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Terms of Reference for Digital Communications Strategy at Trinity College Dublin

Background

The Digital Communications Strategy group was set up in late 2009 to coordinate the various groups charged with the delivery of digital content and communication of same both inside and outside College. The Digital Communications Strategy group will have the responsibility for delivering on a component of the College’s Information Strategy and online communications plan which in turn are key components of the College’s strategic plan 2009-14. Digital Communications cut across all areas of College’s strategic themes and therefore is a key enabler in realising the College’s objectives.

Definition of Digital Communications Strategy

To offer information in an easy and timely manner to enhance the end user experience in the support of teaching and learning and research in College; and to support the administration and support areas and academic staff members in College in promoting the TCD brand on the international stage.

Objectives

To engage with stakeholders to:

  • deliver an innovative communications plan for the College using digital technologies so as to communicate effectively with a wide variety of audiences, e.g. prospective and current students and alumni, and to promote College on the world stage
  • coordinate effort across the main information service providers in College so as to ensure there is no duplication of effort in the area of Digital Communications
  • ensure projects in the delivery of digital content are aligned with the information provision and communication sections of the College’s Strategic Plan
  • ensure that TCD embraces the latest communication technologies where appropriate

Key Tasks

  • To establish focus groups representative of users to contribute to the work of the Programme Team
  • To evaluate existing methods of digital communications in College
  • To ensure the latest technologies are used in teaching and learning where appropriate
  • To introduce technologies that support collaboration among researchers in College
  • To develop an online communications programme which will maximise advances in enabling technologies such as social networking and other Web 2 applications to improve the efficiency and effectiveness of our dissemination of digital information, both internally and externally
  • To introduce and promote the concept of mobility across College
  • To liaise and report to the programme office in IS Services to ensure projects are resourced in a timely manner

Membership

The Steering Group will have the following membership

  • The Vice Provost (Chief Academic Officer), Professor Linda Hogan (Chair)
  • The College Secretary, Ms. Anne Fitzgerald
  • The Director of IS Services, Mr. John Murphy
  • The Dean of Graduate Studies (representative), Ms. Catherine O’Brien
  • The Dean of Research (representative), Ms. Niamh Brennan
  • The Senior Lecturer, Dr Patrick Geoghegan
  • Prof. Graeme Watson
  • DCSG Programme Manager, Mr. Stephen Elster (Secretary)
  • Other Directors of Teaching & Research will be members at the invitation of the Vice Provost and will be added to the Steering Group at a later stage

Note that there will not be a separate steering committee for individual projects that fall within the digital communications strategy programme

The Programme Team will have the following membership

  • Programme Manager, Mr. Steve Elster, IS Services
  • Technical Coordinator, Dr. Tom Hayes, IS Services
  • Manager of CLT, Ms. Theresa Logan-Phelan
  • Communications Officer – Ms. Sally-Anne Fisher
  • College Web Officer – Ms. Maura Horan

Meetings

The Steering Group should meet six times per year
The Programme Team should meet every 2 weeks or as often as necessary

Reporting Arrangements

The Programme Manager will report to the IS Services Programme Office on a fortnightly basis and to the Director of IS Services and the Secretary to the College on a monthly basis or as required.

Budget/Resources

The initial budget is for €150,000 per anum funded from SFI AOIP for a period of three years. This does not include delivering on individual projects which will require new and further funding (and human resources). The budget will be managed by the Programme Manager.

The technical lead will be assigned full time to the Programme Manager for a period of three years. Identification of other IT resources will be discussed with Director of IS Services and the Programme Office IS Services and other Web Office and Communications Office resources will be discussed with the College Secretary , once projects and work programmes are selected.

An appropriate proportion of the out-sourcing and equipment costs budget should be allocated to the Digital Communications / Creative strand.

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Duties

The Programme Sponsor, Vice Provost Chief Academic Officer

  • Chair the Steering Group Meetings
  • Approve programme start up through the review and sign-off of the programme terms of reference
  • Commit resources and budget to the project
  • Approve the project plans and approach through the review and sign off of the PIDs and project plans for each project overseen by the programme
  • Ongoing validation of the business benefits
  • Termination of the project when the business benefits are deemed no longer viable
  • Authorise requests to change project requirements
  • Accept and approve the End Project Reports

The Programme Manager, Mr. Steve Elster

  • Develop and monitor the project plans that support the College’s Strategic Plan in the area of Digital Communication for submission to the Steering Group
  • Identify resources required for individual projects
  • Manage the non-pay budget
  • Coordinate the cross-functional and Chair the Programme Team meetings
  • Report monthly to the IS Services Programme Office on progress/slippage
  • Identify and manage project(s) stakeholders
  • Define monitor and manage the business benefits of each project
  • Define, monitor and manage project(s) scope(s)
  • Produce project document(s) and maintain project(s) file(s)
  • Resolve issues as they arise
  • Escalate issues to the Steering Group
  • Liaise with internal and external suppliers
  • Liaise with other related projects
  • Liaise with other Colleges who may have input to some projects

Technical Lead, Dr. Tom Hayes

Role – to deliver agreed work package within identified time, cost and quality constraints

  • Undertake defined tasks within agreed constraints of time and cost
  • Identify and notify any issues affecting the project(s) to the project/programme manager
  • Provide timely feedback on progress to the project/programme manager
  • Contribute to the capture of the project lessons learnt
  • Manage the technical support team
  • Liaise with internal and external suppliers
  • Liaise with other related projects
  • Liaise with other Colleges who may have input to some projects

Web Office Lead, Ms. Maura Horan

Role – to deliver an agreed digital communications programme for College with clearly identified time-scales and resource requirements

  • Chair the Digital Communications Creative strand
  • Undertake defined tasks within agreed constraints of time and cost
  • Identify and notify any issues affecting the project(s) to the project/programme manager
  • Provide timely feedback on progress to the project/programme manager
  • Contribute to the capture of the project lessons learnt
  • Manage web office team
  • Liaise with internal and external suppliers
  • Liaise with other related projects
  • Liaise with other Colleges who may have input to some projects

CLT Lead, Ms. Teresa Logan-Phelan

Role – to represent CLT on the digital communications programme

  • Chair the Teaching and Learning strand
  • Undertake defined tasks within agreed constraints of time and cost
  • Identify and notify any issues affecting the project(s) to the project/programme manager
  • Provide timely feedback on progress to the project/programme manager Contribute to the capture of the project lessons learnt
  • Manage CLT team
  • Liaise with internal and external suppliers
  • Liaise with other related projects
  • Liaise with other Colleges who may have input to some projects

Communications Office Lead, Ms. Sally-Anne Fisher

Role – to represent the Communications Office on the digital communications programme

  • Undertake defined tasks within agreed constraints of time and cost
  • Identify and notify any issues affecting the project(s) to the project/programme manager
  • Provide timely feedback on progress to the project/programme manager
  • Contribute to the capture of the project lessons learnt
  • Manage communications office team
  • Liaise with internal and external suppliers
  • Liaise with other related projects
  • Liaise with other Colleges who may have input to some projects

Projects

There are a number of projects that fall under the remit of the Digital Communications Strategy Programme

  • Creation of a new Virtual Learning Environment (VLE) for College
  • The re-launch of the iTunes U technology with particular emphasis on the external environment (the first deliverable for the programme)
  • The evaluation and adoption of social networking tools (where appropriate) to support teaching, learning, research, and administrative and support areas of College
  • The expansion of teaching and learning technologies such as Podcasting internally
  • The CampusM system
  • The evaluation and implementation of a content management system (CMS) for College

Performance Evaluation

The group should review the above projects on a 6 monthly basis and evaluate performance on an annual basis and report to the Steering Group

College Strategic Plan

  • The Digital Communications Strategy supports the following sections of the College Strategic Plan (2009 – 2014)
  • Action 2.3 mentions new technologies for teaching and research and also specifies the delivery of a new VLE (virtual learning environment).
  • Action 6.12 is more specific about the VLE. It also talks about a VRE (virtual research environment), but that is currently outside the scope of the Digital Communications Initiative.
  • Action 6.13 is concerned with the mobile web.
  • Action 6.28, all about developing an on line communications plan. This section also mentions social networking and web2.0 applications.

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Last updated 9 January 2012 by webdes@tcd.ie.