January 2022 Report

Report Date
January 2022

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. EST131 Estates  Compliance Management now reports an GREEN status and is currently being closed

 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. The project is being closed in February.

3. EST129  Estates Business Readiness and Adoption of SEP P&M The overall RAG assessment remains at RED.  Estates are engaged with P&M to work through and resolve outstanding questions on the scope of UAT, scope of “Training Change Management and Comms” and the impacts on Estates business processes and staffing.  

4.EST138 Deister (Proxsafe) Now reports a RED status.  Rollout of new system encountered several network issues where there is one outstanding issue. Online remote sessions are planned to resolve this.

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 -Now Unsuspended - GREEN - Initial discussions have taken place around the procurement route and a Project Board has been set  up.

10. EST140 Estates P&M Phase 2 Launch - Project started - GREEN

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

Nov 2020

Planning - completed

 Nov 2021 Go Live- completed
 Jan 2021 Close

 

RAG Status

GREEN

Achievements Last Period

  • Closure report has been written and approved by stakeholders (pending PMO Approval)
  • Closure activities have been undertaken

Issues / Outstanding

  • None

 Next Steps

  • Close project

 

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 Yes Yes
Close Project Close (Major) 25-Jun-2021 29-Oct-2021 28-Jan-2022 Yes 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

RED

Achievements Last Period

  • Completed Archibus Customisation review

Next Steps

  • Estates to provide demo of Archibus and EBIS Online as input to  Archibus Customisation review (delayed due to other commitments)
  • Estates to organise meeting with Mass to review customisation documentation

Issues/ Risks

  • Delays in getting resources onto customisation work due to commitments on P&M data migration workloads for both Estates and Mass

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 customisation review and approval for project closure  (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 – AMBER

 

 

 

 

 

 

 

 

The overall RAG assessment moves from RED to AMBER.  Estates are engaged with P&M to work through and resolve outstanding questions on the scope of UAT, scope of “Training Change Management and Comms” and the impacts on Estates business processes and staffing.

However SIT period 3 start has slipped, creating slippage at later stages in the project.  There is no change to Go Live on 2nd Aug'22.    The change impact is:

  • There is no allowance between conclusions of UAT period 3 & UAT period 4 (mop up) to update and tailor training materials.  
  • SIT period 3 & mop  up period 4 are now running parallel. there is no contingency to retest failures.  

IS resource effort has been approved by Apps review and Estates: IS Portfolio and Programme.

Work stream

Current RAG

Previous RAG

RAG Commentary

Data Migration

AMBER

AMBER

Status remains AMBER:

Focus is on preparation for System Integrations Testing (SIT) start period 3 (P&M start dates have been delayed from 17th Jan’22 to 14th Feb’22):

  • Data Migration activities previously assigned to MASS are being handed over to ISG.
  • The data validation process is work in progress based on receipt of a defined P&M plan.
  • EST129 resources have re-prioritised time to support additional P&M scope communicated during Jan’22.
  • EST129 are working through solutions to support:
  • There remains a question outstanding regarding the timing of required Archibus data base updates/refresh.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Historical Data Store (HDS)

GREEN

GREEN

Status remains at GREEN: 

  • There has been no activity for this work stream 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.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Finance Operations

AMBER

AMBER

Status remains at AMBER:

  • “As is” process maps are a work in progress & will be signed off in Feb’22.
  • There remains a number of outstanding open questions to be addressed by P&M.
  • An overview on the P&M Retention process will be scheduled for Feb’22.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Procurement Operations

RED

RED

Status remains at RED:

  • No sight of planned “To Be” new procedures / “To Be” new Roles & Responsibilities / Comms / Training / Go-live preparation / Cut over planning to new ways of working / Knowledge Share / SLA’s / etc. for core operations. Limited engagement on this from Procurement.
  • There remains a number of outstanding open questions to be addressed by P&M.
  • An Estates contract data matrix is work in progress, due for completion early ‘22.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Reporting

AMBER

AMBER

Status remains at AMBER:

  • EST129 are supporting P&M in an exercise to identify gap analysis on Estates reporting requirement versus P&M report deliverables.  However this exercise has been currently stopped pending P&M stakeholder support
  • EST129 have completed Estates contributors report requirements for HESA Compliance.
  • A list of other University of Edinburgh contributors to HESA Compliance reporting has been provided to P&M Business Analyst to enable P&M to validate completeness of HESA Compliance requirements inclusion in P&M report scope. 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Systems Integrations

GREEN

AMBER

Status moved from AMBER to GREEN:

  • The four System Integrations are ready for System Integration Testing (SIT) Tests: (myProject / Archibus integrations: Stock (Inventory) / AR Leases / Work Requests).
  • Additional E2E “dry run” testing has been scheduled in the four weeks window created by the delayed start date for SIT. 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

System and Data Integration Test (SIT)

AMBER

AMBER

Status remains AMBER:

  • Estates System Integration (SIT) Testing: Delayed by 4 weeks now 14 Feb‘22 – 11 Mar ‘22.
  • EST129 have completed a review and feedback on P&M test scripts for Stock (Inventory) and Lease system interfaces.
  • EST129 are awaiting delivery of P&M test scripts for myProject and Work Requests interfaces.
  • P&M SIT lead (Lisa Chamberlain) is hosting meetings on Tuesday 1st Feb’22 to provide an overview of the team, timelines and SIT/UAT expectations for Estates Systems Integrations (MyProject / Archibus integrations: Stock (Inventory) / AR Leases / Work Requests).

 

Work stream

Current RAG

Previous RAG

RAG Commentary

User Acceptance Test (UAT)

AMBER

AMBER

Status remains AMBER:

  • UAT now moved out much closer to Go-Live creating significant risk:

    • Period 3 Estates User Acceptance Testing (UAT) : Delayed by 7 weeks now 23 May ‘22 – 17 June ‘22
    • Period 4 (Mop-up / Planning & Budgeting) User Acceptance Testing (UAT) : Delayed by 2 weeks now  23 May ‘22 – 01 July ‘22
      • Risk: Period 4 ‘mop up’ runs in parallel & not after Period 3.  No contingence to retest critical failures.
    • Staff Training: Original dates 06 June ‘21 – 29 July ’22 - No Change
      • Risk: No allowance between conclusions of Periods 3 & 4 to update and tailor training materials.
    • Go Live: Original dates 02 August ’22, no change.
  • P&M have confirmed that UAT is “critical” only – scope not defined at this time
    • Risk: Omission of “non-critical” test elements could lead to unidentified failures being realised at Go-Live.
  • P&M do not anticipate Estates involvement in UAT Periods 1 & 2
    • Issue: Estates consider that it is should be revisited given the current scope of these UAT periods.
  • Awaiting detailed UAT plan from P&M, including schedule for data validation checks, entry and exit requirement etc...  
  • EST129 is in the process of identify required Estates resources to participate in UAT.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Archibus Changes

GREEN

GREEN

Status remains GREEN:

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

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Training, Change Management and Communications.

RED

AMBER

Status moved from AMBER to RED

  • Awaiting P&M detailed plan and scope.
  • Regular meetings commenced in Jan’22 with P&M Programme Lead (Brian Butler), Estates Programme Lead (Jane Cameron) and P&M Head of Change (Gillian Richardson). Objective: to address Estates concerns around scope and detailed integrated training schedule.

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Cutover & Go Live

AMBER

GREEN

Status moved from GREEN to AMBER:

  • Awaiting P&M detailed plan and scope.
  • David Shannon has been redeployed two days a week to EST129 to support the development of Estate’s cutover and contingency plans.

 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 - RED

Milestones

Target Date

Title

Nov 2021

Planning - completed

 Dec 2021 Go Live
 Jan 2022 Close

Achievements Last Period

  • Upgrade completed

Next Steps

  • Resolve final connection issue
  • Sign off project

Issues/ Risks

Issues found with network connections - now resolved with the exception of 1 cabinet

Milestones

Extension to deliver and close milestones requested on 3rd Feb for signoff by Apps-Review

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

Jan 2022

Planning 

April 2022 Go Live
April  2022 Close
Achievements Last Period
  • The project brief was approved by the project team and noted at Apps Review on the 24th of January
  • Anne Graham is now included as a member of the project team to increase the visibility of the project outputs to Production Management.
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.
  • Additional staff members and areas identified for follow up activity.

 

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 24/01/2022 20/01/2022 Yes

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

EST140 Estates P&M Phase 2 Launch

RAG Status - GREEN

Milestones

Target Date

Title

Jan 2022

Planning 

April 2022 Go Live
April  2022 Close
Achievements Last Period
  • The scope of the project has been established, the brief and plan were submitted to Apps Review and were noted on the 20/01/2022.
  • The project has achieved the first deadline received from P&M and has advised the names of Estates staff for the Timekeeper role and the Costing Administrator role.
  • A communications channel has been established to reach Estates staff, weekly contributions will be made from the project team via this communications route.
  • The project team has established a positive and constructive working relationship with the Estates local guides. The Estates local guides have demonstrated a desire for active involvement and engagement in successfully delivering P&M phase 2.
  • Dispensation on P&M timecards has been granted for hard to reach Estates staff (cleaners & janitorial ). This has been communicated to Estates leaders via the project team and the local guides.

 

Issues / Outstanding
  • There was  a short notice change to the launch date, which caused a revision of the both the plan and brief, resulting in double work for the project team.
  • The messaging around the new launch date from P&M is not consistent or accurate in the materials issued from P&M.
  • Materials produced by the change team often do not include Estates scenario's (e.g. the timecard dispensation). They tend to be focused on Finance and Research. This lack of relevance for Estates make it difficult to use the provided materials for information cascade from leaders to staff.
  • Communications from P&M on the holiday stat days, and if the close days, will or will not be actioned as a bulk upload by the P&M project team. flip flops. The communications are contradictory and create a lack of confidence in both the system and the P&M project team. This negative activity is unhelpful for EST140, when attempting to gain positive engagement with the staff group on absence recording. 
  • Significant issues have been uncovered on the usability of the reports created by P&M on Annual Leave. Information has been fed back to the P&M team on this.

 

Next Steps
  • The focus for January and February will be on absence recording uptake. The project team will work with the local guide group and will seek to understand where there are areas of low uptake, with a view to supporting these areas in P&M use.
  • Regular communications via the established channel will continue.
  • The project team will establish regular weekly meetings with the local guide group 

Milestones 

Stage Milestone Due Date Previous Date Complete Link to Milestone
Initiate

Project initiated and recorded at Apps Review

13/01/2022 N/A Yes Approved at apps review on the 13/01/2022
Plan Brief to be approved at Apps Review 20/01/2022 N/A Yes

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

Execute Delivery of the project activity 18/04/2022 N/A No Delivery | Project Management (ed.ac.uk)
Close Lessons learned & close report 29/04/2022 N/A No Lessons learned & Close |

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
Biggest project reports Amber plus a few others so overall AMBER

Documentation

Not available.