Smart Cities Edinburgh WP4

8/6/2019 Smart Cities Edinburgh WP4

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Project Initiation Document

Pilot name: Peoples Network Wireless

Municipality: Edinburgh

Work-package: 4

Date: January 2010


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Contents

1. Introduction ..................................................................................................................................... 32. Pilot information .............................................................................................................................. 3

2.1. Pilot name ..................................................................................................................... 32.2. Pilot acronym ................................................................................................................ 32.3. Pilot website .................................................................................................................. 32.4. What type of initiative is the pilot? ............................................................................... 32.5. Pilot country .................................................................................................................. 42.6. Pilot city/region ............................................................................................................. 42.7. Pilot start date ............................................................................................................... 42.8. Pilot finish date ............................................................................................................. 42.9. Pilot operational date ................................................................................................... 4

3. Background to the pilot ................................................................................................................... 43.1.

Pilot topics ..................................................................................................................... 5

3.2. Pilot sector .................................................................................................................... 53.3. Target users of pilot ...................................................................................................... 53.4. Description of target users ............................................................................................ 63.5. Type of service .............................................................................................................. 63.6. Overall implementation approach ................................................................................ 6

4. Pilot description ............................................................................................................................... 84.1. Objectives ...................................................................................................................... 84.2. Approach ....................................................................................................................... 84.3. Deliverables ................................................................................................................... 84.4. Exclusions ...................................................................................................................... 84.5. Constraints .................................................................................................................... 84.6. Assumptions/dependencies .......................................................................................... 9

5. Business case ................................................................................................................................. 105.1. Summary/overview ..................................................................................................... 105.2. Customer benefits ....................................................................................................... 105.3. Performance benefits.................................................................................................. 105.4. Employee benefits....................................................................................................... 105.5. Financial benefits ........................................................................................................ 105.6. Project benefits ........................................................................................................... 10

6. Pilot management/organisation.................................................................................................... 117. Staff/financial resources ................................................................................................................ 118. Reporting framework .................................................................................................................... 139. Pilot plan ........................................................................................................................................ 1510. Risks ............................................................................................................................................. 1511. Co-design ..................................................................................................................................... 1712. Transnational work ...................................................................................................................... 18


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1.IntroductionA 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 informationThis section sets out the basic information about your pilot.

2.1. Pilot nameWhats your pilot project called?

2.2. Pilot acronymDoes the pilot have an acronym? [e.g. SCRAN?] If not, leave blank.

2.3. Pilot websiteDoes the pilot have a local website? If not, leave blank.

2.4. What type of initiative is the pilot?Select all that apply to your pilot.

Project or service Award scheme

Network Promotion/awareness scheme

Strategic initiative Other

PNW

Peoples Network Wireless, for Edinburgh City Libraries.


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2.5. Pilot countryBelgium Norway

Germany Sweden

Netherlands UK

2.6. Pilot city/region

2.7. Pilot start date

2.8. Pilot finish date

2.9. Pilot operational dateWhen did your pilot go live to the public/businesses?

3.Background to the pilotSet 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 Peoples 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 Peoples 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.

July 2010

January 2010

November 2008

Edinburgh City


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3.1. Pilot topicsSelect all that apply to your pilot

Efficiency & Effectiveness, Benchmarking Interoperability

Inclusive eGovernment Legal Aspects

eIdentity and eSecurity Multi-channel Delivery

eParticipation, eDemocracy and eVoting Open Source

eProcurement Policy

Services for Businesses Regional and Local

Services for Citizens User-centric Services

High Impact Services with Pan-European Scope Other

Infrastructure

3.2. Pilot sectorSelect all that apply to your pilot

Communication (infrastructure) Internal market

Crime, Justice and Law Local/Regional Community Development

Culture and Media Procurement

Customs Social Security

Education, Science and Research Social Services

Electricity/Gas Tax

Employment Travel, Transports and Motoring

Environment Water

Fire Services Other Social Services

Healthcare Other

3.3. Target users of pilotSelect all that apply to your pilot

eGoverment Disadvantaged/deprived communities

Administrative Families and children at risk


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Business (self-employed) Homeless

Business (industry) Minorities and migrants

Business (SME) Older people (60+)

Citizen People living in poverty and/or precarity

Civil society People with anti-social and criminal behavior

Intermediaries People with disability

Other People with health and long-term care problems

eHealth People with no or poor digital literacy

Add Patients SMEs, associations and intermediaries

General public Unemployed people

Health authorities Young people at risk of marginalisation

Health professionals Other

eInclusion Women

Any citizen

3.4. Description of target usersPlease describe your target group and provide some information on size, composition and needs.

3.5. Type of serviceSelect the one that best applies to your pilot

Not applicable/not available IT infrastructures and products

Awareness-raising information Participation

Training and education Inclusive services of general interest

Content provision Other

3.6. Overall implementation approachSelect the one that best applies to your pilot

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).


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Public administration

Private sector

Non-profit sector

Partnerships between administration and/or private sector and/or non-profit sector


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4.Pilot descriptionThese sections of the PID describe what the pilot will do and how it will do it.

4.1. ObjectivesWhat outcomes should be delivered by the pilot? (Business case/benefits should be set out in

Section 5)

4.2. ApproachHow will the pilot do this?

4.3. DeliverablesWhat outputs/processes/procedures/definitions will be delivered by the pilot?

4.4. ExclusionsWhat issues are outside the scope of the pilot?

4.5. ConstraintsWhat issues constrain the pilot? (These will include financial, technical, and timing issues.)

Core wireless infrastructure installed in pilot libraries.

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 Peoples 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 Peoples Network booking system with the delivered

wireless infrastructure must be scoped as part of the separate Booking System project.

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.

Determine the viability of adding wireless internet access to the Peoples Network via a

pilot.

Procure and install the core technical infrastructure necessary to run said pilot and

potentially support a fully rolled-out service.


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4.6. Assumptions/dependenciesSet 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 Peoples Network service development and review

Peoples Network Booking System project

Pilot is affordable (within the discretionary e-Government budget for Peoples Network

development).

Pilot is designed and scheduled to comply with Service for Communities change andimprovement programmes and the Libraries Transformation Programme.

Pilot is scalable, i.e. rollout is straightforwardly repeatable for remaining Libraries, withpredictable costs.

Pilot does not impair existing Peoples Network infrastructure and performance.

Pilot takes place under conditions which allow evaluation against pre-defined criteria.


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5.Business caseSet 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.).

5.1. Summary/overview

5.2. Customer benefits

5.3. Performance benefits

5.4. Employee benefits

5.5. Financial benefits

5.6. Project benefits The service will be an important contribution to the 21st Century Libraries services portfolio

delivered by the Libraries Transformation Programme.

The number of Peoples Network computers offered/supported by the existing contractcould be reduced (with resulting savings) if the public switch from the computers to using

wireless connections with their own computers.

Library staff resources might be freed as less time should be spent supporting the publicusing their own computers to access the internet wirelessly (staff would not be obliged to

support any applications on the publics computers, as they are with applications on

Peoples Network computers).

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 Peoples 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).

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).


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6.Pilot management/organisationSet 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.

7.Staff/financial resourcesSet out what resources are available to deliver the pilot. This should include what budget and staff

the pilot can call upon.

7.1. Funding sourcesSelect all that apply to your pilot

Public funding EU Public funding local

Public funding national Private sector

Public funding regional Charity, voluntary contributions

7.2. Overall cost/budget ()

7.3. Contribution from local funds ()Up to 11,546

23,093 (20,629)

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 Suppliers 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.


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7.4. Contribution from SmartCities (regional, in )

7.5. Contribution from Smart Cities (transnational, in )

7.6. Staff resources1 (Project Manager, part-time)

Not known.

Up to 11,546


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8.Reporting frameworkHow will the pilot report progress, both to local management and to the Smart Cities project? How

will the pilots timelines and reporting mechanisms link with reporting for the Smart Cities project?

8.1. Baselines/zero measuringWhat baselines do you have? Do you have evidence to how the pilot is need for this p

8.2. How will you measure progress?How will you show how your pilot is progressing?

8.3. How will you measure the impact of your pilot?e.g. increased citizen awareness/use of a service

8.4. What local indicators will you use?e.g. surveys of local citizens, businesses

Measures from customer surveys and usage logs (see local indicators for details).

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.

Progress against plan/milestones will be monitored by Project Board/PMO in weekly reports.

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.


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8.5. What national/transnational indicators will you use?e.g. levels of service use

8.6. What work-package/subtheme indicators will you use?

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 Peoples

Network service (from Active Directory servers 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 Peoples 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 Peoples Network PCs (from network statistics

provided by supplier)

User feed-back more positive than negative (from online user questionnaires with multiple-

choice responses)

Libraries staff feed-back more positive than negative (from online user questionnaires withmultiple-choice responses)

Wireless service meets existing SLAs for Peoples Network downtime (from networkstatistics 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).

None.


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9.Pilot planThis should set out how the pilot will deliver the items set out in 4.3, including timelines for all

deliverables and outputs.

10. RisksSet out the main risks the pilot faces and what steps you will take to manage these risks.

Task name Start FinishPlanning 06/10/2008 21/10/2008

Draft Requirements Spec 17/10/2008 20/10/2008

Draft Evaluation Criteria 15/10/2008 15/10/2008

Agree Requirements Spec 20/10/2008 21/10/2008Agree Evaluation Criteria &Governance 16/10/2008 16/10/2008

Draft Evaluation Processes 17/10/2008 20/10/2008

Draft Communications Plan 06/10/2008 07/10/2008

Supplier Negotiation 15/10/2008 26/03/2009

Arrange new Quote 15/10/2008 15/10/2008

Produce Quote & Contract 21/10/2008 28/10/2008

Validate Quote & Contract 28/10/2008 11/11/2008Arrange Site Visits 29/01/2009 29/01/2009

Site Visits 06/02/2009 06/02/2009

Central Library Site Visit 06/02/2009 06/02/2009

Stockbridge Library Site Visit 06/02/2009 06/02/2009

McDonald Road Library Site Visit 06/02/2009 06/02/2009

Produce Final Technical Design 25/02/2009 24/03/2009

Agree Final Technical Design 24/03/2009 26/03/2009

Implementation 05/12/2008 10/04/2009

Communications & Publicity 05/12/2008 20/03/2009

Draft Training Plan 26/03/2009 30/03/2009

Schedule Rollouts 18/03/2009 18/03/2009

Rollouts 31/03/2009 01/04/2009

Central Library Rollout 31/03/2009 01/04/2009

Stockbridge Library Rollout 01/04/2009 01/04/2009

McDonald Road Library Rollout 01/04/2009 01/04/2009

Testing 02/04/2009 08/04/2009

Establish Evaluation Processes 02/04/2009 08/04/2009

Training 09/04/2009 10/04/2009

Pilot running 13/04/2009 03/07/2009

Live Pilot 13/04/2009 03/07/2009

Checkpoint / Mini-Evaluation 1 13/04/2009 13/04/2009

Checkpoint / Mini-Evaluation 2 30/04/2009 30/04/2009

Checkpoint / Mini-Evaluation 3 28/05/2009 28/05/2009Evaluation 06/07/2009 14/07/2009

Consolidate Evaluation Results 06/07/2009 10/07/2009

Report Recommendations 10/07/2009 14/07/2009

Report Lessons Learned 10/07/2009 13/07/2009


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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.


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11. Co-design

11.1.With other organizations and institutional partnersHow are you working with other local organisations / institutional partners to co-design your pilot?

11.2.Co-design with citizens and individualsHow are you working with citizens and individuals to co-design your pilot?

11.3.The impact of co-designHow has this work changed your pilot are you doing anything differently?

Customer surveys during 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.

Feedback from customer surveys was positive, but timing of surveys meant that changes could

have been made during the pilot if required.


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12. Transnational work

12.1.Transnational linksWhat other municipalities and pilots are you working with as you develop/deliver your local pilot?

12.2.Transnational learningHow are you incorporating transnational learning into the design/implementation of your pilot?

12.3.Transnational outputsHow will your pilot contribute to the projects 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.

None permitted by timescales. Would be considered if pilot is eventually rolled out to other

libraries.

Ayrshire, Glasgow.

Documents

Smart Cities Edinburgh WP4