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University Of Minnesota
Office of Information Technology
Rev. 2.3, 02/28/
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PROJECT SCOPE STATEMENT
Note: Any work not explicitly included in the Project Scope Statement
is implicitly excluded from the project.
Project Name: Learning Abroad Prospect and Application
Prepared by: David Whiting
Date (MM/DD/YYYY): 12/06/
Version History (insert rows as needed):
Version Date (MM/DD/YYYY)
Comments
1.0 01/04/2008 Initial Draft 2.0 01/28/ 2008 Revision to update exec summary, project description and project milestones. 2.1 01/31/2008 Updates based on team feedback, to exec summary, business objectives, deliverables and communication management sections. 2.2 02/04/2008 Updates to project deliverables section – added deployment section and additional deliverable to testing. 2.3 2/27/08 Added application payment (in/out) scope and section 5 .9 about Post Production Support.
University Of Minnesota Office of Information Technology
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**2. Business Objectives
- 1 Business Objectives:
- Executive Summary**
Provide below a brief overview of this project (e.g., project purpose and justification):
To implement PeopleSoft Campus Solution modules along with custom-built features (in PeopleSoft and Java) for the Learning Abroad prospect and applicant business processes. The project will include automating both student and administrative business processes related to student abroad prospects and applicants.
Provide a brief project summary in the space below. This information may be available in the Project Charter. Also provide a link to the Project Charter for reference.
Link_To_Project_Charter
Currently there is no enterprise–wide solution for applying for and tracking Learning Abroad experiences at the University of Minnesota. In most instances, this has resulted paper processes and/or in minor electronic tracking systems (Excel). In turn, use of these systems raises concerns about data integrity due to lack of upkeep and relying on self-reported data as well as requiring duplicate data entry by staff and participants. In addition, extra processes are required for Learning Abroad professionals to communicate across collegiate office and campus boundaries. This situation then makes it difficult to track student information and activities, generate meaningful reports – especially on a university-wide level – respond to requests for information from stakeholders and outside agencies in a timely manner, and to make judicious management decisions about students, programs, and strategic direction. The University needs an enterprise-wide, integrated, state-of-the-art software system that will provide an easy online mechanism for student to identify and track themselves as study abroad prospects and/or applicants. Similarly, learning abroad offices need access to data with regard to Learning Abroad experiences for report generation, tracking, evaluating programs, and making management decisions based on reliable, centrally managed data. This enterprise solution will leverage / utilize the University Of Minnesota’s Enterprise Solution including Oracle / PeopleSoft and Pillar Architecture (Web).
Note: In any instance where there is a discrepancy between the Project Charter and the Project Scope Statement , the latter is considered authoritative.
University Of Minnesota Office of Information Technology
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3. Project Description For each area below, provide sufficient detail to define this project adequately: 3.1 Project Scope Includes (list Deliverables):
Deliverables:
Analysis
Business Requirements for Reporting & Student (web)
To Be Business Processes Flows Fit Gap Analysis
Design & Development
Function Design Specifications Technical Design Specifications Reporting Specifications
Testing
Testing Strategy System Test Scripts User Acceptance testing Criteria
Deployment
Job Aids for Learning Abroad Center and collegiate staff
Query Training for Learning Abroad Center staff
The following PeopleSoft Campus Solution modules will be implemented as part of this project following the OIT Project Methodology: Use PeopleSoft Recruiting and Admissions (Prospects and Applicants) Module Campus Community (3C’s) Module Person Data / Bio-Demo Data Limited customizations will be completed based on agree upon business requirements with substantial functionality limitations / gaps. Does Not Include:
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3. Project Description
Student Records (The exception is viewable access to Student (Person Data / Bio-Demo) Data) Financial Aid Student Financials
Processes around confirmation fee payment and course fee payment
3.2 Project Completion Criteria:
User Acceptance and Sign-Off
3.3 External Dependencies:
The project is not depending on another on-going project.
3.4 Assumptions:
Support and Attention from Project Sponsors Resources will be available when needed. (people and other resources) U of MN – Twin Cities will function as the Learning Abroad Core Team and represent all other organizations, campuses and schools that will use new process. Each collegiate group and coordinate campus will have a SME who will provide input and champion effort as necessary.
3.5 Constraints:
Project Resource Utilization Level / Ability to devote adequate time to achieve goals. U of MN – Twin Cities will function as the Learning Abroad Core Team and represent all other organizations, campuses and schools that will use new process.
4. Project Milestones
Estimated Schedules – List key project milestones relative to project start. (Insert rows as needed) Project Milestone Target Date (MM/DD/YYYY) Project Start Complete Analysis 01/31/
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5. Project Approach
5.4 Issue Management: Project-related issues will be tracked, prioritized, assigned, resolved, and communicated in accordance with the Project Management Methodology. Issues will be reported using an Issue Report Form. Issue descriptions, owners, resolution and status will be maintained in an Issues Log in a standard format. Issues will be addressed with the project owner and communicated in the project weekly status report.
5.5 Change Management:
The change control procedures as documented in the Learning Aboard Prospect and Application Project Change Management Plan will be consistent with the Project Management Methodology and consist of the
following processes:
A Change Request Log will be established by the Project Manager to track all changes associated with the project effort. All Change Requests submitted via Change Request Form will be assessed to determine possible alternatives and costs. Change Requests will be reviewed and approved by the project owner. The effects of approved Change Requests on the scope and schedule of the project will be reflected in updates to the Project Plan. The Change Request Log will be updated to reflect current status of Change Requests.
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5. Project Approach
5.6 Communication Management:
The following strategies have been established to promote effective communication within and about this project. Specific Communication policies will be documented in the Learning Abroad Prospect and Application Project Communication Plan.
The Project Manager will present project status to the project Sponsors on a weekly basis; however, ad hoc meetings will be established at the Project Manager’s discretion as issues or change control items arise. The Project Manager will provide a written status report to the project Sponsors on a monthly basis and distribute the Project Team meeting minutes. The project Sponsors will be notified via e-mail of all urgent issues. Issue notification will include time constraints, and impacts, which will identify the urgency of the request for service. Additionally, monthly communication regarding the status of the project will go out to project sponsors. The Project Team will have weekly update/status meetings to review completed tasks and determine current work priorities. Minutes will be produced from all meetings. All electronic Project Documents will be maintained in central storage accessible by all project stakeholders.
5.7 Procurement Management:
N/A
5.8 Resource Management:
The project team will produce a Resource Management Plan that will document the following:
Lists all major goods and services required in the project along with cost estimates and quality information. Indicates which goods and services will be obtained from sources outside the Organization Indicates who is assigned to the project and when.
University Of Minnesota Office of Information Technology
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7. Project Scope Statement Approval / Signatures
Project Name: Learning Abroad Prospect & Application
Project Manager:
The purpose of this document is to provide a vehicle for documenting the initial planning efforts for the project. It is used to reach a satisfactory level of mutual agreement among the Project Manager, Project Sponsors and Owners with respect to the objectives and scope of the project before significant resources are committed and expenses incurred.
I have reviewed the information contained in this Project Scope Statement and agree:
Name Role Signature Date (MM/DD/YYYY) Meredith McQuaid Project Sponsor – LAPA Sue Van Voorhis Co-Sponsor Jodi Malmgren Business Process Owner Dave Krueger Technical Sponsor Garfield Bowen Enterprise Project Management
The signatures above indicate an understanding of the purpose and content of this document by those signing it. By signing this document, they agree to this as the formal Project Scope Statement document.
