Report for July 2020

Report Date: July 2020

Report compiled by Muriel Mewissen (IS Apps Programme Manager) for Jim McGeorge (USG), Kate Brook (D&A), Jenny Shaw (D&A), Rebecca Gaukroger (SRA), Gillian Simmons (SRA), and other interested business area owners.

Section One: Programme Commentary, RAG and Resources Update

Commentary

We end this 2019/20 session with both ongoing projects reporting a GREEN status. We have a surplus in our portfolio contingency budget of 99 days.

Lessons Learned are being drawn from USG014 Development and Alumni CRM Procurement in preparation of a potential procurement project at a later date.

USG015 Clearing 2020 has progressed at pace during July with the deployment and configuration of a new call centre application, equipment and technical set up for both on campus call centre in the main library and staff at home; finalisation of data capture form and workflows; recruitment and training of operators; and trial test run; all in readiness for SQA Clearing on 3 August.

The overall USG Other Programme status is GREEN.

Please note that the project RAG status is following the guidelines available on the Project RAG status guidance page.

Forward Look - July 2020

Resources to end July 2020

We note 113 days of contingency was unused at the end of this 2019/20 session.

Section Two: Projects Not Started

There is no new project planned to start this session.

Section Three: Projects in Progress

Project Info

Project Managers Commentary

USG014 Development and Alumni CRM Procurement

Category: Discretionary

Milestones

Target Date

Title

09- Jun-2020

Contract Award completed

milestone to be withdrawn

11-Sep-2020

Delivery (Contract signed)

milestone to be withdrawn

25-Sep-2020

Closure

milestone date to be brought forward

RAG Status

GREEN

Report by Ben Armstrong for July 2020

Achievements this period

Planned lessons learnt exercise and issued lessons learnt survey to project team and stakeholders

Issues

Due to the Covid-19 situation, Development and Alumni have faced financial and staff constraints which have led to their decision to abandon the procurement. The decision is supported by Jim McGeorge and Gavin McLachlan on behalf of USG and ISG. As a result, the project's Scope has changed and agrees last month. The Time and Cost RAGs remain at GREEN. There has been an agreement to move ahead and close the project, following the undertaking of a lessons learnt exercise.

Next Steps

Analysis of lessons learnt survey responses
Lessons learnt review meeting with core project team August 19th
Produce lessons learnt report and closure report; close project

USG015 Clearing 2020

Category: Discretionary

Milestones

Target Date	Title
07-Aug-2020	Scottish Clearing (4-7 Aug)
17-Aug-2020	rUK Clearing (13 - 17 Aug)
28-Aug-2020	Deliver Project Outcomes
30-Sep-2020	Project Closed

RAG Status

GREEN

Report by Frankie Quinn July 2020

Achievements in last Period

Finalised configuration of the remote call centre and had Gamma put everything in place
finalised operator numbers and rotas
finalised sharepoint forms and scripts
Deployed update to the Website to reflect courses available in clearing
Ordered and Delivered hardware required to operators at home and the main Library building
Configured the lower ground floor library space and carried out covid risk assessments
Deployed Horizon software to all the Library machines and links to download software at home
Trained Operators on use of sharepoint forms and scripts
Train operators, supervisors and administrators on Gamma platform
Tested the software and operator set ups

Issues

No outstanding issues

Next Steps

Deliver SQA Clearing
Review SQA clearing and make any adjustments or improvements for for A level Clearing
Carry Out A level Clearing
Carry out Clearing days debrief
Carry out lessons learned assessment
Begin Project Closure process

Section Four: Closed or Withdrawn Projects

Project Info	Project Manager's Commentary
USG012 ThankQ Infrastructure Upgrade	This project was started in August 2018 and was closed on 21 February 2020. The Closure Report is available to view.
USG013 Clearing 2019	This project was started in March 2019 and was closed on the 25 October 2019. The Closure Report is available to view.

Programme Status

RAG Status

Overall: GREEN

Has formal escalation taken place?: No

This article was published on Aug 11, 2020

Section One: Programme Commentary, RAG and Resources Update

Commentary

Forward Look - July 2020

Resources to end July 2020

Section Two: Projects Not Started

Section Three: Projects in Progress

RAG Status

Report by Ben Armstrong for July 2020

Achievements this period

Issues

Next Steps

RAG Status

Report by Frankie Quinn July 2020

Section Four: Closed or Withdrawn Projects

Programme Info

Documentation