- Report Date
- December 2014
Section One: Programme Commentary, RAG and Resources Update
During December
Whilst activity has been impacted due to the festive holidays,a total of 49 days has being utilised this month which in basic percentage terms equates to 53%, with an annual burn rate of 53%.
Approval has been given to commence a new funded project for the Security team to improve the current functionality associated the management and monitoring of access to key safes and security patrols and this has been estimated at 20 days, Although funded, the overall programme budget has still to be increased and this is the main reason for the current programme budget imbalance
There has been little activity with regards annual planning. However, two further estimation meetings have been scheduled for w/c 19th January to further review the large projects that have been identified, namely; Energy Systems Consolidation and Estates and Buiding Strategic Reporting. In addition, work has now commenced with regards the mid-year review for the programme.
Notes regarding the programme budget for 2014-15
- The programme budget was initially set at 1,113 days which includes 48 days unplanned carry over for sponsor funded projects
- The programme budget for 14-15 projects denotes the total budget which incorporates an allotted contingency as follows;
- A 50-day project will incorporate a contingency of 10 days
- A 120-day project will incorporate a contingency of 20 days
- A 250-day project will incorporate a contingency of 50 days
- To address the issue of the 28 unplanned carry-over for core funded projects, the programme owner has approved the transfer of 28 days from the core funded contingency budget. AS a result, this budget has been reduced from 60 days to 32 days. This has been noted in the programme risk log, item 1
Section Two: Projects Not Started
To assist with the outline planning for the new projects approved for 2014-15, an outline planning process has been undertaken and reviewed with the respective Estates and Buildings heads of department. This document can be viewed here
| Project Info | Programme Managers Commentary |
AP45-014 Struxureware Funded Planning: February 2015 Delivery: July 2015 | Plan Project schedule - This was initially scheduled to commence in November 2014. However, due to resourcing difficulties within both Estates and Buildings and IS Applications Project Services, it has been agreed by all that the project should be rescheduled to commence in February 2015 - initial planning phase scheduled to be completed in March 2015 - delivery date scheduled for July 2015 Dependencies - will require a large commitment from Estates and Buildings business owner throughout all stages of the project - will require a significant input from IS Applications Development Technology team and the supplier Schneider throughout the project Issues - The project sponsor has indicated serious concerns regarding commencing the project within this academic year. This will be reviewed as part of the mid-year review. |
AP45-015 Archibus Upgrade Funded Planning: February 2015 Delivery: May 2015 | Plan Project scheduled to - commence in February 2015 - initial planning phase scheduled to be completed in February 2015 - delivery date scheduled for May 2015 Dependencies - the release of the next major release of Archibus - the involvement of specific Estates and Buildings personnel to assist with user acceptance testing for the Archibus client, WebCentral based applications and EBIS Online |
AP45-017 Building Information Modelling Strategic Review Funded Planning: February 2015 Delivery: July 2015 | Plan Project scheduled to - commence in February 2015 - initial planning phase scheduled to be completed in February 2015 - delivery date scheduled for July 2015 Dependencies - will require a large commitment from Estates and Buildings business owner throughout all stages of the project - will require input from Archibus system manager(s) - consideration should be given to utilising an external consultant to fully appreciate the functional capabilities and potential benefits |
Section Three: Projects in Progress
| Project Info | Project Managers Commentary |
EST080 (AP45-016) Estates Department Help Desk Funded Milestones - RAG Status AMBER | Report by Andrew Stewart on behalf of Anne Mathison for December 2014 Achievements - Work has continued with regards completing the actual business requirements
- The Support Services Operations Manager has confirmed that due to the small number of specific cleaning requests, cleaning should not be included as part of the project scope
- Discussions have been held with the Furniture team to establish requirements. Whilst the system appears to be suited to deliver specific furniture requests, further work is required to clarify if larger moves or refurbishments are applicable and if they can be incorporated
- Discussions have been held with Landscaping representatives and it would appear that the system will meet their requirements regarding requests
- 1-day workshop run by Mass to enable the project team to get a full overview of the functionality of the On-Demand module, As a result of the workshop, it would appear that the default 'out of the box' application will immediately meet the vast majority of the business requirements
- Communications
- First draft of the project communication bulletin has been circulated to selected audience to review and feedback
- Arrangements are currently being put in place for zone briefings to be carried out by members of the project communication team
- Commenced project workshops to define details associated with
- application roles and responsibilities. In general each individual will be assigned to a specific role
- 2-tier hierarchical definition of problem types. Commenced by using the outline blue print received from Dave Coward
- SLA's and associated workflow processes associated with the problem types
- For additional information, it is the intention of the project team to only enter sufficient configuration data into the Test system to enable user demonstrations and familiarisations, whilst recording all the actual data required on spreadsheets to enable a full sanity check of the data to be applied prior to entering
- Issues with the mobile application, unable to access the system appear to have been resolved
Issues- Further clarity is required with regards to decision making with regards areas within Estates and Buildings who are not represented on the project team, such as Furniture
- There has been the requirement to extend the time period to complete the business analysis, as it was not possible to consult with the representatives from Furniture and Landscaping until after the festive break
- The project manager has indicated that additional business analysis resource will be required to assist with the collation of the system configuration data, and this is currently being estimated
- Whilst not necessarily an issue, further investigations will require to be undertaken to determine how orders and internal stock control processes can be incorporated into the new On-Demand module
- It has been noted that further system admin training may be required and this is currently being investigated
Next Steps- Complete and sign-off the Business Requirements document
- Continue collation of the required system configuration data
- Complete sample configuration to enable system demonstrations and evaluations to be undertaken
- First of the monthly communication bulletins and zone briefings to be completed
Due to the delay in the completion of the business requirements, the project has been assigned a RAG status of Amber |
EST081 (AP45-907) Schneider Sigma BEMS Upgrade Funded Milestones RAG Status
GREEN | Report by Neil Grant for December 2014 Achievements in Last Period During this period; - Due to the ongoing uncertainty of when a new Licensing Model would be agreed with the supplier, regarding the Remote Alarm Monitor software, the Energy team have directed that the remaining activity regarding the network dongle and associated DR testing be de-scoped from the project. This was subsequently submitted and approval received from WIS on 19th December 2014. As a result, the project, having previously delivered the upgrade to Sigma version 4.08 can now close
Issues - It has not been possible to secure agreement regarding the licensing of the Remote Alarm Monitor licensing with the supplier for the server installation. This currently resides on the network dongle.
Next Steps - Create project closure report
- Obtain project closure sign-off from stakeholders
- Obtain project closure approval from WIS
With only the project closure activity to be completed within January, the project has been assigned a RAG status of Green |
EST082 (AP45-012) Migration of Estates Application Servers Compliance Milestones RAG Status GREEN | Report by Mark Lang for December 2014 Achievement in Last Period - Successfully migrated the TEST WebCentral to new serve
- Initial tests were successfully completed by IS Applications Management team member and all appeared to working as expected
- The Test system was passed to nominated Estates and Buildings personnel for user acceptance training
Issues - Due to holidays there has been limited testing to date. As a result, it is now likely that the migration to Live will be delayed by around two weeks to enable testing to be completed and to take into account that the technical team in the project will be unavailable w/c 16th January, through being booked on a scheduled course
- An unexpected issue was encountered when restarting the Test system. This was subsequently identified as being related to a unrelated patch regarding the Property and Lease module. As a result this has ben backed out of both the Test and Live environments
Next Steps - Complete userf testing with regards, Property and Lease; Space Management and Compliance Management
- sign off test environment next week
The project has been assigned a RAG status of Green. |
EST083 (AP45-013) Estates and Buildings Financial Management Process Review - Phase 2 Compliance Milestones | Date | Milestone | | 12-Dec-2014 | t.b.c. |
RAG Status RED | Report by Andrew Stewart for December 2014 Achievement in Last Period - Limited planning activity has been completed with regards to the project activities associated with Capital Budgeting and Ordering
- Constructive meeting held with Craig Henderson (Procurement) during which;
- it was noted that SciQuest is the preferred central procurement system to be utilised
- assistance was offered with regards gathering supplier details associated with catalogs, whilst addvising this will be a timely exercise
- assistance was offered with regards coordinating any discussions with SciQuest technical team
- Capital Budgeting and Reporting
- Meeting held with senior stakeholder who approved evaluation strategy of Archibus modules Capital Budgeting and Project Management
- Workshops scheduled for both 14th and 22nd January to define business scenario examples
- Arrangements are in place to implement evaluation licenses of the Capital Budgeting and Project Management modules on the Test system
- Mass have confirmed availably to run workshop to implement defined business scenarios from mid-February; however, date still to be confirmed
- Technical Development Training
- Discussions held with IS Applications Development and Application Management team leads to clarify training requirements regarding Archibus
- Mass have confirmed that they will be able to undertake specified training requirements on-site from mid-February
Issues - Additional time will be required to complete the planning phase due mainly to the lack of resource from within IS Applications Development team and this has been highlighted with IS Applications. The project manager has subsequently been advised
- As an additional request for a Finance interface to the new Library system, the development team will be looking to develop a more generic solution to accommodate both this and the new Library interface
- A strategic review of development resources across all development teams is currently underway to determine the most effective use of resources with feedback scheduled for w/c 12th January
Next Steps - Complete the planning phase of the project incorporating
- project terms of reference
- project estimation
- project plan
- Commence evaluation strategy with regards Capital Budgeting and arranging proof of concept workshop
- Commence with additional business requirements regarding the ordering process relating to goods, worksand services. This shoudl still be possible wihout completing the actual planning phase
- Confirm technical training requirements and schedule technical training
Due to the delays experienced through the planning phase and the uncertainty of scheduled development resource, this project has been assigned a project RAG status of Red. |
EST084 (AP34-015) Estates and Buildings Document Management Extranet Discretionary Milestones - to be planned RAG Status GREEN | Report by Anne Mathison for December 2014Achievements in last period:- Project website and ASTA resourcing set up
- Initial meetings to clarify the project scope and possibilities were held with representatives from both Estates and Buildings Service Management
- Commenced first draft of the project brief
Issues:Next Steps: - Draft Project Brief to be reviewed and completed
- Brief Discussion booked for 15-Jan-15
- Project Milestones to be completed
- Project to be resourced
- Business Requirements to be collected
- Approval of Project Brief and Project Plan currently planned for 23-Jan-15
The project has been assigned a RAG status of Green. |
EST085 (AP45-909) Deister Key Management Milestones (t.b.c.) RAG Status Green | Report by Andrew Stewart for December 2014 Achievement in Last Period - Project initiated with an initilal estimate of 20 days
- First draft of project brief completed and circulated to the UoE members of the project team
- Established technical contact with the supplier, Deister Electronic
Issues - As part of the technical evaluation, it has been discovered that the dataLog module cannot be installed on a central server due to technical reasons. The MasterPatrol application requires a docking station to be phsically attached to the serial port of 'server' to upload capured patrol data. As a consequence there will be the requirement to source a new Windows 7 pc for this purpose
Next Steps - Confirm and sign-off project brief with all stakeholders, including the supplier
- Confirm technical design and complete Technical Architecture Document
- Commission required server and stand-alone pc and preoare in advance of supplier visit to install
- Complete installation and commence acceptance testing
The project has been assigned a RAG status of Green. |
- ESTP02
- IS Applications Consultancy
- Funded
| Report by Andrew Stewart for December 2014
Achievements in last period
- Purchasing Protocol
- Work is on-going to complete the Purchasing Protocol for the Estates Department, with the draft version currently under review
- Archibus related
- Application for Archibus Nexus 2015 user group meeting approved
- Trend 963
- The oustanding action regarding the purchase and installation of the software 'AlwaysUp' has been completed
- Larch
- Attended futher demonstarion of Innovative 360 Software application re capturing planned preventative maintenance. It would appear that the applicatuon is still under development and will require additional work.It would appear to function in a similar manner to the Archibus Mobile application for On-Demand, although it is a bit more flexible in enabling data capture fields.
Issues - Archibus Related
- Awaiting feedback from Ian Gelling (Archibus) regarding Archibus development road map strategy
Next Steps - Archibus
- Complete detailed Archibus Road Map
- Commence presentation for Archibus Nexus 2015
- Estates and Buildings SLA
- Complete and review with Estates and Buildings and IS Applications
- Estates and Buildings Department Business Systems Risk Analysis
- Complete risk analysis of all existing Estates and Buildings systems supported by IS Applications
- Complete risk analysis of non IS Applications supported applications
- Purchasing Protocol
- Continue to input to the purchasing protocol initiative
- Condition Survey
- Review WebCentral Condition Survey module
- Determine if data collated through the current condition survey could be utilised within WebCentral
- Larch
- Provide technical assistance regarding potential solution with capture of compliance related data
- Estates and Buildings Business System Management
- Establish contact with supplier account mangers
- Determine product road maps for on-going input into 3-year rolling plan
- Establish SLA's is place with third party suppliers
- Energy Systems
- Gain a better appreciation of the various energy systems currently in operation
- Code of Practice
- Complete documentation and liaise with IS Applications Production Manager
- Business Continuity
- Provide assistance to Estates and Buildings
- Management Information
- Liaise with Craig Middlemass regarding Estates and Buildings requirements
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Section Four: Closed or Withdrawn Projects
Section Five: Programme Risks
| Date | Programme Risks |
| August 2014 | Programme Risks |
| | |
Section Six : Programme Meeting Minutes
This section details the minutes from the programme meetings held in 2014-15
This section details the reports and minutes from the Quarterly Reviews
| Date | Comments |
| 05/11/14 | Quarter 1 Quarterly Report Minutes from meeting |
| | |
