The Challenge

In preparation for the return of students, Exeter College wanted to refresh the IT at 2 of their sites - the Future Skills Centre (FSC) and the Institute of Technology (IOT). This involved deploying new equipment, including WIFI, networks, and workstations. As a long-standing customer, Exeter College approached Bechtle to support with the supply of the new networks and end user devices. Due to the scale of the project, Exeter College also wanted to engage a project manager to take care of, and co-ordinate tasks for the IT elements, and pull them together around the requirements, making sure everything was delivered on time. As a trusted IT solutions provider who they have worked with previously, the team at Exeter College approached Bechtle to deliver the project management function for this requirement. 

OBJECTIVES

  • Deploy a new core network in each building (FSC/IOT)
  • Deploy new WIFI Access Points
  • Image, and deliver all new workstations to desk for all classrooms/workspaces
Timescale

To allow students and teachers to be able to complete normal teaching studies/classroom activities, the deployment of this project had to be completed within 1 month of engagement for the FSC and 2 months for the IOT.

Key deliverables

Delivery of the new hardware, and project management of the key project stages to complete the IT deployment including:

  • Production of a centralised PID (Project Initiation Document), pulling together each supplier scope of works.
  • Produced and maintained the detailed project plan for all deliverables.
  • Production of non-functional and functional requirements catalogue.
  • Production of a benefits realisation plan.
  • Project register including all issues, risks, lessons, benefits, decisions and changes.
  • Production of a centralised project budget tracker.
  • Daily/weekly checkpoints and project status reviews between all parties.

The Solution

Bechtle provided project management services as an extension to the internal Exeter College team capabilities, and provided the necessary project governance model and experience of previous client deployments to assist with lessons learned in the delivery of each phase. Bechtle provided WIFI audits and subsequently the design, implementation, and configuration of both switch and access points for the Exeter College network. As part of this, Bechtle provided onsite support for the Exeter team, including in-person training on the Aruba system. Bechtle also assisted with the provision of PCs, monitors and peripheral devices including imaging, asset tagging and deployment to desk services. The end-to-end project delivery of each stage was directly managed by the Bechtle team, matrix managing suppliers and internal teams to deliver the required project scopes.

Key Benefits For Exeter College

The FSC building handover to the faculties was completed on time and in budget.

The IOT building handover to the faculties was completed on time and in budget.

  • FSC WIFI access for all students/staff in line with the college security policy
  • FSC Students and staff able to access corporate network correctly
  • FSC Smart screens available for use in rooms expected
  • FSC New corporate end user devices in place for staff/students
  • FSC Ability to host video conferencing in conference room
  • IOT WIFI access for all students/staff in line with the college security policy
  • IOT Students and staff able to access corporate network correctly
  • IOT Smart screens available for use in rooms expected
  • IOT New corporate end user devices in place for staff/students
  • IOT Ability to host video conferencing in Lecture theatre
  • IOT Ability to invite 3rd parties to use the showcase room
  • IOT Ability to display marketing material on the screen wall
  • IOT Ability to offer high end gaming facilities.
  • Exeter College business disruption was minimal due to effective planning and communication/stakeholder management
  • Coaching/mentoring of internal IT team members with delivery approach
  • Effective project budgeting/cost tracking throughout the process.
  • Exeter College did not need to hire full-time contractors at additional costs, meaning they only paid for the project services they used and consumed.
  • Benefits realisation planning and execution for each phase
  • Lessons learned management