Section One: Programme Commentary, RAG and Resources Update
Estates Systems Optimisation Programme seeks to improve Estates business functions through Business Transformation of Systems, Processes and Roles.
- Systems will be reviewed and refreshed, moving from a large number of small-scale, single-use systems, to an integrated, designed model of multi-use systems, consolidating the numbers of applications and partners used.
- Current and Future processes will be analysed and documented to enable functional design and technical workflows
- Business-as-Usual models including Target Operating Models and role profiles will be defined
Full 'whole-life' Total cost of Ownership solutions will be defined based on IT best-practise, such as Information Technology Infrastructure Library (ITILv3) to ensure end state solutions are reliable, supportable and maintainable as ‘Business-as-Usual’ services.
The Systems Optimisation programme will have a small number of large-scale multi-year projects. Projects will consider improvements to systems, processes and team capabilities where necessary and agreed.
The programme currently consists of the following live projects:
EST131Estates Compliance Managementnow reports a GREEN status despite requiring additional budget for resourcing which has now been approved the project continues to make good progress with UAT being signed off with the exception of emergency lighting assets which requires further development work subject to approval
2. EST123 Estates CAFM Stabilisation now reports a GREEN status. Whilst work has taken longer on the functionality review for Archibus and the Business Continuity Plan and DR Plan deliverables the milestones have been extended to take this into account. Good progress has been made on the disaster recovery and continuity plans but further work is required on the functionality review. The project is now due to be suspended by the end of July to allow the P&M Phase 3 work to continue. Once this is completed then the Archibus upgrade can be started.
3. EST129Estates Business Readiness and Adoption of SEP P&MContinues to report a RED status based on dependent partner SEP P&M projects are reviewing scope and re-planning. EST129 has no visibility of the proposed scope change and re-plans. There are twelve workstream defined within EST129. The overall workstreams progress status is Green, reflecting good progress. The Brief, Budgets and IS effort have been resubmitted and approved by EST129 Stakeholders and WIS during June for 20/21 and 20/22.
4. EST133Estates Power Monitoring Expert Server Reports a GREEN Status as work has been completed. Project will be closed once the deployment checklist has been completed as there is one item that are outstanding plus a query about whether the project should move from a pilot to live or be decommissioned.
Overall status is Green, specific deliverable by workstream are listed in the following table.
Work stream
(Defined Key Date Schedule)
Achievement
Archibus Changes
Analysis on changes required started.
For Information, this works stream has been deprioritised to divert EST129 resources to support Finance Operations.
Change Management & Communications
Work has started to Identify Estates Resources that will be impacted by SEP P&M. The Estates Staff Scheduler.
For Information:
The Estates Staff Scheduler will be used to identify and monitor Estates resources activity at each stage of the project where applicable: SIT, UAT, Training, Go Live and Communications.
A new SEP P&M lead has been identified at the programme leads meeting, mid-June. The lead will cover Training, Change Management & Comms.
Data & Document Migration
Continued to support ad hoc data requests from SEP P&M. Including Accounts Receivable (AR) Data for UoEESCO.
Assessed deliverables from Historical Data Storage (HDS) project.
Finance Operations (People / Organisation/ Process Re-Design)
Analysis on Estates Chart of Accounts {COA (including POETA)} at a mature stage. Estate team have CoA approach had included rationalisation of codes. Early versions shared with Project Modules Leads.
Capital Assets definition & design for inclusion in set up for new projects 70%. FIRST.
Receivable Work package closed with identification of Debtor Reports, included in Work Stream Reporting.
Finance Leases discovery 100%.
Karen Adamson confirmed Estates Internal Transfer (EIT) processes on P&M. Further discussions held with SEP P&M.
Go-Live
A new SEP P&M lead identified. A high level overview on scope was provided at the programme leads meeting, mid-June.
Planning
Regular meetings scheduled with each work stream managed by Programme lead to: monitor & record progress, identify & manage Risk, Issues, Decisions, and Dependencies. Evidence of query management by work stream leads.
Regular forums with Estates Stakeholders (weekly) and key SME (monthly, Steering group) established.
Risk & issues reviewed by IS Senior Supplier, Estates Programme Lead and EST129 Project Manager.
The Project Brief, approved by Stakeholders was submitted and approved by WIS on the 15th June, Resubmission to reflect Work Breakdown structure and IS effort. Recommendations from WIS review applied.
Process re Design
Included in Finance Operations & Procurement Operations work stream.
Procurement Operations (People / Organisation Process Re-Design)
High level Visio mapping of the hand offs between Procurement Operations and Estates for Route 1 procurement (Over £1K, less than £50K with quotes) has been drafted. These files are now with Procurement for verification, next steps would be to share these with the Estates SLT.
The work packages for the procurement work stream have been created and are currently with Procurement operations for detailed review. Priorities have been identified as follows:
DAS work package
Reporting
Reporting
A new SEP P&M lead identified.
Estates report requirements defined, based on As Is reporting.
System Integration Testing (SIT)
Work streams: Finance Operations, System Integrations, Procurement Operations and Reporting have started to define Estates User scenarios in preparation for SEP P&M managed SIT.
System Integrations
Good Progress on all deliverables.
Noted that the SEP P&M programme for Integrations will include build of the Enterprise Data Warehouse (EDW) to provide storage of historical data from P&M transactions.
Training & Support
Refer to Change Management & COMMS for latest status
User Acceptance Testing (UAT)
Work identified for SIT will feed into UAT.
Next Steps
Planned activities for July are listed in the following table, with key dependencies:
System Integrations, SEP P&M Signed off PDDs and SDD.
Change Management & Communications
Continue to Build the Estates Staff Scheduler.
Await delivery of scope and detailed plans from the SEP P&M team.
Data & Document Migration
No specific actions planned for July.
For August expectations set that support required for output from Project Module deep dive sessions.
Await delivery of scope and detailed plans from the SEP P&M Project.
Finance Operations (People / Organisation/ Process Re-Design)
Karen Adamson approved version 1 release of the CoA on 1st July.
Karen Adamson to review and comment on Capital Assets process flow in SEP P&M.
Project Modules deep dives scheduled EST129 & SEP P&M for July & August.
Request meetings for VAT Compliance overviews to validate impact on Estates (Rules & Processes).
Review SEP P&M Spotlight communications to validate rules and how applied in P&M to support work packages defined for: Invoicing, Refunds, Budget and Period Close and Year End.
Support P&M definition and design of EIT processes.
Await SEP P&M playback on:
Open questions CoA.
Definition and Design of P&M solution for EIT processes in P&M.
Go-Live
No specific actions planned for EST129.
Await delivery of scope and detailed plans from the SEP P&M team.
Planning
Business As Usual activities to maintain project reporting and support for deliverables.
When SEP P&M scope and plans released an Impact Assessment & re planning exercise will be required.
Process re Design
Included in Finance Operations & Procurement Operations work stream.
Procurement Operations (People / Organisation Process Re-Design)
DAS modelling continues and will be presented to the Estates SLT on the 5th July & EST129: SEP P&M Steering Group 6th July 202
Time booked with Reporting Work stream lead to validate Reporting.
Work packages (not listed to the left) await prioritisation from the SEP P&M team).
Reporting
Karen Adamson planned to sign off July 2nd.
Reports list to be shared with New SEP P&M lead.
Await delivery of scope and detailed plans from the SEP P&M team.
System Integration Testing (SIT)
Continue exercise to support definition of Estates Users scenarios as knowledge is built on SEP P&M deliverables.
Await delivery of scope and detailed plans from the SEP P&M team.
System Integrations
Continue to support SEP P&M Project to deliver integrations to Estates Third party systems: Archibus (EBIS) and myProject.
Await delivery of scope and detailed plans from the SEP P&M team for EDW.
Training & Support
Refer to Change Management & COMMS for latest status.
User Acceptance Testing (UAT)
No specific activities defined for July.
Await delivery of scope and detailed plans from the SEP P&M team.
Risks
Risks are detailed at the following link. The project remains on overall RED Rag status
Issue, changes, Assumptions & Decisions;
These are detailed at the following link and cover the challenges with Scope, Time and Effort based on delay of SEP P&M plans.
