September 2021 Report

Report Date
September 2021

EOO Programme Update 

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:

The following projects are suspended:

  • EST132 Estates IQ Vision/Trend963 Upgrade

The following  further projects been identified by Estates but have not been started.

  • EST135 Perspective Upgrade
  • EST136 Contact Database for Estates Help Desk
  • EST138 Deister (Proxsafe) Key Management Upgrade
  • EST137 Archibus Upgrade - previously part of EST123 but now a separate project

The following projects have been closed this month:

 

Project Updates

  1. EST131 Estates  Compliance Management now reports an GREEN status now that Zetasafe is now live for in-house managed assets with the exception of Emergency Lighting where development work has started. Work has commenced on Phase 2 - Contractor Go-Live

   2. EST123  Estates CAFM Stabilisation now reports an AMBER status. The Disaster Recovery Plan has been completed but still requires review and was due to be signed off  but a lack of resource has delayed this. The Business Continuity  Plans  completed and approved by Head of Maintenance Services. Removal of Archibus upgrade from scope of EST123 and has been set up as a new project. Customisation paper from Mass and is being reviewed.

   3. EST129  Estates Business Readiness and Adoption of SEP P&M  Now reports an AMBER status as EST129 now has clarity on key milestones however  a number of delivery risks remain open and (as yet) unmitigated with SEP/P&M for both scope and timelines.

4EST134 Estates Building Energy Management System (BEMS) Server Upgrade - Now closed

5. EST135 Perspective Upgrade -Not started- AMBER

6.EST136 Contact Database for Estates Help Desk -Not started - GREEN

7.EST138 Deister (Proxsafe) Key Management Upgrade- Not started - AMBER

8.EST137 Archibus Upgrade - Not started- AMBER

9. EST132 Estates IQ Vision/Trend963 Upgrade -Suspended - RED

Therefore, the overall status of the EOO programme is set to AMBER.

Section 2 -Programme RAG Overview & Forward Look -

Section Three: Projects in Progress

Project Info

Project Managers Commentary

 Estates  Compliance Management  

EST 131

Milestones 

Target Date

Title

20/11/2020

Planning - completed

 Nov 2021 Go Live
 Dec 2021 Close

 

RAG Status

GREEN

Achievements Last Period

  • Zetasafe is now live for in-house managed assets
  • Emergency Lighting development work has started
  • Work has commenced on Phase 2 - Contractor Go-Live

Issues / Outstanding

  • Emergency Lighting asset data is not suitable for Estates in current configuration in Zetasafe- 
  • Remedial tasks cannot be closed efficiently using Zetasafe mobile app so business process and software code needs to be agreed for Emergency Lighting

  • Emergency Lighting data has been updated since data gathered, need to go back to original spreadsheets (300+)

 Next Steps

  • Support Go-Live
  • Emergency lighting API development work
  • Emergency Lighting UAT
  • Redo data collection and transformation work for Emergency Lighting
  • Initiate Phase 2 rollout (Contractors)

 

Risks

Risks are detailed at the following link  

Issue, changes, Assumptions & Decisions

  • Emergency Lighting asset data is not suitable for Estates in current configuration in Zetasafe- Being developed

Milestones

Stage Milestone Original Date Previous Date Current Date End of Stage Complete Date Completed
Initiate Initiate (Major) 28-Aug-2020   28-Aug-2020 Yes Yes 28-Aug-2020
Plan Planning (Major) 23-Oct-2020   23-Oct-2020 Yes Yes 20-Nov-2020
Analyse Requirements Agreed 04-Dec-2020   04-Dec-2020 No Yes 18-Dec-2020
Procure Procurement completed 26-Feb-2021 26-Feb-2021 07-May-2021 No Yes 07-May-2021
Build System Build 31-May-2021   31-May-2021 No Yes 04-Jun-2021
Accept UAT signed off 17-May-2002 17-May-2002 21-Jun-2021 No Yes 25-Jun-2021
Accept Phased delivery Preparation New   20-Aug-2021 Yes Yes 20-Aug-2021
Accept Emergency Light API New   11-Oct-2021 No No  
Deliver Phase 1 Go-Live Data readiness New   20-Aug-2021 Yes Yes 20-Aug-2021
Deliver Phase 1 Go-Live (Internal work) 16-Aug-2021   24-Sep-2021 Yes Yes 24-Sep-2021
Deliver Phase 2 Go-Live (Contractors) 26-Aug-2021   26-Nov-2021 Yes No  
Close Project Close (Major) 25-Jun-2021   01-Dec-2021 Yes No  
Accept Deployment sign off review 21-Jun-2021   15-Dec-2021 No No

 

Estates CAFM Stabilisation

EST123

 

 

Milestones  

Target Date

Title

Feb 2021

Scoping 

Oct 21 Delivery
Nov 21 Close

 

RAG Status

AMBER

Achievements Last Period

  • Removal of Archibus upgrade from scope of EST123. Now set up as a new project EST137
  • Customisation paper from Mass being reviewed
  • DR documentation being reviewed

Next Steps

  • Sign off  DR documentation
  • Meeting with Mass in October to discuss next steps
  • Estates to provide demo for Archibus customisation

 Risks - Link to risks here

Issue, changes, Assumptions & Decisions

  • Delays in getting sign off for DR plan due high workloads

Milestones

Stage Milestone Original Date Previous Date Current Date End of Stage Complete Date Completed
Analyse WP2- Analysis of functionality completed 05-Mar-2021   05-Mar-2021 No Yes 24-May-2021
Procure WP1 - Purchase Harman 15-Mar-2021   15-Mar-2021 No Yes 11-Mar-2021
Accept WP1 - Harman UAT acceptance for software and solution 15-Mar-2021   15-Mar-2021 No Yes 05-Mar-2021
Analyse WP3 - Review of current BCP and DR Plan documents 15-Mar-2021   15-Mar-2021 No Yes 28-Apr-2021
Deliver WP1 - Harman Flash Go Live - Major 31-Mar-2021   31-Mar-2021 Yes Yes 25-Mar-2021
Deliver WP3- Archibus Business Continuity and Disaster Recovery Plan (Major) 30-Apr-2021 30-Jun-2021 31-Aug-2021 Yes No  
Deliver WP2- Archibus version comparison options paper with- review and approval for next steps  (Major) 31-Mar-2021 02-Jul-2021 29-Oct-2021 Yes No  
Close  Close Project (Major) 01-May-2021 01-Jun-2021 26-Nov-2021 Yes No

Estates Business Readiness and Adoption of SEP P&M 

EST129

 

Milestones Dates are available at this link

RAG Status – AMBER

 

 

 

 

 

 

 

 

The overall assessment of the project is AMBER as there remains a number of open delivery risks as yet unmitigated with P&M.

Workstreams: 

Work stream: Data Migration (DM)

Work stream lead: Rod Hanchard-Goodwin.

Estates Stakeholder: Karen Adamson (based on current identified P&M scope).

Status: RED.  Rating based on P&M changing scope and delivery times. 

Achievement

Next Steps

EST129, P&M and 3rd party MASS meetings continued in Sept.  

Focus: Define 2 of 6 Data objects and identifying how data can be extracted from Archibus.

Issue: P&M milestones for all stages of this exercise have been aggressively accelerated and scope extended to include eFinancial data.

Response. EST129 are reviewing available resources to accommodate new timelines.  It is accepted by P&M that sign off for data definitions will need to be caveated as Estates do not have a full understanding of P&M configuration and data objects.

Dependency: There are dependencies on confirmed P&M configurations to support: Project Module, General Ledger and Work Request Interfaces that are P&M work in progress.

Assumption: P&M plans must provide opportunities to revisit each stage of the upload process to correct data issues.   

  1. Assessment of what can be achieved with available resources.  Including engagement of additional 3rd party support and IS resources to support final stages to load data from source systems.  
  2. Establish eFin extraction requirements, roles & responsibilities.
  3. 4 archibus + 2 eFin workshops scheduled for w/c 04 October ’21 to define the DM design.
  4. Establish data migration requirements for General Ledger (GL).
  5. Agree achievable plan with P&M.
  6. Agree additional Application Productions Management resources as required to support back end data extraction activity.
  7. Manage tasks to agreed plan.

 

Project: Historical Data Storage (HDS) Project:

IS lead for Estates: Rod Hanchard-Goodwin.

Estates Stakeholder: Karen Adamson.

Status: GREEN.  Rating based on progress. 

Achievement

Next Steps

Initial scoping meetings & the first workshop to engage Estates have taken place in September.

Dependency: Detailed scope is dependent on P&M configuration and DM scope.

Issue: Decisions on capacity for EST129 and Estates SME’s to support this project will be dictated by resource demands to support P&M DM.

  1. Support WorkPackages definition workshops to finalise scope.

 

 

Work stream: Finance Operations (People / Organisation/ Process Re-Design)

Work stream lead: Josephine McDonald.

Estates Stakeholder: Karen Adamson.

Status: GREEN.  Rating based on flexibility of work-stream to re prioritise and deliver on activities.

Work package

Achievements

Next Steps

Projects Module

 

  1. 8no. Deep Dive Session completed. 
  2. Estates Sponsor has approved in principle solutions for Budget set up, Spend and Asset Tasks, Budgetary Control and Funds within the Projects Module.
  3. Estates SME’s & FIRST have identified advantages with Transaction Controls.

Assumption: Estates and FIRST processes will be defined and documented by P&M.

Issue:  Data object definitions have been agreed without line of sight on User experience / full business requirements. 

Response: EST129 are working on the assumption that data object and definition amendments can be made later to support business requirements.

Issue:  Burdening & Forecasting design for Projects Module does not meet Estates requirements. 

Response: Estates will investigate with P&M options available to support these processes.

Issue: Pending P&M response / approval on Funds requirements.

Dependency: It is assumed that data objects can be defined /designed & uploaded at a later stage in time for SIT.

Issue: There is an open question remaining relating to the mapping of finance cost codes to HR department codes.

  1. EST129 to work through open questions with P&M.
  2. EST129 to provide support to P&M for Estates project set up / maintenance.
  3. EST129 to assess Estates resources to support P&M.

 

CoA  for Budgets managed on the Projects Module

Issue: Concerns regarding the mapping of finance codes to HR codes within the P&M hierarchy.

Next steps: Pending outcome of P&M’s action to review mapping of finance costs codes to HR Department Codes.

Chart of Accounts General Ledger (GL)

  1. EST129 have identified and shared open questions with P&M.
  2. Initial meeting with P&M GL functional lead has taken place and actions agreed.

Issue: EST129 will be required to talk to several different leads in P&M in order to clarify deliverables.

Next steps: Meetings scheduled with P&M functional lead to work through GL CoA.

 

Walkthrough on Requisition to Invoice, including reports

Procurement Ops have confirmed that a walkthrough can take place with a reduced scope of Requisition to Goods Receipting only.  

Next steps: EST129 to support P&M to enable walkthrough.  

 

Finance Ops Organisation and processes

Issue: No progress has been made  as Finance Ops lead has confirmed that organisation & processes are yet to be defined. 

Delaying EST129 ability to undertake Estates impact assessments.

Next Steps: Pending confirmation from P&M of a likely date to undertake a walkthrough of Finance Ops organisation and processes.

 

 

EIT Replacement Solution

 

  1. P&M have shared a solution and in principle this has been agreed by EST129 Sponsor, pending a walkthrough & demo.
  2. EST129 have reviewed and identified a second process based on work request (WR) interfaces.
  1. Finalise EST129 analysis and then share with P&M.
  2. Pending walkthrough / demo.

 

VAT Compliance

 

  1. EST129 analysis on Estates scenarios and buildings VAT rates at a mature stage.

 

  1. EST129 to complete review of Estates scenarios & information provided by P&M.
  2. Communicate results of Estates analysis to P&M & VAT Compliance SME.

Asset Management

 

  1. General Ledger processes confirmed by FIRST.
  2. Feedback on P&M process maps “Project set up” and downstream process shared with FIRST.
  1. Review and respond to P&M General Ledger processes.
  2. Support definition of roles and responsibility splits for Capital Plan.

Budget & Planning manual process

No activities undertaken based on prioritisation of previously listed tasks.

No activities planned based on prioritisation of previously listed tasks.

                                                                                                                    

Work stream: Procurement Operations (People / Organisation Process Re-Design)

Work stream lead: Marjory Howarth.

Estates Stakeholder: Kyle Clarke-Hays.

Status: GREEN

Rating based on progress against EST129 planned activities

Achievement

Next Steps

 

  1. AS IS Mapping exercise in Progress:
    • All Estates workshops have been completed, with the exception of Minor projects.
    • Outcome mapping of 3 departments is now complete.
  2. 16 work packages for procurement have been identified and issued to procurement 0perations for review.

 

  1. Complete the “AS IS” Mapping, including sign off from Estates.
  2. Create outcome Visio mappings.
  3. Finalise Estates requirements. 
  4. Finalise work packages with Procurement Operations.
  5. DAS processes to be revisited due to introduction of GL for Estates revenue projects.

 

                                                                                                                    

Work stream: Reporting.

Work stream lead: Jane Brodie.

Estates Stakeholder: Karen Adamson.

Status: RED. Rating based on revised timelines

Achievement

Next Steps

 

  1. EST129 continued to provide support for the 4 Estates priority reports approved by Estates sponsor.

Issue: P&M have previously confirmed that Day 1 budgetary control reports will be available.  EST129 have not been able to identify the P&M functional lead for these reports. This issue has been escalated to P&M to investigate.

Issue: EST129 have been requesting reporting scope & timescales, for some time now. This issue has been escalated to P&M to investigate.

Issue: EST129 provided P&M with the list of all current Estates reports some time ago.  EST129 have now been requested to MoSCoW the list and issue back to P&M by 06 October 2021.

Next Steps:

    1. EST129 to issued MoSCoW list by requested date.
    2. Activities will be planned based on response from P&M on issues raised.

 

                                                                                                                    

Work stream: System Integrations

Work stream lead: Eric Wardle.

Estates Stakeholder: Karen Adamson.

Status: AMBER.  Rating based on missing end date for Lease Invoices technical solution and critical deliverable 2 interfaces for Work Requests technical solution has not started.

 

Achievement

Next Steps

EST129 continued to support P&M deliverables, current status listed below. 

Lease Invoicing and Inventory (Stock) are at final technical peer to peer review.

myProject integration will move to technical peer to peer review with agreement to be reached on how to manage historical transactional data. 

Work Requests: Work has started on technical design.  

Issue: Estates system support managers do not currently have access to Archibus Dev to support peer to peer testing.  P&M have escalated this to Senior IS Management for resolution.

  1. Continue to support P&M /MASS deliverables for Work Request Integrations through technical design stage.
  2. Lease Invoicing, Inventory (Stock) and myProject integration EST129 support will be based on outcome of peer to peer technical review.

 

     

 

Work stream: Achibus Changes

Work stream lead: Pauline Smith.

Estates Stakeholder: Karen Adamson.

Status: GREEN.  Rating based on collaboration between Estates System SME and MASS to list and document changes based on agreed Integrations solutions.

Achievement

Next Steps

A list of system changes have been identified and documented based on known technical solutions for integrations. 

Continue to update system change documentation through each stage of the P&M programme. 

Work stream with changes to EST129 scope.

Work stream: System Integration Testing (SIT)

Work stream lead: Eric Wardle.

Estates Stakeholder: Karen Adamson.

Status: RED.  Rating based on:

  • No collaboration between EST129 and P&M since June ’21.
  • Communication 27th Sept’21, from P&M that EST129 support for System Integration Testing (SIT), is not required.

Achievement

Next Steps

There has been no activities between EST129 and P&M, since Jun’21.

Issue: P&M stated on 27th Sept’21 that there would be no direct EST129/Estates involvement in SIT.  Concerns relating to this approach have been escalated to P&M to respond.

Activities will be planned based on response from P&M.

 Work streams currently on hold:

  1. The following work streams status is reported as AMBER, no progress has been made since July 2021 pending revised Phase 3 scope and timelines:

    • User Acceptance Testing (UAT),
    • Training & Support
    •  Go-Live
  2. Change Management and Communications is reported RED based on:
    • The defined scope and timelines from P&M are pending.
    • Planned next steps carried forward to October are:
      • Identify an Estates “Anchor Team” to support next stages of the project.

Risks

Risks are detailed at the following link. The project remains on overall AMBER Rag status.

The overall assessment is AMBER, there remains a number of open delivery risks as yet unmitigated with P&M.     

  1. Scope: Remains red due to a lack of clarity on P&M scope.  Open issues relate to 1. P&M decision to exclude EST129 support for SIT. 2. Decision on scope for P&M Reports has not been provided.     
  2. Timeline: Reduced to AMBER due to the provision of a high level P&M Phase 3 timeline. However, there remains significant concerns regarding achieving the compressed timeline to complete DM activities. There are also open questions relating to the reporting workstream timelines. Concerns have been escalated to P&M all as detailed above.

Issue, changes, Assumptions & Decisions;

These are detailed at the following link and cover the challenges with Scope, Time and Effort based on delay of P&M plans. 

Milestones

Milestones are best estimate at this point in time.

 

Section Four: Closed or Withdrawn Projects

EST134- Estates Power Monitoring Expert Server - Now closed

Section Five: Programme Risk Register 

Risk

RAG

Comments

     

Availability of Estates staff

RED

Lack of progress due to Estates staff availability

Delay in P&M Integration work on EST129 RED Lack of clarity and timelines on P&M / SEP projects
     
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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Zoe Stephens & Mark Ritchie
RAG Commentary
Majority of projects sitting at Amber mainly due to resource constraints due to P&M demands

Documentation

Not available.