TDA Management Process

Complete this form if you are planning to make any change which might introduce a new technology or data component, or affects an existing technology or data component. This might include activities such as acquiring a new piece of software, integrating systems together, buying a new device, etc. If you are in any doubt as to whether the action you want to take should be captured in this way, please contact simonjones2@rfu.com. If the form has been properly completed and submitted, it will be discussed at the next Design Authority meeting. NB: If systems are introduced into operations which have not been approved by the TDA, they will be decommissioned immediately.

Requested by (Business Stakeholder)*

Email address*

The email address of the person requesting this.

One line description*

Full Description*

Describe the background to the situation here. Include all useful context.

Does this request potentially involve any new technology or any change to existing technology – e.g. a new application, new functionality in an existing application, new functionality being provided by a third party, or a third party providing a technical service on your behalf?*

Select

Does this request involve the collection, processing or storage of data confidential or restricted data, especially Personally Identifiable Information?*

Select or enter value

Does this request involve amending functionality, processes or data relating to any of the following applications: GMS, Oracle or CRM (MS Dynamics)?*

Select

Strategic Alignment*

Which of the four strategic priorities is the project aligned with? (select all appropriate)

Select

Project Alignment*

Which of the four strategic priorities is the project aligned with? (select all appropriate)

Select

Additional

In addition, does it cover any of the below?

Select

Business Owners and Stakeholders*

It is essential that all changes have a business sponsor, usually a Director. Please provide the name of the business sponsor here, along with all appropriate stakeholders. Provide the list of stakeholders and the name of the business sponsor here

Anticipated Budget*

It is important that before embarking on a project to make a change that we understand the likely costs of making that change. This should include: The change cost (CapEx / project costs) The decommissioning cost (closing down the system it is replacing) Operational cost (OpEx / operational cost yr1 yr2 etc.)

Data Impact*

Does the change cause a change to existing data processing, or introduce a new data processing activity. In either case, it is essential, in order to prevent being fined by the ICO that we stay on the right side of GDPR and other Data law. To that end, we must capture the data processing activities created/affected by this change. Provide the data processing activities here

Support*

Any solution which becomes operational must be supportable. Please describe how your change will be supported, and how it affects the existing support model. i.e. Who will be called if this system doesn’t work? Who will be called if this happens outside of normal business hours? Is the system “business critical”? Will it require being backed up? Etc. Provide the expected support model here

Technology Team Involvement*

t is extremely likely that any change to a system, or any new system, will require support from the Technology Team to make it operational. Please describe your expectations of the Team. Provide the expected Technology Team involvement here

3rd Parties*

It is probable that a change to a system, or any new system will require involvement from a 3rd party, or several 3rd parties. It is essential that we understand who any suppliers, support partners are, and how we contact them. Provide full details of all 3rd parties involved here

Risks*

Provide details of all associated risks here

Timeline*

Provide your aspirations for the timing of delivery here, and any other appropriate timings

Decommissioning*

Ideally, any new component will mean that we can close down one or more legacy components. Please describe which components will be decommissioned as a part of this change. Provide full details of components to be decommissioned here

Measurement*

The success of a project should be measured. How will success be measured in this case? It is important to measure success over time. How will success be measured in the 2nd and 3rd years of operations? Provide full details the success criteria for this project, and the timelines here

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