| Project Info | Project Managers Commentary |
EST080 (AP45-016) Estates Department Help Desk Funded Milestones RAG Status Red | Report by Anne Mathison for February 2016Achievements - Implemented any remaining fixes as received from Archibus/Suppliers
Weekly conference calls have been completed and status of issues agreed Project Plan replanned and agreed Project extended to June Project Milestones agreed and approved Planned and agreed project to complete the first Zone, Central, before end of May Discussed rolling out the 3 zones together at once in June Monthly End Processing has been Specified and reviewed. Now this requires to include running PAT script in the spec
Issues- Revised budget to be approved by Project Sponsor
Next Steps- Revised project budget to be approved by the project sponsor
- Implement any remaining fixes to be received from Archibus/Suppliers
- Remaining functional issues to be resolved and JIRAs fixed
- Complete the reviewed spec for the work order sequencing change
- Monthly End Processing spec now needs to include running a PAT script
- Agree resourcing to develop the Month End processing
- All scenario testing to be completed in March
- Re-confirm full test scripts for both application and mobile devices based on the defined scenarios
- Confirm the remaining Fault Type and associated Repair Type definitions relating to the heating engineers have been agreed
- Weekly conference calls with Mass to ensure progress and targets for the coming weeks to continue throughout the Acceptance Testing period
- Plan full user acceptance testing during March April
- Plan Capacity and Performance Testing to be planned during UAT (in March)
- Project Sponsor to approve revised budget
Due to the additional time required to deliver the project, the project has been assigned a Red RAG status until we have achieved Project Sponsor approval |
EST083 (AP45-013) Estates and Buildings Financial Management Process Review - Phase 2 Compliance Milestones RAG Status Amber | Report by Ben Armstrong for February 2016Achievements in Last Period - Continued with the system build of Archibus Web Central and SQ Stage
- Continued with the supplier identification exercise
- Began to develop test scripts in line with test strategy
- Discussed requirements for setting up SciQuest with the Procurement Office
Issues - The build of the Requisition Manager application within Archibus Web Central was not completed by the target date of the end of February. There are a number of tasks required to complete the build to develop the required functionality, however there are some dependencies on external parties (SciQuest, Mass and Procurement Office) for this. Following discussion with the developers, an additional month has been granted to complete the build within the permitted contingency period. The external parties have been informed of the dependencies and the revised target date of the end of March. A meeting has been scheduled with the Development Team Manager to explore resourcing options in light of the delays.
- No Business Lead has been appointed by Estates following the recommendation to the Project Board. It is maintained that appointing a Business Lead will be a key success factor to help drive decisions around the system process and supplier enablement.
- The project estimate is anticipated to be exceeded. Additional system development effort is required to complete the Requisition Manager build with the extension of the build timeline by a month, equating additional development effort. The amount of project management and business analysis effort was underestimated and additional effort is required for the management and analysis tasks, partly due to the issue that an Estates Business Lead has not been appointed. The sponsor has been informed and, pending a re-estimate by the developer, a new project estimate will be communicated and agreed within the next month.
- The SciQuest integration consultant reported, following a testing exercise, that the SciQuest system is unable to import cost code data from Archibus Web Central. A workaround has been discussed with SciQuest and the system developer, and approved in principle by the project sponsor. Further approval is to be sought by the working group.
- Estates Development have requested a different workflow/authorisation process to meet their high value purchase order requirements; the feasibility of this is to be discussed with Estates Finance
Next Steps - Complete build of Archibus Web Central Requisition Manager
- Complete supplier identification
- Obtain sign-off from working group on test scripts and responsibilities
- Confirm process workaround for cost codes with Estates
- Meet with Estates Finance to discuss financial authorisation workflow requirements for Estates Development
- Meet with Procurement Office to discuss Estates configuration in SciQuest Test environment
Due to the projected budget increase, the project status has been assigned as Amber, as the projected budget increase is less than 20% |
EST084 (AP34-015) Estates and Buildings Document Management Extranet Discretionary Milestones RAG Status Green | Report by Anne Mathison for February 2016Achievements: - Project re-planned to extend by 3 weeks to allow the Estates Development Managers (EDMs) and Project Manager (PMs) to integrate into the project
- Agreed milestones after the 3 week delay
- Reviewed Stage 2 project progress before involving the EDMs and PMs
- Demonstration meeting planned for March to show SharePoint Document Management to EDMs and PPMs
IssueNext Steps:- Three demonstration meetings planned to involve the EDMs and PPMs for EST084 (between 7-11 Mar)
- Permission overview meeting to take place to ensure Estates understand and learn how to set up and update SharePoint Estates Project permissions (4-Mar)
- Documentation to be updated along with the permissions meeting and to continue to be completed after the meeting (4-7 Mar)
- Ensure all complete ready for Proof of concept signoff for 21-Mar
- Clarify what is required for the rollout strategy
Project at end of 3 week delay, but demos planned for 7-11 m March. The project has been assigned a GREEN RAG status |
EST087 (AP56-062) Energy Systems Consolidation Funded Milestones RAG status Green | Report by Andrew Stewart for February 2016 Achievement in Last Period- Planning meeting held with the external consultant and outline milestone dates agreed and subsequently approved by the project sponsor
- Visit to Queens University in Belfast undertaken to review their Energy Management systems and processes
- Workshops for Senior Stakeholders and Project Team scheduled for 18th March to determine initial project requirements
- Commenced collation of background system information with regards to;
- Campus maps and buildings
- Current system software modules inventory
- Associated data relating to the meters
- Summary of the communications network
- Summary of data usage
IssuesNext Steps- Continue collation of background system information
- Initial user workshops to be held
|
EST088 Capital Budgeting Funded Milestones RAG status Amber | Report by Andrew Stewart for February 2016 Achievements in Last Period- Commenced process related documentation with regards to Estates development project management
- Initial list of business requirements prepared by representatives from Estates Finance, Estates Development and IS Applications
- Meetings with Estates Finance and Estates Development arranged for 6/7th April in conjunction with PWC
Issues- The Estates development project management has still to be completed
- To assist with the actual clarification of requirements and potential solutions, PWC have been drafted in.
- Project will now require to be re-planned after additional meetings arranged with PWC
Next StepsComplete the requirements and process related documentation Prepare for PWC meetings in April Due to the project timescales now having to be re-planned to work alongside PWC, the project has been assigned a RAG status of Red . |
EST089 (AP56-065) Perspective Upgrade Funded Milestones RAG status Blue | Report by Andrew Stewart (on behalf of Sally Hayward) for February 2016 Achievements in Last Period- Investigations into the post deployment issues have continued resulting in
- Resolution of the workflow issues on the Live environment
- Resolution ogf the reporting issues on Test systm
Issues- Whilst the reporting issue has been resolved on the Test system, it has not been possible to resolve this on teh Live system. The investigations at this time would indicate a configuration setting issue on the database, as the problem can be re-generated by pointing the test application at the Live database. This is currently being pursued by the Technical lead in conjunction with the supplier.
- As contact with the supplier is required, tiem can be limited due to the time difference between the differennt time zones
Next Steps- Resolve reporting issue on the Live system
- Prepare and circulate closure report
- Close project
|
EST090 (AP56-065) Waste Management System Upgrade Sponsor Funded Milestones RAG status Red | Report by Elaine Wighton for February 2016 Achievements in the last period Due to the supplier being unable to resolve the issues to improve the syncronisation of the PDA's, it has not been possible to progress teh project any further. Issues - Testing of the Database changes commenced early February and uncovered some issues (job completion and logging radioactive waste) for resolution. These were discussed with the supplier but were hampered by the Supplier having difficulty in replicating the issues experienced by business lead causing delay.
- Issues found to be of a technical nature requiring investigation by the Suppliers senior developer, investigations further delayed due to annual leave.
- Supplier senior developer unable to replicate the issue therefore proposed refreshing the test system, reinstalling the Database Changes and retesting (this involved a considerable delay - identification of Senior developer input required 17/2 to test system refreshed, changes reinstalled and ready to recommence testing 25/2)
- Supplier began retesting 25/2 but encountered issues with permissions, these were resolved 29/2 and parallel testing started with Business Lead 1/3
- Further issues were encountered and were being investigated by the suppliers support team (the development team were not involved in the troubleshooting exercise despite the timing being critical)
- Meeting held with Business Lead, Project Sponsor, Programme Manager 3/3 to discuss progress and how to proceed. The following was agreed:
- Supplier MUST have a resolution to the latest issues no later than close of business 3/3 for testing to proceed, otherwise stop any further progress
- Database changes MUST be implemented 8/3 at the very latest
- Upgrade will not be pursued at this time
- Additional enhancements will not be pursued at this time
- There was a conference call with the Supplier to outline what had been agreed with the Business and a short while later the Supplier provided confirmation that they were 'not sure of the cause of the issue and would not be in a position to offer a solution to meet the deadline'
- As a result of receiving supplier confirmation and the impending departure of the Business Lead, there are no other options but to progress no further at this time
Next steps- Coordination with the Supplier to roll back the test system to the pre Database Changes position
- Formally stop the project and carry out closure activities
|
EST091 (AP56-014) EBIS OnLine ColdFusion Upgrade Compliance Milestones Rag Status Green
| Report by Chris Lawford for February 2016Achievements in Last Period- Project Manager assigned Feb 01.
- Project brief created and approved.
- Dev Tech activities underway : Review TAD, environemnts build.
Issues- There are a couple of key dependencies relating to the availability of EBIS On-line, which is needed exclusively for EST091 for a period of 5 weeks, from 18/03 onwards.
EST080 Parallel testing must complete by 18/03, and there is a possibiilty that a conflicting Archibus development may be required. the situation is benig monitored.
Next Steps- Complete environment builds.
- Commence application migration onto CF11.
|
EST092 (AP56-061) Estates Operational Reports Funded Milestones t.b.c. Rag Status Green | Report by Chris Lawford for February 2016Achievements in Last Period- Project manager Assigned
- Commenced planning
IssuesNext StepsComplete project planning phase incoporating - project brief
- project estimate
- project plan
|
EST093 (secured) (AP56-060) Estates Strategic Reporting Funded Milestones t.b.c. Rag Status Green | Report by Chris Lawford for February 2016Achievements in Last Period- Project Manager has been assigned
- Commenced planning
IssuesNone Next StepsComplete project planning phase incoporating - project brief
- project estimate
- project plan
|
- ESTP02
- IS Applications Consultancy
- Funded
| Report by Andrew Stewart for February 2016
Achievements in Last Period - Asset Register
- Demonstration of WebCentral Asset Register completed by Mass, outlining the differences bewteen the current verion (22.3) and the latest release (23.1)
- Demonstration well received by those in attendance
- Details of available data capture fields documented
- Estates Website
- On-going discussions regardiing the long-term support of proxy pages
- Transport Survey
- Load testing has been defined, constraucted and successfully competed
- Agreement has been reached with Communications and Marketing to stagger the email of teh staff survey - scheduled for 7th and 8th March
- The Student survey will be staggered over the period of 7th - 11th March
- University Site Visits
- Received requests for visits from the University of St Andrews and University of Surrey to discuss our startegic approach to Archibus
- Site visits subsequently organised for Tuesday 8th and Thursday 10th March
- Network Issues
- Discussions with the Energy Team and the ITI Networks regarding network changes for ElComponents and Dynmat
- ElComponents Upgarde
- Arrangements made for ElComponents upgrade to be undertaken on the Test system w/c 7th March
Issues Next Steps - Estates Strategy
- Continuue to work with Estates department to enhance top down Estates strategy by incorporating vision statements and RAG status
- Estates - IS Quarterly Review
- Quarterly review of IS projects
- Asset Register
- Commence activities to capture asset details
- Salto Doors
- Follow up regarding potential infrastructure requirements associatde with new SALTO access control
- ElComponets Upgrade
- Complete upgrade to both Test and Live environments
|
