Report for June 2023

Report Date: June 2023

During June,

The main highlight was to determine the preferred bidder for the new Inspections and Inventory application.

With regards to the active projects, one is reporting Green, one Amber and one Red.

The Hotel Management system project has been formally withdrawn.

Billing for Q1 - Q3 has been processed

Forward Look

Resource Summary

Section Two: Projects Not Started

Project Info	Programme Managers Commentary	RAG Status
AP23-030 Nursery Management System	After discussions with the the project sponsor, the decision has been taken to re-schedule the project start date to September 2023.	Green

Section Three: Projects in Progress

Project Info

Project Managers Commentary

ACS043

Delivered Catering Implementation

Category: Discretionary

Sponsor Funded

Milestones

Milestone	Due Date
People and Money Integration UAT	30-Jun-2023
People and Money Integration - Live	17-Jul-2023
People and Money Integration DSOR	28-Jul-2023
Closure	11-Aug-2023

RAG Status: RED

Report by Andy Stewart for June 2003

Achievements This Period

Phase 2 - Integration with People and Money

Initial connectivity tests continued with additional bookings in which
- booking process appeared to complete with order details registered on the supplier system , although no requisition details returned to People and Money

Issues

Customer notification of order is being issued in advance of requisition / purchase order process and this has been noted by the supplier
- Whilst the test order appeared to complete successfully, there did appear to be any related requisition details created within People and Money and the supplier was seeking clarification regarding the specific endpoint in which the data is being posted
- The supplier has advised that after further investigation, the method of communication(punchout) between the application and People and Money may require to be changed and this is now being further investigated
Current project delivery milestone of 14th July will not be met and there will be the requirement to carry over the project to 2023-2024

Next Steps

Re-plan the project
Determine reason for missing requisition details
Supplier to amend workflow process with regards order confirmation
Continue order process testing
Commence User Acceptance Testing once the full order processing has been fully completed

RAG Commentary

Issue: The punchout process between Spoonfed and P&M has still to be successfully completed. The supplier has advised that after a further technical re-evaluation, additional code changes will be required to be incorporated into the punchout, but have not specified a delivery date. Impact: There will now be the requirement to carry over the project into 2023-2024 whilst the ACE catering team continue to have the large and unsustainable administrative burden to manually raise journals to re-charge internal customers. Next Steps: Maintain contact with the supplier regarding potential delivery dates whilst keep both ACE and People and Money personnel informed.

ACS044

Inspections and Inventory

Category: Discretionary

Sponsor Funded

Milestones

Milestone	Due Date
Confirm Preferred Supplier	23-Jun-2023
Contract Award	07-Jul-2023
Close	21-Jul-2023

RAG Status: GREEN

Report by Andy Stewart for June 2023

Link to Project Report

ACS045 Student Accommodation System

Sponsor Funded

Milestones:

Milestone	Due Date
Planning	14th-July 2023
Analysis	15th-July-2023
Direct Award Report Completed	31st-July-2023
Legal to review and signoff contract	15th-Nov-2023
Award Contract	30th-Jun-2023
Signoff Contract	22-Nov-2023
Close	7th-Dec-2023

RAG Status: AMBER

Report by Colin O'Sullivan for June 2023

Link to Project Report

Section Four: Closed or Withdrawn Projects

Project Info

Project Managers Commentary

Section Five: Programme Risk and Issue Log

Risk Reference	Description	Risk Owner	Risk Status	Last Reviewed Date
12	ACE Systems Integrations with People and Money	Andrew Glass	Amber	10/07/23
13	Lack of resources required to deliver the programme	Andrew Stewart	Amber	10/07/23
14	Insufficient budget to deliver 2022/2023 programme of work	Andrew Glass	Closed (was Green)	10/07/23
15	Delivery of the scheduled programme of work	Andrew Glass	Closed (was Amber)	10/07/23
16	Lack of ACE resources required to deliver the programme	Andrew Glass	Amber	10/07/23
17	Impact of potential industrial action	Andrew Glass	Green	10/07/23
18	Unavailability of People and Money Resource	Martyn Peggie	Amber	10/07/23

Issue Reference	Description	Issue Owner	Last Reviewed Date
49	Delivered Catering Integration with People and Money	Ian Macaulay	10/07/23

Section Six : Programme Meeting Minutes

The minutes from the programme meetings since July 2018 can be located on the Accommodation Catering and Events SharePoint site

Attachment	Size
202306_rag.png	210.33 KB
202306_resources.png	52.16 KB

Programme Status

RAG Status

Overall: AMBER

Has formal escalation taken place?: No

RAG Commentary: Issue: Both technical and resource challenges exist in the delivery of the current active projects with regards to a) Delivered Catering Implementation as the newly developed punch-out has still to be integrate; b) Inspections and Inventory timeline is extremely tight to complete the procurement and implement a new solution prior to the next summer student intake. Impact: Existing business solutions, whilst not ideal will enable business as usual to continue. Next Steps: Respective project teams to focus on working with the related suppliers to deliver the projects within the current timeframes.

This article was published on Jul 31, 2023

Forward Look

Resource Summary

Section Two: Projects Not Started

Section Three: Projects in Progress

Achievements This Period

Issues

Next Steps

Section Four: Closed or Withdrawn Projects

Section Five: Programme Risk and Issue Log

Section Six : Programme Meeting Minutes

Programme Info

Documentation