Report for August 2024

ISG027 ISG Website Migration 

Milestones

RAG:

GREEN

Report by Anna Forostianko for August 2024

Achievements this period

• TEST migration complete
• EdWeb2 Training for Lead Publishers underway
• Lead Publishers on track with the migration preparation

Issues

• The dates for the start of Change Freeze and Migration Completion have changed (30 Sep & 11 Nov respectively) due to the complexity of the ISG Website and resourcing within the Migration Team. The new milestone dates below, Apps Review log underway. See change log
• Some section editors have limited capacity for the migration preparation & EdWeb2 training. They have been communicated the risks, and their pages might migrate as is.See issue

Next Steps

• Start LIVE migration

USD028 Card Implementation

Milestones

RAG

AMBER

Report by Colin Watt for August 2024

This is a restricted project. Those with access will be able to view the August report on the project's website.

Link to secure report

USD029 Printer Fleet Contract

Milestones

RAG

RED

Report by Colin Watt for August 2024

This is a restricted project. Those with access will be able to view the August report on the project's website.

Link to secure report

USD031 Business Continuity for ISG Services

Milestones

RAG

RED

Report by Sonali Nakhate for August 2024

Achievements this period

• BCP primary storage solution final build completed, though integration with the secondary data store is pending.
• Secondary solution storage costs – costs received and procurement is complete.
• Project will then be closed.

Issues

• Delay in securing costs for secondary solution has meant that the BCP storage solution delivery could not be completed. Subsequent discussions with DevTech and SharePoint team has led to a possibility that setup of Google Cloud might take longer than originally anticipated.
• Delay in receiving credentials from Computacentre for the procured Google Cloud platform.

Next Steps

• Receive credentials from Computacentre for the procured Google Cloud platform.
• BCP Secondary solution to be setup and integrated, with Devtech's help.

USD032 ISG Staff Intranet

Milestones

RAG

AMBER

Report by Sonali Nakhate for August 2024

Achievements this period

• UX testing completed with outcomes from the testing shared with the User Group and Project Board and JIRA stories amended accordingly.
• Design phase continues with SharePoint Architect working on creation of Design and Architecture documents. There has been a couple of weeks' delay but it is anticipated that this should not impact the final build dates
• Permissions Model - work ongoing with content owners to identify the SharePoint roles: Content Owners, Writers, Editors and Readers, which will inform the structure of the ISG Staff Intranet

Issues

• User engagement is patchy due to staff sickness and holidays and has delayed finalisation of the user stories and permissions model.
• Sign off and finalisation of some user stories has been impacted due to staff availability issue -  Availability of Facilities colleagues | Project Management (ed.ac.uk)

• Design stage has been delayed by a couple of weeks' due to SharePoint resource's availability due to leave and other higher priority work.

Next Steps

• Awaiting direction from SLT on how we should be proceeding with the project.
• Complete Design of the new Intranet, in readiness for build to commence.
• Sign off of the Information Architecture by the Project Board

USD033 Cloud Printing Implementation Phase 

Milestones

RAG

BLUE (suspended)

Report by Colin Watt for August 2024

Project currently suspended

USD034 IT & Library Business Service Readiness for Start of Semester 24/25

Milestones

RAG

AMBER

Report by Tim Gray/Anna Forostianko for August 2024

Achievements this period

• Welcome Week Planning Milestone achieved.
• Social Media content is almost completed
• All purchases have been completed and the majority delivered
• Piper for 7th and 8th September 2024 secured and PO raised
• IT Readiness meetings well attended
• The date for the Principal's visit to ML confirmed
• PM has reported progress to SLT

Issues

• Facilities are stating that they are short-staffed and there is a risk that they do not have adequate staff to facilitate a smooth running of Welcome Week. 
• The room booked for the project team during welcome week has been pulled due to renovation work. An secure alternative room needs to be found.   

Next Steps

• Complete all planning
• Hand over IT Readiness Strand to daily meetings during WW and week 1
• Hold Welcome Week

RAG Commentary

Issue: Facilities are two team members down due to illness and the recruitment freeze.

Impact: Facilities run the queue management and floor plan for Welcome Week. There is a risk that the smooth management of these areas is impacted by the staffing issues in Facilities. If there are not adequate staff on the ground, this can result in a negative impact on students in the Main Library.

Next steps: The project team will meet with Facilities before Welcome Week to discuss possible solutions and assist during Welcome Week where possible.