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					                                       University of Edinburgh
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                                 Stage: Planning

                            Terms of Reference
                                  (ToR)


   UoE STUDENT/ STAFF CARD COUNTER
        SOLUTIONS INTEGRATION

                      ACCOMMODATION SERVICES GENERAL

                                              ACS021

                                               78-020




                        Document Version: 1.0

                                   Date: 04/02/08


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                        Information Services - Template Revised August 2007
Planning: Terms of Reference                                     UoE Student/Staff Card Counter Solutions Integration
Version: 1.0
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Contents

1      DOCUMENT MANAGEMENT .................................................................. 3
1.1       Contributors ..................................................................................................... 3
1.2       Version Control ................................................................................................ 3

2      PROJECT OVERVIEW ............................................................................ 4
2.1       Priority .............................................................................................................. 4
2.2       Objectives.......................................................................................................... 4
2.3       Scope.................................................................................................................. 4
2.4       Deliverables ...................................................................................................... 5
2.5       Milestones ......................................................................................................... 5

3      PROJECT IMPACT .................................................................................. 6
3.1     Cost Benefit Analysis ....................................................................................... 6
  3.1.1     Five Year Benefits ..................................................................................... 6
  3.1.2     Five Year Costs .......................................................................................... 6
3.2       Impact ............................................................................................................... 6
3.3       Risks .................................................................................................................. 7

4      PROJECT ORGANISATION .................................................................... 8
4.1     Key Roles .......................................................................................................... 8
4.2     Methodology Compliance ................................................................................ 8
4.3     Resources .......................................................................................................... 8
  4.3.1     Resource Estimate ...................................................................................... 8
  4.3.2     Project Team .............................................................................................. 9
4.4       Project Plans ..................................................................................................... 9
4.5       Communications .............................................................................................. 9
4.6       Out of Hours Working..................................................................................... 9

5      ADDITIONAL INFORMATION ............................................................... 10

6      TOR APPROVAL ................................................................................... 11




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1 Document Management

1.1 Contributors
Please provide details of all contributors to this document, including estimation team members.

Role                 Department               Name
Owner                IS-Apps                  David Watters
Contributor          <Business Partner>
Contributor          <Business Partner>
Contributor          <Business Partner>




1.2 Version Control
Please document all changes made to this document since initial distribution.

Date          Version     Author              Section         Amendment
04/02/08      1.0         David Watters       All




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Planning: Terms of Reference                       UoE Student/Staff Card Counter Solutions Integration
Version: 1.0
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2 PROJECT OVERVIEW


2.1 Priority

Funded.


2.2 Objectives

Objective        Objective Description
Number
      1          Implement a staff only pilot (at Pollock Halls) in January 2008
      2          Implement a live trial for staff and students by April 2008
      3          Have all required retail outlets equipped to allow electronic sales to be transacted
                 and electronic purses credited by August 2008
      4          Agree approach and time scale with Card Services Unit for the conversion of non
                 chip compliant student cards




2.3 Scope

Accommodation Services have identified an opportunity to increase sales at their
retail outlets located at Pollock Halls and all its remote retail sites through the
implementation of a Counter Solutions module “CardWise”. (See appendix 1). This
is a web base application on a SQL server platform. The functionality of this module
will facilitate payment for goods using a chip embedded into the student matriculation
card and University staff card. It is anticipated that this will be the MIFARE 4k (The
CS purse requires 7 consecutive segments on the chip). It will be possible to credit
this “electronic purse” at any of the AS retail outlets and through a web interface
using a credit card. A loyalty bonus scheme will be implemented. The specific details
of a scheme are still to be agreed with Counter Solutions.

The electronic purse(s) i.e. the designated area on the chip will need to be pre-
encoded by the Card Services Unit (CSU) prior to distribution. (NOTE: This can be
done once the student arrives at the University of Edinburgh if required). The
CardWise database of prospective users needs to be populated from the Card
Services Server on a nightly basis. The Card Services Server sits on an Oracle
platform. Customer validation of the chip would be carried out at the point the
customer makes first use of the card and after the customer has registered on-line for
the service. Student and staff access to the system should be authenticated through
Myed (See appendix 2). Credit card payments are made by the customer i.e. to add
credit to their electronic purse, are made through a system called CS Smartload Net
with accreditation and infrastructure supplied by Barclays Mercantile Services (BMS).
This payment mechanism forms part of the CS CardWise product. Payments
collected via this system are credited to a nominated UoE bank account by BMS on a
weekly (working days only) basis. AS will have to develop a procedure with Central
Finance for the reconciliation of such receipts. (See appendix3)

The project will be conducted in three phases:

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The first being a pilot conducted at Pollock halls (Absorb Café and Centro Bar) in
January 2008 extended to Accommodation Services staff only. This assumes the
availability of the MIFARE chip enabled Staff cards at this time. It would not be
necessary to have the nightly down loads from the Card Services server in place for
this initial pilot.

The second phase would be to conduct a live trial with student and staff customers
offering the service at more than one outlet. This trial should be complete no later
than May 08. This assumes the availability of the MIFARE chip enabled student
cards at this point. The downloads from CSU server would have to be in place for this
trial.

The third phase will seek to have all first year undergraduate matriculation cards
(08/09 intake) chip enabled and available for use up to 11 outlets with effect from
September 08. The “conversion” of all other student matriculation and staff cards to
allow the use of this service remains to be discussed with CSU.


2.4 Deliverables

Deliverable      Deliverable Description
Number
      1          Agree time scales, scope and costs with Card Services unit and Counter solutions
                 by end of December 2007
      2          Implement pilot by end of May 2008
      3          Implement system at all required retail units by end of August 2008




2.5 Milestones
Please provide details of the major milestones, highlighting the type - soft or hard. If hard,
please provide reasons. Note there may be more than one major milestone for the project
associated with major events such as phased implementation completions, closure etc.

Description                        Date              Type (& Reason if Required)




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Planning: Terms of Reference                       UoE Student/Staff Card Counter Solutions Integration
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3 PROJECT IMPACT

3.1 Cost Benefit Analysis
The original Project Proposal contains a cost benefit analysis, which should be used to
populate the following sections. These sections will then be used in the Business Analysis
stage to identify how benefits will be measured for this project. Any changes in scope since
the approval of the Project Proposal should be taken into consideration and the Cost Benefit
analysis updated accordingly.

3.1.1 Five Year Benefits

Tangible Benefits Summary
5 Year                 IT Services         Support Groups                Colleges                 Total
Summary
(with URL to Cost
Benefit
Spreadsheet)
Benefits                       N/A                       N/A                  N/A                   N/A


Tangible Benefits
Benefit                                  Assumptions
N/A



Intangible Benefits
Benefit                                  Assumptions
N/A




3.1.2 Five Year Costs

Tangible Costs Summary
5 Year                 IT Services         Support Groups                Colleges                 Total
Summary
Costs                      £ 25,200                  £ 4,800                   £0              £ 30,000


Intangible Costs
Cost                                     Assumptions
N/A




3.2 Impact
Please provide details of any related projects, or known dependencies. Pay particular
attention to issues such as no of users that may be affected, number of system users and
potential impact on infrastructure.



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3.3 Risks
Risk             Description
Number
     1           The commercial viability of the project would be seriously undermined if AS were
                 asked to meet the costs of the production of the chip embedded cards
      2          Both pilot and trial phases a will be dependent on the availability of chip enabled
                 cards to both staff and students.
      3          The use of Barclays Merchant services is acceptable to Central Finance

The current Risk Register can be accessed here.




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Planning: Terms of Reference                       UoE Student/Staff Card Counter Solutions Integration
Version: 1.0
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4 PROJECT ORGANISATION

4.1 Key Roles


Role                                        Responsible
MIS Project Manager                         David Watters
Business Area Sponsor /                     Ian Macaulay
Manager

Project Roles Grid can be accessed here.


4.2 Methodology Compliance
Please use the following table to describe how the project may differ from the standard
methodology, highlighting any key tasks or templates that may be omitted and an explanation
for this.

Methodology Stage              Stage Sign-Off                  Standard    Comments
Business Analysis              Peer Project Analysis Review    Yes/No
System Analysis & Design       Peer Project Design Review      Yes/No
Build                          Build Test                      Yes/No
Integration                    Integration Test                Yes/No
Acceptance                     Acceptance Sign-Off Review      Yes/No
Deployment                     Deployment Sign-Off Review      Yes/No
Closure                        Closure Review                  Yes/No



4.3 Resources
4.3.1 Resource Estimate

Please detail the resource requirement identified in the Project Proposal. If this has been
revised by the estimation team then please include the revised figure together with reasons
for the change. A link to a document detailing the conclusions reached by the estimation team
should be provided.

Original Estimate
MIS Resource
105
Business Partner Resource
20

Revised Estimate (if applicable)
MIS Resource                                Reason for Revision

Business Partner Resource                   Reason for Revision


Estimation Document can be accessed here.



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4.3.2 Project Team

Does the Project Manager recommend that the project be assigned a dedicated
Project Team? NO

4.4 Project Plans
Please attach the Project Stage Plan, which should include where possible major business
area activities such as specification, acceptance testing and roll-out with a milestone for each
stage. (A milestones is an event with zero days duration so no resource estimates should
appear against a milestone).

Project Stage Plan can be accessed here.

MS Project Plan – if available – can be accessed here.

4.5 Communications
This section should be used to define a communications strategy for the project, ie who needs
to be told about the project, when and by who. As a minimum a distribution list should be
defined to which the monthly project progress report should to be circulated. Other groups
may need to be sent information, especially for larger projects, eg Steering Groups.




4.6 Out of Hours Working

This is not considered to be necessary for this project.




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Planning: Terms of Reference                       UoE Student/Staff Card Counter Solutions Integration
Version: 1.0
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5 ADDITIONAL INFORMATION
Please use this section to include any additional information relating to this project. As much
information as possible should be provided at this time. Where possible refer to the relevant
project stages e.g. Business Analysis, System Analysis & Design




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Planning: Terms of Reference                       UoE Student/Staff Card Counter Solutions Integration
Version: 1.0
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6 TOR APPROVAL

TOR Raised By                                   David Watters
Date Raised                                     Date DD-MM-YY TOR raised.
Date TOR Reviewed by Project Team               Date DD-MM-YY TOR reviewed by project team
Date TOR approved by MIS Managers               Date DD-MM-YY TOR approved




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