Project Initiation Document

Transcription

1 Project Initiation Document Pilot name: People s Network Wireless Municipality: Edinburgh Work-package: 4 Date: January 2010

2 Contents 1. Introduction Pilot information Pilot name Pilot acronym Pilot website What type of initiative is the pilot? Pilot country Pilot city/region Pilot start date Pilot finish date Pilot operational date Background to the pilot Pilot topics Pilot sector Target users of pilot Description of target users Type of service Overall implementation approach Pilot description Objectives Approach Deliverables Exclusions Constraints Assumptions/dependencies Business case Summary/overview Customer benefits Performance benefits Employee benefits Financial benefits Project benefits Pilot management/organisation Staff/financial resources Reporting framework Pilot plan Risks Co-design Transnational work... 18

3 1. Introduction A project initiation document [PID] is a document that brings together in one place the key information needed to start, manage and evaluate a pilot. All stakeholders should be informed of the development of a PID, and the final PID should be agreed and signed off by the management in municipal partners. The PID should contain information setting out the "who, what, why, when and how" for the local pilot. It should define all major aspects of the pilot, and can be used as a key part in the management of the delivery of the pilot and sets the baselines that will be used in any assessment of the pilot's success. All Smart Cities partners are expected to produce a PID for each local pilot. These will be used by the project and by local partners to measure progress against the aims and objectives set out in each pilot's PID. Many partners will already be expected to develop PIDs for their pilots: in this case relevant information should be copied into this form. 2. Pilot information This section sets out the basic information about your pilot Pilot name What s your pilot project called? People s Network Wireless, for Edinburgh City Libraries Pilot acronym Does the pilot have an acronym? [e.g. SCRAN?] If not, leave blank. PNW 2.3. Pilot website Does the pilot have a local website? If not, leave blank What type of initiative is the pilot? Select all that apply to your pilot. Project or service Network Strategic initiative Award scheme Promotion/awareness scheme Other

4 2.5. Pilot country Belgium Germany Netherlands Norway Sweden UK 2.6. Pilot city/region Edinburgh City 2.7. Pilot start date November Pilot finish date January Pilot operational date When did your pilot go live to the public/businesses? July Background to the pilot Set out the context for the pilot: why are you interested in doing this work, what issues do you need to address, why do you feel you need to address them etc.. In 2007 the People s Network project delivered over 400 desktop PCs for use by the public in 26 libraries across Edinburgh The PCs offer common applications (e.g. Microsoft Office software) and filtered access to the Internet Support and maintenance for the service is provided jointly by Equanet and Virginmedia. The service is managed jointly by e-government and Libraries Services. Pilot the addition of wireless access points to the People s Network, to allow the public to access the Internet from libraries using their own Wi-Fi-capable devices (laptops, smart phones etc) Deliver the technical infrastructure necessary to support a full rollout of wireless internet to other libraries and (potentially) other Council buildings, provided the pilot is successful.

5 3.1. Pilot topics Select all that apply to your pilot Efficiency & Effectiveness, Benchmarking Inclusive egovernment eidentity and esecurity eparticipation, edemocracy and evoting eprocurement Services for Businesses Services for Citizens High Impact Services with Pan-European Scope Interoperability Legal Aspects Multi-channel Delivery Open Source Policy Regional and Local User-centric Services Other Infrastructure 3.2. Pilot sector Select all that apply to your pilot Communication (infrastructure) Crime, Justice and Law Culture and Media Customs Education, Science and Research Electricity/Gas Employment Environment Fire Services Healthcare Internal market Local/Regional Community Development Procurement Social Security Social Services Tax Travel, Transports and Motoring Water Other Social Services Other 3.3. Target users of pilot Select all that apply to your pilot egoverment Administrative Disadvantaged/deprived communities Families and children at risk

6 Business (self-employed) Homeless Business (industry) Minorities and migrants Business (SME) Older people (60+) Citizen Civil society Intermediaries Other ehealth Add Patients General public Health authorities Health professionals einclusion People living in poverty and/or precarity People with anti-social and criminal behavior People with disability People with health and long-term care problems People with no or poor digital literacy SMEs, associations and intermediaries Unemployed people Young people at risk of marginalisation Other Women Any citizen 3.4. Description of target users Please describe your target group and provide some information on size, composition and needs. All citizens of Edinburgh (must be willing to join the library service, must own a Wi-Fi capable device). For the community libraries (i.e. not Central Library), the focus is on citizens living locally. All visitors (must be willing to sign up as guest users, must own a Wi-Fi capable device) Type of service Select the one that best applies to your pilot Not applicable/not available Awareness-raising information Training and education Content provision IT infrastructures and products Participation Inclusive services of general interest Other 3.6. Overall implementation approach Select the one that best applies to your pilot

7 Public administration Private sector Non-profit sector Partnerships between administration and/or private sector and/or non-profit sector

8 4. Pilot description These sections of the PID describe what the pilot will do and how it will do it Objectives What outcomes should be delivered by the pilot? (Business case/benefits should be set out in Section 5) Determine the viability of adding wireless internet access to the People s Network via a pilot. Procure and install the core technical infrastructure necessary to run said pilot and potentially support a fully rolled-out service Approach How will the pilot do this? The Project wil be set up, managed and controlled using PRINCE2 methodology. The Project will be delivered by the Council and an existing external supplier. Evaluation criteria for the pilot will be agreed. Supplier will be asked to quote for and install new infrastructure in three chosen libraries. Pilot will run for three months and be evaluated on the previously agreed criteria Deliverables What outputs/processes/procedures/definitions will be delivered by the pilot? Core wireless infrastructure installed in pilot libraries Exclusions What issues are outside the scope of the pilot? The selection of pilot libraries was proposed prior to project start-up in an e-government briefing paper dated 09/09/08. The selection of supplier - Equanet, one of the existing People s Network suppliers - was proposed prior to project start-up in an e-government briefing paper dated 09/09/08. Any work required to integrate a new People s Network booking system with the delivered wireless infrastructure must be scoped as part of the separate Booking System project Constraints What issues constrain the pilot? (These will include financial, technical, and timing issues.)

9 Pilot is affordable (within the discretionary e-government budget for People s Network development). Pilot is designed and scheduled to comply with Service for Communities change and improvement programmes and the Libraries Transformation Programme. Pilot is scalable, i.e. rollout is straightforwardly repeatable for remaining Libraries, with predictable costs. Pilot does not impair existing People s Network infrastructure and performance. Pilot takes place under conditions which allow evaluation against pre-defined criteria Assumptions/dependencies Set out the assumptions you have made at the beginning of the pilot particularly if your pilot is dependent upon other projects/pilots. Identify external factors which may affect the pilot. Council Information Security policies Libraries Transformation Programme Ongoing People s Network service development and review People s Network Booking System project

10 5. Business case Set out why your municipality feels the pilot is necessary, what the pilot seeks to achieve, and what benefits it will deliver. Include how these benefits will be measured (e.g. increased customer satisfaction, faster processing etc.) Summary/overview 5.2. Customer benefits The prevalence of public wireless internet generally, and well-established Wi-Fi services in libraries in other local authorities, has created an expectation for a similar service in Edinburgh City Libraries than can now be met (library staff are constantly being asked about it). The public will be able to use other library services and resources alongside internet access more flexibly with Wi-Fi (than with wired computers) Performance benefits The Wi-Fi service should encourage library membership (the service will normally be open only to members), helping Library Services to meet Scottish Government targets. Physical space within libraries could be rationalised if the number of People s Network computers (requiring desks) was reduced, and otherwise dead spaces (e.g. including only chairs) could be in active use by the public using wireless laptops (and other devices) Employee benefits Library staff resources might be freed as less time should be spent supporting the public using their own computers to access the internet wirelessly (staff would not be obliged to support any applications on the public s computers, as they are with applications on People s Network computers) Financial benefits The number of People s Network computers offered/supported by the existing contract could be reduced (with resulting savings) if the public switch from the computers to using wireless connections with their own computers Project benefits The service will be an important contribution to the 21 st Century Libraries services portfolio delivered by the Libraries Transformation Programme.

11 6. Pilot management/organisation Set out the organisational structure that will manage your pilot. This should include relevant senior managers, project/pilot managers and staff. Please indicate how the pilot will be managed. A Project Board has been proposed and agreed according to Prince2 standards. The Project Executive / Sponsor roles on the Board include principal senior stakeholders across Services for Communities and e-government. These staff will make the final determination as to the success of the pilot and any recommendations for continuation beyond the pilot period and/or roll-out to further libraries Formal Project Board meetings will not be held regularly but will include at least an initial meeting following the submission of a Purchase Order to the supplier, and a final meeting to consider the results of the pilot evaluation and make a final determination and recommendations (and close the project as currently scoped). Additional formal meetings may be scheduled at the initial meeting if the Board deems it necessary. Informal project meetings will be held more regularly with the Senior User, Senior Supplier and associated staff including Libraries Service Development, Libraries site representatives, the Comms Service, and the Supplier s technical designers and installation engineers. During the 3- month pilot period, a number of checkpoints have been defined in the milestone plan which will require these staff to meet. 7. Staff/financial resources Set out what resources are available to deliver the pilot. This should include what budget and staff the pilot can call upon Funding sources Select all that apply to your pilot Public funding EU Public funding national Public funding regional Public funding local Private sector Charity, voluntary contributions 7.2. Overall cost/budget ( ) 23,093 ( 20,629) 7.3. Contribution from local funds ( ) Up to 11,546

12 7.4. Contribution from Smart Cities (regional, in ) Up to 11, Contribution from Smart Cities (transnational, in ) Not known Staff resources 1 (Project Manager, part-time)

13 8. Reporting framework How will the pilot report progress, both to local management and to the Smart Cities project? How will the pilot s timelines and reporting mechanisms link with reporting for the Smart Cities project? The project will be controlled in line with PRINCE2 methodology. The Project Manager will report locally to both the Project Board (including a Senior User and Project Executive from Libraries) and the PMO. Additional reporting lines to Libraries Transformation Programme. Interaction with project for libraries booking system Baselines/zero measuring What baselines do you have? Do you have evidence to how the pilot is need for this p Initial evaluation criteria to be agreed as part of project, including both quantitative and qualitative measures. Qualitative measures will be translated into quantitative measures via Customer surveys How will you measure progress? How will you show how your pilot is progressing? Progress against plan/milestones will be monitored by Project Board/PMO in weekly reports How will you measure the impact of your pilot? e.g. increased citizen awareness/use of a service Measures from customer surveys and usage logs (see local indicators for details) What local indicators will you use? e.g. surveys of local citizens, businesses

14 These are documented separately in full. They are ranked according to criticality and defined in terms of measurable, expected results as far as possible. They include: Increased (above existing average) number of users registering for overall People s Network service (from Active Directory server s user account records) Increased (above existing average) new library membership directly due to users desire for wireless internet access (from TALIS the library management system reports) Number of users of People s Network Wireless comparable proportionally with other Councils (from statistics provided by the other 5 Scottish Councils with an equivalent service) No effect on network performance for People s Network PCs (from network statistics provided by supplier) User feed-back more positive than negative (from online user questionnaires with multiplechoice responses) Libraries staff feed-back more positive than negative (from online user questionnaires with multiple-choice responses) Wireless service meets existing SLAs for People s Network downtime (from network statistics provided by supplier and fault calls to supplier logged by SfC Business Improvement) Wireless service takes less libraries staff time to support than the PC service (from logs for user assistance kept by libraries staff during pilot period) What national/transnational indicators will you use? e.g. levels of service use None What work-package/subtheme indicators will you use?

15 9. Pilot plan This should set out how the pilot will deliver the items set out in 4.3, including timelines for all deliverables and outputs. Task name Start Finish Planning 06/10/ /10/2008 Draft Requirements Spec 17/10/ /10/2008 Draft Evaluation Criteria 15/10/ /10/2008 Agree Requirements Spec 20/10/ /10/2008 Agree Evaluation Criteria & Governance 16/10/ /10/2008 Draft Evaluation Processes 17/10/ /10/2008 Draft Communications Plan 06/10/ /10/2008 Supplier Negotiation 15/10/ /03/2009 Arrange new Quote 15/10/ /10/2008 Produce Quote & Contract 21/10/ /10/2008 Validate Quote & Contract 28/10/ /11/2008 Arrange Site Visits 29/01/ /01/2009 Site Visits 06/02/ /02/2009 Central Library Site Visit 06/02/ /02/2009 Stockbridge Library Site Visit 06/02/ /02/2009 McDonald Road Library Site Visit 06/02/ /02/2009 Produce Final Technical Design 25/02/ /03/2009 Agree Final Technical Design 24/03/ /03/2009 Implementation 05/12/ /04/2009 Communications & Publicity 05/12/ /03/2009 Draft Training Plan 26/03/ /03/2009 Schedule Rollouts 18/03/ /03/2009 Rollouts 31/03/ /04/2009 Central Library Rollout 31/03/ /04/2009 Stockbridge Library Rollout 01/04/ /04/2009 McDonald Road Library Rollout 01/04/ /04/2009 Testing 02/04/ /04/2009 Establish Evaluation Processes 02/04/ /04/2009 Training 09/04/ /04/2009 Pilot running 13/04/ /07/2009 Live Pilot 13/04/ /07/2009 Checkpoint / Mini-Evaluation 1 13/04/ /04/2009 Checkpoint / Mini-Evaluation 2 30/04/ /04/2009 Checkpoint / Mini-Evaluation 3 28/05/ /05/2009 Evaluation 06/07/ /07/2009 Consolidate Evaluation Results 06/07/ /07/2009 Report Recommendations 10/07/ /07/2009 Report Lessons Learned 10/07/ /07/ Risks Set out the main risks the pilot faces and what steps you will take to manage these risks.

16 Main risks were to existing infrastructure (e.g. impairment of performance, downtime). Risks mitigated by choosing a solution which would be additional to and built around existing infrastructure, rather than changing that infrastructure.

17 11. Co-design With other organizations and institutional partners How are you working with other local organisations / institutional partners to co-design your pilot? Local customer expectations communicated to project by Senior User from Libraries. Consulted with Glasgow and Ayrshire councils to see how they managed their service (e.g. provision of central technical support, promotional materials, restrictions on users). Supplier provided expertise and practical help with design Co-design with citizens and individuals How are you working with citizens and individuals to co-design your pilot? Customer surveys during pilot The impact of co-design How has this work changed your pilot are you doing anything differently? Feedback from customer surveys was positive, but timing of surveys meant that changes could have been made during the pilot if required.

18 12. Transnational work Transnational links What other municipalities and pilots are you working with as you develop/deliver your local pilot? Ayrshire, Glasgow Transnational learning How are you incorporating transnational learning into the design/implementation of your pilot? None permitted by timescales. Would be considered if pilot is eventually rolled out to other libraries Transnational outputs How will your pilot contribute to the project s transnational outputs? What transnational outputs will it contribute to, and what do you expect the contribution to look like? Evaluation Report available to partners on request.