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:
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. EST129Estates Business Readiness and Adoption of SEP P&MStill 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.EST138Deister (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
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.
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.
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