December 2021 update

Report Date
December 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
  • EST140 Estates Phase 2 P&M Launch

No projects have been closed this month:

 

Project Updates

1. EST131 Estates  Compliance Management now reports an GREEN status. 

 2. EST123  Estates CAFM Stabilisation now reports an AMBER status. This is due to delays in getting Estates to provide demo of Archibus and EBIS Online as input to  the Archibus Customisation documentation.

3. EST129  Estates Business Readiness and Adoption of SEP P&M  Still reports a RED status.  More detailed planning from P&M, which is needed to fully align Estates staff resources, has been delayed resulting in increased uncertainty over the scope of UAT, scope of  “Training and Support” and the impacts on Estates business processes and staffing. 

4.EST138 Deister (Proxsafe) Now reports an AMBER status.  Rollout of new system encountered several network issues which are being investigated/ resolved.

5.EST139 Estates System Audit started on 29th Nov- GREEN. Work is progressing well and the initial audit of the system has been completed.

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 - GREEN - Project delayed but due to started in Jan 22

Therefore, the overall status of the EOO programme is set to AMBER due to the highest priority project (EST129) reporting RED.

 

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

Nov 2020

Planning - completed

 Nov 2021 Go Live- completed
 Jan 2021 Close

 

RAG Status

GREEN

Achievements Last Period

  • Emergency Light data is now in the Live Zetasafe database
  • Meetings have taken place with new account manager and their managing director as Matt Burton and Andrew Lewis both departed.
  • A Data Protection Agreement has been proposed to TK Elevators to satisfy their internal practices.
  • A further 1000+ Legionella assets were prepared for uploading (will be completed as BAU)
  • Lessons Learned sessions were conducted with Estates and also with the Project Board

Issues / Outstanding

  • None

 Next Steps

  • Get Deployment Sign-off from Application Services
  • Complete the closure activity

 

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 28-Jan-2022 No No
Close Project Close (Major) 25-Jun-2021 29-Oct-2021 28-Jan-2022 No No

Risks

Risks are detailed at the following link  

 

Estates CAFM Stabilisation

EST123

 

 

Milestones  

Target Date

Title

Feb 2021

Scoping - completed 

Dec 21 Delivery
Jan 22 Close

 

RAG Status

AMBER

Achievements Last Period

  • Meeting with Mass to discuss upgrade plans

Next Steps

  • Estates to provide demo of Archibus and EBIS Online as input to  Archibus Customisation review (delayed due to other commitments)
  • Complete Archibus Customisation review

Issues/ Risks

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

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

 

 

Risks - Link to risks here

Estates Business Readiness and Adoption of SEP P&M 

EST129

 

Milestones Dates are available at this link

RAG Status – RED

 

 

 

 

 

 

 

 

The overall RAG assessment remains at RED.  More detailed planning from P&M, which is needed to fully align Estates staff resources, has been delayed resulting in increased uncertainty over the scope of UAT, scope of  “Training and Support” and the impacts on Estates business processes and staffing. Concerns have been escalated to P&M/Estates SLT through the agreed channels.

Data migration from Archibus and issues with some of the interfaces required for Estates are now on track for SIT readiness.

The Milestones for EST129 have been aligned to the P&M high level plan.  Best guess IS resources has been drafted by the Project Manager.  Both are to be reviewed by Estates and IS Portfolio and Programme pre submission to IS project.

Workstream

Current RAG

Previous RAG

RAG Commentary

Data Migration

AMBER

RED

Status moved from RED to AMBER:

  • Data extract delivered late Dec’21 (with the exception of PO reconciliation receipting data).
  • Meeting planned for 7th Jan’22 to hand over DM related activities previously assigned to MASS.  This is to mitigate risk and significant issues experienced in Nov’21 and Dec ’21 wherby data delivered by MASS was delayed and significant quality issues were identified. 
  • Draft data validation scope defined however no P&M plan defined to support the actual or timing of the validation process.
  • There remains a question outstanding regarding the timing of required Archibus data base updates/refresh.

Historical Data Store (HDS)

GREEN

GREEN

Status remains at GREEN: 

  • There has been no activity for this workstream however this is not critical to P&M launch.
  • The working assumption is that access to historical data will be maintained at current access levels until a replacement solution is signed off as fit for business purposes.

Finance Operations

AMBER

AMBER

Status remains at AMBER:

  • “As Is” process maps are a work in progress & will be signed off in Jan’22.
  • There remains a considerable lack of understanding of the P&M current mid level plan for all areas of phase 3 delivery.
  • There remains a number of outstanding open questions to be addressed by P&M.

Procurement Operations

RED

RED

Status remains at RED:

  • The EST129 procurement lead (Marjory Howarth) has been stood down, due to the lack engagement from P&M.
  • There remains a number of outstanding open questions to be addressed by P&M.
  • An Estates contract data matrix has commenced, due for completion early ‘22.

Reporting

AMBER

RED

Status moved from RED to AMBER:

  • P&M Business Analyst (Aveen Lakshmi) has commenced the gap analysis on Estates reporting requirement versus P&M report deliverables, Estates fully committed to suppport this exercise. 
  • Work in progress to identify report requirements for HESA Compliance.

Systems Integrations

AMBER

RED

Status moved from RED to AMBER:

  • MyProject integration is ready for SIT.
  • There is an agreed EST129 & P&M expectation that all integrations are on track to be ready for SIT, as per draft SIT scheduled distributed by Eric Wardle.  The current status of in flight deliverables are:
    • Archicus integrations: Stock (Inventory) and AR Leases are both at the technical  peer to peer testing phase. 
    • The two Work Requests integrations are at design stage.

System and Data Integration Test (SIT)

AMBER

AMBER

Status remains AMBER:

  • The P&M high level scope & timline has been confirmed by P&M and Estates SIT resources assigned.
  • EST129 have provided a list of SIT scenarios for the four interfaces. 
  • P&M SIT test team are developing test scripts and these will be reviewed by EST129.
  • Awaiting detailed SIT plan from P&M, including schedule for data validation checks, entry and exit requirement etc..  
  • P&M have indicated that there may potentially be a one week delay in SIT start.

User Acceptance Test (UAT)

AMBER

GREEN

Status moved from GREEN to AMBER:

  • Concerns escalated that UAT will be confined to system testing only and will not include off system new ways of working (To Be).
  • Given the extent of unknown scope / detailed planning at this stage and the “critical only” UAT approach, the RAG status has been amended from Green to Amber.
  • EST129 have commenced a review of the current high level P&M UAT scenario list, in order to develop (in collaboration with P&M) a detailed UAT scenario plan and identify required Estates resources.
  • EST129 have identified UAT scenarios in periods 1 & 2 (commencing 28th Feb’22) that should potentially involve Estates, the concern now is the timescale to provide suitable Estates resources if deemed necessary. 
  • Estates expectations are that UAT will include retesting SIT scenarios in UAT. 

Archibus Changes

GREEN

GREEN

Status remains GREEN:

  • Work to be scheduled at the end of SIT as changes dependent on SIT outcome.

Training and Support

AMBER

GREEN

Status moved from GREEN to AMBER:

  • Awaiting P&M detailed plan and scope.
  • Estates have escalated to P&M Head of Change, concerns around the lack of a fully integrated training schedule.

Change Management and Communications

GREEN

GREEN

Status remains GREEN:

  • Awaiting P&M detailed plan and scope.

Cutover & Go Live

GREEN

GREEN

Status remains GREEN:

  • Awaiting P&M detailed plan and scope.

 Risks

Risks are detailed at the following link

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 - AMBER

Milestones

Target Date

Title

Nov 2021

Planning - completed

 Dec 2021 Go Live
 Jan 2022 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

Issues found with network connections - now resolved with the exception of 2 cabinets. Link to issues 

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
Achievements Last Period
  • The project team have met with the majority of the Estates departments to gather the initial information.
  • The pictorials are in progress.
  • Additional staff members and areas identified for follow up activity.
Issues / Outstanding
  • Some departments have not yet responded to the information the project team have sent out.
Next Steps
  • Process the responses that have been received.
  • Make appointments and follow up with the additional areas and staff identified.
  • Begin checking if the systems are logged on Abacus.
Milestones 
Stage Milestone Due Date Previous Data Complete

Link to Milestone

Initiate Project Start 14-Dec-2021 N/A Yes

 Approved at Apps review on 02/12/2021

Plan Brief to be approved at Apps Review 20/01/2022 N/A No

Completion of the brief | Project Management (ed.ac.uk)

Deliver Delivery of project activity 18/04/2022 N/A No

 Delivery | Project Management (ed.ac.uk)

Close Lessons learned and Close 29/04/2022 NA No

 Lessons learned & Close | Project Management

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
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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No
RAG Commentary
Most projects reporting green and some amber however the highest priority project (EST129) is reporting red so overall status is amber

Documentation

Not available.