Report for March 2022

Report Date
March 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 March has been another busy one for the COM programme, with some  progress being made on the continuing projects, some advances in planning recently initiated projects but there are still delays with some projects:

  • COM045 is now ready to close. There was a small blip with documentation but this is resolved.
  • COM059 is continuing with the finalisation of the new Sharepoint solution.  The Build Review in March was passed, and the good work done by the Sharepoint team received a lot of positive feedback. The 'spin-off' IDM project is being readied to start.
  • COM061 has been suspended again, until late April, because a date for the LIVE deployment cannot be agreed with business users.
  • COM063 has passed its planning stage, and the project team are waiting to determine final dates for the upgrades with the vendor.
  • COM064 has delivered the LIVE upgrade as planned. This was a great piece of work by the project team. There are some loose ends to be tied up on the service, but this is not an issue.
  • COM065 is progressing as planned with the project team continuing work on the required tasks.
  • COM066 is reported as RED. There is no PM to pick this one up so the scope and estimations are still unknown. 
  • COM067 is also progressing as planned with the brief now signed off and the project team starting on the upgrades, though there have been delays because of industrial action.
  • COM069 has been initiated and work on the project brief has now been completed.
  • COM068 (API Upgrade) has been started but theplanning stage has been delayed. again because of industrial action.

Programme Resource Position

 

Programme RAG Overview & Forward Look

 

Section 2: Projects Not Started

Project Info
Programme Manager's Commentary
None  

 

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 March 2022

Achievements this period

  • Closure report written and circulated

Issues

  • Apps Review noted that the deployment checklist was not completed and requested that closure be re-submitted on 14/04/2022 (Note that due to Tech Man on sick leave it was not possible to submit for closure on 07/04/2022 as planned)

Next Steps

  • Complete deployment checklist
  • Project Closure

COM059

VRS Rewrite

Compliance

Milestones

UAT Start (SharePoint VRS UI) 25-Mar-2022
UAT Start (Library Functions) 25-Mar-2022
UAT Start (Functionals) 25-Mar-2022
UAT Complete (IDM Actions UI) 05-Apr-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 March 2022

 

Achievements this period

  • Build Review milestone achieved 22/03/22. Attendees provided positive and constructive feedback.
  • Work on APIs continuing to ensure transactions are robust. Some integration work on interface with Card being completed. 
  • SharePoint March sprint almost complete, some jiras carried forward.
  • Some additional integration work necessary due to interaction points with the Card service.
  • Test data extracts carried out; SQL modification needed for data transformation to meet defined SharePoint import spec - this is a crucial step before UAT can proceed.

Issues

  • Some impact on SharePoint work due to industrial action (resource conflict on Service Management staff due to launch of industrial action SharePoint site).
  • Some delay to configuration of Test and Live environments due to industrial action (DevTech staff).
  • Preparation of data for UAT has proved more complex than anticipated, as a number of transformations are necessary to avoid unintended impacts on existing records; this is requiring careful preparation to provide confidence that there will be no impact on other services when records are updated on the Test platform.

Next Steps

  • Complete the SharePoint build.
  • Carry out further Data Migration tests and transformations for assurance on Test platform.
  • Progress UAT plan.

RAG Commentary

  • The project remains AMBER this month (delays to environment config and data migration testing due to impact of industrial action) 

COM061

Annual JIRA Upgrade

Compliance

Milestones

Suspension review 29-Apr-2022
Deployment: second upgrade 10-May-2022
Deployment Review: second upgrade 17-May-2022
Project Closure 27-May-2022

RAG Status:

BLUE (Suspended)

 

Report by David Watters for March 2022

Achievements this period

  • Project suspension extended to late April; 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

Build Upgrade of DEV completed 29-Apr-2022
Integrate Upgrade of TEST completed 06-May-2022
Accept User testing completed 20-May-2022
Deliver Deployment in LIVE 24-May-2022
Deliver Deployment Review 31-May-2022
Close Project closure 09-Jun-2022

 

RAG Status

GREEN

 

Report by David Watters for March 2022

Achievements

  • Project brief and plans completed

Issues

  • Awaiting definite delivery dates with vendor

Next Steps

  • Commence planning communications with vendor
  • Undertake upgrades on 3 environments

COM064

Annual Business Objects Upgrade

Compliance

Milestones

Deliver Deployment Sign-off 20-Apr-2022
Close Project Closure 29-Apr-2022

RAG Status

GREEN

Report by David Watters for March 2022

Achievements

  • Completed upgrade of TEST environment
  • Carried out UAT with business users
  • Continued to engage user community with familiarisation and training
  • Made final decision on deployment to LIVE
  • Completed upgrade of LIVE environment
  • Deployment successfully carried out
  • Addressed bug reported by SAP

Issues

  • Configuration of SSO requires further work

Next Steps

  • Continue to engage user community with familiarisation and training
  • Analyse and apply changes to SSO configuration
  • Review deployment & sign off if all okay
  • Close project

 

COM065

Annual Service Audits

Milestones

 

Stage

Milestone

Due Date

Plan

Planning Sign Off

02 March 2022 (completed - moved from 17/02/22)

Execute

List of items in scope agreed

01 March 2022 (completed)

Execute

Audit approach agreed and commenced

04 March 2022 (completed)

Execute

BAU process and support tool requirements agreed

05 April 2022 (moved from 11/03/22)

Design

BAU process and support tool design completed

05 April 2022 (moved from 31/03/22)

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 March 2022

Achievements in Last Period

  • Project Brief (including estimates, milestone log and project plan) signed off by the Sponsor and the Project Team 

  • 'List of items in scope agreed' milestone completed

  • Change of 'Planning Sign-off' milestone (from 17/02/22 to 02/03/22) noted at Apps Review on 03/03/22

  • Project Brief and associated documentation submitted and noted at Apps Review as reaching 'End of Planning' on 03/03/22 

  • Student testers have received the relevant kit and have commenced the audit process, initially focused on the 'Projects' website

  • Audit approach agreed and commenced' milestone completed

  • Regular project meetings continuing 

  • Next priority websites identified for testing and access secured for testers  

  • News article published by the staff journalist publicising the goals of the project

  • A draft Business Requirements Document (BRD) has been produced and circulated around the Project Team for review

  • Initial 'as is' process maps have been drafted and are under review by the Project Team

  • Early design of the BAU solution shared with the Project Team

Issues

  • While there have been small delays to achieving minor milestones, this is not adversely impacting overall project delivery 
  • The first testing reports have been produced by the testers and, unfortunately, due to the difficulty and complexity of testing, the reports will need substantial further revision. This will continue as the students learn and develop their skills in this area. Feedback has been provided and 1:1 meetings set up with each tester to discuss further. The next testing reports produced will be reviewed to see if the feedback has been taken on board and that the quality improves.  

Next Steps

  • The Business Requirements Document is to be updated with the agreed process maps and signed off

  • Audit process to continue with the testers progressing through the high priority websites and applications

  • Design of the BAU solution to be progressed and agreed by the Project Team and Sponsor

This project is reporting GREEN as project activities are on track. While there has been some movement in milestone dates, the project is progressing well and is on track.

COM066

Bi-Annual Grouper Upgrade

Milestones

TBC

RAG Status

RED

Report by David Watters for March 2022

Achievements in last period

  • No achievements to report at this time

Issues

  • Original PM has left the University, but no project management resource to take on planning in earnest.
  • Further delay to signing off the Planning stage.

Next Steps

  • Try to 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
  • Ascertain if project can have PM resource or if it should be pushed back and replanned for 22/23

 

RAG Commentary
Description: Project not yet planned and resourced. Technical requirements still to be confirmed. Key resource availability is compromised by non-availability of a PM to fully plan and resource this project.
Impact: The delivery of the upgrade will be further delayed, increasing the risk of the current installed version being unsupported and exposing the ID service to potential difficulties. This could be mitigated by replanning the project to move to a newer version than that in the current scope.
Plan: PM to work with technical team to agree plan and resource.

COM067

WIKI Annual Upgrade

Milestones

DEV database upgrade complete 08-Apr-2022
Integration (TEST) signoff - database upgrade 20-Apr-2022
Acceptance signoff - database migration 27-Apr-2022
Deploy to LIVE - database upgrade 03-May-2022
Deployment sign off review - database upgrade 17-May-2022
DEV Wiki and Crowd upgrade complete 20-May-2022

RAG Status

AMBER

Report by Chris Konczak for March 2022

Achievements this period

  • Planning signed off and resourcing secured
  • Re-planning completed due to delays in starting, this will be submitted to Apps Review for approval.

Issues

  • The start of the DEV database upgrade has been delayed as the Dev Tech resource was conflicted to a higher priority project: USG019 Development & Alumni CRM deployment.
  • The week of industrial action has contributed to the delay in upgrading the DEV database 

Next Steps

  • Complete the upgrade of DEV to Oracle 19
  • Start the upgrade of TEST to Oracle 19

 

COM068

API Upgrade

Milestones:

To be planned

RAG Status: AMBER

 

Report by Chris Konczak for March 2022

Achievements this period

  • Project start-up meeting held to discuss what the project was to achieve and the stakeholders involved

Issues

  • Project meeting set up with a number of people to discuss planning, however  but Senior Supplier requested that the meeting be with him only as Development were taking the upgrading of API's in house and it did not need to involve everyone. Project Manager and Senior Supplier will meet on 06/04/2022 to discuss scope, objectives and deliverables for the brief. This has been delayed due to annual leave
  • The project RAG status will be set to Amber due to the delay

Next Steps

  • Brief writeup and circulate to the project team
  • Resourcing assigned

COM069

Committees’ Intranet: Update end of life components

and tightening of security and compliance

 

Milestones

Stage

Milestone

Due Date

Plan

Planning Sign Off

07 April 2022*

Analysis

Business Requirements documented and agreed

 

10 June 2022

Analysis

Technical options reviewed and recommendations for solution made, based on user requirements

24 June 2022

Analysis

Business Analysis Sign Off

01 July 2022

Design

Solution design options reviewed

29 July 2022

Design

Solution design agreed

25 August 2022

Design

Guidance and training material checkpoint

30 September 2022

Accept

Test Plan agreed

14 November 2022

Build

Solution built and completed

05 December 2022

Accept

Testing completed

14 December 2022

Deliver

Delivery Date

17 January 2023

Deliver

Delivery Sign Off

31 January 2023

Close

Project Closure

16 February 2023

*Note that this milestone is currently 04/03/22, which has been missed. A Change Request is required to be submitted to Apps Review to move the milestone to an agreed date.

RAG Status  GREEN

Report by Ailsa Glass for March 2022

Achievements in Last Period

  • Project Team established and regular meetings set up
  • Project Brief drafted and circulated for review by the Project Team 
  • Project Plan drafted and circulated for review by the Project Team
  • High level business requirements have been identified and are being reviewed by the Project Team

Issues

  • The delay in securing stakeholders has impacted the Planning Stage. The Planning milestone has been missed (04/03/22) and is out of tolerance
  • There is only one representative from Colleges and is only able to comment from a Science & Engineering. Work is underway to identify users from the areas not currently represented on the Project Team.
  • Due to the delays encountered so far, the current time allocation (120 days 2021/22 and 80 days 2022/23) will be flipped to 80 days 2021/22 and 120 days 2022/23.

Next Steps

  • Project Brief and associated documentation to be signed off by the Project Team and the 'End of Planning' to be agreed enabling submission to Apps Review 
  • 'Planning Sign-off' milestone to be changed and a request submitted to Apps Review to move the milestone
  • Technical and business requirements to be refined and prioritised

 

The delay in securing stakeholders has prolonged the planning phase. As such, it has been decided to flip the day breakdown across years to 80/120 rather than (120 days 2021/22 and 80 days 2022/23). This project is reporting GREEN.  

 

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