Management Update

Purpose

To review and coordinate the progress of the IAT Website & Online Services Project at senior management level and make/approve required decisions and actions.

Attendees

John McFadyen, Phillip Rutherford, Mohammed Al Nayedi

Agenda

Item	Activity
1	Review & update on current progress of all project initiatives. (a) Confirm scope of all project activities and how they fit into overall strategic ICT plans. >project list >online systems (b) Discuss project management and communication. Establish regular Directorate management meetings if desired. >project communication & groups (c) Review and finalise project plans and timeframes. >all project plans
2	Progress new IAT website. (a) Overview of new website development plans & activities. >website plan outline >website project (b) Summary of feedback and reviews of existing sites and organisation needs. >feedback & reviews (c) Discuss involvement of staff and required resources. >website resources (d) Establish desired formal project team meetings. >website project groups (e) Discuss key issues & alternatives and make decisions. >key issues (f) Run through examples and approve finalized requirements and priorities. >requirement scope (g) Confirm recommended approach to development (system choice, setup arrangements, prototype creation). >website plan >emirates skills
3	Progress new IAT intranet. (a) Overview of new intranet development plans & activities. >intranet plan outline >intranet project (b) Summary of feedback and review of existing intranet usage and needs. >feedback & reviews (c) Discuss involvement of staff and required resources. >intranet resources (d) Establish Dept representatives and formal project team meetings. >intranet project groups (e) Discuss key issues & alternatives and make decisions. >key issues (f) Run through examples and approve finalized requirements and priorities. >requirement scope (g) Confirm recommended approach to development (system choice, setup arrangements, prototype creation). >intranet project
4	Summarise Agreed Actions & Outcomes. (a) See IAT Website decision summary below. (b) See Intranet decision summary below.

IAT Website Approved Decisions

1. Confirm website plan, timeframes and project management.
2. Define target audiences and level of information & services to be delivered. Resolve key issues & alternatives.
3. Identify current & future staff involvement for design, development, content sourcing/creation & ownership/maintenance, online service provision & website administration and support.
4. Approve requirements scope & priorities.
5. Confirm development approach (system, setup & prototype creation).
6. Confirm roles and interface with associated websites (e.g. VEDC) and other online systems (new Intranet).

Intranet Approved Decisions

1. Confirm intranet plan, timeframes and project management.
2. Define extent of information & services to be delivered. Resolve key issues & alternatives.
3. Identify current & future staff involvement for design, development, content sourcing/creation & ownership/maintenance, online service provision & administration and support.
4. Approve requirements scope & priorities.
5. Confirm development approach (system choice, setup arrangements, sharepoint test site creation).
6. Confirm roles and interface with other systems. E.g. Business systems (HR, Finance, student data), IAT website, other external sites.

Summary of Progress, Conclusions & Agreed Approach

1. All project plans inclusive of timeframes and intended activities have been finalized and published.

2. Reviews and analysis of current and desired website, intranet and online service usage have essentially concluded. The new website, intranet and online services will be developed to replace the existing systems and deliver effective solutions for the identified target audiences and extended information/service needs that will be delivered online.

3. The requirement scopes for the new IAT website and new intranet have been completed with priorities assigned, feasibility noted and recommendations made (e.g. to develop or not; evaluate usage during prototype; deliver through another system).

4. An open invitation for staff involvement has identified several (mostly teachers and not in Dubai) with an interest in contributing their experience and skills when time & location permits. The graphic designer in Dubai (Ismail Ghareeb) is also actively participating. However, it is likely that all near-term development work for websites, the intranet and other web-based services/tools (e.g. online applications, e-learning) will depend on the Project Consultant (Adrian). However, this is a temporary position and future staffing for development (e.g. extension/customization), professional content creation, administration, support & training should be planned and resourced.

Formal allocations of responsibility for dept/school representation & liaison; content sourcing, creation, ownership & maintenance; and online service provision (contact points, administering forms, updating directories, etc) should commence ASAP during the prototype development.

5. Any formal groups & meetings desired for project management, progress reporting, decision-making and consultation/reference should be established early during prototype development by senior management. Informal consultation, liaison and progress updating will continue through the blog, email and ad hoc meetings. It is highly recommended that a formal group for the intranet project be established with representatives from all departments/functions & schools.

6. Principles and guidelines covering all the online systems to be developed as part of this project have been created. This online systems overview indicates what systems are being developed, for which purposes, and how they will interact and be accessed.

7. Given agreement on requirements and system purposes, development will commence on prototypes for the new IAT website and intranet. These prototypes will be developed in flexible systems to allow ongoing refinement of live, working models. Priorities for both the new website and intranet are being identified to ensure these are the first aspects addressed in the prototype development.