January 2021 Update

Report Date
January 2021

EOO Programme Update - Jan 2021

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 endstate 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:

No new projects were initiated this month. 

No further projects been identified by Estates.

No Projects were closed this month.

EST123  Estates  Compliance Management continues to report a GREEN status for as the G-Cloud tender submissions have been received from 6 suppliers and are currently being scored prior to asking suppliers to demo. This process has been delayed by one week due to current IS / Estates workloads but it is within the timescale tolerances.

EST123  Estates CAFM Stabilisation continues to report an AMBER status as the Project Brief is not approved due to an issue with Flash/ Archibus that has taken precedence over the work on EST123 so previous scope will be put on hold whilst management approval is sort for the Archibus upgrade.

EST129  Estates P&M Integration continues to report a RED status. The overall project status remains RED due to lack of clarity on SEP P&M scope and timelines. This is a challenge for EST129 however it is expected that SEP P&M will complete planning during January and that EST129 plan milestone is achievable by February end

EST119  Estates Security Systems Integration - Suspended

Therefore, the overall status of the EOO programme is set to AMBER.

 

Section 2 -Programme RAG Overview & Forward Look -

 

Programme resource to end 2021

 

Section Three: Projects in Progress

Project Info

Project Managers Commentary

 Estates  Compliance Management  

EST 131

Milestones 

Target Date

Title

20/11/2020

Planning - completed

03/05/2021 Go Live
25/06/2021 Close

 

RAG Status

GREEN

Achievements Last Period

  • Tender responses received back from 5 vendors. One dropped out due to only having a beta version of software available plus 2 others due to the budget restriction
  • G-Cloud Responses currently being reviewed 

Issues / Outstanding

  • Data cleansing process still to be completed
  • Vendor responses taking longer to review by IS and Estates due to current workloads. 

Next Steps

  • Review all scores from tender review panel and agree final shortlist
  • Invite final shortlisted vendors to demo

Risks

Risks are detailed at the following link  

Issue, changes, Assumptions & Decisions

These are detailed on the following link Project Issues, Changes, Assumptions and Decisions | Project Management (ed.ac.uk)  

Estates CAFM Stabilisation

EST123

 

 

Milestones 

Target Date

Title

Nov 2020

Scoping 

April 2021 Delivery
May 2021 Close

 

RAG Status

AMBER

Report for January

Achievements Last Period

Project Brief submitted to WIS and was due to be resubmitted however issue with Flash on Archibus prevented any further work progressing on EST123.

Next Steps

  • Document Impact Analysis for submission to EMG on 3rd February
  • Decision on when or whether Archibus upgrade will  take place.  No project work can commence until this has been agreed

Risks

Risks are detailed at the following link

Issue, changes, Assumptions & Decisions

These are detailed on the following link  https://secure.projects.ed.ac.uk/unpublished/project/est123/issues

Estates P&M Integration

EST129

Milestone dates will be changed

in February 2021. These are dependent on the  receipt

of SEP P&M Milestones  and

schedules due to be made available end January. 

Dates are available at this link

RAG Status – Remaining RED

 

 

 

 

RAG Status

RED

 

 

Report for January

Achievements

  1. Recruitment two Business Analyst Full Time Employees.  (70% complete)

    1. Candidates Interviews will complete during week starting 24th January
    2. Offer planned for one of the roles by the end of this week. 
    3. A decision on the second candidate is expected early week starting 1st February
  2. Support for COR005 (30% complete for definition)
    1. EST129 resources (Estates & IS) continue to support COR005 for Archibus (EBIS online) system integrations with P&M. Three process areas are now work in progress. 
    2. P&M resources now assigned to support MyProject integration to P&M.  EST129 are aligned and engaged to support business requirements.
  3. Procurement to Payment workshops (80% complete Playback to Estates)
    1. Progress by EST129 resource on defining next steps for EST129 has been delayed due to unexpected sick leave.  Play back for agreement on next steps is to be scheduled for February. 
    2. Dependencies for this piece of work are work in progress (WIP)  or planned:
      1. Delegated Authority Schedule (DAS) confirmation on P&M functionality (P&M paper supported by Estates)  
      2. Proposal on Procurement organisation
      3. Walkthroughs  on P&M Projects Modules planned
  4. Reports (Understanding deliveries & line of sight on scoped reports)
    1. P&M & IS have shared vision for deliverables and provided access to current scoped Reports.
    2. Estates resources are engaged to validate scope meets business expectations.  This exercise will continue throughout February.   
  5. Project Alignment for IS Projects:  Conversations on shared plans, scope, Risks, issues & governance has been started for projects supporting system changes (Projects:  COR005, Archibus Flash, Archibus Central changes & EST129) at the initiation of the Application Development and Operations Deputy Director, Apps Project Services.  
  6. Support for COR004  EST129 supporting P&M ad–hoc Data Cleanse requests.  Meetings with COR004 lead to have line of sight on scope, criteria for extraction /load schedules has been rescheduled on several occasions.   EST129 Project Manager has communicated to COR004 that it is important to have aligned plans to ensure Estates resource time is optimised and clarity on plans agreed so that resources are aligned.
  7. Finance Processes  EST129 scope of works agreed December has been put on hold pending start of new BA with agreement of Estates Sponsor (Expected that activities in this area will be started April 2021)
  8. Governance Review started to agree on governance & communication across workstreams. 

Next Steps

  1. Milestone and scope clarity for SEP & P&M are expected to be delivered during February.  This will enable EST129 to align Milestones by February end.  Noted that at date of report the 1st draft of schedules and scope has been made available for COR005 only.
  2. Agree and then work through resolutions for gaps in P&M solutions for Procure to Pay.
  3. Continue to support P&M Business Analyst and Dev (COR004 & COR005) to define Functional Specification in support of Archibus/EBIS and MyProject system and data integrations to/from P&M
  4. Identify priorities and gaps in P&M report deliverables.  Noted that to progress this beyond identification stage will require alignment of P&M resources.

 

Risks

Risks are detailed at the following link

 

Issue, changes, Assumptions & Decisions;

These are detailed at the following link

Section Four: Closed or Withdrawn Projects

There are no closed or withdrawn projects in the EOO Programme currently. 

 

Section Five: Programme Risk Register 

Risk

RAG

Comments

     

Availability of Estates staff

RED

Lack of progress due to Estates staff availability

Impact of Flash/ Archibus Issue on whole Portfolio RED Emergency work will mean changes to existing projects/ resources
Delay in P&M Integration work on EST129 RED Lack of clarity and timelines on P&M / SEP projects

 

Section Six: Programme Meeting Minutes

No programme meeting minutes.

Overall
AMBER
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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Jane Cameron, Derrick Matheson, Zoe Stephens, Mark Ritchie & Grant Ferguson
RAG Commentary
EST123 is AMBER due to being on hold whilst management approval is being sort regarding the Archibus Upgrade. EST129 is still at RED due to lack of clarity on scope and timelines. However progress is being made in both these areas EST131 is still at GREEN as progressing as planned