Student Information System Project Risk Log
Student Information System Project Risk Log
2 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Risk Risk Score =
RISK Probability: Impact: Probability X Change in SISPB
RISK High=5 to STATUS
# High=5 to Impact Category Agree (Date)
Low=1
Low=1
E:Vision performance 3 5 15 A
18.
Academic Model – SMD PGTs 4 5 20 R
19.
Special Regulations 4 5 20 R
20.
Adherence to College Deadlines 4 4 16 A
21.
PBI 4 5 20 R
22.
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
1. 2 3 SISPM to provide the following 5 SISPM The SISPB unsure
Project Governance G days before each SISPB meeting: about the scope and
There is a risk that the Governance of the project progress of the project
Project Plan
does not provide adequate control.
SISPB unable to
Risk Register
Cause make decisions
Monthly Highlight Report
A lack of appropriate and timely information from
the SISPM Budget Statement
Result PID (updated sections marked)
The SISPB is unaware about key project issues and SISPB members to read the
risks. reports before the SISPB meeting.
3 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
2. A 3 3 Communications Strategy to be SISPM Key College
College Engagement written and agreed with the SISPB committees are
There is a risk that the College remains uninformed unaware about the
Circulation of monthly Highlight
about the progress of the SIS Project scope and progress of
Report at committees and working
the Project
Cause groups
A failure of communication by the SISPM Presentations from the SIS PM at
forums and working groups
A lack of an agreed Communications Strategy
Use of College’s e-bulletin
Result
Re-vamp the SIS website and
Academic and administrative departments are “in
publish the link to the College
the dark” and therefore unable to plan ahead with
regard to their own plans and allocation of resources. UPDATE 22/4 – 20/5 2010
A number of communications to
staff via the e-bulletin and Bulletin
as well as publications sent to
students have been done.
The SIS website will be developed
in line with all other comms.
Further publications is planned for
May and June.
4 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
timely and appropriate manner Impact and Options
Cause Resolution Date
Conflict arising from other pressures and priorities. Cost
Staff involved in the decision making process lack UPDATE 22/4 – 20/5 2010
the knowledge to make the decision
Outstanding decision on:
Result
ELQ rates and the SMD Institutes
Delays in implementation.
Chairs action on module approvals
A poor implementation resulting in re-work and
SCBS flag for Opt Out of Wed pm
possible difficulties in using SITS for depts.
spots sessions and use for
timetabling purposes. Conflicts
with College policy? Very messy
from a SITS perspective. What if
a student changes their mind?
5 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Result
College might miss out on best use of SITS.
There is a risk that the project will not deliver the
expected improvements in functionality at the
College.
6 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Oakleigh Consultancy has
reviewed departmental IT to
highlight possible areas of
duplicate processing.
UPDATE 22/4 – 20/5 201
1 comment back from SISPB
regarding Oakleigh Report.
Meetings have been held with a
number of key Academic IT depts.
Running sophisticated systems.
There are no issues with regard to
SITS being the central core system
for Student records. Depts require
data feeds from SITS to ensure
continuity of non SITS
functionality.
J O’Meara has sent SEMS and
EECS a “proto” version of the
data feed for comment and
analysis.
7 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Cause
Portal owners not providing SISPT with Within SITS, the SISPT will
requirements in a timely manner. provide a portal for SITS
functionality as part of the
Result
deliverable.
Students do not get a portal with all information they
UPDATE 22/4 – 20/5 201
require – a major objective of the SIS Project.
Nothing to report.
Possible ramifications on the NSS.
8 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
8. 4 4 Feedback forms from each session SISPM Staff raise Help Calls
Staff Training R
of training to be completed. for basic issues.
There is a risk that staff will not be adequately
Timing of training to be planned
trained in the use of SITS.
as to ensure optimal benefit for
Cause staff.
Staff not provided with adequate training UPDATE 22/4 – 20/5 201
Staff unable to agree to training sessions An initial training schedule has
been written and is being
Result
discussed among the SISPT for:
Low morale of staff using SITS
• feasibility
Inability of staff to use SITS to its fullest capabilities
• resource requirements.
Lengthy and time consuming exercise to re-train
staff in SITS
10 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
and Rachel Wilson, IT, will be
advertised.
As a consequence of the
introduction of SITS, there is an
additional risk that staff within
IT might feel that their skill set
is not being developed and
might seek employment
elsewhere.
11 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
10. 3 2 SISPB and SISPT members to SISPM Number of complaints
Functional Improvements A ensure that any message about the during demos,
SISPB
There is a risk that the project will not deliver the SIS Project is clear and consistent. training sessions etc.
expected improvements in functionality. that the system is less
Known deviations from expected
than expected.
Cause functionality to be communicated
to all relevant stakeholders
A lack of management of the College’s expectations
Communications Plan to play key
A lack of realistic and communicated deliverables to
role in the expectation
the College.
management.
Failure to get agreement on business processes
UPDATE 22/4 – 20/5 2010
results in a hybrid solution with minimal
functionality. At demonstrations and meetings
with departments, the SITS
Result
deliverables are communicated as
The project is perceived to be a failure and SITS is a first stage and not a complete
reluctantly used throughout the College. solution.
Communications sent out to the
College also make this point.
12 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
11. 3 4 Production of UAT Plan to SISPM Lack of business
UAT R
involve SISPT, ICT and key interest , participation
There is a risk that the UAT plan is not robust or Stakeholders with the UAT Plan
thorough enough to fully ensure that Go Live will be
SISPB, ICT and key stakeholders
a success.
to sign off the UAT Plan
Cause
UPDATE 22/4 – 20/5 2010
The UAT is written without key stakeholder
A UAT plan is being discussed
involvement.
and written.
Key stakeholders not sure or inexperienced about
Extensive unit testing will take
UAT.
place upon build completion with
Result key stakeholders involved.
UAT Plan does not cover the requisite business areas It is unlikely that a full UAT will
with any degree of depth. be able to be organised at the
depth the College would normally
require. This will have to fit in
with the Training schedule.
• build has taken much
longer than was planned
• main leave period for
College staff
• main period of preparation
for new academic year.
13 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
12. 4 3 Possible use of committees such SISPB Delay in deciding
Business Processes A as the PSG where the SISPT is how SITS will be
There is a risk that due to the lack of agreed business unable to progress. configured.
processes that are adhered to across the College, the
UPDATE 22/4 – 20/5 2010
SISPT will be unable to model them in SITS or will
be seriously delayed, as key business issues are dealt A number of working groups with
with by the College. key stakeholders have been set up
to oversee and approve most of the
Cause work done by the SISPT.
Historical failure of management to enforce standard
Committees such as the PSG and
practices across the College.
now QMSE are being used to
Result consider and decide policy where
the SIS project has unearthed
The SISPT unable to model process in SITS.
contradictions, anomalies of
practice etc.
As summer approaches,
investigations are under way to
ensure that in some areas, Chair’s
Actions and/or sub groups can be
set up to consider SIS requests for
decisions concerning procedures
and policies.
13. Use of Departmental Systems 4 3 College management need to SISPM Requests for data
communicate that SITS is the extracts from
There is a risk that departmental systems will
primary and authoritative source departments.
continue to be used after the implementation of SITS.
of Student Record data, used for
Deviation of figures
14 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Cause all external returns. at the local level from
data and information
Departmental systems tailored to the specific needs Corporate processes such as
held at the centre.
of a department and SITS does not match the Admissions, Enrolment,
functionality. Registration, etc will be provided
by SITS to the departments and it
Result
is expected that they will use SITS.
SITS not used in certain departments.
However, many departments will
continue to use their systems for
See Risk 5. processes not covered by SITS and
specific to a department.
A data feed to these departments
will be set up so that they can
continue to use their systems. This
will be along the lines of EWS for
the current SRS.
UPDATE 25/3 – 22/4 2010
Meetings with key departmental IT
staff to discuss this approach are
in progress and feedback so far is
that most departments do not have
an issue with this approach.
15. Business Ownership/Resource 4 5 Issue raised with principle SISPB Implementation work
stakeholders and Chairman of stalls due to lack of
There is a risk that the implementation will be SISPM
SISPB. business input.
threatened due to a lack of input and ownership
from key stakeholders.
Cause UPDATE 25/3 – 22/4 2010
Departments are too busy to play an active part in VARIANT OF RISK 12
the development of the SIS solution.
Stakeholders do not view SIS as their responsibility.
Result
Implementation plan delayed.
16 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Solution provided is not what the users
require/expect.
17 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
HEIs.
Result
Implementation plan delayed.
Solution provided is not what the users
require/expect.
18 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
upon.
19. Academic Model – SMD PGT Data Collection 4 5 UPDATE 22/4 – 20/5 2010
R Warden of School of Medicine
and Dentistry has sent an email
requesting that the outstanding
There is a risk the SMD PGT information will not be data for PGTs is returned.
collected and QA’d in time for Go Live.
If this is not, then there are
Cause implications for HESA funding as
Failure of Institute Managers to realise the impact of students will not be able to enrol
not supplying the SISPT with the data required for at the College.
the Academic Model.
Result
The Institutes run the risk of losing funding from
HESA, students not being able to enrol and all other
SITS processes unable to run for the Institutes.
19 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Cause
College unable to allocate resource to bring Special
Regulations up to date.
Result
Award and progression rules inaccurate for some
programmes.
20 of 21
Risk Assessment
Reference: SISRR/2010/05/20
Student Information System Project
Project
Title: R Urgent SISPB Action: A SISPB Attention: No Action:
Impact:
Risk Current Risk and Status Risk Risk Management Approach/ Owner Cost of Early Warning Signs
High=5
ID Score Mitigating Actions Resolution
Med=3
(1 to 5) Low=1
Cause manual process.
Difficulty with core systems not being able to
provide the data at the right level for SITS to use in
reporting to the UKBA. Essentially :
Agresso is not able to apportion payments against
individual courses of study or distinguish between
payments made for fees or accommodation for the
current year or for a future year.
Result
QM could lose its most trusted status.
21 of 21