establishment of a Working Party chaired by a Facilities Services representative (Sonja Woodwell) to prepare the space management and reporting component of the Specifications document.

o The Timetable Officer to undertake an analysis outlining what Timetable and Room Allocation Systems are currently available and which systems are Australian universities using. Recommend using the CAUDIT survey on Timetabling/Scheduling Software undertaken by Murdoch University in 2004 as a starting point.

o Information Delivery Systems (IDS) support compiles the Specifications document from the components prepared by each Working Party. Project Manager to prepare Specification document in a format suitable for the analysis/tender process.

o The specification document and two reports on current systems in use and on the market are provided to the Timetable and Room Allocation Reference Group (TARARG) for consideration and endorsement. The membership of TARARG is

A representative from each Faculty A representative from Student Services A representative from Systems Support (Alan Dent) The Chair of each Working Party, Project Manager and IDS support would attend in an advisory capacity

o Timetable Officer and IDS representative (Rukmini Edirisinghe or Stephen Edwards) to conduct an analysis of the current Timetable and Room Allocation System (Admin) against the Specifications document. The analysis would also provide an indication of the amount of enhancement required for Admin to meet the new ECU TARA system requirements.

o TARARG would consider the analysis and make a recommendation to the PMG

o PMG decide if we go with an improved version of Admin or buy/build a new system.

3.2 Project Products

This is a matrix showing responsibility for production of the project’s products. It cross-references back to the product descriptions (see Appendix A).

ID Product Name Product Type

Primary Responsibility

Due Date

1 Timetable and Room Allocation System specifications document

Report Project Manager 20 April 2005

2 Report on Timetable and Room Allocation System packages currently in use by other universities

Report Timetable Officer 8 April 2005

3 Report on Timetable and Room Allocation System packages currently on the market

Report Timetable Officer 15 April 2005

5 Request for Tender Document Analysis document

Project Manager 11 May 2005

6 Admin comparison against TARA system requirements

Report Timetable Officer 1 June 2005

The full list of the products to be produced by this stage of the project, together with their quality assurance status, will be maintained in the Quality Log.


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4 STAGE PLAN DETAILS

4.1 Gantt Chart

Appendix B

4.2 Resource Matrix

Timetable and Room Allocation Reference Group (TARARG)

• Review of Specification document and reports on available TARA systems and TARA systems currently being used by other universities

IDS Support (Stephen Edwards)

• Compile component of each WP into final Specifications document Project Manager (Robert Treadgold)

• Determine tender process

• Format Specifications document into analysis format Working Party Chairs (Caryn Bate, Steve Butcher, Stephen Edwards, Karen Knowles)

• Preparation of TARA System Specifications document Timetable Officer (Caryn Bate)

• Prepare report on what TARA systems are available

• Prepare report on what TARA systems used by other universities

4.3 Milestones and Dates

Key Milestone Target Date

Timetable and Room Allocation System specifications document 20 April 2005

Report on Timetable and Room Allocation System packages currently in use by other universities

8 April 2005

Report on Timetable and Room Allocation System packages currently on the market

15 April 2005

Request for Tender Document 11 May 2005

Admin comparison against TARA system requirements 1 June 2005


TARA Stage 1 Plan v1.0

Appendix A - Product Descriptions

Product number 1 PRODUCT NAME

Timetable and Room Allocation System Specifications

PURPOSE OF THE PRODUCT

The specification document to describe the requirements for a Timetable and Room Allocation system from a teaching timetable, room booking, event management and space management perspective.

COMPONENTS

• executive summary • current configuration • key issues • functional requirements • information requirements • reporting requirements • interface requirements • the warnings and help facilities required • system administration requirements with regards to archiving, auditing, disaster recovery, storage,

service level, performance and security • system requirements with regard to hardware, software, network, web and servers • implementation considerations.

DERIVATION

Working parties will be established that will consult with relevant stakeholders so as to determine the functional requirements of a timetable and room allocation system. The TARA system functional specification document prepared by Robert Treadgold in April 2004 will be used as reference material in preparing the specifications document.

FORMAT AND PRESENTATION

Must conform to requirements template agreed upon by the Project Management Group.

ALLOCATED TO

The Chair of each relevant Working Party is responsible for their component of the specifications document. The Project Manager is responsible for compiling the components into the final document.

QUALITY CRITERIA

TYPE OF QUALITY CHECK REQUIRED

Each working party is to ensure adequate consultation takes place that ensures all key clients of a TARA system have input into the construction of the specifications document.

The Timetable and Room Allocation Reference Group to assess the specifications document.

PEOPLE OR SKILLS REQUIRED FOR QA



Reviewing the Product

The teaching timetable component of the specifications document should be reviewed by the Project Manager, Heads of School, School Timetable Coordinators, Timetable Office staff and the TARARG.

The room booking and events management component of the specifications document should be reviewed by the Project Manager, Campus Services, Marketing and Timetable Office staff and the TARARG.

The space management component of the specifications document should be reviewed by the Project Manager, Planning and Development staff, Faculty Managers and the TARARG.

The completed specifications document would be reviewed by the TARARG.

Approving the Product

The Project Management Group is responsible for approving the document for the analysis of Admin and in stage two.



Product Number 2 PRODUCT NAME

Report on Timetable and Room Allocation System packages currently in use by other universities


This report will let the PMG know which universities to contact should it require an external assessment of a particular TARA system package. It also provides knowledge of which TARA systems are being used in conjunction with Callista and Archibus and how many universities may be using a particular product. This would allow the PMG to gauge the level of satisfaction other universities have for a particular product.

COMPONENTS

• name of university and contact person • what timetable and room allocation system they are using and for how long they have been using

it • whether they are using a different system for timetabling to what they use for room bookings and

the name of the systems being used • what student information system are they using • what space management system are they using • does their timetable system also allow for students to enrol in units and unit activities on line • of the above systems, which have a direct or indirect interface • level of satisfaction with the systems they are using

DERIVATION

The CAUDIT survey on Timetabling/Scheduling Software undertaken by Murdoch University in 2004 and consultation with universities in Australia.


Must conform to standard reports template agreed upon by the Project Management Group.

ALLOCATED TO

Timetable Officer

QUALITY CRITERIA


The Timetable and Room Allocation Reference Group to assess the report ensuring at least 50% of Australian universities have replied.



The report would be reviewed by the Project Manager and assessed by the TARARG.


The Project Management Group is responsible for approving the document for use in stage two.




Report on Timetable and Room Allocation System packages currently on the market


This report will assist the TARARG and PMG in deciding which suppliers to approach for the tender process or whether an open tender may be required. The report will confirm what systems are on the market, the costs and support service available.

COMPONENTS

• name of system and how long it has been on the market • name and location of supplier • how many other universities use it and if possible the name of the Australian universities using it. • summary of what the system can do • what is the purchase and maintenance costs • what after sales service is available including implementation and training • is their evidence of it being used with either Callista or Archibus

DERIVATION

Report on Timetable and Room Allocation System packages currently in use by other universities will give an indication of products on the market. A search on the internet should advise of other systems available.


Must conform to standard reports template agreed upon by the Project Management Group.

ALLOCATED TO

Timetable Officer

QUALITY CRITERIA


The Timetable and Room Allocation Reference Group to assess the report ensuring systems available for purchase mentioned in the report on systems in other universities has been included.



The report would be reviewed by the Project Manager and assessed by the TARARG.






The Request for Tender document.


This report will allow suppliers to make an assessment of whether their product matches the University’s requirements of a TARA system. The report will also be used in assessing Admin.

COMPONENTS

The document would comprise the information from the specifications document. It will include a prioritising of the functionality and technical requirements.

DERIVATION

The TARA system specifications document.


This document will be in a table format listing the requirements as outlined in the Specifications document. The supplier would also receive the specifications document for referencing. The table format would be as below.

System Requirement

Yes our system can fulfil this requirement

No our system can not meet this requirement

Future enhancement planned to allow for this requirement (give date when available)

Comment

ALLOCATED TO

Project Manager

QUALITY CRITERIA


The Timetable and Room Allocation Reference Group to assess the report ensuring all functional and technical requirements of a TARA system have been included.



The report would be reviewed by the TARARG.





Product number 6 PRODUCT NAME

Admin comparison against TARA system requirements


To determine if Admin meets the current and future TARA system requirements as determined in the specifications document. Also to determine the level of enhancement required to have all the desired features of ECU’s preferred TARA system.

COMPONENTS

The document would comprise the information from the specifications document.

DERIVATION

The TARA system specifications document.


Must conform to standard template agreed upon by the Project Management Group.

This document will be in a table format listing the broad requirements as outlined in the specification document. The table format would be as below.

System Requirement

Yes Admin can fulfil this requirement

No Admin can not meet this requirement

Level of enhancement necessary to allow for this requirement

Comment

ALLOCATED TO

Timetable Officer and IDS Representative

QUALITY CRITERIA


The Timetable and Room Allocation Reference Group to assess the report ensuring all functional and technical requirements of a TARA system have been assessed.



The report would be reviewed by the TARARG.


The Project Management Group is responsible for deciding whether the University continues with Admin.

timetable and room allocation system project

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