February 2021 Report

Report Date
February 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

Projects that have been closed this month:

Project Updates

1. EST131 Estates  Compliance Management has now been closed

 2. EST123  Estates CAFM Stabilisation now reports a GREEN 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 now being closed.

3. EST129  Estates Business Readiness and Adoption of SEP P&M  Reports a RED status. Whilst progress has been made in February on identifying and resolving issues for Data Migration and System Integrations Interface there are concerns that the current P&M milestones are not achievable based on estimated work that will be required to prepare support materials and adequate resources for: UAT, Training, Implementation and managing Cut over activities.       

4.EST138 Deister (Proxsafe) Now reports an AMBER status following delays in resolving a connection issue on a key server due to resource issues.

5.EST139 Estates System Audit Reports a GREEN status. Work is progressing well and the initial audit of the system has been completed and Draft diagrams have been produced.

6. EST140 Estates P&M Phase 2 Launch Reports a GREEN status. Good progress has been made in working with user groups, highlighting issues and comms for go live.

7. EST135 Perspective Upgrade -Not started- GREEN

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

9. EST132 Estates IQ Vision/Trend963 Upgrade -Now Unsuspended - GREEN - An agreement on the procurement route has been made and project is now moving forward

10.EST137 Archibus Upgrade Analysis & Planning - Project started - GREEN

Therefore, the overall status of the EOO programme is set to AMBER due to the highest priority project (EST129) reporting RED and  other projects are GREEN apart from one AMBER.

 

Section 2 -Programme RAG Overview & Forward Look

Section Three: Projects in Progress

Project Info

Project Managers Commentary

Estates Business Readiness and Adoption of SEP P&M 

EST129

 

Milestones Dates are available at this link

RAG Status – RED

 

 

 

 

 

 

 

 

The overall RAG assessment moves from AMBER to RED. 

 Progress has been made in February: identifying and resolving issues for Data Migration and System Integrations Interfaces.  There is regular on-going P&M /EST129 dialogue specifically on resolving outstanding questions on: scope of “Training Change Management and Comms” and the impacts on Estates business processes and staffing.   Estates have initiated Implementation planning.  However, there is concern that the current P&M milestones are not achievable based on estimated work that will be required to prepare support materials and adequate resources for: UAT, Training, Implementation and managing Cut over activities.      

SIT period 3 started 21st Feb’22 (a delay of 5 weeks).  The delay in SIT period 3 has created 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.  

A monthly review of IS resource effort has been scheduled.  The changes in IS resource effort from planned best guest effort are:

  • Eric Wardle has been seconded since 7th Feb’22 for five weeks to work 50% for P&M.
  • David Shannon has increased effort to focus on supporting planning for Estates Implementation. 
  • Rod Hanchard-Goodwin has increased effort on EST29 to support resolution of unforeseen Data Migration Issues.

Work stream

Current RAG

Previous RAG

RAG Commentary

Data Migration (Lead Rod Hanchard-Goodwin)

RED

AMBER

Status moves from AMBER to RED, based on:

  • The number of issues yet to be resolved.
  • Data Migration focus excluded data loads for General Ledger Budgets and associated transactions.  Issues for this area are unknown and must be identified and resolved in preparation for UAT.

Focus in Feb’22 was on preparation for System Integrations Testing (SIT) start period 3 focusing on budgets to be managed in the P&M Project Module and associated transactions (P&M start dates have been delayed five weeks: from 17th Jan’22 to 21st Feb’22).  The outcome of preparations are:

  • Martin Matt had been identified as a Single Point of Failure and during February, Martin confirmed that he was leaving MASS on the 4th Mar’22:  

    • An ISG development resource (plus contingency) has been allocated to support MASS Data Migrations activities on an ongoing basis.  
    • MASS succession plan is being instigated to provide MASS resources for EST129.
  • Estates Data validation was not completed.  A decision was made on 25th Feb’22 to stop the Validation process and refocus effort on preparation for UAT. 
    • There are currently 13 JIRAs logged with P&M for issues found in the Validation exercise.
    • Business critical data issue, Archibus gold copy data set not currently lodged in P&M, is the the subject of a P&M options paper that will be presented to the Rapid Decision Group (RDG), during week starting 7th March
  • In preparation for UAT,  a P&M resource (Mark Downey) has been engaged to support the P&M resolution of:
    • Outstanding data issues.
    • The investigation and documentation of an effective and less complex Validation process.
  • 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) - (Lead Rod Hanchard -Goodwin)

GREEN

GREEN

Status remains at GREEN, based on the working assumption that access to historical data will be maintained at current access levels until a replacement solution is signed off as fit for business purposes. 

  • P&M have issued a signed off Use Cases and Requirements on 22nd Feb’22.  Estates reviews are to be scheduled.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Finance Operations – (Lead Jo McDonald)

AMBER

AMBER

Status remains at AMBER trending on RED based on Estates Finance resources will be managing and supporting Finance administration activities in P&M solution. However there remains concerns:

  • 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. Engagement on this from P&M Finance is for isolated processes:
  • An overview on the P&M Retention process has been re-scheduled for 1st Mar’22.
  • There remains a number of outstanding open questions to be addressed by P&M.
  • Work is in progress with Estates to review and provide feedback on some processes within the P&M Process Definition Document for P&M Project Module

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Procurement Operations – (Lead Jane Cameron)

RED

RED

Status remains at RED, based on:

  • 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.
  • There was a jont  review  of the P&M Approvals Paper on the 24th Feb’22 attended by Estates leadership and P&M. This has lead to a number of questions that need to be resolved.
  • Estates have completed a list of active contracts in a contract data matrix, at the request of Procurement Operations Team lead.  Work is planned for Mar'22 to complete this exercise with Financial data for FY20/21 and FY21/22 year to date.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Reporting (operational & strategic) –

(Lead: Jane Brodie)

RED

AMBER

Status moved from AMBER to RED:

  • Planned gap analysis has not progressed due to availability of P&M functional leads to support the exercise.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Systems Integrations Lead: - (Lead Eric Wardle)

GREEN

GREEN

Status remains GREEN:

Focus preparation for Systems Integration Testing period 3:

  • Archibus Test system has been updated and will be used for SIT.
  • “Dry run” testing for the four System Integrations (myProject / Archibus integrations: Stock (Inventory) / AR Leases / Work Requests) completed on the 24th Feb’22.  Two business critical issues identified in “dry run”:

    • Lease: Lease Interface to P&M - CoA Mapping had not been completed.  Status closed
    • Work Request:  Invoices cannot be processed against an existing Purchase Order in Oracle after the initial Invoice has been raised. Status opened 25th Feb’22.  Resolution to be agreed and validated during SIT period 3.
  • P&M weekly meetings will continue.  The focus will be to co-ordinate team effort (MASS, IS & Estates) in support of interface re-alignment, if appropriate.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

System Integration Test (SIT) – (Lead Eric Wardle)

AMBER

AMBER

Status remains AMBER, trending on RED, based on:

  • Estates involvement in SIT is limited to SIT period 3, covering Estates Systems Integrations: MyProject / Archibus integrations: Stock (Inventory) / AR Leases / Work Requests.   The scope will not cover E2E test.  Estates are not involved in SIT periods 1&2 where functionality for Estates business will be tested (including the exclusion of: visibility on test scripts and outcomes).
  • There is changes to the agreed P&M tests schedules:
    • P&M System Integration Testing (SIT) period 3 started on Monday 21st Feb’22 (Reported in Jan’22 to start 14th Feb’22).  This is a delay of five weeks from original start date 17th Jan’22.
    • Estates engagement started 23rd Feb’22 with a kick off meeting for Lease integrations.  Testing for this interface delayed from 23rd Feb’22 to start 28th Feb’22 to allow for resolution of Lease issue and coordination of tests with the SIT team.
    • myProject start delayed by P&M from 21st Feb’22 to start 28th Feb’22, the planned kick off meeting on the 28th Feb’22 has been cancelled with no revised date.
    • Work Request started 25th Feb’22 with P&M kick off meeting.  Test data preparation confirmed completed with testing due to start on 3rd Mar’22.  Testing has been brought forward to 28th Feb’22. 
  • P&M delay in providing tests scripts for Work Requests (first draft due in early Feb’22, delivered 22nd Feb’22) has meant that the opportunity for Estates review has been missed.  It has been agreed with P&M SIT lead (Lisa Chamberlain) that any missed SIT tests will be included in UAT.
  • Stock P&M kick off meetings and test scripts scheduled to start 7th Mar’22.  Tests scripts have been reviewed by Estates.
  • P&M Richard Maddison replaced Dawn McKenzie as P&M Test Manager during week of 7th Feb’22.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

User Acceptance Test (UAT) -  (Lead Eric Wardle)

AMBER

AMBER

Status remains AMBER, trending on RED, based on:

  • Awaiting P&M:

    •  “Critical” scope definition.
    • Re-assessment on Estates inclusion in UAT periods 1&2.
    • Detailed UAT period 3 plan from P&M, including schedule for data validation checks, entry and exit requirement etc.  
    • User journeys and staff roles have yet to be confirmed.
  • Estates have identified Estates resources to participate in UAT.

 

 

Work stream

Current RAG

Previous RAG

RAG Commentary

Training, Change Management and Communications. - (lead: Jane Cameron)

RED

RED

Status remains RED

  • Awaiting P&M detailed plan and scope.
  • Regular meetings continue 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 & Business Continuity- (Lead: Jane Cameron)

AMBER

AMBER

Status remains AMBER, trending on RED based on:

  • Awaiting P&M information for cut-over and roll-back scenario planning. Meeting scheduled 28th Feb’22 has been postponed at the request of P&M (Brian Butler & Gillian Richardson) to enable ongoing planning works being undertaken by P&M.
  • A weekly, EST129: Phase 3 Implementation Planning Group has been establish to plan for:
    • Estates UAT resourcing.
    • Cut-Over planning (pre Go-Live).  Including Archibus changes.
    • Business continuity and contingency planning (Post Go-Live).
  • EST129 Failure Mode and Effects Analysis has been completed.  Outputs include:
    • Mitigation actions for roll out.
    • Potential test scenarios.
  • Data Analysis on Estates business activity has identified:
    • Estimated size for an interim P&M Oracle specialised team (“war room”).
    • Open questions and assumptions to be validated.

Risks are detailed at the following link Risks

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 and are available in this link

EST138 Deister (Proxsafe) Key Management Upgrade

 

RAG Status - AMBER

Milestones

Target Date

Title

Nov 2021

Planning - completed

 25th Feb Go Live
 28th Feb 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. Lack of resources have delayed the resolution of this issue. 

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 10-Dec-2021 25-Feb-2022 Yes No
Close (Major) 22-Apr-2022 23-Dec-2021 28-Feb-2022 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
  • Draft diagrams have been produced
  • Collation of the data collected has begun
Issues / Outstanding
  • None to report
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
  • Established weekly meetings are taking place with the local guide group. 
  • Peer to Peer communication remains good through the local guides, who have communicated the preparation for P&M downtime and the new services that will be launched in Phase 2 to the wider Estates staff group.
  • Good progress is being made encouraging Estates staff to use P&M for annual leave. Weekly reports demonstrate the week on week uptake in this area as can be seen on the "graphs" tab on this link: 1. Local Guides Annual Leave V3.xlsx (sharepoint.com)
  • Additional scope has been added to the project around providing information and discussion on the bulk upload process for Estates and the very short notice request for nominees for UAT. Additional scope is noted on the project plan under "additional Scope" 2. EST140 Phase 2 Launch DRAFT PLAN.mpp
  • The project continues to positively contribute to the Estates Monthly steering group, presenting the update for the launch of phase 2.

 

Issues / Outstanding
  • Training video's that were due to be delivered by P&M, to date, are all in delay. There are no confirmed delivery dates for delivery of these so far.
  • There is further discussion around the use of time cards within Estates and there is not yet a clear decision on this. The project is awaiting a response from the Enactment Group.
  • The project has identified dis-benefits, where the functionality of P&M fails to meet the business need. The adoption of P&M will be in addition to the existing process (which will need to be retained) and will incur additional cost to Estates. A dis-benefits log will now be kept.
  •  The messaging from P&M could be clearer and deadlines are often not met, this makes planning for EST140 more problematic. 
  • The project will require additional effort, this has been agreed with the project sponsor in principle and a review of this will take place in mid march when the project manager returns from holiday.

 

Next Steps
  • Continuation of the focus on absence recording uptake with the local guide group. 
  • Regular communications via the established channel will continue.
  • Training sessions t be set up on the assumption that the training videos will be available by mid March
  • Continuation of the meetings with the Local Guide Group.
  • Final decision expected from the Enactment group on Time cards and Bulk upload for Estates. 

 

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 | Project Management

 

 

EST137 Archibus Upgrade Analysis & Planning 

RAG Status GREEN

Milestones

Target Date

Title

Mar 2022

Planning 

Jun 2022 Go Live
Jun 2022 Close

Achievements Last Period

  • Meeting with Mass to discuss resources, time frame, deliverables
  • Project Initiation completed

Issues / Outstanding

  • Mass, who will undertake the upgrade assessment, can only do so in May 2022

 Next Steps

  • Complete the Project Brief
  • Seek to identify a time for an Archibus demonstration

Please note: the dates below are unapproved

Stage Milestone Original Date Previous Date Current Date End of Stage Complete
Initiate Initiate (Major) 22-Feb-2022   22-Feb-2022 Yes Yes
Plan Planning (Major) 25-Feb-2022   11-Mar-2022 No No
Deliver Analysis Work 02-May-2022   10-Jun-2022 No No
Accept Upgrade Analysis Review 13-Jun-2022   08-Jul-2022 No No
Close Project Closure 11-Jul-2021   22-Jul-2022 No No
             

Section Four: Closed or Withdrawn Projects

EST131  Estates  Compliance Management

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
Key SME is leaving Mass RED Require handover for both EST129 & EST137
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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No
RAG Commentary
Largest project is reporting Red but all other projects bar one are reporting Green

Documentation

Not available.