University of Edinburgh

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Stage: Initiation Project Proposal 2005/6 Web Student Accommodation Application System

Accommodation Services

Project Sponsor: Author:

Chris Barnes Sandy Agnew

Date: 12/12/05

___________________________________________________________________________________ Management Information Services - Template Revised October 2004

Initiate: Project Proposal

Web Student Accommodation Application System

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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..................................................................................4 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....................................................................................7 4.1 Deliverables.............................................................................................................7 4.2 Timescales...............................................................................................................7 5 COST BENEFIT ESTIMATE..........................................................................8 5.1 Five Year Costs and Benefits................................................................................8 5.1.1 Five Year Benefits.............................................................................................8 5.1.2 Five Year Costs.................................................................................................9 5.2 Project Resources 2005/6.......................................................................................9 5.3 Other Funding and Staff Resource Requirements..............................................9

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1 Project Overview 1.1 Background / Drivers

The development of a web based student accommodation application system now forms part of the implementation of the Kinetic Solutions Kx Student Module. Previously there have been a number of proposals submitted to initiate this project and while the goals and objectives remain largely unchanged, the implementation of Kx and the strategic role of the My-Ed Portal mean a re-definition of the project scope is required.

1.2 Objectives
Objective Number 1 2 3 4 5 6 7 Objective Description

Increased accessibility to Allocations process to all students through the use of My-Ed. Speed up turn around of returning student applications, offers and acceptances Improve response times to all applicants Reduced dependency on overseas mail systems Significantly reduced data entry by Accommodation Services staff Reduce cost of processing student applications Support the Universitys initiatives to increase the recruitment of domestic and international students

1.3 Scope
There are two separate mechanisms to manage on-line applications from students. The mechanism used depends on the status of the student at the time they make their application. The first mechanism and its implementation has been added to the scope of ACS017, the project for the initial implementation of Kx. The second mechanism of delivery through the Kx Self Service Module integrated into the MyED portal makes up the scope of this project. New Students Out of Scope (ACS017) A new bespoke front-end is being developed by Kinetics to allow new students to apply for accommodation this is based on functional requirements produced by AS. This front-end will be accessed from the AS website. http://www.accom.ed.ac.uk. Back ground processing will be performed by existing core Kx functionality. No authentication will be required at this point as these prospective students will not have a UUN. On-line payment by credit card will be taken through World Pay making use of the ERA bounce through mechanism. These payments will be for deposits for students who are required by AS to pay a deposit at the application stage. Returning/Existing Students Within Scope The Kx Self Service module will be used to process returning/existing student applications. This is core Kx functionality
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The Self Service Module will be integrated into the My-Ed Portal which means that students will only be able to access this once they have their University UUN. The channel should display the status of any accommodation requests which the student has made and then allow them to launch the full self service module. On-line payment by credit card will be taken through World Pay making use of the ERA bounce through mechanism. Payment is required to collect student deposits.

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 Constraint Assumption Delivery of UUN password and sms account Constraint Access to Kx Data to display in My-Ed Description Students who have accepted their place at the University will need to be able to access the Student Portal to progress their applications. The timely delivery of the UUN and sms account is essential. The My-Ed channel can only display what can be accessed within Kx.

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 Risk Risk Self Service module system set up data. Description The successful implementation of the web application system for returning students will b dependent on the timely delivery of all set up data to Kinetics

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2 PROJECT CATEGORY 2.1 Category

Funded by Accommodation Services
Essential (External) Essential (Internal) These are externally driven projects that must be done, as they are regulatory or technology obsolescence in nature. e.g. HESA return, Tax Year-end changes or an upgrade to the version of the Oracle database. These are internally driven projects that must be done as a result of a 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. These are projects that are being funded through another source such as an external grant, the University Bond or by the sponsoring department themselves. These are projects that business areas really want to do as they give major benefits, improvements etc.

Funded Very Important

2.2 Multi Year

N/A

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3 PROJECT JUSTIFICATION
Quality Management Internationalisation

UNIVERSITY GOALS
Internationalisation Quality Management

Details of these goals can be found in the UoE strategic plan Improve the application process for International Students less paper based and much faster. Improve the student experience and the quality of the response to their applications.

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4 PROJECT DELIVERY 4.1 Deliverables

New Software The My-Ed integration of the Kx self service module which manages Accommodation Applications, Offer and Acceptance System Returning Student (Kx Self Service Module). Installation Kx Self Service Module installed on the MIS hosted AS Web Server alongside the on-line application for the new students.

4.2 Timescales
End of March beginning of April 2006 for the channel to be launched. This is a compromise on the initial proposed delivery date of February.

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5 COST BENEFIT ESTIMATE 5.1 Five Year Costs and Benefits

N/A 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 Summary (with URL to Cost Benefit Spreadsheet) Benefits xx,xxx Support Groups Colleges Total

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 Reduce printing and Postage costs Reduce voids Enhance problem solving Improve quality and accuracy of reporting and management information Assumptions 13,000 - 15,000 pa 20,000 pa approx

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 Supports University initiative to use IT to enhance the students experience at Edinburgh 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 Summary (with URL to Cost Benefit Spreadsheet) Costs 14,200 Support Groups Colleges Total

14,200

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.
Area MIS EUCS External Support Groups Colleges Total Resources 64 0

64

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

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 ___________________________________________________________________________________ Page 9 of 10

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Has Business area still to secure additional Funding or Staff Resources in order to do this project? No: Assume all will be funded by AS.

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