Report for September 2016

Report Date
September 2016

Report compiled by Tim Gray, IS Apps Programme Managers for Alex Carter  (Programme Owner)

Section One: Programme Commentary, RAG and Resources Update

Section Two: Projects Not Started

Section Three: Projects In Progress

Section Four: Closed or Withdrawn Projects 

Section Five: Actions from Monthly Meeting

Section One: Programme Commentary, RAG and Resources Update

This month work has continued on all active projects. This month's success story is the completion of UAT on COM022, the project that will integrate student's timetabling with their Office 365 calendar. This has been a challanging piece of work, with the LIVE deployment just around the corner in October. 

The ongoing project to replace the Exchange Mail Relay Servers will now have a reduced scope. The project will only apply service pack to the servers with the remaining days being used later in the year to upgrade to Exchange 2016. This work has been separated due to a pending decision on Staffmail.

In other news, the BI Architecture project will close in early October, with follow on projects picking up this work. 

The overall programme status remains RED, this is due to the funding for three active project not yet confirmed. The funding position is expected to be clarified in October or November 2016.

RAG Status and Forward Look

Resource Summary

 Section Two: Projects Not Started

Project InfoProject Manager's Commentary

AP67-005 COM BI Annual Service Pack

 
AP67-004 COM Annual Wiki UpgradeScheduled to start in Jan/Feb
AP67-9xx Upgrade to Exchange 2016 New in year project that will use the days from COM028

 

Section Three: Projects in Progress

Project InfoProject Manager's Commentary
  

COM022 Academic Timetable Integration into Office 365 Calendar  

Discretionary

Milestones 

07-Oct-2016Acceptance Complete
21-Oct-2016Delivery
28-Oct-2016Deployment Review
11-Nov-2016Closure

RAG Status

GREEN

Report by Chris Copner for September 2016

Achievements in Last Period

  • UAT completed successfully
  • Pre-deployment activities started
  • Deployment Checklist Review completed
  • Communication to pilot students and post-pilot survey prepared
  • Nightly backup established which will allow later (post-project) analysis of number of live timetable updates and deletions during peak times

Issues

  • None

Next Steps 

  • Complete pre-deployment activities
  • Deploy to live
  • Deliver pilot (scheduled 17th to 21st October)
  • Close project
  • Note that after the project completes, there will be a need to optimise the architecture (recorded as issue 37) and to rollout the solution to the wider student community; discussions are planned to determine preferred way of managing this (ie to decide whether this is managed as a follow-on project or as a support activity)

 

COM025

BI Architechture

Discretionary

Milestones

30-Sep-2016Closure

RAG

AMBER

Report by Craig Middlemass for September 2016

Achievements in the last period

  • The Service Level Agreement has been signed off in principle, this will be reviewed and turned into a working SLA for the new EDW Service under COM029
  • The Road Map has been handed over to COM029 and Service Management to pursue the development of the EDW Core (COM029) and to secure more data providers
  • The BI/MI Programme Coordinator met with Service Excellence for HR and Student Administration to highlight the benefits of the warehousing approach
  • The To-be Models along with Guidance Material has been handed over to the IS BI Working Group led by Andrew McFarlane
  • A closure report has been written and circulated

Issues

  • Awaiting sign off from Project Sponsor and two of the development team

Next steps

  • Sign off the closure report
  • Close the project

 

COM027

Enterprise Data services Roll Out

Discretionary

Milestones:

20-Oct-2016Build Review
08-Nov-2016Acceptance sign-off
09-Nov-2016Deploy
24-Nov-2016Deployment Review
01-Dec-2016Closure

RAG

GREEN

Report by Chris Copner for September 2016

Achievements in Last Period

  • ADA document delivered
  • New VMs delivered
  • Build in temporary Dev environment underway
  • UAT document delivered
  • Design and Standards document delivered
  • Peer testing has begun on Dev
  • List of improvements to the Events Booking API has been prioritised

Issues

  • Service documentation is behind schedule
  • Delay delivering new VMs has impacted on build / deploy activities (issue 6)

Next Steps 

  • Complete build / deploy to Dev
  • Complete peer testing
  • Complete build / deploy to test
  • Start UAT
  • Demo on Dev (scheduled 27th October)

COM028

Upgrade onsite Exchange Mail Relay Servers

Discretionary

Milestones

29-Sep-2016Delivery (Install SP3)
12-Oct-2016Deployment Review (Install SP3)
13-Oct-2016Closure

RAG

GREEN

Report by Chris Copner for September 2016

Achievements in Last Period

  • Planning completed 9/9/16 (WIS Notes 09/09/2016).  News item prepared.
  • Project de-scoped and will now deploy Exchange SP3 only (PICCL change reference) - this will significantly reduce the planned effort required and will reduce and remove some of the risks to the mail service that would otherwise have been associated with a server upgrade (WIS Notes 23/09/2016).
  • Installation and testing of SP3 on test has completed successfully.

Issues

  • Lack of availability of technical resource to complete installation of SP3 on live (issue 2)

Next Steps 

  • Install SP3 on live
  • Deployment Review meeting (scheduled for 10/10)
  • Close project

COM029

EDW Delivery

Discretionary

Milestones

Target dateTitle
26-Oct-2016Planning
02-Dec-2016Proof of Concept
20-Jan-2017Build Signoff
17-Feb-2017Acceptance Signoff Review
28-Feb-2017Delivery
31-Mar-2017Closure

 

RAG

GREEN

Report by Ben Armstrong for September 2016

Achievements in the last period

  • Undertook task/estimation meetings with project team members
  • Worked on project brief document

Issues

  • None noted

Next steps

  • Validate project estimates with project team
  • Agree resource bookings
  • Sign off project brief and project planning stage

COM030

Document Management for IS HR

Discretionary

Milestones

30-Sep-2016Build/Integration Review
12-Oct-2016Acceptance Review
08-Nov-2016Delivery
23-Nov-2016Deployment Review
01-Dec-2016Closure

RAG

GREEN

Report by Tim Gray for September 2016

Achievements in the last period

  • Planning competed
  • SharePoint contractor secured and started working remotely
  • Business Analysis nearing completion
  • Scan vendor appointed
  • Test scans competed and signed off
  • Delivery mechanism for production scanning, agreed, tested and signed off

Issues

  • Microsoft advise that a single library should not contain more that 5000 documents. Due to the number of documents to be stored in the site the SP contractor has recommended a solution based on multiple of libraries. This will mean a new design to the site which IS HR must approve. Given the very tight time scales the idea is to develop an MVP site and improve this in an iterative manner as the project progresses. 

  • Next steps

  • Complete and sign off MVP site
  • Prepare all documents for uplift
  • Start process of importing scanned documents

COM031

Serengeti Document Managmet Server Upgrade

Compliance

Milestones

24-Oct-2016Planning

RAG

GREEN

Report by Sue Woodger for September 2016

Achievements

  • Initial meeting held 19 September to look at all the issues this project will have to reconcile. Note of issues and initial draft of deliverables sent to project team 26 September to agree  

Issues

  • Date of project brief in wis as 7 October – this is not achievable and a PICCL has been submitted to WIS for a revised date of 24 October. Work is already under way to acheive this with a project team meeting to agree the deliverables for the project brief om 6 October.

Next Steps

  • Meeting om  6 October to agree deliverables - thereafter estimation meeting to be held
  • Project Brief signed off

Section Four: Closed or Withdrawn Projects

Project InfoProject Managers Commentary

COM026

Wiki Upgrade

Discretionary

 

Report by Tim Gray

This project was closed on 23/09/16  (WIS Notes 23/09/16)

Please see the Completion Report for further information

Section Five: Actions/Notes from monthly meeting held on 11/04/15.

 

ProjectAction / NotesResponsibilityStatus
COM027Action: ASTA task names are incorrect, this could be corrected. TG action for Chris CopnerChris CopnerIn progress
COM027Some additional BA work for the security model is required specifically to ensure that it meets the requirements for Finance. AC to speak DB/CC, then directors office, then let TG know about increase to project days.Alex CarterOpen
COM029Should become priority 1 projectTim Gray to speak to PM when he is back from leavePM and Sponsor mailed
COM030TG line up some peer testing and QA for design. 1d of RG or GG time after MVP, w/c 24/10/16Tim GrayRequested
COM030Handover to Production TG to schedule meeting between AC and SKTim GrayScheduled
BI Suite ProjectTo start in January 2017. TG to update FL and reportTim GrayDone
New project?There are several small pieces of work that need to be managed but not large enough to justify a stand alone project.AC suggested we could have a bucket project where these tasks could reside. AC to advise on budget.Alex CarterOpen