Report for May 2021

Report Date
May 2021
Programme Status Report for COM Programme

Report compiled by David Watters (Programme Manager) for Alex Carter (Programme Sponsor)

 

Section 1: Programme Summary

Programme Manager's Commentary

 

This month has seen some further delays across the programme with the majority of the COM projects having to move out remaining milestones. This obviously takes each project that is due to finish in this financial year a bit closer to the end of the FY and increases concerns about projects drifting and possibly creeping into 2021/22. The reasons for each delay are difficult to pin down exactly, but things are proving transitory when it comes to finalising work and getting the different tasks done in line (as far as possible) with the estimates and plans made earlier in the projects

Despite this, the programme has moved back to having more Green than Amber projects, with some of the previous blockers now being resolved. The Programme and Portfolio Managers are continuing to ensure that things do not become too stuck and get completed this year. The QlikView/QlikSense project will now be withdrawn for 2020/21. This will mean that the Programme budget will now move out of last month's deficit, with the returned effort going to the programme balance row and offsetting some of the projects that have used a bit more than estimated.

  • The IDM DB migration project has encountered further problems with UAT and user accounts, and these have led to the scheduled date for depolyment to LIVE being modified again. This is currently projected for early July but is still open to change. This project is AMBER.
  • The O365 Security Hardening project has had to be adjusted dates-wise again. This is because of the final checks and tasks needing to be extended. With the project back to GREEN, the project closure is now mooted for late June.
  • The Staffmail migration work is also GREEN. There are plans to complete the last migrations and draw the project to a close over the next month or so.
  • The Wiki Crowd Implementation project has been reported as AMBER because of the issue around merging users still waiting for input towards resolution from Atlassian. This has meant that there has been a need to shift the previously published milestones.
  • The VRS Rewrite project is now GREEN due to the resolution around the design decision on the VRS components. There continues to be a lot of effort put into advancing this one. There is a change of PM (because of workload) going through in early June.

 

 

Programme Resource Position

 

Programme RAG Overview & Forward Look

 

Section 2: Projects Not Started

Project Info
Programme Manager's Commentary

COM058

Qlik-Sense Annual Upgrade

To be withdrawn June 2021

 

Section 3: Projects in Progress

Projects Project Manager's Commentary

COM045

IDM Database Upgrade

Compliance

Milestones

Milestones

Acceptance testing sign off 25-Jun-2021
Deploy to LIVE 07-Jul-2021
Deployment Sign Off Review 21-Jul-2021
Project Closure 28-Jul-2021

 

RAG Status

AMBER

Report by Chris Konczak for May 2021

Achievements this period

  • Service Management have contacted downstream service owners to advise of the required UAT and to request test accounts.  Accounts have been created for Development and Alumni and Student Systems for them to start UAT.

Issues

  • Progress has been slower than anticipated in progressing with UAT. HR have not been able to provide test accounts and are not able to do complete end to end testing. This is be because the feeds relate to P&M. HR are not able to create new accounts in the TEST environment yet.  Production and Service Management are progressing with simulating a feed to test, but this remains a risk for completing end to end testing for HR.
  • The deployment date has been revised to 06/07/2021 so UAT can be completed. The project team have agreed this date and resourcing has been assigned. The PM is requires a response from Student Systems on whether this date is suitable. If this is not, annual leave and other deployments being carried out in July such as Apps LIVE risk pushing this project out into 2021/22.

Next Steps

  • Carry out UAT involving downstream service owners
  • Milestone revisions to be approved by WIS once response is received from SSP on deployment date

 

 

COM051

Office 365 Security Hardening

Compliance

Milestones

D2.1 Block Rules to prevent Auto-Forwarding          

14-Jun-2021

Project Closure

21-Jun-202

 

RAG Status

GREEN

Report by Sue Woodger for May 2021

Achievements in Last Period

  • Meeting held 26 April 21 to address queries raised by John and Steve
  • Membership lists have been reviewed and the groups have now been updated. Due to leave this will be shared with the group on return
  • Service Management have set up a functional account for comms
  • Service Management have set up a SharePoint site for the email service

Issues

  • As we had not anticipated a change to the groups for autoforwarding this has meant some further work for ITI but delayed due to leave

Next Steps

  • Alex to confirm how to set up the forwarding group
  • Deploy to Live date agreed (unconfirmed at third week in June)
  • Comms sent out for deployment to Live
  • Deploy autoforwarding to Live

 

COM055

O365 Staffmail Migration

Compliance

Milestones

Delivery Sign-Off 19-May-2021
Migration completed.    21-May-2021
Project Closure 07-Jun-2021

 

RAG Status

GREEN 

Report by Tim Gray for May 2021

 

Achievements this month

  • Three batches of accounts for Physics have been migrated.
  • Agreement reached on how to progress with the remaining accounts. Accounts with that meet certain criteria, which we do not think are still used, have been blocked. This reduced the outstanding account to a few hundred. Contact with these account holder/or areas will be undertaken to ascertain if these account need migrated
  • Process for blocking accounts approved by CAB
  • The "final" migration dates agreed for the remaining accounts are 10.06.2021 and 17.06.2021 and 24.06.2021

Issues

  • After the MI, the team developed a new process for clearing down O365 accounts prior to migration. This clear down purged item before a clear migration was progressed. However, it has emerged with some accounts that is an item is purged, the item is still technically in O365, resulting in the migration tool not migrating items which it thinks (Message ID) are already in O365. The solution to this is technically simple and can be run little impact on the user. We are reaching out to all account holders migrated using this process and asking them to check their migrate mail. 

Next Steps

  • Continue with comms for remaining account holders
  • Continue to resolve issues with accounts migrated using the clear down. 
  • Confirm and migrate final accounts
  • Prepare for closure

RAG Commentary

  • Despite the issue with some migrated accounts, the project RAG remains GREEN

 

 

 

COM057 Wiki Crowd Implementation 

Compliance

Milestones

Build sign off 28-May-2021
Integration sign off 18-Jun-2021
Acceptance sign off 25-Jun-2021
Deployment 29-Jun-2021
Deployment Sign off Review 13-Jul-2021
Decommission complete 16-Jul-2021
Closure 23-Jul-2021

RAG Status

AMBER

 

Report by Chris Konczak for May 2021

Achievements this period

  • The project team have written SQL / Python code in order to merge the Central Auth users with the Wiki users and to remove any duplicates. This was approved for use by Atlassian, although they have stated that the steps to complete the merge are not supported.

Issues

  • Annual leave in May has reduced progress on DEV by 1.5 to 2 weeks
  • The SQL code was run, however the LDAP merge did not work as the sync option also deleted the users that were inserted from running the SQL script. The LDAP merge is part of Atlassian's application, therefore the SQL script did what it was suppose to, the application did not. There are meetings with Atlassian to discuss the options to fix this.
  • Depending on the outcome of the meeting we could potentially need developer time. The developer in question is in high demand which risks the project running into 2021/22. There could be 3 outcomes:
  1. Easy; in which case we should be able to close in July as planned
  2. Harder;  if resource availability permits we will be using the contingency, high risk of going into 2021/22
  3. Budget Change Required – ie significant effort required in 2021/22, in which case a decision will be taken by the Programme on how to proceed.

Next Steps

  • Dev Tech and Service Management to meet with Atlassian and decision on how to proceed will be based on that outcome

 

COM059

VRS Rewrite

Compliance

Milestones

Build  Interim Build Review 1 14-Jun-2021
Build  Interim Build Review 2 08-Jul-2021
Build  Interim Build Review 3 02-Sep-2021
Build  Build Review 27-Oct-2021
Integrate  Integration Review 10-Nov-2021
Accept  Acceptance Review 22-Dec-2021
Deliver  Delivery 13-Jan-2022
Deliver  Delivery Review 28-Jan-2022
Close  Closure Review 25-Feb-2022

RAG Status

AMBER

Report by Tim Gray for May 2021

Achievements this period

  • Work on developing the IDM functional areas has continued.
  • Two design documents for the VRS component were written and circulated for review.
  • At the review meeting on 31.05.2021, agreement was reached to progress with the development of the VRS components with SharePoint. 
  • After many delays, some progress has been made on the infrastructure, we expect to have a DEV environment in place during the next reporting period. 
  • Stakeholder workshops were held, the results feeding into the future shape of the service.

Issues

  • Pressure on the project manager's availability have resulted in the PM being handed over to Colin Watt. A handover is in place, this will be completed by 03.06.2021.

Next Steps

  • Start work on the SharePoint build
  • Continue building the IDM components including an intern build review
  • Complete DEV environment
  • Continue with stakeholder engagement, a user group meeting is scheduled for 24.06.2021.

RAG Commentary

  • The project returns to GREEN this month.

 

 

Section 4: Closed or Withdrawn Projects

Project Info Project Manager's Commentary

COM054 

Annual JIRA Upgrade

PM - Tim Gray

Project closed - 28/08/20

Closure Report

Closure Milestone

COM056

Accessibility Statements

PM - Sue Woodger

Project closed - 16/10/20

Closure Report

Closure Milestone

COM060

MFA Rollout for O365 Email

Project Withdrawn

Withdrawal - 01/04/21

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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No
RAG Commentary
Description: Project is Amber because of all the delays to auto-forwarding being complete Impact: Costs continue to rise the more the project is extended Plan: If not delivered by new revised dates then a decision will need to be taken by Project Sponsor whether to close or suspend the project