Report on sub-group progress to date

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					Report on sub-group progress to date                                                                  Page 1 of 2

Report on sub-group progress to date
Background
Units within Information Services are preparing an initial audit on, and will continue to audit, access to
services within their unit for disabled people. The audit looks at each aspect of service delivery, and results in
a list of issues which will have different priorities, risks, and resolutions. The mechanism currently used takes
the form of loose tables in Word/Excel.

The Database Sub-Group was formed to look at alternatives to this mechanism, and believes that a web based
system is required to enable users to track their progress more effectively. The initial meeting notes give
more detail on the problems with the current mechanism.


Proposal summary
The sub-group has outlined a database application with a web-based front end which is loosely modelled on
the CMS system. It allows items to be generated at any level of IS, and to be allocated as appropriate to
planning units, teams, and/or individuals. Managers can have an overview of the audit items and actions on
their teams, individuals have a "to-do" list, and the progress on any specific item or more general issue can be
tracked through the system. Deadline reminders and changes to responsibilities can generate automatic
alerts.

The sub-group has considered the resource necessary to create and maintain this application, and consulted
with the EUCS web and database team on the best technical specs to use. We are confident that this would
represent a good use of the remaining resource in time of the Audit co-ordinator and provide IS (and
potentially the wider institution) with a simple and powerful tool for managing the audit processes. See below
for a more detailed description.


Purpose
  1. To provide a management tool for tracking activity related to audit processes
  2. To provide a reporting tool for various levels of audit progress (e.g. individual, group, planning unit, IS)
  3. To transparently model the process of identifying issues, actions, responsibilities and timescales


Key Features
  1. Web-based and therefore available to all who need to access it at any time
  2. Developed from an analysis of the functional requirements of IS units
  3. All items will be visible to the world with read-only access (and with personal and sensitive information
     removed, such as names): this is helpful to illustrate public sector duties, and also to allow other users
     to find out how other groups are resolving issues
  4. It will be item-centred, with items being owned by groups and users. For example:
            Item Title: Ensure eLearning website is accessible to priority 2
            Group: MALTS eLearning Team
            Created by: Wilma Alexander
            Current owner: Wilma Alexander
  5. users will have a 'to do' list and will also be actively emailed with new notifications


Groups and Users


http://www.disability-office.ed.ac.uk/is/proposals/index.cfm?fuseaction=show&id=11                    15/12/2005
Report on sub-group progress to date                                                                 Page 2 of 2
  1. There will be at least one master administrator account who can modify users and groups, and there
     could be superusers who can do similar. This can trickle down so that a superuser ACSS can modify
     groups lower down within ACSS.
  2. Groups will be hierarchical and reflect University structure, but also allow new informal groups to be
     created as required (e.g. Vista Project Team within EUCS Desktop Services)
  3. Users can be part of multiple groups.


Reports
  1. Reports could be generated by any user (guests would have the same access restrictions to user
     information) across all groups and items
  2. Standard reports would include a cross-group item output (e.g. printout of all items in sub-groups
     belonging to EUCS) and statistical reports (e.g. count of items within the whole of IS which have risk or
     impact set higher than "medium")


Technical
  1. The system will be database-driven and web based (ColdFusion + SQL Server); EUCS have agreed they
     can host this
  2. Users will login via EASE to be able to add/edit items
  3. Data will be backed up automatically by EUCS
  4. The application will be accessible and usable and will require no training and little support


Potential
  1. The system would not be tied to IS; it could be used by CSG in the same instance, or extended to the
     whole institution
  2. The system would not be tied to disability auditing per se - there's nothing intrinsic in the code that
     would mean it can't be used for other audit purposes


Timescales and Resources
  1. Development: if AK were to carry this out, estimates completion during February
  2. Ongoing maintenance: should be minimal - code will use fusebox and be well commented, so another CF
     developer should be able to jump in reasonable quickly. Suggest that EUCS/MIS are approached to see if
     they can provide an emergency response service (assuming AK is not around?)
  3. Testing: rigorous testing following development, then phased roll-out to DLOs/team leaders prior to
     allowing other users access
  4. Using: DLOs would still be responsible for encourage/reminding users to use the system, and would
     oversee their service. However, individual teams would have responsibility for resolving/updating their
     own items.




http://www.disability-office.ed.ac.uk/is/proposals/index.cfm?fuseaction=show&id=11                   15/12/2005

				
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Description: Report on sub-group progress to date