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Participate in monthly Steering Committee meetings
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Participate in monthly Steering Committee meetings
Transition to a standing committee to oversee maintenance of the intranet on an ongoing basis, post launch
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Steven Hopper (Chair)
Alisa Chapman
Dan Cohen-Vogel
Karrie Dixon
William Fleming
Ann Lemmon
Jonathan Pruitt
Karin Szypszak
Courtney Thornton
Joni Worthington
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Project Manager
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Manage project from inception through closure
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Develop Project Charter and integrated project plan (including communication components)
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Work with project participants to keep the project within scope, within budget and on schedule
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Initiate contingency plans, as necessary
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Facilitate regular team meetings
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Coordinate acceptance/approval of deliverables
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Track and report project status to stakeholders
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Maraya Thorland
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Applications Development/ Technical Team
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Work with business/functional teams to identify and document business requirements
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Assess technical solutions and coordinate technical activities needed to successfully implement project
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Develop/design, test, validate and deploy redesigned intranet
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Advise project team on feasibility of requests
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Provide support to business/functional areas post launch
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IT Project Management
Lisane Razack
Business Analysis
Terri Amer
Development:
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Jamico Chapman
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Doug Davis
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Shweta Kautia
Web Design
Infrastructure
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Business/Functional Teams
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Coordinate business activities needed to successfully implement the project
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Participate in the identification and creation of all necessary business requirements and project plan tasks
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Identify and escalate risks and issues, as necessary
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Participate in project team meetings, and coordinate alternate representation when necessary
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Refer to participants below
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Communications
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Joni Worthington
Dena Konkel
Aaron Hawkins
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Secretary’s Office
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Ann Lemmon
Debbie Robertson
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State Relations
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Drew Moretz
Jonathan Kappler
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Federal Relations
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Kimrey Rhinehardt
Ann Marie Beall (Military & Veteran)
Emily Dickens
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Human Resources
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William Fleming
Brian Usischon
Anne Schwarz
Judy Munson
Alana Sanders
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Finance
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Jonathan Pruitt
Jonathan Womer
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Business Services
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Marsha Fields
Lisa Fleischman (Purchasing)
Lars Jarkko (accounting)
Jennifer Leung and
Ralph McLester (Financial Systems)
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Division of Compliance and Operational Efficiency
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Ken Craig
Heather Hummer
Shannon Byers
Lynne Sanders
Alesja Deinrich
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University Advancement
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Tim Minor
Erin Langston
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Legal Affairs
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Karin Szypszak
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Academic and University Programs
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Alisa Chapman
Cody Thompson
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Academic Policy and Funding Analyses
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Kate Henz
Eric Fotheringham
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Academic and Student Affairs
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Karrie Dixon
Tracey Ford
Michelle Bunce
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Institutional Research
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Dan Cohen-Vogel
Laura Bageant
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Research & Graduate Programs and Sponsored Programs
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Chris Brown
Courtney Thornton
Sarah Smith
Betsy Rich
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Academic Affairs (overall)
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Samantha McAuliffe
Alisa Chapman
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Safety/Security
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Brent Herron
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IT Infrastructure
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Lauren Connolly
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The following groups are also considered stakeholders, as they currently own content on the intranet and will continue to utilize the site. These stakeholder groups are represented by the UNC-GA primary stakeholders, and as necessary, discussions will be held directly with these groups.
Stakeholder Group
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Representation
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Staff Assembly
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Represented by William Fleming
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Faculty Assembly
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Represented by Kelley Gregory
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Student Body Presidents
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Represented by Tracey Ford
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Student Government Association
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Represented by Tracey Ford
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GA Staff Forum
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Represented by Eric Fotheringham
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UNC-GA employees
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Represented by William Fleming
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High-Level Timeline and Milestones
The following draft timeline reflects the high-level milestones and estimated timing for implementing the UNC-GA Intranet Project.
KEY MILESTONES
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FEB
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MAR
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APR
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MAY
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JUN
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JUL
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AUG
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SEP
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OCT
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NOV
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DEC
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2015 +
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Planning
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Establish governance structure
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2/28
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Identify stakeholders and team members
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3/13
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Develop detailed project plan
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3/31
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Update/refine on an ongoing basis
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Develop and approve Project Charter
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4/30
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Develop and approve intranet support/maintenance model
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8/29
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Develop communication plan for organizational roll-out
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TBD -- based on launch date(s)
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Business Requirements
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Develop business requirements framework*
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Define, document and approve business requirements **
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5/30
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Prioritize business requirements
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Dates beyond May will be determined upon the prioritization of business requirements and sizing of the work effort, which is dependent on knowing which platform will be used for the intranet.
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Design
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Determine the platform for the intranet (driven by selected collaboration tool)
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Design site structure and produce mock-ups***
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Generate timeline and resource estimates
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Business Development
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Edit/rewrite existing content; create/obtain new content
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Edit and/or create new policies and procedures
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KEY MILESTONES
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FEB
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MAR
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APR
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MAY
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JUN
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JUL
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AUG
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SEP
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OCT
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NOV
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DEC
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IT Development
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Develop
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Test
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Deployment
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Install and migrate content
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Test
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UNC-GA and campus roll-out
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Deploy to production
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Go-Live****
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Completion/Maintenance
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Debrief and review "maintenance agreement"
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*
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Business requirements framework must be completed in advance of meetings with stakeholders. Framework includes analysis, such as a content inventory, identifying the intranet interface points between UNC-GA and campuses, sufficiently defining the information architecture to inform discussions, establishing interview questions in order to consistently capture requirements among stakeholders, etc.).
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**
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Business requirements work includes conducting interviews with stakeholders to identify what content needs to be purged versus migrated, to determine what new content or functionality is necessary, and to prioritize the requirements for a potentially phased rollout.
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***
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For this project, mock-ups will serve as functional and technical specifications. An iterative development approach will be used, and as appropriate, requirements and design work will occur in parallel.
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****
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Depending on resource capacity and other factors, functionality may be released in phases that extend beyond the initial “go-live” date.
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Project Budget
It will be necessary to determine what type of budget is needed to support the development and implementation of the UNC-GA Intranet Project. At a minimum, it will be important to establish and track a budget for any projected additional expenses associated with hardware, software, new content, licensing, etc.
Assumptions, Dependencies, Risks and Constraints
Item
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Description
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Assumption
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The intranet will be designed using its own branding and theme, and it will complement and be compatible with the branding and theme of the public site
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Assumption
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The internal facing content currently housed on old.northcarolina.edu will be migrated based on content strategies developed in conjunction with each stakeholder group that owns content
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Assumption
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Functional areas will be responsible for determining what content needs to be protected via access rights.
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Assumption/Constraint
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The intranet will support use of the Shibboleth federated identity and authentication process
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Dependency
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Design work will commence after a decision is made regarding the platform for the intranet (which is largely driven by the collaboration tool that is selected)
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Dependency
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The Intranet Project is dependent on the decisions made about content migration to the public website, and the navigation links from the public website to content
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Dependency
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Once the design of the intranet is well understood and business requirements are prioritized, a decision will be made regarding whether to allow the old.northcarolina.edu to remain active and accessible until all content has migrated to the either the public site or the intranet
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Risk
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The project does not have an imposed end date; however, there is a desire to launch the intranet by late summer 2014. Prioritizing and launching functionality in phases can mitigate this risk.
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Risk
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Adequate funding may not be available to lease/acquire new applications.
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Risk
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Resource constraints exist, as several other initiatives are utilizing the same subject matter experts required for the Intranet Project. Example projects:
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PeopleSoft (scheduled to launch 10/1/14)
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Student Data Mart (SDM)
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HR Data Mart
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UNC Online
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Fostering Undergraduate Student Success (FUSS)
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Comprehensive Articulation Agreement (CAA)
Prioritizing and launching functionality in phases can mitigate this risk.
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Risk
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Many details associated with the PeopleSoft implementation have not yet been determined. This makes it challenging for the Intranet Project to determine the scope of Human Resources and Finance content for the intranet, as some content may or may not be incorporated into PeopleSoft.
Working on content that is definitively known to be within the scope of the intranet, and phasing in additional content, as necessary, can address this issue.
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Status Reporting and Change Control
Status reports will be produced and shared with the Intranet Project Steering Committee on a regular basis in order to monitor progress and to ensure that the Intranet Project is delivered within expectations. The status reports will also capture and elevate critical project risks, assumptions, issues and dependencies in order to support decision-making, to anticipate and manage change, and to optimize execution of the project.
As necessary, change control documentation will be created to capture and manage any changes to the project’s baseline scope, schedule or costs. The objectives of the change control process are to:
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Assess the value and impact of proposed alterations
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Ensure that stakeholders are made aware of any approved changes that occur
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Document the change request and outcome
The change control process is as follows:
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Change request is directed to Project Manager
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Recommended change and rationale is documented
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Impacts to the project are assessed (e.g., value, impacts to systems and business processes, cost, timing, etc.)
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Change and associated impacts are reviewed by the Intranet Steering Committee, and as necessary, the Executive Committee, and either approved or rejected
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Project Charter is modified to reflect the agreed upon change (if approved), and the new version of the Project Charter replaces previous versions
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Change is incorporated into the project plan and implemented
Document Repository
Project documentation will be stored in the ActiveCollab project folder titled: GA Intranet Redesign, and may be accessed by project team members using the following hyperlink:
https://collab.northcarolina.edu/public/index.php?path_info=projects/ga-intranet-redesign
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