Report for October 2016

Report Date
October 2016

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

Section One: Programme Commentary, RAG and Resources Update

This has been a busy reporting period with Timetabling O365 Integration going LIVE. The follow on project to roll out this new service to all students is now in planning. The BI Architecture Project has been closed. The EDW project has suffered a set back, in that the project management has changed again and the planning milestone been moved out to the start of next month. 

The Document Management Project for ISHR has also gone LIVE with all paper files uplifted for scanning and the returned files already available in the new SharePoint site.

RAG Status and Forward Look

Resource Summary

 Section Two: Projects Not Started

Project Info Project Manager's Commentary

AP67-005 COM BI Annual Service Pack

Scheduled to start in the new year
AP67-004 COM Annual Wiki Upgrade Scheduled 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 Info Project Manager's Commentary

COM022 Academic Timetable Integration into Office 365 Calendar  

Discretionary

Milestones 

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

RAG Status

GREEN

Report by Chris Copner for October 2016

Achievements in Last Period

  • Delivery complete (*one issue encountered during pilot and this has been resolved but requires testing to confirm)
  • Deployment Review complete
  • Pilot completed successfully; around 900 timetabling events for a pilot group of 22 students was pushed into live O365 calendars
  • Positive feedback received from pilot students (via online survey)
  • UAT testing completed successfully
  • OLA complete
  • VM for dedicated RDB built and database installed

Issues

Next Steps

  • Test the issue encountered during the pilot (see JIRA COM022-29 https://www.jira.is.ed.ac.uk/projects/COM022/issues/COM022-29?filter=allopenissues).
  • Closure report to be drafted and issued for review 
  • The following technical tasks will be included within the follow-on project COM032: development and implementation of a dedicated RDB; facility to opt out; personalised view of availability of timetabling data .

COM028

Upgrade onsite Exchange Mail Relay Servers

Discretionary

Milestones

02-Nov-2016 Delivery (Install SP3)
16-Nov-2016 Deployment Review (Install SP3)
21-Nov-2016 Closure

RAG

GREEN

Report by Chris Copner for October 2016

Achievements in Last Period

  • Deployment complete

Issues

Next Steps

  • Deployment review scheduled for 7/11

COM027

Enterprise Data Services Roll Out

Discretionary

Milestones

03-Nov-2016 Build Review
22-Nov-2016 Acceptance sign-off
23-Nov-2016 Deploy
30-Nov-2016 Deployment Review
08-Dec-2016 Closure

RAG

GREEN

Report by Chris Copner for October 2016

Achievements in Last Period

  • Summary of the build status issued to project team - to sign-off via email.  6 open JIRAs.  One JIRA needs addressed prior to build sign-off.
  • Demo of the Events Booking API took place and received positive feedback - demo included: the interface presented to developers using Swagger; the document view of the API using Redoc; the real-time monitoring capability using Hystrix
  • Draft SLA and OLA issued for review
  • Service definition, support model and security model in progress
  • List of improvements / updates to the Events Booking API and UI have been prioritised and costed
  • Core API farmework requirements for student systems complete

Issues

Next Steps

  • Specify the security requirements for finance systems
  • Replan Build Review, Acceptance Review and Deployment Review
  • Complete Build Review
  • Complete Acceptance Review
  • Complete Deployment Review
  • Complete service definition, support model and security model
  • Review updated SLA and OLA with Student Systems

COM029 (secured)

EDW Delivery (secured)

Discretionary

Milestones

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

 

RAG

AMBER

Scope requires to be further clarified

Report by Chris Copner for October 2016

Achievements in the last period

  • Discussed the project brief with project sponsor, senior supplier and other stakeholders
  • Drafted a project estimate
  • Updated project brief/scope

Issues

  • Change of project manager; handover activity has been undertaken with continuity through the planning stage signoff activity

Next steps

  • Sign off the project's planning stage
  • Book resources for agreed proof of concept tasks

COM030

Document Management for IS HR

Discretionary

Milestones

23-Nov-2016 Deployment Review
01-Dec-2016 Closure

RAG

GREEN

Report by Tim Gray for October 2016

Achievements in the last period

  • MVP requirements for SharePoint site agred and implemented
  • All documents prepared and uplifted for scanning
  • Scanning process started, first scans delivered and successfully imported into
  • SharePoint site is now LIVE
  • SharePoint site peer reviewed by Senior Devloper

Issues

  • In a meeting with CIO Gavin MacLachlan the requirement for devolved access to various areas (sections of an employee’s record) to different groups emerged. Initial investigation has concluded that this is not possible with standard SharePoint functionality. There are third party tools which offer some of this functionality but probably note to the level we may require. This is not an issue for this project but the limitations of SharePoint will be highlighted in the completion report.

 

Next steps

  • Complete scanning and import process
  • Set up and configure Kodak scanner for use with SharePoint
  • Continue to develop and materialising requirements
  • Map out (business analysis) IS HR business processes for using SharePoint

COM031

Serengeti Document Managmet Server Upgrade

Compliance

Milestones

30-Nov-2016 Deploy Load Balancer
18-Jan-2017 Build
06-Feb-2017 Integration
20-Mar-2017 Acceptance
27-Mar-2017 Deploy to Live
04-Apr-2017 Deployment review
26-Apr-2017 Upgrade Oracle CH
12-May-2017 Close

RAG

GREEN

Report by Sue Woodger for October 2016

Achievements

  • Project brief and plans completed and with project team to approve
  • Asta updated with resourcing agreed for project brief

Issues

  • There have been several attempts at trying to fix the IE11 issue, none of which have worked. The project team now agree that this should be discontinued and that we re-prioritise setting up the load balancer as this will help resolve the issue

Next Steps

  • Project Brief signed of 27 October
  • Load balancer work to commence

COM032

Rollout Academic Timetable Integration with Office 365 Calendar

Discretionary

Milestones

 

03-Nov-2016 Planning sign-off
14-Nov-2016 Delivery - Personalised View
30-Nov-2016 Delivery - Architecture Optimisation
23-Dec-2016 Delivery - Opt Out
13-Jan-2017 Delivery - Phased Rollout
17-Apr-2017 Closure

RAG

GREEN

 

Report by Chris Copner for October 2016

Achievements in Last Period

  • Planning Review / Project Brief Sign-Off meeting complete
  • Estimation meeting complete

Issues

  • No issues during this reporting period.

Next Steps 

  • Complete Planning
  • Communications to Schools and Class representatives
  • Implement dedciated RDB
  • Define roll-out strategy

Section Four: Closed or Withdrawn Projects

Project Info Project 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

COM025

BI Architechture

Discretionary

Report by Craig Middlemass

 

This project was closed on 04/11/16  (WIS Notes 04/11/16)

Please see the Completion Report for further information

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

 

Project Action / Notes Responsibility Status
COM027 Action: ASTA task names are incorrect, this could be corrected. TG action for Chris Copner Chris Copner Completed
COM027 Some 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 Carter Open
COM029 Should become priority 1 project Tim Gray to speak to PM when he is back from leave TG follow up
COM030 TG line up some peer testing and QA for design. 1d of RG or GG time after MVP, w/c 24/10/16 Tim Gray Completed
COM030 Handover to Production TG to schedule meeting between AC and SK Tim Gray Completed
BI Suite Project To start in January 2017. TG to update FL and report Tim Gray Completed
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 Carter Open
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