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
EST137 Archibus Upgrade - previously part of EST123 but now a separate project
No projects have been closed this month:
Project Updates
1. EST131Estates Compliance Managementnow 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. EST129Estates Business Readiness and Adoption of SEP P&MNow 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.
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.
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.
Status: RED. 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.
Status: GREEN. 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.
Status: AMBER. 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.
Status: RED. 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.
Status: RED. 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.
Status: RED. 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.
Status: AMBER. 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.
The overall assessment is RED, there remains a number of open delivery risks as yet unmitigated with P&M.
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.
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.