Scope Statement
Project Name: Department: Date: Office 2007 Upgrade Information Technology January 12, 2009
Project Manager: Susan Staples
Pilot Justification
The purpose of this project is to maintain a current, technical environment for staff and the public. As more people are using and machines are loaded with Office 2007 the library had determined to target upgrading to this current office suite in 2009. This intent of staying technically current is to: Enable use of the latest product enhancements Minimize issues that may surface as a result of documents created by different versions of word, excel, etc Present a technically current environment for patrons which enables them to stay on top of the latest technologies? Patrons may require for classes, etc Starting to receive requests fro the public Remain technically relevant to the public Not a big problem yet but if we hold off it will become one Project Deliverables/Deliverables Staff need to be literate in the current version in use by the public so we can help them At the end of this project: All applicable staff and all public machines at both the branches and members will be running the latest version of the office suite o HOW: Confirmed by a report from the IT automated inventory tool Disruption to staff and operations will be as minimal as possible o Not to increase support volume more than 10% first two months o Not to increase support volume more than 5% months 3 and 4 o Return to normal operational levels after month 4 HOW: use IT helpdesk tool to quantify required support o Staff able to be self sufficient in using tools they need daily – to be demonstrated by achieving defined proficiency Confidential HOW: present competency 3f2e83c8-1704-46d8-9988-bdae19e406e0.doc testing results, staff to pass Last printed 4/7/2009 12:34:00 PM o Staff understand and use self support options after training Monitor use of available training tools HOW: pull reports on usage
Project Scope Statement
Project Budget
The majority of costs associated with this project will be staff time and materials. MS Software is included in HPLD campus agreement Advertising will be limited to items that can be accommodated at no cost using internal resources (color printing, etc) Training software is already available via CBT clips If applicable, IT training will be covered within existing training budget Potential costs o Formal staff training (not initially planned) o Additional support for transition o Assistive software to minimize transition (planned) o (items not to be addressed within this project) Out of Scope Public advertisement of transition (keep to a minimum) o Other…? tbd The following subjects will not be addressed within the efforts of this project: Training of the public o Per talk with Associate Director: Although public machines will be upgraded, it is not within this scope of the project to coordinate or plan this effort (nor fully train HPLD staff as train the trainers). This project will, however, ensure the computer training committee is aware of the timeline for rolling out the new version of office to the District. Installation/introduction of Spanish versions of office o Per talk with Associate Director: There are requests for implementing the Spanish version of Office in the District. This request/need will be reviewed after the completion of this project and handled as a separate effort.
Confidential
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Project Scope Statement
Project Roles Role
Project Sponsor
Name
Janine Reid or Elena?
Responsibilities
Authorizes funds for the project, provides updates to the Board, ultimate project decision maker Organize project including scope, timeline, costs, work breakdown Represent management and overall district needs in the transition, keep branch members updated on project Coordinate and lead training aspects of the project -develop and execute training process
Project Manager
Susan Staples
Team Member Management Rep
Barb Wright
Team Member - Training Rep
Eileen McCluskey
Team Member – Member Rep
Terri Redden
Represent member needs, communicate project information to members, member liason
Team Member – Public Rep
Jerry Hudson
Represent public needs, keep PSS group aware of project status, PSS liason. -outline and coordinate introduction of solution to roll out to the public machines
Team Member – IT Rep
Susan Staples
Coordinate required IT support for the project, IT liaison. Addresses: -can machines run office 2007 -how to get software on the machines -offer options for training via online solutions/software/etc
Confidential
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Project Scope Statement
Project Assumptions
1. Minimal funding is available 2. Project will be moderately staff intensive a. Project member learning 3. Technical problems will surface with roll out 4. Staff will be amenable to the inherent disruption 5. All branch machines can support office 2007 6. Member machines not capable of running office 2007 will not receive the upgrade 7. Providing existing environment interface would help not hamper transition (this is in regard to providing old tool bar option)
Project Risks
New version greatly hampers productivity Complaints from the public they want the old version Not enough available time from staff to work through training/learning Another version of office will be released shortly and require another upgrade Although proficiency passed, staff are requiring direct support via IT (more than planned) Costs of unknowns exceeds expectations Problems exist with new software
Confidential
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Project Scope Statement
Project Milestones
Jan - project initiation Feb - team orientation to the product March - project planning April - group testing May/June - training and roll out to staff July - initiate public planning August/Sept - prep for public upgrade October - public upgrade complete October/Nov - project complete
Overall Project Priority: High Medium Low Comments:
Approved By:
_____________________________
Project Manager : _____________________________ Date: ____/____/______
Confidential
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