University of Edinburgh



[pic]

Stage: Analysis

Business Requirements Document

Timetabling – Office365 Integration

STU231

Document Version: 1.1

Date: 02/08/13

Contents

1 Document Management 3

1.1 Contributors 3

1.2 Version Control 3

2 PROJECT OVERVIEW 4

2.1 Description 4

2.2 Objectives 4

2.3 Dependencies and Constraints 4

2.4 Legislative Impacts 5

3 CURRENT BUSINESS PROCESSES 6

3.1 Descriptions 6

3.2 Process Maps 6

3.3 Context Diagram 6

4 FUNCTIONAL REQUIREMENTS 7

5 Non-Functional Requirements 9

6 Data Requirements 10

7 PROPOSED BUSINESS PROCESSES 11

8 USER ACCEPTANCE TESTING 11

8.1 Acceptance Test Strategy 11

9 TRAINING 12

10 DOCUMENT SIGN OFF 12

Document Management

1 Contributors

Please provide details of all contributors to this document.

|Role |Unit |Name |

|Business Analyst (Owner) |IS Apps |Alex Wood |

|Business Area Representative |Timetabling Unit |Scott Rosie |

2 Version Control

Please document all changes made to this document since initial distribution.

|Date |Version |Author |Section |Amendment |

|05/07/13 |0.1 |Alex Wood |All |Draft Version |

|17/07/13 |0.2 |Alex Wood |2.4, 4 |Added in details of calendar sharing policy to constraints. |

| | | | |Updated calendar sharing requirements in light of calendar |

| | | | |sharing policy. |

|24/07/13 |1.0 |Alex Wood |All |Updates resulting from sign-off review. |

| | | | |Added in column identifying whether each requirement is |

| | | | |included in scope. |

|02/08/13 |1.1 |Alex Wood |2.3, 5.3, 8.1 |Updates based on Alex Carter input |

PROJECT OVERVIEW

1 Description

A core deliverable of the Timetabling Extended Implementation is the ability to provide students with online copies of their personalised academic timetables. These timetables will provide students with details of the teaching events that they personally are scheduled to attend, rather than generic course timetables.

Office365 (O365) is the strategic platform through which undergraduate and post-graduate taught students are provided with email and personal calendars. A decision has been taken that personalised timetables are to be provided to students via their personal O365 calendars.

2 Objectives

The objective of the project is to implement a solution whereby students are able to view teaching activities to which they have been allocated in the Enterprise Timetabling system, within Office365.

While Office365 and Enterprise Timetabling are an established service and system respectively, the behaviour of the calendar events must align with the requirements of the key stakeholder groups.

3 Dependencies and Constraints

The Scientia Reporting database has been identified as the appropriate source for personal timetable data and, as such, any data to be presented must be held within this database.

Features relating to the way in which timetables are viewed are native to the Office365 calendar application. The project must work within constraints of Office365 – this means that the requirements of the project will relate to the display of timetabling data, and the behaviour of the mechanism which delivers that data.

Non-functional requirements such as resilience, disaster recovery are additionally constrained by the Timetabling System and Office365 service.

“Students” refers specifically to undergraduate students and post-graduate taught students only. At the time of writing, all Schools except Medicine, Veterinary Sciences, and OLL own courses which are scheduled via the Enterprise timetabling system, and students taking courses within these schools will have events pushed to their calendars in the 2013/14 academic year.

Access to the SOA-based calendar event service in scope of the project will be controlled by Service Management.

With regards to the sharing of calendar data between staff and students, and between students, University of Edinburgh has a clear policy:

1. Student personal calendars are not viewable by others, except by invitation.

2. All users can see the free/busy information of all other users for the purpose of arranging meetings.

3. By default, staff cannot see details of student calendar events, and students cannot see details of staff calendar events.

Any requirement relating to the ability for staff members to view student academic timetables would need to be satisfied either by displaying these timetables independently of Office 365, or via Outlook/Office365 with personal events excluded from this.

4 Legislative Impacts

Aspects of the solution which could have contractual / legislative impact:

• Office365 is a Microsoft hosted service. Contractual considerations are:

o The requirement for any additional O365 environments (tenancies) which would require agreement with Microsoft

o The volume and transfer rate of data passed to the service – does this comply with the terms of service? There is a throttling mechanism within Office365 that prevents transfer rates into the service exceeded a specified value. In proof of concept work to date this value has not been approached.

o Passing of Edinburgh owned data outside of the University of Edinburgh domain.

Aside from the contractual arrangements for any additional tenancies, review of the further points has not highlighted any contractual or legislative issues that need to be addressed.

5 Requirements Engineering Approach

The requirements noted within this document were elicited via the following:

1. A workshop with school administrative staff from across HSS, MVM, and CSE.

2. A workshop with HSS personal tutors and student support officers

3. A focus group consisting of post-graduate and undergraduate students from CSE and HSS.

4. Interviews with current and former EUSA Vice Presidents of Academic Affairs.

5. Interviews with production management

6. Service Management consultation

Additionally, input has been provided from Timetabling Unit of the Academic Registry

6 Terminology

Throughout this document, several terms relating to the Enterprise timetabling system, and Office365 are used. These are summarised below:

Timetabling

|Term |Definition |

|Activity |An activity is an individual teaching event. A lecture which takes place in |

| |Semester 1 on Fridays at 09:00 in the Hugh Robson Lecture theatre would be an |

| |example of an activity. Activities encompass various teaching events including |

| |tutorials and laboratory sessions. For the purposes of this document, ‘Activity’ |

| |relates only to teaching events which are part of a EUCLID course, although this |

| |doesn’t need to be the case more generally. |

|Sub-group Activity |A sub-group activity is an activity such as a tutorial where the students enrolled |

| |on a module are put into groups to attend, and not all students on the course will |

| |attend any given sub-group activity. |

|Whole Class Session |An activity to which all students enrolled on a course attend such as a lecture. |

Office 365

|Term |Definition |

|Event |Refers to any scheduled item within an Office365 calendar. At a minimum these |

| |events have a date, a start time, an end time and a title. |

CURRENT BUSINESS PROCESSES

1 Descriptions

Personal timetable data is currently derived by students via the general timetables for each of the courses they are currently taking. Students will manually create their own timetables in tools such as Excel, or on paper.

2 Process Maps

N/A

3 Context Diagram

[pic]

FUNCTIONAL REQUIREMENTS

F1 Event Behaviour on Allocation / De-allocation

|ID |Requirement |Category |Scope |

|F1.1 |On allocation to an activity in Enterprise Timetabling, associated events are |M |Ρ |

| |entered into student calendars without them needing to be accepted. | | |

|F1.2 |On student removal from an activity in Enterprise Timetabling, associated events |M |Ρ |

| |are automatically removed from the student calendar. | | |

|F1.3 |The ability to prevent student allocation to activities from resulting in calendar |D |To be handled |

| |events being entered into calendars during a particular time period. This is to | |via comms |

| |prevent continuing students from seeing multiple changes to their O365 calendar | | |

| |ahead of term when School staff are co-ordinating allocations. | | |

|F1.4 |The ability to prevent student allocation to activities from resulting in calendar |D |To be handled |

| |events being entered into calendars during a time period specific to a School. | |via comms |

| |This is to enable Schools to control the date on which events start to appear in | | |

| |student calendars | | |

F2 Deletion / Modification of Events

|ID |Requirement |Category |Scope |

|F2.1 |Students are unable to permanently delete any calendar event relating to teaching as|HD |Ρ |

| |this could be used as an excuse for non-attendance to teaching events. | | |

|F2.2 |Students are unable to delete any calendar event relating to teaching. |D |Σ |

|F2.3 |Students are unable to permanently modify start or end times of any calendar event |HD |Ρ |

| |relating to teaching. | | |

|F2.4 |Students are unable to modify start or end times of any calendar event relating to |D |Σ |

| |teaching. | | |

|F2.5 |Students are able to add free text within one field within each calendar event. |D |Ρ |

F3 Student Notifications

|ID |Requirement |Category |Scope |

|F3.1 |By default, there are no automated pop-up or other notifications scheduled to fire |M |Ρ |

| |when an event is due to start. | | |

|F3.2 |Students are able to configure calendar events to provide them with a pop-up |D |Ρ |

| |notification ahead of the start time | | |

|F3.3 |Students are notified by email, a message box or some other way if the room of an |HD |Ρ |

| |activity changes, rather than this just happening within calendars in the background| | |

| |without drawing their attention. | | |

|F3.4 |On allocation to an activity in Enterprise Timetabling, events are entered into |HD |Ρ |

| |student calendars without any notification. | | |

|F3.5 |Students are notified by email, a message box or some other way if the scheduled day|HD |Ρ |

| |or time of an activity changes, rather than this just happening within calendars in | | |

| |the background without drawing their attention. | | |

F4 Sharing Timetable Data

|ID |Requirement |Category |Scope |

|F4.1 |Using Microsoft Outlook, staff members are able to view the free/busy |M |Ρ |

| |information relating to scheduled teaching events for any student for the | | |

| |purpose of setting up meetings. | | |

|F4.2 |Staff members are able to view the event details of any student’s timetabled |D |To be delivered via |

| |teaching events. | |Web Timetables |

|F4.3 |Any staff view of student academic timetables does not include details of |M |To be delivered via |

| |students’ personal events. | |Web Timetables |

|F4.4 |Students cannot prevent staff members from viewing free / busy information for|M |To be delivered via |

| |their academic timetables. | |Web Timetables |

|F4.5 |Students cannot prevent authorised staff members from viewing event details |HD |To be delivered via |

| |for their academic timetable events. | |Web Timetables |

|F4.6 |By default, student academic timetables are not visible to other students. |M |Ρ |

| | | |as part of Office365|

| | | |core functionality |

|F4.7 |Students can share academic timetables with other students. If this is |HD |Ρ |

| |possible, it must only be if students may select which other students can view| |as part of Office365|

| |their academic timetable | |core functionality |

|F4.8 |Students may remove the ability for other students to view their academic |M |Ρ |

| |timetables once they have been granted. | |as part of Office365|

| | | |core functionality |

F5 Service Support

|ID |Requirement |Category | |

|F5.1 |An auditable log of events that have been entered into Student Calendars is |HD |Ρ |

| |available to service support staff. | | |

|F5.2 |A log of events which have failed to enter into student calendars is available|HD |Ρ |

| |to support staff. | | |

|F5.3 |For a given student, helpdesk staff and applications management staff are able|HD |Ρ |

| |to view the academic timetable as it exists in Office365 provided that student| |as part of Office365|

| |has enabled the staff members to view their calendar. | |core functionality |

|F5.4 |For a given student, helpdesk staff and applications management staff are able|D |Ρ |

| |to view a copy of the academic timetable as it exists in Enterprise | |as part of |

| |Timetabling. | |Enterprise |

| | | |Timetabler core |

| | | |functionality |

|F5.5 |Service support staff have the ability to “resend” all calendar events for a |HD |Ρ |

| |given student. | | |

Non-Functional Requirements

NF1 Security and User Administration

|Ref |Component |Requirement |Category |

| | | |D/HD/M |

|NF1.1 |Authorisation |Student access to academic timetables is authorised by |N/A |

| | |access to Office365 | |

NF2 Scalability

|Ref |Component |Requirement |Category |

| | | |D/HD/M |

|NF2.1 |Typical and Maximum number |Office365 is effectively user of the system. |N/A |

| |of concurrent users | | |

| | |Expected number of events entering each student calendar per | |

| | |semester is: 110. | |

| | | | |

| | |Approximate total expected number of events entering student | |

| | |calendars per semester is 3,000,000 (assuming approximately | |

| | |30,000 students). | |

| | | | |

| | |These 3,000,000 event will be entered into student calendars | |

| | |ahead of and during the first 3 weeks of each semester. | |

|NF2.2 |Expected annual user growth |Anticipated growth of students per annum is 2.6% each year. |N/A |

NF3 Performance and Refresh Rates

|Ref |Component |Requirement |Category |Scope |

| | | |D/HD/M | |

|NF3.1 |Time for event |Events which are occurring within the next 5 days |HD |Ρ |

| |addition or updates |from the current date are added to calendars, or | | |

| | |updated in near real time. | | |

| | | | | |

| | |Events occurring more than 5 days from today are | | |

| | |added to calendars, or updated within 24 hours. | | |

NF3 Conformance with Browsers, Operating Systems and Mobile Devices

N/A – covered by general O365 requirements.

Data Requirements

This section identifies the data to be displayed on student personalised timetables:

1 Event Data to be displayed

For each event, the following data items are displayed:

|Ref |Data Item |Category |Scope |

|D2.1 |Activity name |M |Ρ |

|D2.2 |Activity type (e.g. lecture, tutorial) |M |Ρ |

|D2.3 |Building of event |M |Ρ |

|D2.4 |Room of event |M |Ρ |

|D2.5 |Floor of Room |HD |Ρ |

|D2.6 |Actual event start time |M |Ρ |

|D2.7 |Actual event end time |M |Ρ |

Additional details on data items

|Ref |Data Item |Category |Scope |

|D2.8 |Calendar events appear in student calendars on the hour / half-hour in |HD |Ρ |

| |line with Web Timetables | | |

|D2.9 |Calendar events contain a link to the zone’s page on campus maps to assist|HD |Ρ |

| |students in locating rooms. | | |

PROPOSED BUSINESS PROCESSES

N/A

USER ACCEPTANCE TESTING

1 Acceptance Test Strategy

User testing will be undertaken by 3 groups of user:

1. Students (arranged via EUSA)

2. Personal tutors

3. School Staff

The testing will comprise of comparing the data presented in test student calendars, to the golden copy of activity data to which they are allocated.

Additionally, service support testing will be undertaken by User Services Division, Service Management, and Timetabling Unit.

Venues, dates and times of the testing will be confirmed.

TRAINING

Specific training for student users is not required. Communications management processes will handle the necessary messages for students to ensure they are informed about the system.

DOCUMENT SIGN OFF

Please add other sign off roles where required:

|Project Manager |Laura Bell | |

|Project Sponsor |Scott Rosie (for Susan Rigby) | |

|Business Analyst |Alex Wood |24/07/13 |

|Systems Analyst Designer |Michael Sun | |

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download