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Report for August 2020

Report Date
August 2020

Report by Muriel Mewissen for Fraser Muir (Portfolio Owner)

Section One: Programme Commentary, RAG and Resources Update

The new 2020/21 session starts with seven ongoing projects. One project has a RED status, HSS033 Centre for Open Learning - Business Process and Systems Review, caused by delays due to work taking longer than planned and currently over budget. A replanning and review of effort is scheduled.

Two projects are AMBER due to ongoing delays:

Two projects are currently suspended:

The remaining project is reporting a GREEN status.

Ongoing risks around resourcing and prioritisation across all ISG projects of work to support adaption and recovery from Covid-19 are likely to continue to impact our programme of work for the months to come. The IS Applications core plan was not yet published at the start of this new session while budgets were finalised. This may cause delays in starting projects in 2020/21.

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

Please note that the project RAG status is following the revised guidelines: A one-page summary of the IS RAG status indicators is available on this page.

 

Programme RAG Overview & Forward Look - August 2020

 

Programme Resource to end of August 2020

 

Section Two: Projects Not Started

Project Info Core Funding Budget Allocation

Proposed area for projects next year in session 19/20:

  • A BA review of ECA Mini Portfolios
  • A BA review of systems and processes Scottish Graduate School of Social Sciences (SGSSS)
  • A cross Colleges project to further improve Grouper, led by SCE was planned. The start of this project, SC016 Delegated Access to Grouper,  has been paused by the review of projects and priorities following the Covid-19 lockdown. This project will now be considered for session 20/21.
  • A project to embed Funnelback into SharePoint.

CAHSS had a budget of 150 ring fenced days for 20/21. The following allocations have been made, see PRICCL 110:

 

Section Three: Projects in Progress

Project Info Project Managers Commentary

HSS015

School of Economics Job Study

 

Milestones
Target Date Title
t.b.c.  Project closure

 

RAG Status

AMBER

Report by Andy Stewart for August 2020

Achievements in the Last Period

  • Job Tracking 
    • Discussions have indicated that it may yet still be possible to receive additional data  relating to In Work Tracking - Job Application data 
  •  Data Upload 
    • The monthly data refresh for August was successfully uploaded in August 
  • Future Developments
    • Discussion held with Ingeus regarding further data integration with Abintegro 

Issues

  • In Work Tracking  / Job Application Data 
    • The developer within Ingeus has been seconded onto other prioritised contract work and will not be available until early October to commence this work 
    • Due to the on-going further delays in commencing this work, it has not been possible to close the project as was initially planned 
    • Additional project budget may be required to enable any further development related activities
  • Future Developments 
    • It has not been possible to progress any work regarding future research data capture until funding for this work has been confirmed 

Next Steps

  • In Work Tracking 
    • Meeting scheduled for Thursday 15th October to review requirements re In Work Tracking data  - Job Application Data
  • Future Developments 
    • Meeting schedulel for Thursday 7th September to determine potential funding and way forward 
  • Finalise OLA with school of Economics / Applications Management 
  • Confirm strategy and revised plans with regards to 
    • Job Application data 
    • Abintegro

HSS027

Hope Park Counselling Centre System Implementation

 

Milestones

Target Date

 Title
t.b.c. (was 19-Jun-2020) Closure 
 
RAG Status

AMBER

Report by Andy Stewart for August 2020

Achievements in the Last Period

  • Project Status Review 
    • The system is operational and the issues regarding the counsellor sessions has been resolved. The business have identified 3 outstanding issues that require to be resolved before closure and a further set of enhancements associated with working in a virtual environment that will be manged outside this project through the Business As Usual process with the supplier. 
  • OLA
    • Feedback has been received from CAHSS and this is now being reviewed by Applications Management 

Issues

  • OLA
    • Currently waiting on feedback from Production Management 
  • It has not been possible to complete the project closure due to the requirement to resolve 3 post go-live issues and as yet timescales have still to be clarified between the business and the supplier. For information, the 3 project issues are 
    • The booking of continuous sessions should take into account specified ‘Centre Closed’ days
    • Confirmation that the ‘Gift Aid report’ mirrors the requirement of the old ‘Donations report’
    • The ability to incorporate ‘Counsellor Absent’ dropdown function for recording absence

Next Steps

  • Resolution of post go-live issues
  • Complete OLA
  • Complete project handover to respective support teams within Sales Agility and IS Apps Production
  • Sign-Off project closure report 
  • Close project  

 

HSS030

Student Voice Platforms Pilot

 

Milestones

No milestones

 
RAG Status

BLUE

Report by Anne Mathison for August 2020

Achievements

Next Steps

  • None Project is closed

 

HSS031

WAMS Business Embedding

 

Milestones

Target Date Title
30-Oct-2020 Complete testing and UAT
20-Nov-2020 Approved revised College WAM implemented in Simitive
26-Mar-2021 Project Delivery
14-May-2021 Project Closure approved
 
RAG Status

GREEN

Report by Susan Ridder-Patrick for August 2020

Achievements in the Last Period

  • Two WAM Forum meetings took place 
  • Framework Workshops
  • Configuration Workshops
  • Review of and feedback Configuration Document
  • Progress on dataflow work
  • Some Issues/Opportunities log items progressed

Issues

  • None

Next Steps

  • Complete sign-off of Configuration Document
  • Get decisions from WAM CAB
  • Confirm attendees for the Control Sheet training day & book days with Supplier
  • Continue progress on dataflow work
  • Continue progress on Issues/Opportunities log items

HSS032

Xerte Pilot - authorisation and business case

 

Milestones

Target Date Title
17-Sep-2020 Project suspension ends
RAG Status 

SUSPENDED

Report by Muriel Mewissen for August 2020

Achievements in last period

  • None. Project is currently suspended

Next Steps

  • Project suspension ends 17 Sep 2020 where project will be reviewed

HSS033

Centre for Open Learning - Business Process and Systems Review

 

Milestones

Will require to be re-planned

Target date Title
14-Aug-2020 Sign-off Business Requirements
11-Sep-2020 Sign-Off Business Reviews
06-Nov-2020 Sign-Off Business Analysis
08-Jan-2021 Sign-off Proposed integrated solution
22-Jan-2021 Project closure

 

RAG Status

RED

 

Report by Andy Stewart for August 2020

Achievements in the Last Period

  • Business Analysis 
    • The As-Is analysis was completed in mid-August just prior the Business Analyst leaving the University 
    • The first draft of the Business Requirements Document, incorporating the As-Is analysis has been circulated to the project governance group, prior to circulation to the subject matter experts who participated in the analysis 
    • Investigations have commenced regarding 
      • systems used by other HE establishments 
      • potential solutions available in the market place 
    • The workshops relating to the To-Be aspirational requirements have been scheduled to commence w/c 31st August 
  • Sophie Izard has been assigned as the new Business Analyst and has commenced familiarisation of the work undertaken to-date 

Issues

As a result of the project overun to complete the As-Is analysis, there is the requirement to re-assess the project, the timescales and the overall budget as currently the project is around 10 weeks behind schedule and projecting an overspend of 20 days

Next Steps

  • Prepare a revised project plan and budget forecast 
  • Business Analysis 
    • Commence To-Be analysis 
    • Continue investigations regarding other HE establishments and the market place 
  • External Stakeholders 
    • Commence dialogue with representatives from both Student Services and, People and Money
RAG Commentary
Due to the extended time to complete the current As-Is analysis, the project is currently around 10 weeks behind schedule and projecting a budget overspend of 20 days. A revised project plan and budget forecast is being prepared for review by the project governance group on 8th September. These delays have no impact to the business at this time

HSS035

Centre for Open Learning - Migration of CLASS to the cloud

 

Milestones

Target Date Title
31-Aug-2020 Project restart
16-Oct-2020 CLASS to Cloud Migration
30-Oct-2020 Migration Review
06-Nov-2020 Project Closure
 
RAG Status

BLUE

Report by Muriel Mewissen for August 2020

Achievements in the Last Period

  • None. Project is currently suspended

Next Steps

  • Agreement for Project suspension to end 4 Sep 2020

 

Section Four: Closed Projects

Project Info Project Manager's Commentary

HSS030 Student Voice Platforms Pilot

This project was started in June 2019 and was closed on the 14 August 2020. The closure report is available to view.

 

Section Five: Programme Risk Register

Risk RAG Comments
Risk 10: Disruption from the current Novel coronavirus (Covid-19) outbreak RED

Since 18 March 2020, all staff, as well business partners, moved to working from home during the coronavirus pandemic and UK lockdown which followed on 24 March 2020.

In August 2020, Scotland remains in Phase 3 of lockdown easing. WFH remains in place for most.
Risk 11: Delays in starting projects in 2020/21 RED The continuing coronavirus pandemic impacts the agreement of budgets for session 2020/21. The CORE plan for the IS Applications directorate and associated budget are not available at the start of this new session 2020/21. This delays the resourcing and start of new projects.

 

Section Six: Programme Meeting Minutes

Date Comments
22 July 2020 Programme Review for June 2020 -meeting notes
15 June 2020 Programme Review for May 2020 - meeting notes
14 May 2020 Programme Review for April 2020 - meeting notes
15 April 2020 Programme Review for March 2020 - meeting notes
12 March 2020 Programme Review for January & February 2020 - meeting notes
23 January 2020 Programme Review for December 2019 - meeting notes
17 December 2019 Programme Review for November 2019 - meeting notes
14 November 2019 Programme Review for October 2019 - meeting notes
28 October 2019 Programme Review for September 2019 - meeting notes
24 September 2019 Programme Review for August 2019 - meeting notes
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
Yes
Escalated to
Portfolio Owner, Head of Project Services, IS Apps Director
RAG Commentary
One RED project (Budget & Time) , two AMBER projects (Time) Budget & Plan not published yet.
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Programme Info

Programme
CAHSS Portfolio Projects
Programme Manager
Muriel Mewissen
Programme Owner
Rick Arnautovic
Status
Open
Management Office
ISG PMO

Session 18/19

Documentation

Not available.