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Digital Services Programme Management Office (PMO)

Welcome to the PMO Hub

A home for all project support and documentation, here you'll find information about our current projects as well as how we can support your digital project at the University. Our friendly team is experienced and knowledgeable in delivering change projects, and here to help with project support and implementation. Use our resources or get in touch with us to find out more about the Digital Services PMO and how we can support your next project. 

Who we are

The University is embarking on an ambitious and transformational Digital Strategy Programme. The Programme Management Office is coordinating and supporting the programmes and their related projects. We also provide advice around general project management queries.

What is a Programme Management Office?

The Programme Management Office (commonly known as the ‘PMO’) is a team which provides a variety of best practice advice and support around managing projects, including administration, reporting and monitoring.  It is the hub for programme and project management information.

What's the difference between programme management and project management?

The key difference is that where project management ensures that projects are done correctly and that the project objectives are being met, programme management focus is at a strategic level, enabling an organisation to deliver its strategic objectives through related projects working towards common organisational benefits.  The projects being delivered as part of the Digital Strategy, for example, fall within three programmes (Enterprise, Foundations and University), each having projects of related activity.  These programmes are working to support the University’s ambitions for excellence in higher education, transforming the digital services to help the University meet its objectives.

Who's in the PMO? 

The Digital Services PMO is made up of project managers, business analysts, testing lead, communication lead, and programme coordinators. To find out more about our team and what we all do, Meet The Team.

Project Lifecycle

 

The PMO can provide support at every stage of a projects' lifecycle. Documentation and more information about each stage is available on request - get in touch with us if you'd like to find out more. 

 

The icon for the pipeline aspect of a project lifecycle

Pipeline

The icon for the pre-project aspect of a project lifecycle

Pre-Project

The icon for the project initiation aspect of a project lifecycle

Project Initiation

The icon for the project delivery aspect of a project lifecycle

Project Delivery

The icon for the project closure aspect of a project lifecycle

Project Closure

This stage is about understanding the project size and scope, as well as where it sits within the business portfolio. 

Documentation can include;

- Scoping Document

- Change Impact Assessment

- High level requirements

This stage is all about planning the project, identifying the benefits and objectives of the project, and allocating roles. 

Documentation can include;

- Business Case

- Data Protection Impact Assessment

This stage is about getting the project off the ground, and understanding the key stakeholders of the project.

Documentation can include;

- Project Initiation Document

- Project Plan

- Stakeholder Analysis

This stage is all about realising the objectives of the project, working with key stakeholders as well as the business as a whole. 

Documentation can include;

- Risks and Issues Log 

- Project Update Report

This stage makes sure that the objectives have been met and hands over to the business to continue, as well as confirming how benefits will be measured and reported once the project has closed.

Documentation can include;

- Lessons Learned Report

- Transition to BAU

If you're new to projects...

If you are new to projects and don’t know where to start, there are a number of areas the PMO can help you with

We can provide you with the following support for managing your project:

  • Where to start on a new project
  • Who to speak to for advice and information on managing a project
  • A step-by-step guide for you to manage your project 
  • Project roles and responsibilities 
  • Guidance around how to monitor project finances (including templates and key Agresso reports)
  • Sharing best practice
  • How to track project progress and different methods for doing this

Project governance is the framework used to make project decisions and help ensure projects run smoothly using a consistent approach. This will include roles and responsibilities, and processes for managing projects and reporting.  Some of the governance aspects which we can provide guidance on are listed below - you can find out more information by contacting the PMO.

 

  • The framework for managing a project
  • Guidance on different project management approaches
  • Support with pre-project analysis, business requirements, process engineering and mapping alongside other ad-hoc tactical and strategic analysis work
  • How to identify risks and issues
  • How identify and manage benefits
  • How to create a project board, selecting a project sponsor and project manager
  • Advice around how to manage stakeholder expectations
  • Guidance around policy approval

 

 

Use our form to get in touch and find out how we can help

If your project has a digital element, please contact a member of the Digital Services team if you haven't already

Meet the Team

Gareth is the Assistant Director and Head of PMO within Digital Services. He provides the overall leadership of the PMO and the programmes/projects that come through it. Outside of work he enjoys walking his dog, watching sport and occasionally a bit of DIY!

Dave is one of three Business Analysts within the PMO team. Dave provides support with a variety of activities including gathering requirements, reviewing current processes and supporting projects with business readiness. Outside of work Dave loves football, boxing and cake.

Projects currently working on:

  • Digital Register
  • Engagement Insights
  • Canvas Lifecycle
  • Software Deployment

Megan is the Programme Communication and Engagement Lead for the PMO, which means she works across most of the PMO projects. She provides support with training materials and provision, as well as general project communications and updates, and keeping the PMO site up-to-date. When she isn't working, Megan enjoys reading, watching Disney movies, and hanging out with her cat, Alan.
 
Projects currently working on:
  • Digital Register
  • Windows 10
  • EMA
  • Digital Platforms

Simon is a Business Analyst in the PMO, which means he works across some of the PMO projects and also internal Digital Services initiatives. He provides support with pre project analysis, business requirements, process engineering and mapping alongside other ad-hoc tactical and strategic analysis work. When he isn't working, Simon enjoys walking, going to the gym, “socialising”, hanging out with his cats Conan and Rene, and brings pain into his life by supporting Northampton Saints.

Projects currently working on:

  • Student Campus
  • Pipeline Prioritisation
  • DS Discovery

Luke is the Project Support Assistant for the PMO, which means he works across most of the PMO projects. He mainly provides support to the Project Managers by organising and attending project team meetings and project boards to capture Actions, Decisions, Issues and Risks in order to keep project documentation/governance up-to-date. When he isn't working, Luke enjoys the cinema, the gym, and pub quizzes.

Projects currently working on:

  • Digital Confidence
  • Digital Register
  • EMA
  • Laptop Loans

Chris is a Senior Project Manager, and looks after the other project managers in our PMO. Project managers are responsible for all aspects of project planning and delivery across the project lifecycle, managing their teams, and delivering effective change and benefits to the University. When he isn’t managing projects, Chris is a big football fan, and also enjoys getting out into the Shropshire countryside with his family.

Projects currently working on:

  • Distance Online Learning Platform
  • Cyber Essentials

Luke is the Test & Transition Lead within Digital Services. He provides the overall Testing & Quality Strategy and the testing processes that projects/BAU follow to ensure the highest quality deliverables. Outside of work he enjoys playing Guitar, going to the gym & eating cake!

Catherine's role involves overseeing the programme administration and supporting the planning of the Digital Strategy Programme. She monitors programme and project budgets, and tracks expenditure. She also develops project guidance and templates to support effective project and programme management. In her spare time, she loves to read about history and enjoy watching history programmes. She's also completing Couch to 5K at the moment, which is challenging but enjoyable!

 Projects currently working on:

  • Cyber Security
  • Digital Platform Replacement

Alan is one of the Business Analysts (BAs) within the PMO, which means he tries to understand why we are doing something and what we need to do. To support this he works on helping to understand and define existing processes/problems, requirements and then help design the future process. When Alan isn't working, he enjoys walking, nature, travel, music and spending too much money on craft beer.

Projects currently working on:

  • Windows 10 Rollout
  • Device Deployment
  • Hardware Lifecycle
  • Laptop Loans
  • Data Quality
  • Digital Platform Replacemen

Hardeep joined the University in 2015, where he has previously held roles relating to risk management and compliance. His role within the PMO is that of Project Manager, where he has the responsibility to lead on delivery of Digital Services projects, working within Project and Programme Board environments. Outside of work, Hardeep enjoys watching sports and trash TV. He also has a young family, which keeps him on his toes.

Projects currently working on:

  • Windows 10

Amie is the Project Support Coordinator for the PMO, which means she offers support to projects helping them to stay on track. She works closely with the Project Managers making sure all project documentation is complete, organising and attending project boards and meetings, tracking actions, risks and issues as well as general administrative support. Outside of work Amie enjoys all things Disney related, watching horror movies, gaming and hanging out with her two cats Willow and Deya.

Projects currently working on:

Digital Platform Replacement

Previous Projects

The project identified a need for improved access to library resources. The project made changes to the University’s Library to improve services and encourage a more efficient offering through better data use. 

  • The first change, a new Library Management System (LMS), bringing two systems (one to handle online and another to handle offline resources) together. 
  • The second change, a fully integrated Resource List Management (RLM) system, housing information on modules/courses and linking information on the new LMS. 
  • The third change, introducing RFID tagging to all resources, creating a more efficient library experience for staff and students. 

Student and staff feedback identified a need for an improved timetabling system. The project implemented a new way of working and brought in new systems for both staff and students to improve the learning and teaching experience at the University. 

The project implemented a new system that provides personal timetables for both students and staff; allowing a timetable to be built around the individual, rather than the courses. The project improved communication to students of any timetable changes, as well as release timetables at an earlier point in the academic year to aid forward planning. 

The University introduced a new online room booking system. The system shows all available learning and teaching spaces, allows students and staff to view room availability and users are able to search for a specific type of space and receive recommendations of available rooms that suit their needs - with 360° views of most spaces built into the system before you book. 

The project procured and implemented a powerful CRIS to improve the capture, management, analysis and exploitation of our research. Elements, from Symplectic, will further the University’s capability in reporting, tracking and enabling our research efforts. 

The project reduced manual workload across the entire research function, enabled transparency of publications and data, reduced duplication of data entry and gave researching academics more control over their own research, profiles and output data. 

When the Digital Campus Transformation Programme began, there were five foundation projects that introduced new systems to the University and improved on the technological infrastructure. 

 

Student Portal 

The project identified a need for a “one-stop-shop” system. The project provided a mechanism that would bring all of the relevant information together and present it to students through a single interface that can be accessed from anywhere. The solution delivers a personalised, dynamic and interactive experience, pulling content from systems students are used to as well as some new ones. 

 

Digital Platforms 

Over 120 of the University’s critical systems all run on a collection of servers, we call the Storage Environment. The Storage Environment is essential for current business operations. 

The project saw a new platform, ‘The Digital Platform’ replace the old Storage Environment that provides computing, storage and backup with a more powerful, scalable, and robust solution that will provide these services to the University. 

 

Virtual Learning Environment (VLE) 

The project implemented a new virtual learning environment to replace the system that was in use since the early 90s. The new environment was chosen and delivered under the principle that it would enhance learning and teaching and re-establish our place as a sector leader in innovation in e-learning. 

 

Business Intelligence 

Business Intelligence is needed to support the delivery of all of the University’s key strategies. 

Good management information and engaging in evidence-based decision making is essential for all decision makers. A new and holistic approach is required to co-ordinate information derived from business functions, and from external sources, to deliver and monitor against a range of requirements, operational objectives and strategic KPIs. 

The project represented a new remit, and a new model of working for all parties involved with the production of statistics and data informing the University’s business decision making. 

 

Applications Anywhere 

Applications Anywhere enables staff and students to access the software and teaching applications that they require, wherever they are, whenever they need them, on a device of their choice. 

Current Projects

We're currently working on... 

The Student Check In Project is intended to support the wider Student Engagement Policy, by establishing a system for attendance monitoring at timetabled learning and teaching sessions. 

This attendance monitoring system is also intended to provide a reliable, secure, and efficient method of recording student attendance, which meets the requirements of the UKVI, Apprenticeships and students enrolled on courses regulated by PSRBs. 

There is clear evidence to show that to achieve academic success, the majority of students need to engage fully with timetabled teaching sessions. In order to be effective and to ensure that appropriate enhancement can take place, it is important that engagement is monitored by the University. Timetabled learning and teaching sessions are an essential part of the student learning experience on all courses. It is therefore appropriate that the University provides a reliable, secure and efficient method of recording student attendance at these sessions. 

 

wlv.ac.uk/checkin

The University’s Digital Strategy has at its core improving the digital confidence of our University community. To ensure that our staff and students are encouraged, trained and supported to make the most of the digital services available to them now and in the future and that we all have the skills, the desire and the confidence to engage appropriately with digital. 

The project aims to: 

  • Review and update of digital learning content as included in the 2018 paper Digital capability: an update of provision at the University of Wolverhampton 
  • Recommend how access to digital learning materials could be simplified for all stakeholders 
  • Identify and agree Foundation level skills required to enable all members of our community to participate fully in the digital life of the University 
  • Advice and guidance on embedding digital skills within the recruitment process 
  • Identify and recommend adoption of ‘best of breed’ digital learning systems 
  • Clarity on roles and responsibilities involved in the provision of digital skills to all stakeholder groups 
  • Development of communities of practise for digital skills 
  • Maintaining the currency and funding for digital skills after the initial Digital Strategy delivery period 

The proposal is to introduce a Laptop Loan service to enable students, some of whom may be in digital poverty, to borrow a laptop to be used on or off campus to support their studies. The scheme will be a combination of short loan via self-issue cabinets and longer term loans via issue by Library staff. There will be both Windows and Apple laptops available to loan. 

Phase II of the project is to source, install, trial and roll-out the self-serve cabinets containing the laptops for short-term loan. There will be 96 of these in total to be distributed as follows: 

  • 48 at City Campus 
  • 24 at Walsall Campus 
  • 24 at Telford Campus 

The siting of these and process around the loans is also to be determined. 

The main benefit of the overall Laptop Loan scheme is to help alleviate students suffering digital poverty and to ensure those students who do not have access to suitable computing equipment are not disadvantaged or disenfranchised. The benefits of phase II of the scheme involving self-serve cabinets will be to free-up library staff from having to administer the loans, thus allowing more laptops to be offered more efficiently to students. 

The Electronic Management of Assessment (EMA) project builds on the success of the introduction of Canvas VLE to all staff and further embeds the VLE into the teaching and learning cycle by delivering online assignments and assessments to students anytime, anywhere. EMA allows academics to manage assessment effectively and efficiently; activities which are central to the learning experience. 

 Focusing on the student experience, some of the anticipated benefits of the project include: 

  • A consistently positive student experience 
  • A University wide approach to the Electronic Management of Assessment 
  • Cost and time efficiencies for students 
  • The availability of robust, usable and secure data to inform learner analytics, which in turn will support the strategic pillar of Students First 
  • Supporting the strategic goals of the University 
  • Integrated systems, facilitating single data entry, multiple use. 

Following a competitive tender process, the University has appointed Higher Education Partners (HEP) and entered a contractual partnership for the delivery of Postgraduate distance learning programmes, utilising a carousel model of 6 entry points for recruitment, 100% online and asynchronous.    Within the first 12 months we will introduce 7 courses in the areas of Business and Psychology (launch April 2021) and a further 3 programmes with Computer Science planned for June.  We plan to have our first students before the end of the current academic year.  Thereafter the minimal number of new courses will be 3 per year. 

The objectives of the Project are to launch an online distanced learning platform during 2020/21 that will grow to over 3,000 students by 2030 in line with the strategic plan and wider Global Opportunities Strategy.  This is to be a scalable platform where students are recruited via a partnership organisation. 

Windows 7 is coming to its ‘end of life’ and Microsoft is strongly recommending upgrading hardware to running Windows 10. This will avoid issues regarding support that will no longer be available. 

The Windows 10 project recommenced in November 2020 with the aim to upgrade to Windows 10 and deploy new devices to all staff to by January 2022.  

The Cyber Essentials Project is critical to the University; achieving this certification is becoming a requirement to retain and grow any Government contracts that we hold like our apprenticeships, research grants and potentially DFE. 

Cyber Essentials is the UK Government standard for Cyber Security. It is a standard managed by the National Centre for Cyber Security and is seen as the ‘gold standard’ in terms of Organisational Cyber Security. To support the delivery of this Project, Digital Services will partner with NCC who will provide practical Cyber Essentials exprtise 

This project seeks to achieve the self-certified ‘Basic’ Certification. It will also seek to embed the relevant operational processes and procedures to maintain Cyber Essentials Accreditation and achieve the audited ‘Plus’ Certification by Summer 2022.