Report for October 2020

Report Date
October 2020

Report by Muriel Mewissen for Fraser Muir (Portfolio Owner)

Section One: Programme Commentary, RAG and Resources Update

During October, a new project was initiated to conduct a review of the current processes around both UG and PG portfolios submission to ECA, HSS037 Replacement of ECA Mini Portfolios - Business Analysis.

After review, HSS032 Xerte Pilot - authorisation and business case remains suspended while an assessment of the benefits to take this forward is undertaken in light of the ongoing pandemic.

The most active projects were:

  1. HSS033 Centre for Open Learning - Business Process and Systems Review
  2. HSS031 WAMS Business Embedding

taking the burn rate to 31% ahead of the expected 25%.

Three projects are AMBER, due to

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.

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 - October 2020

 

Programme Resource to end of October 2020

 

Section Two: Projects Not Started

Project Info Core Funding Budget Allocation

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

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
04-Dec-2020 Job Seeker Development 
18-Dec-2020 Project closure

 

RAG Status

AMBER

Report by Andy Stewart for October 2020

Achievements in the Last Period

  • Job Tracking 
    • The supplier has confirmed that it will be possible to deliver Job Application data for existing cohorts.  The research team has subsequently confirmed the required data and he details have been forwarded back to the supplier
  • Project Plan 
    • The project has been extended to enable the Job Application data to be uploaded 
      • Future Developments
        • Further discussions have been held regarding the funding of the Abintegro integration

Issues

  • In Work Tracking  / Job Application Data 
    • The project has been extended to the end of the calendar year to enable the Job Application data to be uploaded, along with increasing the project budget to complete the work.
  • Future Developments 
    • A decision is still awaited from the supplier's CEO regarding  regarding the funding of the Abintegro integration

Next Steps

  • In Work Tracking 
    • Confirm plan regarding the work to process the Job Application process
  • Future Developments 
    • Decision required on funding for Abintegro integration 
  • Finalise OLA with school of Economics / Applications Management 
  • Close project 

HSS027

Hope Park Counselling Centre System Implementation

 

Milestones

Target Date

Title
06-Nov-2020 Closure  
 
RAG Status

GREEN

Report by Andy Stewart for October 2020

Achievements in the Last Period

  • Application Update 
    • The implementation of the remaining 3 outstanding items, as noted below,  has been successfully completed allowing the project to move towards closure:
      • 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
  • Project Closure Report 
    • The project closure report has been approved by Hope Park representatives 

Issues

  • Requirement to extend project timelines to complete deployment of the final changes 
  • Still awaiting final confirmation from the project sponsor regarding the latest draft of the OLA

Next Steps

  • Confirm OLA
  • Close project  

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

AMBER

Report by Susan Ridder-Patrick for October 2020

Achievements in the Last Period

  • Shared Data flows and processes with WAM Forum - these are now a BAU resource for the Forum
  • "Narrative" for using the College WAM progressed but not completed
  • Configuration Document approval completing the Configuration stage
  • Booked Control Sheet days and reviewing impact to the plan
  • Training plan being developed
  • Test plans further developed

Issues

  • Delay in concluding the Configuration Stage has impacted when testing can take place. Impact to the plan is being reviewed with the supplier

Next Steps

  • Review impact to plan with WAM Forum and Project Board
  • Narrative for WAM to be approved by the project board
  • Control Sheet training Days
  • Control Sheet review and approval

HSS032

Xerte Pilot - authorisation and business case

 

Milestones

Target Date Title
11-Dec-2020 Project suspension ends
 
RAG Status 

SUSPENDED

Report by Muriel Mewissen for October 2020

Achievements in last period

Next Steps

  • Project will be reviewed in December.

HSS033

Centre for Open Learning - Business Process and Systems Review

 

Milestones

Will require to be re-planned 

Target date Title
06-Nov-2020 Sign-Off Business Analysis
08-Jan-2021 Sign-off Proposed integrated solution
22-Jan-2021 Project closure

 

RAG Status

AMBER

 

Report by Andy Stewart for October 2020

Achievements in the Last Period

  • Business Analysis 
    • The aspirational To-Be analysis has been completed and currently being reviewed and approved by the subject matter experts 
    • Limited feedback was received from other HE establishments regarding current systems - although a constructive discussion was held with a representative from the University of the West of England
    • A desktop review of the market place regarding potential suppliers has been completed.  As a follow up 
      • Two supplier demonstrations have been held and both would appear to provide a business solution 
      • Baseline costs from a number of suppliers have been sought 
    • Discussions have been held with Enterprise Architecture to determine if either of the two UoE supported CRM's (Salesforce and Dynamics) might provide an alternative business solution
    • Discussions have been held with Student Systems to determine any possible future synergies 
    • Discussions have been held with People and Money regarding future integration requirements 
    • As part of the analysis additional documentation has been produced outlining a) Proposed system design; b) Potential systems integration 
  • Project governance meeting held 

Issues

  • Whilst the project is currently projecting an overspend of 8 days, it is anticipated this can be recovered due to the progress achieved over the past few months

Next Steps

Business Analysis 

  • Sign-Off Business Analysis 
  • Commence Options Appraisal incorporating 
    • Analysis of potential externally supplied solution
    • Analysis of in-house solution 
    • Evaluation of utilising one of the CRMs

HSS035

Centre for Open Learning - Migration of CLASS to the cloud

 

Milestones

Target Date Title
13-Nov-2020 CLASS to Cloud Migration
20-Nov-2020 Migration Review
27-Nov-2020 Project Closure
 
RAG Status

GREEN

Report by Sophie Izard for October 2020

Achievements in last period

  • All users have been able to access the test environment successfully
  • The suppliers have been given access to the database

Issues

  • No open issues at present

Next steps

  • Migrate the database
  • Test the migrated database
  • Decommission the locally hosted database

HSS037

Replacement of ECA Mini Portfolios - Business Analysis

 

Milestones

Target Date Title
23-Nov-2020 Planning
 
RAG Status

GREEN

Report by Sophie Izard for October 2020

Achievements in last period

  • Project started

Issues

  • No open issues at present

Next steps

  • Complete project planning and initiation

 

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.

On 2 November 2020, Scotland introduced a Tier system, Edinburgh is currently in Tier 3. WFH remains in place for most and current restrictions are expected to be in place for the next 6 months.

 

Section Six: Programme Meeting Minutes

Date Comments
14 October 2020 Programme Review for August & September 2020 - meeting notes
2 September 2020 Programme Review for July 2020 - meeting notes
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
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No

Programme Info

Documentation

Not available.