IS Applications 3 Year Rolling Planning 2017/18 to 2019/20

Proposal

OVERVIEW

Portfolio / CHASS / CSE / CMVM / CSG / ISG / USG (delete as required) / Programme Name
Proposal Name / Proposal Sponsor
Contributors
Need, problem, or opportunity?
Scope and Additional Information / Describe the scope of the proposed work and Include any supporting information describing:
-business needs being met
-problems being resolved
-new functionality being delivered
-key dates
-most significant risks
-key dependencies
-assumptions
Provide links to external resources where appropriate
When will work be done? / Start Year: 2017/18 or 2018/19or 2019/20 (delete as required)
Duration (No. of Years work will span):
What are the estimated costs? / This is the total cost of both internal staff effort and any external spend. Please complete the following summary table:
Year
Cost Type / 2017/18
£ / 2018/19
£ / 2019/20
£
ISG Staff and Other Internal Costs
UoE Staff and Other Internal Costs
External Costs
TOTAL
Is this work sustainable? / How will the services delivered by the proposal be governed, maintained and funded when the project work is complete? Has this funding been secured?
What would happen if the proposal is not funded?

CATEGORY

Type of work / Compliance* / Discretionary / Funding Source / Core / Sponsor Funded
*Compliance Justification / Please select corresponding criteria below:
Meet external legislative requirement
Address obsolescence of technology component
Maintain critical University business system AND
no practical workarounds available
Provide further brief details on why this work should be considered asCompliance

IMPACT

Who does it affect? / Include details of both those affected by the change and those required to make the change and how they are affected.
Does it impact other business areas? / Include the rogramme manager/business area so that they can be made aware there may be a dependency or synergy, and it is factored into their planning.
What the benefits? / Each proposal should include details of the benefits expected to be delivered should the work go ahead. Each benefit should be described in terms of which group(s) will receive the benefit, who will be responsible for benefits realisation and how benefits will be monitored/measured. Wherever possible the value of the benefit over 4 years should be estimated. All benefits should be credible.
Benefit / Recipient(s) / How Measured / Owner / Estimated Value over 4 Years
Procurement activity required? / Provide details if required otherwise state N/A
BI requirements? / Provide details if required otherwise state N/A
External costs? / Provide total cost of any good/services over 4 years, or state N/A

FIT WITH UNIVERSITY STRATEGIC PLAN 2016-2021

Objective - Leadership in Learning / Select appropriate option(s) and provide brief explanation including references/links to external information where appropriate
Objective - Leadership in Research
Objective - Impact on Society
Theme– Influencing Globally
Theme– Contributing Locally
Theme– Digital Transformation and Data
Theme– Partnership with Industry

FIT WITH UNIVERSITY VISION 2025

Unique Edinburgh offer for all students / Select appropriate option(s) and provide brief justification including references/links to external information where appropriate
Strong and vibrant communities
Diverse and supported staff from all over the world
More post graduate students
More international student body
Culture of philanthropic support
More students benefiting from distance learning
Sustained world class research
Flexible estate that meets expectations and showcases the University
Deeper industrial, public sector and third sector collaboration

SCORING FOR PROPOSAL COMPARISON (DISCRETIONARY PROJECTS ONLY)

Proposal Scoring (see additional guidance) / Element / Score
1.Alignment with University Strategic Plan and Vision 2025
2.Benefits relative to costs
3.Time to deliver benefits
4.Risks of not doing the work
TOTAL
Element / Scoring / Weighting
1 - Alignment with University Strategic Plan and Vision 2025 / Every proposal should have expected outcomes which would support one or more elements of the University's Strategic Plan and Vision for 2025. This element should be scored as:
0 - no clear alignment with the Strategic Plan and Vision 2025
1 - some alignment with the Strategic Plan and Vision 2025
2 - clear evidence of alignment with the Strategic Plan and Vision 2025 / X3
2 - Benefits relative to costs / Each proposal should describe the benefits expected to be achieved should the work go ahead. This element should be scored as:
0 – Few clear or credible benefits
1 - Benefits described are credible with some evidence of measures provided. Benefits may be expected to exceed costs
2 - Benefits credible, adequately described and with appropriate measures. We can be confident that benefits will exceed costs
3 – Benefits credible, well described and with clear and appropriate measures. We can be confident that benefits will significantly exceed costs. / X2
3 – Time to deliver benefits / For each stated benefit it should be possible to identify how quickly the benefit can be achieved. This element should be scored as:
0 - no reliable time frame for benefits realisation
1 - More than 2 years
2 - 1-2 years
3 - Less than 1 year / X3
4 - Risks of not doing the work / This score should focus only on the risk of not doing the work, it should not include any risks around not achieving benefits. This element should be scored as:
0 - no risk
1 - low risk
2 - medium risk
3 - high risk
Please state the most important risks that have led to the chosen scoring. / X1

SERVICE EXCELLENCE PRIORITISATION FACTORS (DISCRETIONARY PROJECTS ONLY)

Element / Applies Y/N / Description
Increased efficiency and effectiveness
Enhanced end user experience
Enhanced data quality and consistency
Increased process standardisation or simplification

ESTIMATION

Estimation Types: Select all the relevant option(s) which apply
Business Case / Options Appraisal (BUS) / Software Development (in-house) (SWD)
Solution Procurement (BUY) / Agile Software Development (in-house) (AGL)
3rd Party Solution Implementation (IMP) / Software Development and Configuration within Student Systems Partnership (SSP)
IT Infrastructure (TEC) / Other (OTH)
Estimated IS Applications Staff and Student Days
(excluding Service Management) / XS/S/M/L/XL / Estimated IS Applications Service
Management Staff and Student Days / XS/S/M/L/XL
Estimated Other ISG Staff and Student Days / XS/S/M/L/XL / Estimated Business Partner Staff and StudentDays / XS/S/M/L/XL
Estimated College Staff and Student Days / XS/S/M/L/XL
Estimated Other Internal Costs e.g. training materials, VMs (£) / Estimated External Costs - Consultancy and Other Services (£)
Estimated External Costs – Software (£) / Estimated External Costs – IT Infrastructure (£)
Estimation Confidence (delete as required) / Highly Confident (Done this before)
Reasonably Confident (Similar to previous work)
Not Very Confident (A lot of uncertainties)
No Confidence
Estimation References / Justification for the Estimated Days and Estimation Confidence. This section is also used to provide any other relevant information the proposal estimate. This may include:
  • Assumptions about the project approach, scope or deliverables
  • Details of previous similar projects
  • Risks or other unknown elements
Record as many details as are relevant

Estimation of staff and student effort should be at a high level - it is not expected to be accurate to the nearest day! Consider the characteristics of the work in particular is it a heavier impact on the business or on IT. The following standard estimation categorisations may be used when estimating staff or student effort:

  • Extra Small - this is based on average expected outturn of around 20 days (+ or – 20%)
  • Small – this is based on average expected outturn of around50 days (+ or – 20%)
  • Medium – this is based on average expected outturn of around 100days (+ or – 20%)
  • Large – this is based on average expected outturn of around 200 days (+ or – 20%)
  • Extra Large – this is based on average expected outturn of around 400days (+ or – 20%)

The IS Blended Day Rate for 2017/18 is £320 and this figure should be used for all UoE Staff Costs. Where this rate is not appropriate, for example where the backfill costs are higher or lower, please state and use the applicable rate. For Students use a Day Rate of £100 (based on ~ PG UE05 Rate). An allocation equivalent to 20% of each estimate may be added as Contingency for each approved proposal.