Report for February 2022

Report Date
February 2022
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

 

The month of February has been another busy one for the COM programme, with some  progress being made on the continuing projects, some planning on recently initiated projects but there are still delays with some projects:

  • COM045 is now ready to close with the deployment being signed off after further testing. This has seen more effort being used and the change control for the budget adjustment and the closure report are anticipated in the next week or so.
  • COM059 is continuing with the build of the new Sharepoint solution. There have been changes to the project budget and milestones and the latter are still being worked on. The programme and porfolio managers need to establish the 'spin-off' project covering the IDM Actions.
  • COM061 has been suspended again, until late March, because a date for the LIVE deployment cannot be agreed with business users.
  • COM063 has been delayed because of discussions with the vendor still taking place but these have now been resolved and the planning stage can go ahead.
  • COM064 is continuing as planned, with the DEV environment successfully upgraded and lots of good work being carried on communications, training material and user familiarisation. The upgrade in TEST is due to go ahead in early March.
  • COM065 is progressing as planned with the brief signed off and the project team starting on the required tasks.
  • COM066 is causing a bit of concern because of the delays to planning (largely because of strike action). The scope and estimations are still ambiguous and so the projected has been reported as Red this month.
  • COM067 is also progressing as planned with the brief now signed off and the project team starting on the upgrades.
  • COM069 has been initiated and work on the project brief is under way - due mid-February

COM068 (API Upgrade) is earmarked to start this month, though we have been advised to assess the feasability of it being completed in 21/22

 

Programme Resource Position

 

Programme RAG Overview & Forward Look

 

Section 2: Projects Not Started

Project Info
Programme Manager's Commentary
COM068 - API Upgrade Due to start 14/02/2022

 

Section 3: Projects in Progress

Projects Project Manager's Commentary

COM045

IDM Database Upgrade

Compliance

Milestones

Milestones

Project Closure 18-Mar-2022

 

RAG Status

AMBER

Report by Chris Konczak for February 2022

Achievements this period

  • DSOR signed off
  • Agreement for further upgrade to Oracle 19 to be handled by an INF project

Issues

  • Due to time constraints on the Project Manager, the closure report has been delayed. This has been due to more time being spent on a SAC088 which is a "Highest" priority project and is currently under a red RAG status. It is anticipated that the closure date will be 18/03/2022

Next Steps

  • Project Closure

COM059

VRS Rewrite

Compliance

Milestones

Reviewed due to re-prioritisation based on SW Dev resource availability. Proposed new milestones:

Interim Build Review 4 25-Feb-2022
Library Functions 25-Feb-2022
Build Review 04-Mar-2022
UAT Start (Library Functions) 25-Mar-2022
UAT Start (SharePoint VRS UI) 25-Mar-2022
UAT Start (Functionals) 25-Mar-2022
Integration and Microservices (Test) 08-Apr-2022
UAT Complete (Library Functions) 06-May-2022
UAT Complete (Functionals) 06-May-2022
UAT Complete (SharePoint VRS UI) 06-May-2022
Data Migration Acceptance 09-May-2022
Acceptance Review (SharePoint VRS UI) 10-May-2022
Acceptance Review (Library, Functionals) 12-May-2022
Integration and Microservices (Live) 27-May-2022
Delivery (SharePoint VRS UI) 17-Jun-2022
Delivery (Library, Functionals) 24-Jun-2022
Delivery Review (Main Release) 25-Jul-2022
Delivery Review 28-Jul-2022
Closure Review 11-Aug-2022

 

RAG Status

AMBER

Report by Colin Watt for February 2022

Achievements this period

  • Further user exploratory testing sessions completed during February.
  • Rework on APIs continuing to ensure transactions are robust. Some additional integration work necessary due to interaction points with the Card service.
  • Security patching of Library patron self reg java app in progress.
  • Latest SharePoint UI build contains some library functionality, and functional account features.

Issues

  • Some impact on library work due to industrial action (Library staff and DevTech staff).
  • SW Dev resource availability continues to present challenges to the scheduling work on the critical path. Timeline has been pushed out to ensure the solution is fit for purpose. Milestones to be revised in agreement with Project Sponsor.

Next Steps

  • Complete the SharePoint build
  • Progress Data Migration tests
  • Progress UAT plan
  • De-scope the IDM components and split into separate in-year project.

COM061

Annual JIRA Upgrade

Compliance

Milestones

Suspension review 29-Mar-2022
Deployment: second upgrade 06-Apr-2022
Deployment Review: second upgrade 20-Apr-2022
Project Closure 29-Apr-2022

RAG Status:

BLUE (Suspended)

 

Report by David Watters for February 2022

Achievements this period

  • Project suspension extended to late March; P&M staff cannot allow downtime

Issues

  • Deployment dates for second upgrade still to be finalised with P&M

Next Steps

  • Remove project from suspension
  • Upgrade LIVE with second upgrade

 

 

 

COM063

Serengeti Bi Annual Upgrade

Compliance

Milestones

Stage Milestone Due Date
Plan Planning Sign-Off 01-Apr-2022

 

RAG Status

AMBER

Report by David Watters for February 2022

Achievements

  • Agreement reached with vendor on upgrade costs

Issues

  • Planning milestone several months behind schedule

Next Steps

  • Commence planning communications with vendor
  • Prepare project brief/plan
  • Establish upgrade requirements

COM064

Annual Business Objects Upgrade

Compliance

Milestones

Integrate integration Sign-off 04-Mar-2022
Accept Acceptance Sign-off 25-Mar-2022
Deliver Deployment to LIVE 30-Mar-2022
Deliver Deployment Sign-off 20-Apr-2022
Close Project Closure 29-Apr-2022

RAG Status

AMBER

Report by David Watters for February 2022

Achievements

  • Completed upgrade of DEV environment
  • Sign-off of build work
  • Training team used DEV for preparation of videos and documentation
  • Decision taken to progrees to upgrade in TEST

Issues

  • Configuration of SSO requires further work
  • Upgrade in TEST delayed by a few days because of industrial action
  • P&M/Finance have requested project be suspended because of their workload

Next Steps

  • Complete upgrade of TEST environment
  • Carry out UAT with business users
  • Continue to engage user community with familiarisation and training
  • Make final decision on deployment to LIVE

RAG Commentary:

The current status is Amber because, although progress is being made in line with the project plan, there are two risks that could impact the deployment into Live. One is the impact of recent industrial action, and the other is the recent demands from P&M/Finance that the project team delay going live as it may cause problems for them. This has been addressed and mitigated but things can change.

 

 

COM065

Annual Service Audits

Milestones

(Note that these milestones are indicative and will be formalised once Project Brief approved)

Stage

Milestone

Due Date

Plan

Planning Sign Off

17 February 2022

Execute

List of items in scope agreed

28 February 2022

Execute

Audit approach agreed and commenced

04 March 2022

Execute

BAU process and support tool requirements agreed

11 March 2022

Design

BAU process and support tool design completed

31 March 2022

Build

BAU process and support tool build completed

06 May 2022

Execute

BAU process and support tool testing completed

17 May 2022

Accept

BAU process and support tool accepted

24 May 2022

Deliver

Delivery Date

27 May 2022

Close

Project Closure

10 June 2022

RAG Status

GREEN

Report by Ailsa Glass for February 2022

Achievements this period

  • Project Brief updated and circulated for sign off 

  • Successful recruitment of student testers  

  • All key project resource secured 

  • Regular project meetings underway 

  • Key applications and websites for prioritisation agreed within the Project Team 

  • Project Plan produced and circulated around the project team for review and comment 

  • Initial discussion with staff journalist with a view to producing an article in the coming weeks 

Issues

  • Kit for the testers is being secured. This may be tight in advance of them starting employment. 
  • The Planning milestone (scheduled 17/02/22) has been missed and is now out of tolerance. This is partly due to industrial action and the availability of resource. A Change Request will be submitted to Apps Review in due course. This delay should not impact overall deliver of the project. 

Next Steps

  • Project Brief to be signed off by Project Stakeholders and submitted to Apps Review 

  • Change Request to be submitted to Apps Review re change of Planning Milestone date 

  • Audit approach and scope to be finalised 

  • Kit for student testers to be secured 

  • Training of student testers to be undertaken 

  • Project Plan to be agreed by Project Stakeholders and uploaded to the Projects site 

  • Planning Milestone to be completed 

This project is reporting GREEN as project activities are on track. However, there has been a missed milestone (Planning due 17/02/22). This is largely due to industrial action and availability of resource. A Change Request will be submitted to Apps Review with a revised date in due course. It is not envisaged that this delay will adversely impact the project. 

COM066

Bi-Annual Grouper Upgrade

Milestones

(All dates are indicative at this stage)

Stage Milestone Due Date
Plan Planning Sign-off 10-Mar-2022
Build Build Review 19-May-2022
Integrate Integration Review 19-May-2022
Accept Acceptance Review 09-Jun-2022
Deliver Deliver 28-Jun-2022
Deliver Deployment Review 12-Jul-2022
Close Closure Review 28-Jul-2022

RAG Status

AMBER

Report by Stephen Stanley for February 2022

Achievements in last period

  • Initial project brief released for team review 21/02/22
  • Continued with project plan and agree resource schedule across all teams 

Issues

  • Delay with planning sign off. This has been primarily due to delays in confirming Grouper upgrade details from Dev Tech/ITI due to staff availability in regards to a new mandatory container software architecture. Also due to new PM’s familiarisation with planning process
  • The delay to planning means that we do not yet have details on the work to be carried out and confident estimates for these tasks. This means that we do not yet have a definite plan and milestones, and so cannot confirm the dimensions and timings of the project at this time.

Next Steps

  • Establish the scope of the work that needs to be carried out, and by which teams, so that realistic estimations can be conducted
  • Prepare a plan based on the above WBS and estimations and book resources as required
  • Commence the analysis & design work that is needed
  • Confirm environment details with Dev Tech staff from Thursday 03/03/22
  • PM to confirm with stakeholders their approval of a revised brief and resource plan and submit to Apps Review 10/03/22

 

RAG Commentary

Description: Technical requirements yet to be confirmed. Key resource availability is compromised by potential impact of commitment to other projects of the same or higher priority.

Impact: This puts the estimated delivery dates for 21/22 at risk. But current planned activity can continue without intervention.

Plan: PM to work with technical team, when available, to agree plan and resource.

COM067

WIKI Annual Upgrade

Milestones

DEV database upgrade complete 16-Mar-2022
Integration (TEST) signoff - database upgrade 25-Mar-2022
Acceptance signoff - database migration 01-Apr-2022
Deploy to LIVE - database upgrade 05-Apr-2022
DEV Wiki and Crowd upgrade complete 15-Apr-2022

RAG Status

GREEN

Report by Chris Konczak for February 2022

Achievements this period

  • Planning meeting completed and project brief circulated for approval
  • Resourcing assigned

Issues

  • None

Next Steps

  • Signoff planning phase
  • Start the Database upgrade on DEV

 

COM069

Committees’ Intranet: Update end of life components

and tightening of security and compliance

 

Milestones

(Note that these milestones are indicative and will be formalised once Project Brief approved)

Stage

Milestone

Due Date

Plan

Planning Sign Off

04 March 2022

Deliver

Delivery Date

11 October 2022

Close

Project Closure

04 November 2022

 

RAG Status

GREEN

Report by Ailsa Glass for February 2022

Achievements this period

  • Introductory meeting held with Programme Manager and Project Sponsor

  • Project Stakeholders have been identified and are being secured

  • Initial project meeting set up

Issues

  • The users of Committee Intranets are diverse with a variety of external and internal use. Ensuring a diverse project team to represent the different types of users is important but also a challenge. Key user groups have been identified and discussions are underway to have named resource allocated to the project.

Next Steps

  • Stakeholders to be secured

  • Introductory project meeting to be held with regular project meetings set up

  • Estimation Log to be produced

  • Project scope to be reviewed and agreed

  • Project Brief to be prepared and reviewed by stakeholders

  • Project Plan to be agreed by Project Stakeholders and uploaded to the Projects site 

  • Risk Log to be produced

  • Project Brief signed off by Project Stakeholders and submitted to Apps Review 

  • Planning Milestone to be completed   

This project is reporting GREEN as project activities are on track. However, the recent Industrial Action has contributed to difficulties securing stakeholders which may delay completion of the Planning milestone. Given that this project is not due to compete until the next financial year, it is not envisaged that this delay will adversely impact the project. 

 

Section 4: Closed or Withdrawn Projects

Project Info Project Manager's Commentary

COM057 Wiki Crowd Implementation 

Closure Report

Closure Milestone

Closed on 15/09/2021

COM055 O365 Staffmail Migration

Closure Report

Closure Milestone

Closed on 04/11/21

COM062 Qlik-Sense and Qlikview Annual Upgrade

Closure Report

Closure Milestone

Closed on 25/02/22

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Programme Status
RAG Status
Overall
GREEN
Has formal escalation taken place?
No