Report for May 2022

Report Date
May 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 May has been another productive one, with a lot of effort being carried out on some projects but others continuing to be 'stuck' because of resourcing difficulties. One project is still being reported as RED - COM066 (Grouper Upgrade). This is still without a formal PM and agreed plans, although some exploratory work is being attempted so that we can better estimate what remains to be done. The programme manager is expecting a further update on this shortly.

All of the other projects, but two, are currently GREEN. This includes the following:

  • COM061 has delivered its final upgrade in LIVE and is now ready to close.
  • COM063 has also delivered upgrades in DEV, TEST and LIVE this month. There may be some fixes required in the SSO set-up, but this project should also close soon.
  • COM065 is progressing as planned with the project team continuing work on the final tasks.
  • COM067 is also going ahead as planned. The LIVE database has just been succesfully upgraded as scheduled.
  • COM069 has continued as far as it can but has recently hit the issue of not being able to resource a BA for this important stage. This project looks like it will be suspended for a few months until a BA is available.
  • COM070 is still in planning and this should be completed soon.

Finally, on the two AMBER projects - COM064 (Business Objects) still has some loose ends to be tied up on the service, resources are booked for this and the remaining milestones have been revised; and COM059 (VRS Rewrite) still has some work being carried out, but the main thrust of its development is lost because of some resources being assigned to another programme.

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

COM059

VRS Rewrite

Compliance

Milestones

(To be replanned)

UAT Start (SharePoint VRS UI) 25-Mar-2022
UAT Start (Library Functions) 25-Mar-2022
UAT Start (Functionals) 25-Mar-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
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

RED

 

Report by Colin Watt for May 2022

Achievements this period

  • No work on the SharePoint sprints due to resource availability - Dev / Test / Live environments to be created and a verified data import is required as a crucial step before UAT can proceed and the team have requested this be completed by start of w/c 13/06/22 to enable useful work to progress ahead of project team scheduled holidays.
  • Outstanding work on the API layer and data feeds has been prioritised for progress along with documentation. This work is being progressed.

Issues

  • SharePoint resources unavailable since 06/05/22 due to P&M requesting SharePoint development. Handover of data import needed to establish status of the SharePoint sprints. 

Next Steps

  • (June / July): Complete API refactoring and error handling.
  • Establish end to end integration testing capability.
  • Document solution.
  • (Post July): Complete the SharePoint build.
  • Ensure data suitable for testing and carry out destructive testing prior to wider UAT.
  • Progress UAT plan.

COM061

Annual JIRA Upgrade

Compliance

Milestones

Close Project Closure 10-Jun-2022

RAG Status:

GREEN

 

Report by David Watters for May 2022

Achievements this period

  • Upgraded TEST environment and successfully conducted UAT
  • Upgraded LIVE environment
  • Signed off deployments
  • Drafted and distribted closure report

Issues

  • None

Next Steps

  • Close project

 

COM063

Serengeti Bi Annual Upgrade

Compliance

Milestones

Deliver Deployment Review 31-May-2022
Close Project closure 09-Jun-2022

RAG Status

GREEN

 

Report by David Watters for May 2022

Achievements

  • DEV upgraded
  • TEST upgraded and UAT carried out
  • LIVE upgraded 24/05
  • Upgrades signed off with vendor

Issues

  • No issues reported

Next Steps

  • Finalise internal sign-offs
  • Establish extent of SSO 'repair' work required
  • Close project

COM064

Annual Business Objects Upgrade

Compliance

Milestones

Deliver Deployment Sign-off 16-Jun-2022
Close Project Closure 30-Jun-2022

RAG Status

AMBER

Report by David Watters for May 2022

Achievements

  • More tidying work completed

Issues

  • Configuration of SSO still requires work
  • Outstanding milestones revised

Next Steps

  • 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 - COMPLETE

Execute

List of items in scope agreed

01 March 2022 - COMPLETE

Execute

Audit approach agreed and commenced

04 March 2022 - COMPLETE

Execute

BAU process and support tool requirements agreed

15 April 2022 - COMPLETE

Design

BAU process and support tool design completed

15 April 2022 - COMPLETE

Build

BAU process and support tool build completed

14 May 2022 - COMPLETE

Execute

BAU process and support tool testing completed

30 May 2022 - COMPLETE

Accept

BAU process and support tool accepted

23 June 2022

Deliver

Delivery Date

30 June 2022

Close

Project Closure

07 July 2022

RAG Status

GREEN

Report by Ailsa Glass for May 2022

Achievements in Last Period

  • Good progress is being made with the audit of high priority websites

  • The quality of the testing reports is improving with less re-work required

  • Android phones have been provided so the remainder of testing can now be completed and the testing reports updated

  • Accessibility statement writing training has been undertaken by the testers with statements starting to be produced

  • The BAU solution has been built and testing has completed for all three user types (Service Management, Disability Information Team and Team Manager)

  • All minor improvements suggested during UAT have been investigated

  • DLIB021 has requested a tab on the BAU solution - this has been built and handed over to the Library for ongoing population and management

  • The BAU processes for tracking and monitoring Accessibility Statements are being reviewed and updated

  • If possible, enhancements to the BAU processes are being developed to see if this will help the Disability Information Team to manage the workload and monitor progress in a less labour-intensive way - the project timescales have been extended to enable this activity to be progressed

  • Regular project meetings are continuing  

Issues

  • There continues to be a shortfall in skilled resource for Accessibility testing. Even with ongoing training and support, it can take a long time for a tester to reach a sufficiently high standard to minimise the support required from the Disability Support Team. As both testers were brought in on a temporary basis,  these skills will leave the University, together with an experienced permanent resource. While this does not have an impact on the delivery to this project, it is a risk to the University and the ongoing ability to meet these legal requirements. In the meantime, the BAU processes are being reviewed and updated to take account of the successful BAU solution. If additional enhancements to the BAU processes can be found, this would be an additional benefit that could have the potential to save time for the Disability Information Team

Next Steps

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

  • The BAU solution will be further refined to take account of additional considerations raised during UAT

  • BAU processes are being reviewed to see if any additional enhancements can be made

  • Project closure activities to be progressed 

COM066

Bi-Annual Grouper Upgrade

Milestones

TBC

RAG Status

RED

Report by David Watters for May 2022

Achievements in last period

  • No achievements to report at this time.

Issues

  • No project management resource to take on planning in earnest.
  • Further delay to completing 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
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. 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. In the absence of a Project Manager, the Programme Manager will work with the technical team to agree the plan and technical resource requirements.

COM067

WIKI Annual Upgrade

Milestones

Deploy to LIVE - database upgrade 08-Jun-2022
Data Refresh 14-Jun-2022
Deployment sign off review - database upgrade 21-Jun-2022
DEV Wiki and Crowd upgrade complete 22-Jun-2022
Integration (TEST) - Wiki and Crowd complete 01-Jul-2022
Acceptance testing - Wiki and Crowd complete 22-Jul-2022
Deploy to LIVE - Wiki and Crowd 26-Jul-2022
Deployment sign off review - Wiki and Crowd 09-Aug-2022
Closure 12-Aug-2022

RAG Status

GREEN

Report by Chris Konczak for May 2022

Achievements this period

  • UAT for database upgrade completed
  • Database upgrade to LIVE has been assigned a new resource, and deployment is scheduled for 08/06/2022
  • Budget updates completed
  • Milestone updates due to delays with database upgrade agreed and approved at Apps Review

Issues

  • There is carryover into 2022/23 by 2 weeks and 3.5 days

Next Steps

  • Database upgrade to LIVE to be completed on 08/06/2022
  • Data refresh from LIVE to DEV and TEST to be carried out
  • Work to commence on DEV Wiki and Crowd upgrades

 

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 - COMPLETE

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

 

RAG Status  GREEN

Report by Ailsa Glass for May 2022

Achievements in Last Period

  • Analysis of the requirements gathering approach undertaken by a Business Analyst. This has resulted in the production of a Business Analysis Effort Estimate being produced and subsequent request for BA resource to undertake the activity identified.
  • The request to increase the priority of the project from 'normal' to 'higher' was noted at Apps Review on 19/05/22.

Issues

  • There are resource constraints impacting on the ability for the analysis phase of this project to progress. The primary resource constraint is the lack of a Business Analyst. The analysis phase of this project is fundamental to the design and build of the overall solution and as such it is critical that a BA is assigned to this project. As there are currently no BAs available, and there are additional constraints with the SharePoint Team and Project Services, it has been agreed by the Programme Manager, Project Sponsor, Portfolio Manager and Programme Owner to suspend the project for 3 months. It is envisaged that by late August 2022, sufficient resource will be available to move this project forward. The Project Team have been notified accordingly. 

Next Steps

  • Change Request to suspend the project for 3 months to be submitted to Apps Review
  • Plan to un-suspend the project to be undertaken in July/August 2022
  • Project resource to be secured from August 2022 
  • Request to un-suspend the project to be submitted to Apps Review in late August 2022
  • Project to recommence in August 2022

 

 

COM070

IDM Support Interface

Milestones

To be confirmed during planning

RAG status

GREEN

 

 

Report by Colin Watt for May 2022

Achievements this period

  • Project brief drafted.
  • COM059 BRD documentation and previous work reviewed to reduce Business Analysis activity.
  • Initial resources requested (PM awaiting confirmation).

Issues

  • Resource availability. (SW Dev, BA)

Next Steps

  • Complete estimation and project planning

 

Section 4: Closed or Withdrawn Projects

Project Info Project Manager's Commentary
COM045 IDM Database Upgrade

Closure Report

Closure Milestone

Closed on...14/04/22

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

COM068 API Upgrade

Project Withdrawal

Apps Review

Withdrawn on 19/05/22

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