University of Edinburgh

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Stage: Initiation

Project Proposal
2005/6

[PROJECT NAME]

[BIAS]

[PROGRAMME NAME]

Project Sponsor:
Author:

Date: [dd/mm/yy]

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Management Information Services - Template Revised October 2004

Initiate: Project Proposal [Project Name]

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Contents

1 PROJECT OVERVIEW..................................................................................3
1.1 Background / Drivers.............................................................................................3
1.2 Objectives................................................................................................................3
1.3 Scope........................................................................................................................3
1.4 Assumptions & Constraints..................................................................................3
1.5 Dependencies & Risks............................................................................................4

2 PROJECT CATEGORY.................................................................................5
2.1 Category..................................................................................................................5
2.2 Multi Year...............................................................................................................5

3 PROJECT JUSTIFICATION...........................................................................6

4 PROJECT DELIVERY....................................................................................8
4.1 Deliverables.............................................................................................................8
4.2 Timescales...............................................................................................................8

5 COST BENEFIT ESTIMATE..........................................................................9

5.1 Five Year Costs and Benefits................................................................................9
5.1.1 Five Year Benefits.............................................................................................9
5.1.2 Five Year Costs...............................................................................................10
5.2 Project Resources 2005/6.....................................................................................10
5.3 Other Funding and Staff Resource Requirements............................................11

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1 Project Overview

1.1 Background / Drivers

Please provide a brief background to the proposal including current situation. You may also mention
any related or dependent projects.

1.2 Objectives
Please identify the main aims of the project. An objective should be a concrete statement describing what the
project is trying to achieve. The objective should be written at a low level, so that it can be evaluated at the
conclusion of a project to see whether it was achieved or not. A well-worded objective will be Specific,
Measurable, Attainable/Achievable, Realistic and Timebound (SMART)

Objective Objective Description

Number

1.3 Scope
Scope is the way that we describe the boundaries of the project. It defines what the project will deliver and
what it will not deliver.

1.4 Assumptions & Constraints

Assumptions are circumstances and events that need to occur for the project to be successful.

Constraints are things that might restrict, limit, or regulate the project.

Assumption or Description
Constraint

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1.5 Dependencies & Risks

A dependency is a relation between activities, such that one requires input from the other.

A risk is the possibility that something can go wrong and interfere with the completion of the work.

Dependency or Description
Risk

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2 PROJECT CATEGORY
This section will indicate project category and whether project is multi-year.

2.1 Category

Please indicate the category of this project by putting a brief statement beside the appropriate
category. The Essential categories will need a more detailed justification statement in the Project
Justification section.

Essential These are externally driven projects that must be done, as they are
(External) regulatory or technology obsolescence in nature. e.g. HESA return, Tax
Year-end changes or an upgrade to the version of the Oracle database.
Essential These are internally driven projects that must be done as a result of a
(Internal) major university organisational type change such as introduction of the
new curriculum or a change to the structure of the academic year.
Note: These are NOT projects that give for example very high benefits or
are the most important one for a particular business area.
Funded These are projects that are being funded through another source such as
an external grant, the University Bond or by the sponsoring department
themselves.
Very Important These are projects that business areas really want to do as they give
major benefits, improvements etc.

2.2 Multi Year

Please indicate, with appropriate detail, if project is “Multi-Year” i.e. proposal is for project that will
take more than one year to complete or is part of a strategic programme of inter linked projects.
Where a proposal is for the 2nd or later year of a multi-year project please provide brief details on why
project should continue in the “other” section of the project justification. The expectation is that
continuing multi-year projects will be given the opportunity to be sorted to the top of the very
important category at the start of the prioritisation process.

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3 PROJECT JUSTIFICATION
The project must justify itself on one or more of the criteria that will be used in the prioritisation
process.

Please put statement or “N/A” against the following criteria: -

UNIVERSITY Details of these goals can be found in the UoE strategic plan
GOALS
The University of Edinburgh will maintain and enhance its reputation and
Excellence in
record for providing high quality teaching and learning of international
Education
class at undergraduate and postgraduate levels.
The University of Edinburgh will provide access to its Higher Education
Educational programmes to students from a diversity of backgrounds on the basis of
Opportunity merit and encourage applications from able students from under-
represented groups in society.
Postgraduate Activity The University of Edinburgh will enhance its position as a provider of
and postgraduate research training and continuing professional development
Lifelong Learning opportunities, building on its broad research strengths.
The University of Edinburgh will maintain its position as the leading
research university in Scotland and among the best in the world. It will
Excellence in
carry out pure and applied research and research training at national
Research
and international standards, including research relevant to the economic,
social and cultural wellbeing of Scotland and the United Kingdom.
Commercialisation The University of Edinburgh will support the economy and society by
and promoting the commercialisation of its research and scholarship, and
Knowledge Transfer making output from these available for transfer to the wider community.
The University of Edinburgh will maintain and enhance its position as a
Internationalisation world-class international university, stressing the benefits this brings
both to the whole university community and to the Scottish nation.
The University of Edinburgh will serve the Edinburgh, Scottish and UK
Interaction with the communities by contributing to cultural and community life and by
Community promoting and contributing to intellectual discourse, including
internationally.
Support for the The University of Edinburgh will maintain and enhance its support to a
Professions broad range of professional training and activity.
The University of Edinburgh will continually strive to be a well managed
Quality Management and governed institution, making efficient and effective use of its funding
to meet the needs of students, staff and other stakeholders.
As well as statement must refer to actual line number on the BIAS 5-
BIAS ROAD MAP
year road map if available.
All essential projects must have a statement justifying the essential
categorisation which are normally of a legislative, regulatory change or
OTHER
technology obsolescence in nature. Continuing Multi-Year project should
also have a brief justification statement.

Please remember that not all of the above categories need to be used for justification purposes, only
those that are applicable.

NB: Any project in the wider student area, submitted to MIS as part of the planning round for 05-06,
will be referred to the new student package project board for consideration.

As part of the submission to the MIS planning round users/project sponsors will need to include the
following to assist the PB in considering the proposal:

An outline of how the development is in the corporate interest;

An explanation of why it cannot wait for the implementation of the student record package; and an
outline of how the proposed development progresses our business toward a package solution.

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When bringing forward proposals for enhancements to the existing system the Project Board will
expect not just information about positive ways in which the proposal would assist the New Student
System Project but also an impact analysis on issues such as whether it would delay/potentially
threaten successful completion of the Project on time and within scope and budget. The impact
analysis will be added to the proposals by the Project Team, in consultation with MIS, SDDM and the
user community as appropriate. Appropriate individuals will be invited to attend the relevant meeting
of the Project Board.

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4 PROJECT DELIVERY

4.1 Deliverables

Description of main deliverables expected. For example: -

 New Service
 Software system
 Report
 Implementation service
 Infrastructure Upgrade
 Business Process Change
 Communication Strategy

4.2 Timescales

Please indicate preferred timescale of project and whether project has a “hard” milestone date.
Please give reason for a “hard” milestone. For example, Project X must be completed by September
2004 in time for start of academic year 2004/5, or Project Y must be completed by January 2005 to
comply with Freedom of Information legislation.

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5 COST BENEFIT ESTIMATE

5.1 Five Year Costs and Benefits

Please provide estimated costs and benefits over a 5-year period on the basis of the information
currently available.

This section should be completed in collaboration with MIS.

It is not mandatory to show benefits for projects in the following categories, however if the benefits are
known or easily calculated they should be included:

• Essential – External
• Essential – Internal
• Funded

5.1.1 Five Year Benefits

Please provide the total amount of benefits expected for the following:

Tangible Benefits Summary

5 Year IT Services Support Groups Colleges Total
Summary
(with URL to Cost
Benefit
Spreadsheet)
Benefits £ xx,xxx £ xx,xxx £ xx,xxx £ xx,xxx

Please provide some background information on the reasoning and method used to arrive at the
benefit figures e.g. where a time saving has been identified as a benefit, please identify how the £
amount was calculated, providing details of any assumptions made regarding numbers of staff
impacted etc.

Tangible Benefits
Benefit Assumptions

Those benefits where there is no associated financial saving are considered to be intangible, e.g.
increased access to the user community. Please provide details of any intangible benefits and
associated assumptions expected for this project.

Intangible Benefits
Benefit Assumptions

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5.1.2 Five Year Costs

Please provide the total costs expected for the following:

Tangible Costs Summary

5 Year IT Services Support Groups Colleges Total
Summary
(with URL to Cost
Benefit
Spreadsheet)
Costs £ xx,xxx £ xx,xxx £ xx,xxx £ xx,xxx

Those costs where there is no actual financial cost are considered to be intangible, e.g. damage to the
reputation of the University or Department. Please provide details of any intangible costs and
associated assumptions related to this project.

Intangible Costs
Cost Assumptions

Notes

• IT services are the main central IT services provided by MIS, EUCS plus any services provided by
external suppliers. Any local IT support needed for a project should be shown under support group or college
costs.
• IT service costs will include staff, software, hardware, maintenance, consultancy or other external
services.
• Support Group and College/School costs will normally be staff required to work on project and
subsequent support but may include consultancy or other external services associated with non IT
elements of the project.
• The above summary figures will be calculated from a spreadsheet containing the detailed breakdown of
the costs and benefits

5.2 Project Resources 2005/6

Please indicate the resources required for this project in 2005/6 - this section should be completed in
collaboration with MIS.

An optional spreadsheet, detailing breakdown by project stage (Planning, Business Analysis etc) and area
(e.g. MIS, EUCS), is available to assist in identifying the relevant resources required for the project.

Area Resources
MIS
EUCS
External
Support Groups
Colleges
Total

If this spreadsheet has been used to arrive at the final figures, please link here.

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5.3 Other Funding and Staff Resource Requirements

The project may be dependant on additional funding which has still to be secured and/or on other
staff resource being made available

Has Business area still to secure additional Funding or Staff Resources in order to do this
project?

YES / NO

If yes please provide details below:

Additional Funding / Resources Information

Note: This will not affect the project in the prioritisation process.

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