| Project Info | Project Managers Commentary |
EST071 (AP23-038) Waste Management Funded Milestones RAG Status GREEN | Report by Andrew Stewart for March 2014 Achievements in Last Period - The issues previously encountered during the live pilot test have been successfully resolved within the Test environment. The decision to resolve the issues on teh Test environment was taken to ensure that the subsequent syncronisation of both the Test and Live environments could be controlled
- A series of end-to-end tests have been successfully completed by both the supplier and the UoE Waste Management team and as a result, the senior business user has approved that the system can now go-live. For information, it should be noted that the end-to-end tests that have been undertaken have been done so in a manner to mirror the live environment into which the system will operate and as such each of the these end-to-end tests requires an elapsed time of 2.5 days to complete. The full test requires waste customer labels to be produced (and circulated), waste to be recorded and subsequently scheduled to the appropriate collection round, the waste to be uplifted and scanned, then finally the invoice generation run.
- Agreement was reached that all previous transactions on the pilot live system should be cleared down to minimise future confusion in the live environment
- A revised go-live strategy has been devised and agreed by both the UoE project team and the supplier. Whilst this strategy wil further increase the life of the project, it has been devised with a view to minimise further risk going forward, based on previous experiences and to improve the customer (UoE) level of confidence. This will involve
(i) FalconData will take a copy of the UoE live system and apply all patches
(ii) FalconData will complete full system test
(iii) FalconData will clear down all previous transactions and complete further system test
(iii) FalconData will implement changes onto UoE Live system and repeat sanity checks For information, as of 09/04/14, the above stages (i) and (ii) have been successfully completed
- The Waste Management team has also been completing the final user guides
Issues - Due to the on-going issues being encountered, the test script was reviewed and adjusted to ensure all functional aspects were both understood and fully tested
- During the final test phase, unexpected issues were encountered with regards bin exchange jobs not being allocated to the correct round
- Due to the extended tim erequired by the project, the programme owner agrreed to incraese the overall project budget by 8 days
- Requirement to again re-plan the final phases of the project
Next Steps - Complete the final tests on the Live system
- Go-Live and commence rollout over three areas
- Commence project closure phase
- Consult with the supplier FalconData
- to seek further assurances regarding the on-going support and development regarding the system
- to determine strategy for incorporating bug fixes to identified issues that were not deemed a mandatory requirement for go-live
Having successfully completed a number of end-to-end tests on the UoE Tests system, combined with the encouraging test results being generated on the new live system by the supplier, there is now a renewed confidence that the system will go-live during the revised schedule. As a result, the project status has been updated from Amber to Green |
EST074 (AP34-010) E&B Cyclic Maintenance Compliant Milestones RAG Status
GREEN | Report by Andrew Stewart for March 2014 Achievements in Last Period - In reviewing the Gap Analysis report, the strategic direction of the project has been formulated to deliver a solution suitable for statutory compliant maintenance activities. This will involve
- Installation of a new WebCentral module, Compliance Manager
- Utilisation of the WebCentral version of Planned Maintenance
- Installation of the Archibus Mobile Framework to enable the supplied mobile application functionality for Planned Maintenance
- Incorporating an upgrade to the latest version of Archibus WebCentral (and database) , namely version 21.2
- Purchase orders have been generated for the additional Archibus modules, Compliance Manager and Archibus Mobile Framework
- Arrangements have been made with Mass, as part of the support contract, to upgrade to Archibus 21.2 during this year
- The project has been re-planned according to the defined requirements and the project budget adjusted, by utilising available days from the Estates and Building programme balance row
- The additional technical resourcing from both UoE and Mass has been secured to undertake the upgrade to Archibus 21.2
- A revised upgrade strategy has been agreed whereby;
- UOE will supply Mass with a copy of the live database in conjunction with a copy of previous user test scripts
- Mass will undertake the upgrade locally and produce an implementation plan to be reviewed by UoE prior to Mass arriving on-site
- Mass will undertake some basic application tests, where possible, based on the supplied test scripts
- Mass will extend their site visit during the upgrade of Dev and Test (Martin Matt will be on-site Monday to Wednesday and Mark Little will be on-site Wednesday and Thursday) to assist with user testing
- Estates and Building personnel have agreed to focus on user testing whilst Mass are on-site. This will relate to the current Archibus client, EBIS Online, Lease Management and Space Planning
- To enable some members of the project team the opportunity to familiarise themselves with the new Compliance Manager module, arrangements have been made for access to a test system hosted by Mass
Issues - Progress regarding the capture of asset data has still to be formally finalised with the project team and Larch
- Communication regarding the project has not been progressed due to a degree in the uncertainty regarding the strategic direction. However, a revised communication will now be complied with the intention that this will be communicated to the respective Trades teams by George Boag
Next Steps - Complete the upgrade to Archibus 21.2
- Install the new WebCentral modules, Compliance Manager and Archibus Mobile Framework
- Arrange user training for the two new WebCentral modules
- Continue with the capture of statutory compliance related asset data
- Commence system familiarisation and configuration
- Project communication to be directed to the relavant Trades teams
With the strategic direction of the project established, technical resourcing secured, the project status has been updated from Amber to Green |
EST075 (AP34-011) E&B Financial Management - Phase 1 Compliant Milestones | Target date | Stage |
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| 02-May-2014 | Business Analysis | | 31-Jul-2014 | Gap Analysis Review | | 29-Aug-2014 | Buiness Case Acceptance | | 12-Sep-2014 | Close |
RAG Status
GREEN | Report by Andrew Stewart for March 2014 Achievement in Last Period - During the month the focus has remained on business analysis .
- As a result of previous workshops, the business process flows with regards bot the current and future requirements have been updated and circulated to all who had attended the various workshops. In total 12 process flows have been documented as noted below.
- Procurement of Goods and Services Less Than £50,000
- Procurement of Goods and Services Over £50,000
- Procurement of Small Works £50,000 to £1m
- Procurement of Works Less Than £50,000
- Procurement of Works Over £50,000
- Procurement Emergency
- Adding a Supplier
- Contract Ordering
- Goods Ordering
- Receipt of Goods
- Payment of Goods
- Receipt and Payment of Works and Services
- Workshop held to determine requirements for management budgeting and reporting
- To supplement the information gained with regards the business processes, work is underway to understand the data that requires to captured along with it's significance
- Work has commenced on preparing the Business Requirements document
- The project board met during the month and were satisfied regarding the current strategy in collating the business requirements and the plans going forward
- The aspect of project communication to the wider University was discussed at the project board meeting, where it was noted that this could be managed through the project board representatives in both the support groups and colleges
Issues - Perhaps not an issue, but more an observation. The requested feedback to the updated business process flows has been disappointing, whereby a response has only been received by 20% of the recipients (3 out 15)
Next Steps - Review of information collated through management budgeting and reporting workshop
- Meeting scheduled with Accommodation Services representatives to review re-charges and other financial reporting
- Complete and distribute the first draft of the Business Requirements document
- Commence planning of the Gap Analysis phase with Finance
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EST076 (AP34-013) Meterology Metering System Migration Funded Projected Milestones : RAG Status GREEN | Report by Anne Mathison for March 2014 Achievements this period Considerable progress has been made during the last reporting period, both in terms of the overall infrastructure configuration and user testing. With regards the infrastructure, having identified the need for the supplier, METERology to have remote and in some cases unsupervised access, whilst maintaining meters associated with the system, agreement was reached with regards - The overall technical design for the Meterology application
- The method of remote access to configure the server
- Locating the METERology system on the same private network recently installed for the BEMS server, to minimise any production concerns regarding remote access
- Approval of the revised Technical Architecture Document (TAD)
- The installation of the LIVE METERology server onto new private network
User testing to-date has been successful in establishing - Remote access requirements confirmed for the supplier METERology, Estates and IS Apps
- Identified that a number of the more modern meters could be directed to both the current and new environment without any data loss
- Completed a successful parallel test of the meter readings being processed by both existing and new system
- In the event, of a full blown disaster, requiring the METERology system being located to a secondary site, the following activity was undertaken
- Created Disaster Recovery Plan
- Completed a successful test with the new METERology system running on a newly created server at the secondary site
- Completed a successful failover back to the primary location
- As a result, the Disaster Recovery milestone was subsequently achieved on 2nd April
Issues Next steps
Complete the remaining activity associated with the Live deployment, name - Review and ensure project accompanying documentation (e.g. Operations Document, Implementation Plan) is complete
- Migrate existing database onto new environment
- Ensure all meters directed to the METERology system on the new environment
- Complete Deployment Sign off review and Closure
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EST077 (AP34-012) Parking System Upgrade Funded Milestones RAG Status GREEN | Report by Ben Armstrong for March 2014 The focus over the current reporting period has been on the underlying infrastructure whereby; - The technical specification requirements for new hardware infrastructure has been confirmed with both the supplier ICES and IS Apps Development Technology team
- The Technical Architecture Document (TAD), detailing the technical design, has been completed and is scheduled to be peer reviewed by the IS Apps Development Technology team
- Requests for the new virtual servers have been forwarded to ITI Architecture
Issues - Two specific issues have been encountered this month resulting in the requirement to re-plan the project on two separate occasions as noted below;
- Firstly, the original design milestone completion was pushed back due to delay in receiving technical specifications from the supplier ICES
- Secondly, there was the requirement to overcome a resource conflict with the IS Apps technical architect in relation to the TTU002 - Timetabling Scientia Upgrade project. Subsequent discussions were held with the relevant project managers and IS Apps Development Technology to agree revised dates, which were subsequently approved by the project sponsor. For information, this resource conflict has been recorded and advised within IS Applications
Next Steps - Complete the project Design stage through the formal sign-off of the Technical Architecture Document
- Commence preparation of the new infrastructure with the installation of SQL server in Test
- The supplier, ICES are scheduled to install the Parking System on the new Test infrastructure
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EST078 (AP34-914) Building Energy Management System DR Provision Funded Milestones RAG Status GREEN | Report by Ben Armstrong for March 2014 Achievements in last period Good progress has been made during this reporting period - The Build phase of the project was completed and signed off on 21st March. This incorporated re-positioning the Test server on the newly commissioned private network for the BEMS system
- The User Acceptance phase of the project was also successfully completed on completion of the following specified tests undertaken by the Energy team
- The reconfiguration of one of the outstations to point to the Test system on the new private network
- Successfully completed a proof of concept test to confirm that the outstation could communicate to the server situated at the secondary site. It is worth noting that this was the test that failed during the previous BEMS Migration project (EST063)
Issues - The completion of the Acceptance milestone was delayed by 1 week as a result of a delay in the Build phase due to additional ITI infrastructure work required. As a result, the project was re-planned and the revised dates approved by the project sponsor
- It has been acknowledged that the next phase of the project to commence the re-configuratuion of all the outstations by the Energy team has been re-scheduled to commence on 23rd April, due to lack of availability of the specified person within the Energy team
Next Steps - Complete the final switchover test to be undertaken by Dev Tech and Energy Team to test switchover to new IP
- Full reconfiguartion of all outstations to new IP
- Completion of final DR test on the live environment
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ESTP02 IS Applications Consultancy Funded | Report by Andrew Stewart for March 2014 Achievements in last period - Security Incident Tracking System
- Workflow has been successfully tested within the Test environments
- Workflow has also been successfully installed on the Live system and arrangements have been made to complete the installation of Workflow on Monday 14th April. This will involve copying all the workflow components from Test to Live
- Commenced creation of IS Apps Service Level agreement with IS Apps Production Management
- Archibus / Mass Related
- Purchase orders for the new WebCentral modules, Compliance Manager and Archibus Mobile Framework have been raised
- The annual Archibus support contract with Mass has been reviewed and approved. As part of the agreement, Mass will undertake to complete the upgrade to Archibus 21.2 this year, whilst still allowing for a further upgrade within the agreed support contract for next year
- Having been approached by Mass to explore how EBIS might be incorporated into WebCentral, it has been agrred that
- UoE will participate in a conceptual day's workshop along with other EBIS users, namely, University of Stirling, University of St Andrews and University of Surrey
- Participated in Archibus MOT discussions with Joseph Maleczek on behalf of Mass. Whilst we are currently awaiting a copy of the report, the intial feedback received was that UoE appeared to have a good strategy with regards the strategic direction with the Archibus product set. UoE suggested that further assistance is required in determining how the ever changing Archibus application can help meet our business requirements
- UoE have agreed to present the current Archibus strategy at the next Archibus (Northern( user group at St Andrews in October
Issues - An unexpected issue was encountered during the installation of Workflow in the Live environment when attempting to export / import all the workflow components from Test to Live, requiring further guidance from the supplier Perspective and reschduling. Having initially re-scheduled the work for Monday 7th April, it was not possible to complete due to a slight delay from Perspective
Next Steps - Security Incident Trackiing System
- Complete installation of Workflow
- Archibus Related discussions
- Contact University of Surrey
- Archibus Road Map
- Continue review of EBIS Online functionality and usage
- Continue Archibus road map plan with regards to migration of EBIS Online
- Service Level Agreement
- Complete and circulate first draft of IS Apps Service Level Agreement
- Estates and Buildings Supplier Management
- Commence review of Estates and Buildings suppliers
- Asbestos System
- Commence review of Estates and Buildings asbesos system
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