November 2021 Update

Report Date
November 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
  • EST137 Archibus Upgrade - previously part of EST123 but now a separate project

No projects have been closed this month:

 

Project Updates

1. EST131 Estates  Compliance Management now reports an GREEN status. Emergency Light testing was delayed but now that it is signed off there has been approval to extend the project by a further 6 days to permit the management of the data uploading for these assets. Work is progressing to rollout to contractors but some if this will become BAU. Project is due to be closed in December

 2. EST123  Estates CAFM Stabilisation now reports a GREEN status. The Disaster Recovery Plan has been signed off but the Customisation paper from Mass is still being reviewed. Aiming to close project in January 2022.

3. EST129  Estates Business Readiness and Adoption of SEP P&M  Now reports a RED status. EST129 due to several open delivery issues that still need to be resolved. EST129 have developed a methodology to assess Estates business readiness on an ongoing monthly basis to ensure that these are monitored. Due to delays in data migration and some of the integration work has not been completed the overall assessment is RED.

4.EST138 Deister (Proxsafe) Key Management Upgrade- Started - GREEN. Project has been initiated and the Project Brief signed off. The upgrade work will be started in December

5.EST139 Estates System Audit started on 29th Nov- GREEN

6. EST135 Perspective Upgrade -Not started- GREEN

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

8.EST137 Archibus Upgrade - Not started- GREEN

9. EST132 Estates IQ Vision/Trend963 Upgrade -Suspended - AMBER - Reviewing options for upgrade before initiating project

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

  • Due to the delays to the Emergency Light testing, there has been approval to extend the project by a further 6 days to permit the management of the data uploading.
  • Emergency Light process has been User Tested and Approved. Estates Maintenance Services notified the project that a Go-Live on immediate completion of data upload and pre-Christmas was not desirable and this would be done at an appropriate time to coincide with starting the next Emergency Light testing tasks.
  • A significant number of Estates Contractors have been trained and are now using the mobile app for their compliance tracking.
  • The remaining supplied (Contractor) data sets are being uploaded

Issues / Outstanding

  • TKE Elevators wish us to sign a data protection agreement, this is in-hand with the University solicitor. The request is limited in nature and should hopefully be a formality.

 Next Steps

  • Load the Emergency Lighting data
  • Continue Phase 2 rollout (Contractors)
  • Initiate closure activities

Milestones

Stage Milestone Original Date Previous Date Current Date End of Stage Complete
Initiate Initiate (Major) 28-Aug-2020   28-Aug-2020 Yes Yes
Plan Planning (Major) 23-Oct-2020   23-Oct-2020 Yes Yes
Analyse Requirements Agreed 04-Dec-2020   04-Dec-2020 No Yes
Procure Procurement completed 26-Feb-2021 26-Feb-2021 07-May-2021 No Yes
Build System Build 31-May-2021   31-May-2021 No Yes
Accept UAT signed off 17-May-2002 17-May-2002 21-Jun-2021 No Yes
Accept Pilot Complete (Phase 1) 28-Jun-2021   28-Jun-2021 No Withdrawn
Deliver Training Complete (Phase 1) 23-Jul-2021   23-Jul-2021 No Yes
Deliver Phase 1 - In house go-live (Major) 22-Jul-2021 10-Sep-2021 24-Sep-2021 Yes Yes
Deliver Emergency Lighting Go-Live (Major) 11-Oct-2021       Withdrawn
Deliver Phase 2 - External contractor go-live (Major) 27-Aug-2021 08-Oct-2021     Withdrawn
Accept Deployment sign off review 21-Jun-2021 22-Oct-2021 10-Dec-2021 No No
Close Project Close (Major) 25-Jun-2021 29-Oct-2021 17-Dec-2021 No No

Risks

Risks are detailed at the following link  

 

Estates CAFM Stabilisation

EST123

 

 

Milestones  

Target Date

Title

Feb 2021

Scoping 

Dec 21 Delivery
Jan 22 Close

 

RAG Status

GREEN

Achievements Last Period

  • Customisation paper from Mass being reviewed
  • DR  and BCP documentation now signed off
  • Meeting with Mass to discuss next steps

Next Steps

  • Complete customisation review
  • Estates to provide demo for Archibus customisation

Issues/ Risks

  • Delays in getting resources onto customisation work due to commitments on P&M data migration workloads

Risks - Link to risks here

Current Milestones

Stage Milestone Original Date Previous Date Current Date End of Stage Complete
Plan WP1, WP2, WP3, WP4 - Planning (Major) 30-Oct-2020 04-Dec-2020 26-Feb-2021 Yes Yes
Analyse WP2- Analysis of functionality completed 05-Mar-2021   05-Mar-2021 No Yes
Procure WP1 - Purchase Harman 15-Mar-2021   15-Mar-2021 No Yes
Accept WP1 - Harman UAT acceptance for software and solution 15-Mar-2021   15-Mar-2021 No Yes
Analyse WP3 - Review of current BCP and DR Plan documents 15-Mar-2021   15-Mar-2021 No Yes
Deliver WP1 - Harman Flash Go Live - Major 31-Mar-2021   31-Mar-2021 Yes Yes
Deliver WP3- Archibus Business Continuity and Disaster Recovery Plan (Major) 30-Apr-2021 31-Aug-2021 30-Oct-2021 Yes Yes
Deliver WP2- Archibus version comparison options paper with- review and approval for next steps  (Major) 31-Mar-2021 26-Nov-2021 17-Dec-2021 Yes No
Close WP1, WP2, WP3 Project Close (Major) 24-May-2021 24-Dec-2021 14-Jan-2022 Yes No

 

 

Estates Business Readiness and Adoption of SEP P&M 

EST129

 

Milestones Dates are available at this link

RAG Status – RED

 

 

 

 

 

 

 

 

 

Programme /Project.

Estates Programme Lead: Jane Cameron

Progress

Next Steps

  • The Estates and P&M Programme meetings continued throughout Nov’21.  Focus is on the resolution to outstanding issues.
  • The outcome of the cross Programme discussions are being reported regularly to EMG. 
  • EST129 have developed a methodology to assess Estates business readiness on an ongoing monthly basis.  This covers:
    • Overall / Functionality / Data / Usability / Productivity.
    • Staffing Impact / User Roles.
    • Communication & Engagement / Change Management.
    • User Training / User Support.
  • There has been no engagement with the new governance body, the Enactment Group appointed in Oct’21.  The current focus for this group is P&M phase 2.
  • Monitor and report on progress of agreed actions to resolve EST129 identified issues.
  • Agree resolutions to mitigate issues across programmes.
  • An EST129 Business Readiness Assessments will be produced monthly for presentation at EMG commencing December.
  • Seek clarification on the engagement required to support the Enactment Group, if required,

 

 

Active EST129 work streams: 

Work stream: Data Migration (DM)

Work stream lead: Rod Hanchard-Goodwin.

Estates Stakeholder: Karen Adamson.

StatusRED.  Rating based on:

  • Estates third party supplier MASS failed to meet P&M deadline 5th Nov’21.
  • Pending P&M data validation plan. 

Progress

Next Steps

EST129, P&M and 3rd party MASS meetings continued throughout Nov 21, focus on data delivery.  However progress has not been to P&M plan:

  • Estates DM activity ran considerably over the deadline of 05 November ’21.
  • MASS encountered a number of issues whilst preparing data for migration.
  • Incomplete data set issued to P&M on 19 November ‘21.
  • Pending P&M data validation plan.
  • Resources to support validation exercise issued to P&M early Dec’21

Risk:

  • ISG are investigating the opportunity to engage a Technical IS Lead to reduce reliance on Mass in the future.
  • Finalise resolution of Data Migration issues.
  • Review and agree activities to support P&M validation process in preparation for SIT period 3.
  • Undertake validation process pre SIT period 3.

 

 

Project: Historical Data Storage (HDS) Project:

IS lead for Estates: Rod Hanchard-Goodwin.

Estates Stakeholder: Karen Adamson.

StatusGREEN.  Rating based on EST129 activities complete. 

Progress

Next Steps

  • EST129 and Estates SMEs have completed workshops.
  • On hold awaiting receipt of HDS proposed scope and plan. 

 

 

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

Work stream lead: Josephine McDonald.

Estates Stakeholder: Karen Adamson.

StatusAMBER.  Rating based on EST129 have made some progress.  However there are unresolved issues with no detailed plans from P&M.   

Progress

Next Steps

Progress made to:

  • Finalise “To Be” Process”

    • Replacement for EIT.
    • Capitalisation of Assets.
  • Capture existing Finance “As Is” information to support “To Be” validation.
    • Estates Revenue and Capital.
    • Current processes / activities / hand offs / objectives / etc.
  • Shared outstanding questions with P&M:
    • Project Module / General Ledger / Finance Operations Team.

Risk

Further progress is reliant on the availability of P&M resources to provide:

  • Clarity in relation to Estates and partners (FIRST and Finance Operations Team) future roles.
  • Clarity in relation to licences to be available to Estates.
  • Confirmation in relation to “To Be” processes.
  • Confirmation in relation to the configuration of Estates budget set up in P&M. 
  • The Project Module Project Manager has been replaced Dec ’21.
  • Finalise the “As Is” Estates Finance processes.
  • Seek to identify and then engage with P&M Project leads for: General Ledger, Finance Operations Team.   
  • Seek clarity on mid-level plans in relation to Project Module with new P&M Project Lead, Shiraz Hussein, appointed in Dec’21.
  • Seek clarity on mid-level plans in relation to General Ledger, Finance Operations Team once P&M Project Leads are identified.
  • Seek clarity on all open questions.

 

 

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

Work stream lead: Jane Cameron.

Estates Stakeholder: Kyle Clarke-Hays.

StatusRED.  Rating based on lead being re-assigned to other activities, whilst we await Procurement Engagement.  

Progress

Next Steps

  • The “As Is” processes have been finalised and shared widely with P&M.
  • Estates are working closely with Procurement Operations to collate data on current contractual agreements.
  • Meetings started with Project Lead, Colin Robb (start date Nov’21). 

Risk:

  • Further progress is reliant on the availability of P&M resources.
  • Marjory Howarth  has been stood down as Procurement Operations are not ready to support:
    • Clarity in relation to open question:
      • Procurement Operations Team Target Operation Model (TOM).
      • Day 1 reports
      • Mid-level planning for Procurement Operations Team.
      • “To be” roles and licences.
    • Confirmation in relation to open question on “To Be” processes.
  • Estates SMEs are engaged to support the build of a data cube on current contractual agreements. 
  • Progress in other areas is on hold awaiting confirmation from Procurements Operations Teams on approach and plans to address open questions. 

 

 

Work stream: Reporting.

Work stream lead: Jane Brodie.

Estates Stakeholder: Karen Adamson.

StatusRED. Rating based on no clarity from P&M on day 1 reports.

Progress

Next Steps

  • Work has started to identify UoE requirements to support HESA compliance.   This work is co-ordinated by Estates on behalf of the University and involves financial data collation from Central Finance, Estates Finance and HR. 
  • Estates have signed off the P&M Retention report with open questions to P&M.
  • Confirmation received that 4 Estates priority reports are now with P&M Developers for inclusion in day 1.
  • Awaiting confirmation from P&M on:
    • The owner and status on budgetary control reports for Revenue budgets that will be managed in the General Ledger.
    • Gap analysis between the Phase 3 scope and the list of required Estates’ reports.  BA to start Dec’21.  
    • Project Funding Reports still under P&M Functional review.

Risk

  • Scope of reports to be delivered day 1 is not confirmed.
  • Ian Limbert the P&M Functional Lead for Reporting has been replaced.
  • Finalise HESA Compliance report requirements.
  • Awaiting P&M plans and confirmation in relation to Day 1 deliverables.

 

 

Work stream: System Integrations

Work stream lead: Eric Wardle.

Estates Stakeholder: Karen Adamson.

StatusRED.  Rating based on 2/4 deliverables have missed milestones to be ready for System Integration Testing (SIT) period 3. 

Progress

Next Steps

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

  • Lease Invoicing:  Await data (including VAT) from MASS to complete final testing.
  • Inventory (Stock): Final testing to complete before SIT ready. Expected completion w/e 6/12
  • myProject: Complete ready for System Integration Testing (SIT) Period 3, starting 17th Jan’22. 
  • Work Requests: At risk of not being SIT ready. Work Request development has been delayed.  MASS have missed deadlines and there had been a delay in engagement of P&M resources.

Risk:

  • EST129 have requested P&M Project Lead to investigate and reduce risk of Lease Invoicing and Work Requests not being ready for SIT period 3.
  • Support P&M /MASS deliverables for Work Request and Lease Invoicing.

 

 

 

Work stream: System Integration Testing (SIT)

Work stream lead: Eric Wardle.

Estates Stakeholder: Karen Adamson.

StatusAMBER.  Rating based on agreed partnership between P&M and EST129 to plan for and execute SIT period 3 in P&M plan.  However, access to output for P&M: SIT periods: 1, 2 and 4 has not been confirmed. 

Progress

Next Steps

  • P&M plan & schedule anticipated December.
  • Full scope of SIT to be finalised.
  • Anticipated resources from Estates:
    • Pauline Smith / Jane Brodie / Gavin Forrest / Liz Torrance/Paul Cruickshank & Wendy Groome-Vine.
  • EST129 / Estates have issued the first draft list of SIT scenarios.
  • P&M will create test scripts from scenarios for Estates validation.

Risk from work streams: Integrations and Data Migration:

  • Work Request development has been delayed - MASS support & P&M resources.
  • P&M Lease Invoicing testing has been delayed - MASS support.
  • ISG mitigation review underway as part of Data Migrations investigations. 
  • Support P&M planning and preparation for SIT period 3.
  • Execute agreed activities within agreed P&M timelines.
  • Seek clarity on output for  SIT periods: 1, 2 and 4

 

 

 

Work stream: User Acceptance Testing (UAT)

Work stream lead: Eric Wardle.

Estates Stakeholder: Karen Adamson.

Status: GREEN.  Rating based on Estates requirement to have P&M scope and plan 17th Dec’21. 

Progress

Next Steps

  • Estates have complied a schedule of all current “As Is” staff roles that will be expected to be directly impacted.
  • Requested to work together to agree on future new “user” roles / test scenarios & UAT support.
  • Requested to be in receipt of P&M scope and plan by 17th Dec’21. 

Risk:

  • Confirmation requested in relation to “To Be” processes and business alignment strategy.
  • Awaiting clarity on future “user” roles.
  • Awaiting confirmation of UAT period 3 scope and plan to determine Estates support requirements.

  • Support P&M plan and preparation for UAT period 3.
  • On receipt of P&M scope and plan for UAT period 3:
    • Engage with Estates to assign the required resources to support UAT scenario and test script development. 
    • Engage with Estates to assign the required resources to support UAT. 
    • Execute agreed activities within agreed P&M timelines.

 

 The following work streams are on hold:

 

Work stream

Reason on hold

Archibus changes

Resources have been diverted to support Finance, Data Migration and Integrations.

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.

 

Risks

Risks are detailed at the following link.

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

  1. Scope: Changed to RED due to a lack of clarity and progress within a number of work streams, the turnover of key P&M resources, the high volume absence due to annual leave take up and ill health.     
  2. 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/Estates SLT as detailed above.

Issue, changes, Assumptions & Decisions;

These are detailed at the following link and cover the challenges with Scope, Time and Effort and MASS failure to meet P&M plans for Integrations and Data Migration. 

Milestones

Milestones based on the P&M high level plan is work in progress.

EST138 Deister (Proxsafe) Key Management Upgrade

 

RAG Status - GREEN

Milestones

Target Date

Title

Nov 2021

Planning - completed

 Dec 2021 Go Live
 Dec 2021 Close

Achievements Last Period

  • Project initiated
  • Project Brief signed off
  • Meeting with vendor to discuss upgrade

Next Steps

  • Complete upgrade
  • Sign off project

Issues/ Risks

Milestones

Milestone Original Date Previous Date Current Date End of Stage Complete
Initiate (Major) 07-Jan-2022 01-Feb-2022 18-Nov-2021 Yes Yes
Planning (Major) 03-Feb-2022 01-Mar-2022 26-Nov-2021 Yes Yes
Deliver (Major) 08-Apr-2022 01-May-2022 10-Dec-2021 Yes No
Close (Major) 22-Apr-2022 01-Jun-2022 23-Dec-2021 Yes No

EST139 Estates IT Systems Audit

RAG Status - GREEN

Milestones

Target Date

Title

Dec 2021

Planning 

 Jan 2022 Go Live
 Feb 2022 Close
Project only initiated on 28th of November so nothing to report thus far

Section Four: Closed or Withdrawn Projects

None this month

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
     
AttachmentSize
Image icon capture_small.jpg124.06 KB
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Zoe Stephens & Mark Ritchie
RAG Commentary
Programme at Amber due to biggest project EST at RED

Documentation

Not available.