1. Project Steering Committee Meeting 27 May 2015 :14h00 – 16h00
UNISA ICT
Project Management Office
UNISA SSRP Project
Project Steering Committee Meeting
27 May :14h00 – 16h00

2. Approved Re-arranged dates
Strand
Milestones
Original Go –live Date
Revised Go-Live  dates
Examination Centres Data Management
Exam Centre Management
30 November 2015
Graduation Ceremonies
Graduation
March 2016
31 January 2016
Research Students
Research Student
30 January 2016
Curriculum Approval(Accreditation Platform)
Curriculum Approval 
30 September 2016
Student Register and Maintain including Reporting
Registration
30 October 2015
30 November 2016
Assessments and Progressions
Assessment
Finance and Funds
Finance
Alumni and Project Close
 Alumni and Project closure
December 2016
30 December 2016

3. Project Progress (Academic Structure)
Completion of ‘CRS’ element of Academic Model
Completion of MCR, IPP and associated records
Completion of MOD and MAV migration/creation
Training on Module diet set-up
Training on Academic Model to DPAR super-users and team leaders

4. Academic Structure Next steps
Task Name
Completion Date
Requirements for Module Diets
15 May 2015
Diet Set-up
18 August 2015
Continued training of DPAR on maintenance of Academic Model
On-going as required
Signed off Unisa Training Manuals for Academic Model maintenance
30 May 2015

5. Admission Progress Data mapping for Reference tables ongoing
Application form requirements signed off
Applicant Portal build complete
Requirements specification complete for M&D
Requirements specification underway for all programmes
Exemption requirements specification complete
Clearance checks for UG complete

6. Admission training Audience Type of Training Date Central Staff
Basic Navigation
Full Application Process
June 2015
July 2015
Regional staff
1.Basic Navigation
2.Application on behalf of students

7. Admission Next steps Task Completion Date Online application form
08 June 2015
Paper application form
08 June 2015
Applicant portal
30 June 2015
EM build complete
Back-office processing (EM)
Non-EM build complete
STU Migration
30 July 2015
Staff training

8. Registration Progress
Work packages mapped and analysis ongoing
Implementation of Progression rules for pre and post 2013 documented and signed-off
Feedback and changes on the online registration form implemented on DEV
Confirm population of the reference tables (TTL, GEN, ETH etc)

9. Registration Next Steps
Task
Completion Date
Student records specification sign-off
30 August 2015
Records build specification sign-off
30 November 2015
Records build Go-Lived in small Go-Lives
January – September 2015
Full-process
30 November 2016

10. Assessment Progress
Sign-off of seven User Stories for Assessment Developments required for Unisa-specific processes
Confirmation of how research completion reporting requirements in relation to assessments will be managed in SITS
Confirmation of assessment results data to be migrated
Set-up of mark scaling functionality in DEV

11. Assessment Next steps Task Completion Date
Assessments specification sign-off
30 September 2015
Assessments build specification sign-off
15 December 2015
Assessment build Go-Live in small Go-Lives
January – September 2016
End user Training
October 2015
Full-process
30 November 2016

12. Finance Progress
Progress in identifying which process will remain in SITS and which Process will move to Oracle –Ongoing Process.
Specification of interface requirements for applicant and acceptance fees.
Outline requirements agreed for interface from SITS to Oracle
Users trained on basic fee profile functionality
Users trained on basic sponsor functionality
FIN types (study fees) imported into SITS as a proof of concept for remaining fee profiles.
Sponsor data and funds entry commenced

13. Finance Next steps Task Completion Date
Application fees and EM fees specification sign off
29 May 2015
Application fee build complete
30 June 2015
Funds requirements sign off
30 August 2015
Funds build specification sign off
30 October 2015
Acceptance fee build complete
Funds build Go-Lives in small Go-Lives
1 December 2015 – September 2016
Fee matrix and fee processing build complete
30 January 2016
Debtor management build complete
30 April 2016
Finance interface build complete
30 June 2016
Full-process
30 November 2016

14. SLP Progress Data cleansing ongoing for data to be migrated
Final Training on the academic model
Tasks assigned for April were not completed due to lack of resources, and were reassigned for May
Clearance checks for SLP in progress
Credit exemptions specification document in progress

15. Graduation Progress
Initial discovery was conducted in 2014 , to check the impact the academic model has on Graduation

16. Graduation next steps Task Due Date Complete the discovery session
30 May 2015
Finalisation of the scope of work and Requirements
30 June 2015

17. Change Management Change Management Approach.
Change Management Roadmap.
Communication Approach.
Communication Plan.
ED specific communiqué.
Leadership Alignment Report.
Various Stakeholder Engagements.
Weekly CM Status Reports.

18. Change Management – Status Update#
Milestones
Status 1
Research Project background and current SSRP Programme status (Module 1). 2.
Determine the impact of end-user change. 3.
Engage with team management. 4.
Develop and deliver Change Engagement & Communications Plan. 5.
Develop training material and deliver Training. 6.
Follow up/Assess Change enablement effectiveness. 7.
Overall Project Status on Change Management.
Key Risks/Issues/Concerns
Impact
Resourcing - business will run as usual without resources being fully allocated to the project.
Time constraints.
The service provider is UK based and not full time on-site presence to provide assistance and ensure alignment.
Non-alignment between UK legislation and SA legislation.
Late on-boarding of Change Manager. H
Legend H
Milestone/Deliverables H
Behind Schedule 0%
25%
50%
75%
100% H
On Track
Concerns/Risk/Issues H L M H
Low
Medium
High
Key Activities for next month
Communication Plan Module 2.
Specific Communiqué as per Communication plan for Module 1.
Leadership Alignment Sessions.
Change Readiness Assessment Questionnaire.
Training Preparation and role mapping.
Change Impact Assessment for Module 1 & 2.
Research project background and current project status.
Initial Meeting and discussion/team meeting.
Review project documentation.
Clarify issues affecting current solution.
Determine the impact of end-user change.
Meet with Project Manager/Key client stakeholders.
Review solution and end-user changes.
List impacts per affected groups.
Engage with SSR team management.
Develop Change Network Report.
Determine the level of commitment via Leadership Alignment interviews.
Discuss and present engagement plan and roll-out requirements (On-going basis).
Assess engagement needs as identified with management.
Develop and deliver Change Engagement & Communications Plan.
Analyse current issues and pending change impacts.
Determine key messages per affected group.
Determine the most effective communication mediums.
Draft content for key messages.
Facilitate delivery of engagements.
Awareness presentation - End-user engagement 1
Training - End-user engagement 2
Develop training material and deliver Training.
Determine process and system training requirements.
Determine required training approach and mediums.
Develop training material.
Develop training related communications.
Deliver/facilitate training.
Follow up/Assess Change enablement effectiveness.
Change Effectiveness Survey Pre go-live
Change Effectiveness Survey Post go-live.

19. Risks Risks Contributing Factor Mitigation Action Action for Steercomm
SLP Strand Project timelines negatively impacted
Dedicated SLP Resources not finalised
Second full time resources as soon as they are available .
Approve: SLP application Process to be moved to 2017 academic year on SITS

20. Project Support structure
As only the Academic model has gone live partially, it is difficult to propose a post implementation support structure just yet.
After implementation of Applications go live, there will be more information at hand to propose the business role and ICT role in supporting SITS
Therefore propose that a proposal serve at the September Steering Committee on a support structure.

21. Thank You