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 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
No projects have been closed this month:
Project Updates
EST131Estates Compliance Managementnow reports an GREEN status now that Zetasafe is now live for in-house managed assets and work has started on rolling out contractor access. The development work for Emergency Lighting has been completed and should be signed off shortly by Estates
2. EST123 Estates CAFM Stabilisation now reports a GREEN 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. Customisation paper from Mass is being reviewed with a meeting set up for the 5th of Nov.
3. EST129Estates Business Readiness and Adoption of SEP P&MNow 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.
4. EST135 Perspective Upgrade -Not started- GREEN
5.EST136 Contact Database for Estates Help Desk -Not started - GREEN
6.EST138 Deister (Proxsafe) Key Management Upgrade- Not started - GREEN
7.EST137 Archibus Upgrade - Not started- GREEN
8. EST132 Estates IQ Vision/Trend963 Upgrade -Suspended - RED
Therefore, the overall status of the EOO programme is set to AMBER.
The focus of the October EST129 report is to list achievements and planned next steps for live work streams that are actively engaged with P&M projects in support of P&M deliverables as captured below.
In addition a Programme/Project section has been added to this month to record the work underway to enable EST129 to support P&M to meet milestones based on decisions at Court on 6th October:
Approval for the P&M block plan with a go live date 2nd August 2022.
Endorsement of P&M new ways of working: requests for information/ action from P&M must be actioned within 5 working days of receipt.
The overall assessment of the project is AMBER as there remains a number of open delivery risks as yet unmitigated with P&M.
Programme /Project.
Estates Programme Lead: Jane Cameron
EST129 Project Manager: Josephine McDonald.
Achievement
Next Steps
The P&M block plan with a go live date 2nd August 2022 was shared with Estates Programme on 10th Oct’21.
EST129 Programme lead has:
Identified and shared critical path plan for EST129 and Estates SMEs.
Re prioritised work within EST129 to meet the 5 day turn around P&M principle.
Initiated work to design a Business Readiness Assessment.
Shared prioritised EST129 issues with P&M.
Resolved issue: System Integration Testing (SIT)
Inoapps are offshoring SIT in order to expedite as quickly as possible.
Estates lobbied for involvement to support SIT.
P&M Response: P&M / Inoapps have now accepted that it is essential for EST129 participation in SIT3.
Priority 1 issues have an EST129 /P&M agreed resolution plan:
Issue: Reporting. 3 issues have been identified:
Seeking clarity on day 1 reports.
Lack of engagement around reporting requirements.
4 Estates priority reports are fully scoped
P&M Response: Identified dependency to engage a P&M BA to undertake a gap analysis between the Phase 3 scope and the list of required Estates’ reports.
Issue: Outstanding / Open Questions.
P&M Response: EST129 to share all outstanding / open questions with P&M to support resolution.
Projects Module (Capital Projects (incl. SW&MP) / Work Requests / Major Replacement)
General Ledger (Revenue Projects)
Procurement Operations Team - target operation model.
Finance Operations Team - target operation model.
Monitor progress on agreed actions to resolve EST129 identified priority 1 issues.
Review and agree resolutions to mitigate EST129 identified issues, based on priority rating.
Please note: there are 3/3 outstanding priority 2 issues and 1/3 priority 3 issues to be resolved.
Active EST129 work streams:
Work stream: Data Migration (DM)
Work stream lead: Rod Hanchard-Goodwin.
Estates Stakeholder: Karen Adamson (based on current identified P&M scope).
Status: AMBER. Rating based on uncertainty around:
Data being loaded
Timeline available to reconcile data pre SIT 3.
The impact on resource requirements to support reconciliation activities.
Achievements
Next Steps
EST129, P&M and 3rd party MASS meetings continued in Oct. DM is on track to meet P&M timeline, for delivery 5th November with no contingency.
Meeting the accelerated P&M timeline has been achieved by:
EST129 reviewed and then re-assigned available resources to accommodate the new timeline.
EST129 has taken the lead in resolving the issues around the DM deadlines.
Estates engaged third party, MASS at Estates cost to meet Phase 3 deadlines.
EST129 has secured additional Application Productions Management resources to support data extraction activity.
EST129 has managed tasks to the agreed cross project plan.
Issue resolved: The P&M DM plan did not include data migration requirements for General Ledger (GL).
P&M response: P&M has agreed that they will take Estates data for the General Ledger (GL) from Archibus & eFin to be included in uploads to P&M.
Risk: MASS delays have reduced contingency planned to meet deadline of 05 Nov ‘21.
Risk: P&M reconciliation process for data migration is a drawn out process leading up to SIT and therefore highly likely to increase resource demands from IS, Estates and Mass.
Data migration reconciliation processes and timescales.
Dev Tech to run data migration scripts provided by Mass and Estates to confirm that they have extracted the data correctly from Archibus.
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
EST129, Estates SMEs and the HDS Team have continued to meet in October to finalise scope.
4 out of 6 workshops to define scope have been completed.
Planned timelines agreed:
Work package scope design due to complete by the end November ’21.
Solutions to scope identified planned to complete by mid December ‘21.
Dependency: Phase 3 data migration designs being completely finalised.
Manage tasks to agreed plan.
Work stream: Finance Operations (People / Organisation/ Process Re-Design)
Work stream lead: Josephine McDonald.
Estates Stakeholder: Karen Adamson.
Status: RED. Rating based on EST129 are engaged with Project Manager for Project Module and are working through to support P&M identified deliverables. However there are unresolved priority 1 issues.
Achievements
Next Steps
Seeking resolution of open questions from P&M:
Projects Module (Capital Projects (incl. SW&MP) / Work Requests / Major Replacement).
General Ledger (Revenue Projects).
Finance Operations Team Technical Operation Model (TOM).
Retention, Burdening (staff capitalisation) processes in P&M.
Seeking clarity on mid-level planning:
Finance Operations Team.
General Ledger.
Finalising EIT replacement processes.
Finalising P&M walkthrough sessions on process & system demo.
EST129 & Estates Subject Matter Experts sessions scheduled to validate current Estates finance operations and processes to enable business readiness analysis.
Planning session with Estates Finance, Estates PMO and FIRST to define business processes.
Commenced license attribute review.
Commenced review on Projects Module budget related reports.
Progress identified activities listed under achievements.
Work stream: Procurement Operations (People / Organisation Process Re-Design)
Work stream lead: Marjory Howarth.
Estates Stakeholder: Kyle Clarke-Hays.
Status: RED. Rating based on lead being re-assigned to other activities, whilst we await resolution on issues.
Achievement
Next Steps
Finalising current mapping exercise outputs:
Common practices identified and captured.
Master versions of all current procurement processes.
The information will be shared with P&M to inform the “To-Be” business scenarios.
Seeking resolution of open questions from P&M on Procurement Operations Team Target Operation Model (TOM).
Seeking clarity on:
Mid-level planning for Procurement Operations Team.
Seeking clarity on day 1 reports.
Seeking opportunities to significantly increase engagement with Procurement Operations Team.
Finalise the current mapping exercise.
Engage with newly appointed P&M Project Manager to support planning.
Work stream: Reporting.
Work stream lead: Jane Brodie.
Estates Stakeholder: Karen Adamson.
Status: RED. Rating based on revised timelines and no clarity on day 1 reports.
Achievement
Next Steps
Seeking clarity on day 1 reports.
Limited engagement around reporting requirements.
EST129 has taken the lead in resolving the issues around the finance Project Module reporting deadlines:
The 4 Estates priority reports are fully scoped for the finance Project Module. These reports are under review with Estates Finance, for sign off 3rd Nov.’21.
1 Retentions report for the finance Project Module is under review with Estates Finance, for sign off 3rd Nov.’21.
P&M are to undertake a gap analysis between the Phase 3 scope and the list of required Estates’ reports.
The following issues escalated to P&M remain unresolved:
Issue 1: P&M have previously confirmed that day 1 budgetary control reports will be available for General Ledger. EST129 have not been able to identify the P&M functional lead for these reports.
Issue 2: EST129 have been requesting reporting scope & timescales, for some time now. This issue has been escalated to P&M to investigate.
Activities will be planned based on responses from P&M.
Work stream: System Integrations
Work stream lead: Eric Wardle.
Estates Stakeholder: Karen Adamson.
Status: GREEN. Rating based on all deliverables that are reaching Ready for System Integration Testing (SIT).
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 nearing completion, with final decision required on tools to transfer files from P&M to myProject.
Work Requests: Work has started on technical design.
Issue on Lease integration identified in October resolved: Inoapps identified that use of the Tenant Ref field could not be supported for agreed documented use. MASS have agreed to make slight adjustments at no extra cost to accommodate P&M configuration and meet Estates requirements.
Continue to support P&M /MASS deliverables for Work Request Integrations through technical design stage.
Support resolution of issues across all deliverables.
Work stream: System Integrations Testing (SIT)
Work stream lead: Eric Wardle.
Estates Stakeholder: Karen Adamson.
Status: AMBER. Rating based on agreed partnership between P&M and EST129 to plan for and execute SIT3 in P&M plan. However, scope and mid-level plans for P&M: SIT1, SIT2 and SIT4 are still unknown.
Achievement
Next Steps
P&M are planning 4 SIT phases. EST129 effort focused around resolution on the lack of EST129 involvement in SIT.
Issue: Inoapps are offshoring the SIT exercise in order to expedite as quickly as possible. Estates lobbied for involvement to support SIT.
P&M response: P&M / Inoapps have now accepted that EST129 participation in SIT 3 is essential.
P&M response: P&M / Inoapps have not responded on EST129 participation in SIT1, SIT2 and SIT4. Scope and mid-level plans for P&M: SIT1, SIT2 and SIT4 are still unknown.
Support planning and preparation for SIT 3.
Seek clarity on scope and mid- level planning for SIT1, SIT2 and SIT4
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.
This exercise has extended to include planning for business continuity.
Seeking clarity on scope and mid-level planning for cut over and business continuity.
Continue to update system change documentation through each stage of the P&M programme.
Update IS/Estates Business Continuity plan to support P&M go live.
The following work streams are on hold:
Work stream
Reason on hold
User Acceptance Testing
EST129 have requested by early Dec/’21 to have a mid-level plan for UAT 3.
EST129 are seeking clarity on scope and mid-level plans for P&M UAT1, UAT2 and UAT4.
Training and Support
EST129 are seeking clarity on scope and mid-level plans for Training and Support.
Cut over
EST129 are seeking clarity on scope and mid-level plans for Cut over.
Change Management and Communications
EST129 are seeking clarity on scope and mid-level plans for Change Management and Communications.
The overall assessment is AMBER, there remains a number of open delivery risks as yet unmitigated with P&M.
Scope: Remains RED due to a lack of clarity on P&M scope. Open issues relate to decisions on scope for a number of P&M projects.
Timeline: Remains AMBER due to the provision of a high level P&M Phase 3 timeline. However, there remains significant concerns regarding the absence of mid-level plans with the exception of Data Migration and the finance Project Module. Concerns have been escalated to P&M as detailed above.
Issue, changes, Assumptions & Decisions;
These are detailed at the following link and cover the challenges with Scope, Time and Effort.
Milestones
Milestones will be revisited and updated in November based on the P&M block plan.
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