October 2020
- Report Date
- October 2020
SSP Programme Report -October 2020 by Franck Bergeret for Lisa Dawson (Owner)
Section one: programme summary, risks
Section two: projects in progress with status amber or red
Section three: forward look and resource update
Section four: projects not started
Section five: closed or withdrawn projects
Section six: non SSP projects having an impact on SSP resources
The format of this programme reporting is reporting by exception: each of the projects which are GREEN, i.e. on track to deliver the agreed scope within the agreed milestones and agreed budget are not reported in Section Three. For GREEN projects the recent achievements and next steps can be found from selecting the project on the SSP Programme Home Page and viewing the relevant monthly report (listed on the right hand side of the project view).
The RAG will reflect the changes over the last month as per IS guidance LINK
Section One: Programme Summary and Risks
RAG status: the programme is AMBER to reflect the decisions made on priorities and resources, as well as P&M SITS integration effort larger than expected:
- ART work delivered for start of term has delayed the completion of APT Assessment and Progression build work and handover to service (SAC081), and the start of the product backlog assessment done under Student Record Enhancement (SAC084 project)
- SEP priorities: Enquiry Management design has progressed with a prototype produced using new WS02 API framework, being re-used for P&M student finance SITS integration. Analysis for P&M is progressing well to develop the Business Requirements Documents. At this stage the expected build and testing phase will be significant larger than expected (not estimated yet), putting the go live date April 2021 at risk and impacting on the remaining SSP programme work
- Extensions and Special Circumstances ESC system go live is progressing with the rescheduled go live to Feb 2021, while supporting the ESC service to manually process applications from Oct 20. This will impact on SSP resources to start new project
- Data Futures (SAC077) will restart in Nov when the full team is mobilised . Resources have been secured, however there will be delay to mobilise the full team until the ESC go live and when more BA and Dev will join the Data Futures project team from ESC team
- The next and larger SITS software double upgrade (SAC087) has started, with databases upgrades and refresh planned for Nov as required ahead of the software upgrade
- There are a number of decisions required re priority of work for 20/21 that are not resourced or funded (see section four). Priority and options to be addressed
- There is a higher SSP compliance effort for 20/21 compared with previous year (50% of the SSP budget) and fewer effort on process improvement. Programme is also forecasting overspend on Other IS Apps effort
Budget
For 20/21 the SSP programme IS budget has been set to 2,521 days. See details on budget baseline https://secure.projects.ed.ac.uk/unpublished/programme/sac/issues/178
- 2,035 day score funded, incl 488 days set for ESC project, and integration work with P&M and Enquiry Management
- 486 days USG funded, to resource Student Record Enhancement and ART work
Delivered this month
- The switch to the new web servers has been successfully completed (SAC080)
- Extensions and Special Circumstances (SAS003): further code released ahead of the solution go live in Feb 21
Closure this month
- none
Programme planning
- Noted is the constraint for system build: the recommended number of projects able to be built concurrently in EUCLID remains at five. There are 6 projects running at the moment
Red and Amber Programme Risks & Issues
Risks are being monitored fortnightly with programme owner
| ColdFusion (IS supported) applications need to be rewritten by end 2023 | AMBER | Lisa Dawson | |
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AMBER | Lisa Dawson | |
| Programme is impacted by ART work | AMBER | Lisa Dawson | |
| Programme may be impacted by Service Excellence Programme | AMBER | Franck Bergeret | |
| Single point of failures for key services | AMBER | Franck Bergeret | |
| Brexit will impact SSP priorities | AMBER | Chris Giles | |
| Programme is impacted by the Covid-19 outbreak | AMBER | Lisa Dawson | |
| Euclid may stop working with future upgrade as a result of technical debts | AMBER | Lisa Dawson | |
| Estimated effort required for Data Futures may be significant | AMBER | Paula Webster | |
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AMBER | Lisa Dawson |
SSP resources gap: actions approved and outstanding
| Resources being conflicted | Projects | Details | actions and progress |
|---|---|---|---|
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BA |
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Developer BA
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Data Futures |
Conflict from ESC (SAS003)
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| Developer | Automated release service | Conflict from ESC (SAS003) for SSP technical lead developer | Accepted conflict. Will delay progress on making enhancements to the automated release service of SITS codes |
Section Two: Projects in Progress with status of Amber or Red
| Project | Issue or change resulting in AMBER or RED Status | |
SAC081
Amber, PM Franck Bergeret |
Amber as there is delay to complete the last approved requirement and handover as a result of the team spending more time on ART work, and supporting the service Status report https://secure.projects.ed.ac.uk/unpublished/project/sac081/status/14 |
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SAC086 Move the SITS Hub/Streams off the physical servers to VM Amber, PM Franck Bergeret |
Amber as completion of the 1st changes on the Dev environment are behind schedule due to IS resources constraints, rework on server upgrade and priority to start the SITS software double upgrade. Agreed to review mid Nov and decide whether to continue or reschedule later in the year after the SITS software double upgrade. Status report https://secure.projects.ed.ac.uk/project/sac086/status/4 |
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SERVICE EXCELLENCE SAS projects, which SSP is a supplier (ESC SAS003, Enquiry Management SRA002, P&M integration COR005) |
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SRA002 Enquiry Management AMBER, PM Lana Smith |
SITS integration is using the new API framework (WS02) and has produced a prototype, which is being extended with data before being reviewed with supplier Project continues to encounter on boarding delays due to institutional capacity, mailbox integration issues, and Covid related activity. EUCLID integration work kicking off and still on track to deliver by the end of the year. Last status report https://secure.projects.ed.ac.uk/unpublished/project/sra002/status/12
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| COR005 P&M integrations RED, PM David Watters |
SSP is working on the student finance (accounts receivables/student fees) integration stream. The analysis is progressing to complete Business Requirements documents for review by the business. Technical design is using the new API framework (WS02) and has produced a prototype to be used for both enquiry management and finance SITS integrations. Options for build are being reviewed. This will inform the size of build and testing The student finance stream is amber to reflect the larger expected effort for build and testing, likely impact is to the April 21 go live being at risk Last status report of the whole of P&M integrations is showing as Red https://www.projects.ed.ac.uk/project/cor005/status/12 |
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Section Three: Forward Look and Resource update
Forward Look and RAG
For illustrative purposes, the expected monthly effort figures assume that the requested effort for SSP, SEP and "other" projects will be funded from within the SSP programme budget of 2,035 days for IS resources. ( ie 11 FTE at a rate of 185 days per annum). Additional 486 days sponsor funded by USG- The SSP Team resource is as follows;
- SSP IS Apps currently made up of
- 11.9 FTE SSP IS Core (10.9 FTE developers, Programme Manager/PM 1 FTE) =2,201 days
- 1.1 FTE Other IS Apps staff (=204d Core funded) + 116d USG sponsor funded (Dev Tech)- Total 320d
- SSP Student Systems: 12 FTE (Business Analysts, Testers, Trainer, Implementer)
Forward look SSP Programme
Forward look Service Excellence Programme using SSP resources
Resources Update - Summary
The following table summarises resource usage for
- SSP DEV + SSP PS (Developers and Programme Manager)
- Student Systems ( SSP BA & Testers) teams across the programmes which have used, or plan to use more than 5 days SSP effort.
- The other effort being shown is the IS Apps (it excludes SSP Dev & programme manager)
1. Current plan shows the SSP programme is in excess of 60 days for 20/21. On SSP resources, fewer days will be expected to be spent on Data Futures as teams gets mobilised later than planned
2. IS Apps budget (non SSP resources) for 20/21 is 320 days . Expected to over spend the budget by 77 days at this stage, as a result of the three upgrade compliance work in progress
3. SEP budget for 20/21 has been set at 488 days, shows excess of 19 days . However more effort is expected to build the P&M integration, once all requirements are known and the build has been estimated
SSP resources effort on SEP projects
- Resources is currently required for Service Excellence programme (ESC, Enquiry Management and P&M integrations), and within SSP to support the compliance programme of work and continuous improvements of core functions. Worth noting that more SSP resources are being spent on SEP projects at the start of this year
(FTE based on 185 days available per year per staff)-Based on effort recorded in ASTA
| SSP Resource |
FTE available to projects in October (Excludes USG additional funded staff) |
Actual effort (FTE) on SEP in October (baseline 10.2 FTE) |
Notes |
|---|---|---|---|
| SSP Developers |
7.2
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5.8 (was 5.2 in Sep, Aug) |
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| SSP Business Analyst/Tester |
7.5
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6.2 (was 7.9 Sep, 5.9 in Aug) |
Some timesheets missing so should be higher |
Section Four: Projects Not Started
| Project Info | Programme Manager's Commentary | |
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ColdFusion applications to be either rewritten by 2023 or migrated to new CF extended version in 21/22 Decision required re migration options Risk: ColdFusion applications need to be rewritten by end 2023 |
Details of supported apps on
https://www.wiki.ed.ac.uk/display/insite/ColdFusion+Applications+-+current+state External Examiners, Personal Tutors (design work done in SEP) , MiniPortfolio, MyEd links-
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ColdFusion upgrades for student systems applications Initiated- KSR (Keep Service Running) -Update: delay to secure IS resources - amber |
New IS upgraded server to move application to CF2018 version is ready. Securing IS Developers to (1) migrate the student systems applications (not supported by IS) to upgraded server (short term); and (2) to review options/effort to upgrade them to Pytrhon/supported database (long term to meet end of life of ColdFusion in 2023) Details of local SSP apps that on coldfusion-access_list_updates_5feb20.docx - |
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GDPR2 (SAC085) Compliance Status: not starting this year as per new priority-Decision required regarding priority for 20/21. Escalated Amber |
Not started. Business Analyst resource being conflicted with P&M integration project. Escalated to programme owners of SSP and SEP for decision. Was planned to start work over Feb/March 2020- Impact to the business: not GDPR compliant, reputation and financial risk to the university should another error occur Link to status report https://secure.projects.ed.ac.uk/project/sac085/status/9 New risk raised to assess scope of work remaining and risk of not doing it LINK- top 4 priorities set: estimated at BA 110d, Dev 70d, PM 25d |
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Web applications allow virus files to be uploaded (pen test outcome) Delay to progress as a result of conflict with SAC080 - do in KSR (Keep Service Running) - amber |
Outcome of the pen tests, one critical issue approved to be progressed: web applications allow virus files to be uploaded - up to 10d developer time Delay due to the SAC080 upgrade |
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Ceremony codes for 2020 Not started- To be confirmed whether this is required for the next planned March 2021 physical graduations |
For the next 2021 March graduations we expect we will run out of ceremony codes using A-Z and 1-9. Need to have a solution in place for the next graduation- Options are either to fix that issue only (estimated at 20d build) or bring in the new SITS graduation component (may be part of Student Record Enhancement) |
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Personalised staff teaching timetables analysis only Not started (was planned for analysis in April 20)- Decision required regarding priority |
Technical analysis feasibility to focus on bringing in data into timetabling 1st- BA required for analysis in spring 20, with an implementation planned for start of semester 2 in 2021 At risk of not starting this academic year |
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SITS database servers are reaching end of life, need to move to the new VM infrastructure (Stefan Kaempf)
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The project driver is the end of life of physical machines (12c) Proposal to start migrating the SITS Hub Streams to Virtual Machine in 2020, and then migrate the SITS database after the next SITS upgrade project in 2021.
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Make the Transition Personal - MTP Careers led- Decision required regarding priority and funding |
Currently MTP is run on Evasys platform. Some support work was done by SSP over summer 2020, further support will be required next summer (10/20 days). Longer term option is to move MTP into EUCLID reusing the same framework completed for Annual Registration, or to use MS for managing forms/data flow and import into Personal Tutor. Size will depend on known requirements, but a Euclid solution would be in the region of 100-150 days development, same for analysis, 30-50 days testing, 30-40 days project management |
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Automated release and change management for EUCLID-Continuous Improvement Decision approved: on hold as per new priority for ESC/ conflicted developer |
Need SSP technical lead- conflicted with ESC (SAS003) work Technical improvement to improve release service. Initial proof of concept to deploy configuration file has been completed. Further work progressed with automated release of database change. |
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UCAS changes planned for implementation in the 2022 cycle not started |
will require resources in 20/21 if going ahead | |
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DDI Programme and Course Tagging Agreed to start in 21/22 |
The University’s programme and course information management systems to identify teaching Programmes and courses which contribute to the Data-Driven Innovation (DDI) programme. New request from DDI in Jan 20 (additional funding approved). Estimated at 55 d project, with phased approach to deliver minimum work: manual import 1st by student record team and then CCAM changes by SSP |
Section Five: Closed or Withdrawn Projects
| Project | Closure report link | Date closed |
Section Six: non SSP Projects having an impact on SSP Resources
| Project Info | Programme Manager's Commentary |
| Service Excellence- Extensions and Special Circumstances (ESC) SAS003 (PM Ruth Wilson) | Green, last status report https://www.projects.ed.ac.uk/project/sas003/status/52 |
| Service Excellence - P&M- Core system integrations COR005 (PM David Watters) |
Red for whole of P&M integrations, see above update section 2
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Service Excellence SRA002 Enquiry Management Procurement & implementation, (PM Lana Smith)
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Amber, see above update section 2 |
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Service Excellence Programme Course Information Management PCIM SAS010- suspended
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Project on hold pending priority and funding subject to governance |
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Service Excellence SA&S Structure & Ways or Working SAS022 (PM Alistair Wallace) suspended |
Include work related to Personal tutor review. May require SSP resource for analysis of process/system changes following service model approval. Worked being tied up with future roles/ways of working Suspended. In a period of review of future ART workstreams |
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Centre for Open Learning Business Process and Systems Review- HSS033 (PM Andrew Stewart) |
Progressing with to-be processes analysis run by IS BA- Will require a SSP BA to review. last status report https://www.projects.ed.ac.uk/project/hss033/status/11 |
| Attachment | Size |
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 ssp_resources_oct20.png | 143.14 KB |
| forwardlook_oct20_ssp.png | 228.92 KB |
| forwardlook_oct20_sep.png | 170.37 KB |
