Jun 2020

SMI022

Journyx Service

Category: Compliance

Milestones:

Milestone dates to be revised based on Journyx availability and migration plan.

RAG Status:

AMBER

Report by Colin Watt for Jun 2020

Achievements in Last Period

• Planning milestone signed off.
• Contract with JournyX signed electronically 27/05/20.
• Project team have engaged with JournyX technical team. Provisional dates for migration dependent on JournyX availability but requested for late July / Early August.
• Temporary extension for on-premise JournyX license covers UoE until end August.
• SSO config underway.
• Database backup provided for Test server. Once loaded, scope of data cleansing to be determined.

Issues

• Potential issue of staff availability in business units for UAT. PM exploring if Student intern can help with comms / UAT / Training.

Next Steps

• Engagement with JournyX migration team and stakeholder groups.
• Planning UAT / Training.
• Revision of milestones based on JournyX migration plan.
• Sign off on migration plan.

SMI024

UniDesk Procurement

Category: Discretionary

Milestones:

(All milestones tightly coupled to contract signing. New milestones proposed but not yet approved by Project Sponsor  signing).

Provisional new milestones:

RAG Status:

AMBER

Report by Colin Watt for Jun 2020

Achievements in Last Period

• CIO agreed to approve the contract (27/05/20) provided that an additional agreement be put in place with the UniDesk members to protect Edinburgh, as they are signing the contract as the Service providers but at higher risk. This to reference the obligations on members in the SaaS T's and C's.
• UniDesk Board meeting held 16/06/20: agreement on data deletions scripts, agreement approved by UniDesk members although some indicated they would need to consult with legal colleagues on the side letter; it was indicated to members that migration was conditional on the signing of the additional letter. Provisional migration schedule was discussed with the caveat that it was dependent on the contract signing and staff availability.
• Finalised documents were distributed w/c 29/06/20 and electronically signed by all parties by 03/07/10, thereby completing milestone.
• Migration Planning: the timeline is tightly coupled to the signing of the contract so is being revised along with overall project timelines.

Issues 

• Delays to signing contract mean that there is now insufficient lead time for configuring test SaaS environments to allow any number of member institutions to migrate to Live before the September change freeze period. This increases pressure to complete more migration work Oct-Dec 2020 and increases risk to UoE as the services remain on local infrastructure during one of the busiest periods of the year.

Next Steps

• Agree draft implementation plan.
• Initiation of test SaaS instances.
• Configuration of SaaS Test instances and handover for UAT with early migration candidates.
• Go / No-Go decision points for early migration candidates.

Project RAG status remains AMBER due to delays on contract completion, although contract now awarded. The delay (and compounded impact of Covid-19 at all institutions) will severely impact on the SaaS migration schedule for Edinburgh and the 10 other UniDesk members. Revised milestones to be agreed with Project Sponsor.

SMI023 UniDesk for Malta