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.
EST136 Contact Database for Estates Help Desk
Projects that have been closed this month:
EST129Estates Business Readiness and Adoption of SEP P&M - The overall RAG assessment remains at RED. There has been progress in concluding SIT with resolution of some issues requiring to be deferred to UAT. P&M plans for UAT have now been circulated however the late delivery means that availability of Estates resources will be challenging and the risk based approach may be detrimental to a successful outcome. Go-Live details are not yet ready to be shared with UoE and work to establish impact on Estates business processes and future roles is not yet advanced. In this context, the timescales for successful delivery of P&M within Estates appear to be very challenging.
EST138Deister (Proxsafe)Now reports an AMBER status following delays in getting the deployment checklist completed.
EST139 Estates System Audit Reports a GREEN status. No progress has been made on this project during April as the effort was focused on EST140 and EST129. The project manager has proposed to the project sponsor, who has agreed, that this project is suspended in its current state.
EST140 Estates P&M Phase 2 LaunchReports a GREEN status. This project was delivered in full by the 29th April 2022. The close report has been completed and submitted to Apps review for noting on the 5th May 2022.
EST135Perspective Upgrade -Reports a GREEN status-The project was restarted on the 28th March 2022 with an meeting between Estates: Sponsor, Business Lead, Business Contact and Senior User and ISG Portfolio Manager and Project Manager. The Project Brief was signed off by all stakeholders and approved by Apps Review 7th April 2022. Engagement with the 3rd party supplier has now commenced.
EST136 Contact Database for Estates Help Desk -Not 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 2 AMBER.
EST129 are now aligned to the current P&M Phase 3 timeline and have a live Key Date Schedule (KDS) in place to support the Go-Live date of 15 August ’22. The KDS captures all known Estates related workstreams associated with the Phase 3 launch, preparation and adoption into Estates. These include but are not limited to:
UAT preparation ( scenarios and participation)
Data migration, environment and database refresh support
Estates Adoption Strategy
Impacts on Estates business processes and staffing
Training, Change Management and Communications for Estate staff
Finance Operations Team – E2E processes & new ways of working
Procurement Operations Team – E2E processes & new ways of working
The P&M Phase 3 milestones remain extremely tight and progress will likely be impacted by upcoming holiday periods. There is a considerable amount of preparatory work required to ensure that Estates are business ready for the August Go-Live date. This concern is driven by:
Delayed conclusion of SIT period 3 impacting on availability of key stakeholders required to support the resolution of data migration, reporting and E2E processes.
Compressed UAT timescales and limited Estates UAT participation.
Estates / EST129 concerns have been adequately recorded and escalated to the Estates and P&M SLT. All future escalations will be restricted to unique Estates issues and not general concerns with the overarching P&M Phase 3 Implementation Strategy, which is now understood to be fixed.
Data Migration (Lead Rod Hanchard-Goodwin)
Status remains AMBER due to timescales & complexities associated with concluding all data related tasks, mapping / loading / validation & reconciliation activities for UAT. ISG’s support in relation to migration scripts has been exemplar and has significantly reduced UoE dependency on 3rd party supplier MASS.
The Archibus “Gold Copy” data set is loaded into P&M.
There remains a number of ongoing data migration issues that are currently being addressed in line with P&M loading / mapping activity.
2"big ticket" items (MTC flag & PO date raised) were declined at P&M governance, Estates have now reluctantly accepted this decision and the subsequent workaround that Estate's will require to initiate within legacy systems.
Estates Data validation documentation is now complete.
EST129 / Estates remain in daily collaboration with P&M Phase 3 DM team led my Mark Downey to manage the UAT Data migration, this relationship continues to be positive and collaborative.
There is a risk emerging that the time allowed for Estates to undertake validation and reconciliation and resolve issues will be condensed due to delays encountered by P&M loading the data.
Historical Data Store (HDS) - (Lead Rod Hanchard -Goodwin)
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 the technical requirements and these have signed off by Estates. The next stage is to produce system design documentation.
Finance Operations – (Lead Jo McDonald)
Status remains at AMBER. Estates Finance resources have now moved into the new P&M Finance Partnering model and are working closely with all finance colleagues across UoE to finalise plans for the adoption of new processes and ways of working.
There remains concerns:
Relating to a number of outstanding open questions (all captured within the EST129 tracker – QIDA) to be addressed by P&M, some of which are Estates specific and some UoE wide. Estates Finance are committed to supporting P&M in the resolution of these key issues and in addition are awaiting the release of new E2E processes and detailed training.
The dedicated EST129 resource – Josephine McDonald will step down from this workstream from 09 May ’22, but retain a reduced commitment of 1 day per week should support be needed by Estates Finance or EST129.
Procurement Operations – (Lead Jane Cameron)
Status remains at RED. This is based on the ongoing lack of engagement between the Procurement operations team and Estates. The Procurement Operations team have addressed some of the outstanding questions raised by Estates.
These include but are not limited to:
No sight of planned “To Be” procedures / New Roles & Responsibilities / Comms / Training / Go-live preparation / Cut-over planning / Knowledge Share / SLA’s / etc. for core operations.
Estates concerns remain unaltered in relation to the challenges faced by P&M to sufficiently resource, embed and train adequately the Procurement Operations team to support Estates at Go-Live, this particularly is in regard to the T minus one month approach to staffing, many of whom will be entirely new to the University.
Estates are concerned that the current team may not have the capacity to support the volume of Estates procurement related administration
Estates have provided the Procurement Operations team with all request information to date.
Estates concerns relating to the current procurement policy document have been escalated and are understood to be in review at a senior level with CSG / P&M.
Reporting (operational & strategic) –
(Lead: Jane Brodie)
Status remains RED.
Planned gap analysis has commenced and the outcomes and impact for Estates is being captured by the P&M BA. Estates are fully supporting this exercise but its progress has been and will continue to be impacted by annual leave & key stakeholder commitments to data migration & UAT activities.
It is anticipated that Estates will require to establish and resource some significant workarounds to provide the reports required to replicate the current offerings available pre Go-Live.
Ongoing review sessions are planned through May ’22. EST129 anticipate providing Estates with a report by the end of May ’22, which in turn will require to be imbedded in the Estates Adoption Strategy.
System Integration Testing (SIT) – (Lead Eric Wardle)
Status changed to GREEN as SIT is effectively complete. However there still some outstanding issues:
AR Lease: 2 issues (credit notes & invoice presentation) remain to be resolved pre UAT.
Work Requests: 1 issue (credit notes) pending availability of a P&M developer.
User Acceptance Test (UAT) - (Lead Eric Wardle)
Status changed to RED. This has been amended as UAT has now been condensed further into one 5 week block with a 2 weeks contingency.
Estates have clearly documented and escalated their concerns regarding P&Ms approach to UAT which includes but is not limited to:
The timescale to produce quality test scripts aligned to business scenarios has been extremely condensed.
UAT is restricted to business critical only.
There is a risk that testers will not be available to undertake tester training at such short notice.
Estates tester participation in UAT is not as extensive as was requested.
E2E user journeys are not yet published therefore UAT is restricted to system only testing and not the full solution.
Any delays to the conclusion of UAT will impact on the limited opportunity to tailor training materials pre staff training commencing on 18 July ’22.
Training, Change Management and Communications. - (lead: Jane Cameron)
Status amended to Amber. Estates have clearly documented and escalated their concerns regarding P&Ms approach to Change, which includes but is not limited to:
P&M has commenced rolling out Phase 3 communications via the CSG Implementation Group sessions.
P&M have shared a plan, including deliverables and deadlines to assure UoE of their ability to successfully deliver the transformational launch August '22..
Estates concerns have been discussed in detail with Gillian Richardson in relation to the lack of E2E user journey documentation, training and communications, for both system and new ways of working. There is not a straightforward E2E view to support Estates business readiness activity to communicate new ways of working and how to manage the impact on current roles and responsibility within the department.
Cutover, Go Live & Business Continuity- (Lead: Jane Cameron)
Status changed to RED, based on significant concerns that at T minus 12 weeks from finance systems shutdown that a detailed plan has yet to be finalised and circulated to the University, these concerns include but are not limited to:
Impact on current Estates systems (Archibus & myProject)
Impact on reporting during this period both strategic and operational.
Impact on payments to key suppliers in line with strict contractual obligations.
In response EST129 are supporting Estates to develop an Adoption Strategy that will be agreed by mid-May ’22 and updated on receipt of the generic UoE cut over plan:
Phase 1 – Pre Change Over
Phase 2a – Shut Down = Archibus and eFin both down
Phase 2b – Shut Down = Archibus operational; eFIN down
Phase 3 – Post Go-Live
A monthly review of IS resource effort has been completed. The changes in IS resource effort from planned are as follows:
Eric Wardle remains full time to EST129 and will manage UAT / Integration.
David Shannon remains committed to supporting planning for Estates readiness & adoption.
Rod Hanchard-Goodwin remains as the EST129 Project Manager.
Marjory Howarth returns full time to EST129 as the Change, comms & training lead.
Jo McDonald stands done on EST129 to support other Estates workstreams, EST129 retain a drawdown of 1 day per week to support Finance related issue resolution.
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.
No progress has been made on this project during April as the effort was focused on EST140 and EST129.
The project manager has proposed to the project sponsor, who has agreed, that this project is suspended in its current state.
Recruitment of a new IT Manager for Estates is underway and much the work of this project will transfer to that role, the remaining effort on this project will be used as a handover to the new Estate IT Manager.
The delivery milestone will be moved to the 19th of September and the Close Milestone to 30th September. The Project will be suspended between 5th May and the 2nd of August. these changes will be submitted to Apps Review on the 5th May.
The remaining items outstanding will be transferred to BAU ownership with Stacey Maxwell.
Three handover sessions have taken place with Stacey and Stacey has full access to the project files on SharePoint and the EST140 OneNote. Zoe, the project Sponsor, attended the last of the handover sessions.