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 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. EST129Estates 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.EST138Deister (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 LaunchReports 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
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.
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”).
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
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.
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