Closure Report

DTI033: Qlik Consolidation - Completion Report

  1. Completion Report Caveat

The bulk of the project was conducted under the accountability and responsibility of a programme manager no longer with UofE. The current incumbent took responsibility for the project in May 2018. The accuracy and contents of this completion report may reflect this.

  1. Project Overview

This project is part of the BI Tools Programme within the Digital Transformation Portfolio.

One of the objectives of the BI Tools programme is to improve access to BI Tools. There are a number of tools currently used in the University. One of which, BI Suite, has been implemented centrally within an enterprise capable technical environment. It is supported through the Business Reporting and Analysis Service.

Two others Power BI and Qlikview have been implemented across a number of Schools in a much more ad hoc way and have no formal centralised support. In the case of Qlikview the University has a mixture of individual desktop licences and small business server and user licences. It is not clear how many of these are the latest version or supported by vendors. There is no formal centralised support for users within the University.

This approach is a highly inefficient use of the investment in licences and means that the ability to distribute content is highly restricted. It would also be very difficult to incorporate into an effective support service or to apply effective information governance to reports.

The aim of this project is to procure an appropriate mix of concurrent and specific user licences and bring them under centralised support. This will allow users to be allocated concurrent user licences where appropriate and to redistribute named user licences to those for whom they are most appropriate.

This is a small project to procure new licenses and to consolidate existing licences into a common framework.

The implementation of the licences, the external support and the enhancement of the Business Reporting and Analysis Service will be managed through subsequent projects.

  1. Objectives & Deliverables Analysis

Objective / Deliverable (as stated in original Brief)

 

Priority

Deliverable Status (Delivered / Partially Delivered / Not Delivered).

Commentary.

 

O1 Establish the licence and support requirements for Qlikview

 

 

 

D1. Statement of Licence requirements

 

M

Delivered  

The licence requirements have been included in the Business Case.

D2. Statement of End user technical support requirements

 

M

Partially Delivered. No statement of technical support requirements produced. However the standard support offering of the supplier is included in the contract.  

D3. Statement of implementation support requirements

 

M

Partially Delivered.

 

A template implementation project plan has been supplied by the vendor, although this is not included in the contract.

See associated risk.  

D4. Statement of production support requirements

 

M

Delivered

 

The contract includes details of qlik support.

D5. Approved funding model

 

M

Delivered.

 

The 1-off costs and on-going sustainability funding have been addressed in the business case.

 

D6. Approved Procurement approach

 

M

Delivered.

 

The procurement approach is defined within the procurement strategy.  

D7. Approved statement of requirements

 

M

Not Delivered.  

An updated Statement of Requirements was not received from the supplier.  

Functional requirements: Qlikview is already in use at the University and therefore due to the nature of the project, (consolidation not procurement), no functional requirement were produced. QlikSense was deemed to be an extension to the functionality of Qlikview and therefore covered by consolidation.

 

Non Functional: A limited assessment of the technical suitability of the Qlikview/Qliksense platforms was conducted. See associated risk.

O2 Procure the licences and support defined in the requirements.

 

 

D1. Contract for licences and support

 

M

Delivered

 

Contract and matching Purchase order signed-off and sent to vendor.  

(M=Must Have; S=Should Have; C=Could Have; W=Want

  • M= has to be satisfied for the final solution to be acceptable in terms of delivery dates, compliance, viability etc.
  • S= high-priority requirement that should be included if possible -workarounds may be available
  • C= a nice-to-have requirement
  • W= want but will not be part of this project)
  1. Success Criteria Analysis

 

Success Criteria

(as stated in original Brief)

 

Status (Achieved / Partially Achieved / Not Achieved).

Commentary.

 

SC1

Phase 1

 

Requirements are agreed and signed off

Achieved.

SC2

Phase 2

 

Licences are procured within budget and in timescales that allow implementation of the tool and support services

Achieved.

 

The licences have been procured successfully. 

 

NOTE: The licence budget was initially set at 297k. This was later increased to 317k.

 

The contract was awarded 3.5 months later than planned. This has meant that the Qlik Implementation project will not start in 17/18.

 

  1. Schedule

The project commenced in December 2017, with the contract award taking place in July 2018. The project close is due July 2018.

  1. Milestone History

Key Milestone

Baseline Date

Final Date

End of Planning

12/01/2018

26/01/2018

Issue Requirements to Vendor

20/02/2018

-

Issue Purchase Order

28/03/2018

13/07/2018

Project Completion

04/04/2018

27/07/2018

Project Closure

20/04/2018

31/07/2018

 

  1. Analysis of Resource Usage

 

Baseline Date

Notes

Staff Usage Estimate

40 Days

 

Staff Usage Actual

60 Days

Current actuals = 57 days ETC = 3 days Expected total = 60 days

Staff Usage Variance

50%

See issues.

Other Resource Estimate

£None

This excludes the actual cost of the tool

Other Resource Actual

£None

 

Other Resource Variance

0%

 

  1. Key Issues

 

 

Impact*

 

 

Issue

B  

S

T

Details

 

I01

Change of Project Scope

 

X

X

X

The team took advantage of an opportunity to change the scope of the deal to include Qliksense. However this was not officially recorded or approved through governance. However, it was discussed at BIT programme board meeting in Feb, May, June & July.

 

I02

Lack of project governance and structure.

 

X

 

X

There has been a lack of project governance and structure:

* Lack of governance regarding the scope change to QlikView and QlikSense.

* Lack of a detailed record of meetings between UofE and the consortium of suppliers. These are mainly contained within emails and telephone conversations between Programme Manager and Vendor.

* Lack of documented requirements.

* Irregular published projects plans / estimates.

* Limited number of projects risks, and lack of proactive management.

* Lack of a business case artefact.  

I03

Unclear procurement strategy

 

X

 

X

The procurement strategy (direct award) was confirmed on the 4th July. Prior to this, it had not been evident that the desired strategy was allowable within procurement rules, particularly as it covered two products - QlikView and QlikSense.

 

I04

Time pressure to reach the contract award  milestone in17/18

 

X

 

X

The accountability for the project was transferred to the incumbent programme manager in May 2018. The pressure and concern since this point has been to reach contract award within the academic 17/18 year.  

*Impact B/S/T = Budget/Scope/Time.

  1. Key Learning Points

1. Programme Managers/ Project Managers with a good understanding of UofE governance processes and expectations is a good thing.

2. Procurement processes can be lengthy exercises. Make sure there is enough elapsed time available, especially if contract award is needed within a particular academic year, due to budgetary constraints.

  1. Post Project Activities

None. The project is followed by the Qlik Implementation project DTI034.

  1. Residual Risks

#

Desc

Probability / Impact

Description

R-01

Incompatible technical architecture

LOW/MEDIUM

A limited amount of effort has been undertaken to verify the non- functional (technical) requirements. There is a risk that the tools (specifically QlikSense) may not comply with our requirements. This will be further investigated as part of the implementation project design phase.  

R-02

Implementation Plan budget/scope/timelines

LOW/MEDIUM

An implementation plan has not been included in the contract. There is a risk that the expected budget/scope/timelines may not be accurate. 

This will be further investigated as part of the implementation project planning phase.  

R-03

Insufficient Benefits will be accrued from additional Qlik product capability    

LOW/MEDIUM

Use the techniques of benefits mgmt to articulate and track the tangible and intangible benefits at programme level, once Qlik has been implemented.   Added to programme risk register (risk 14) 

Risks R-01 & R-02 will be transferred to the DTI034 Qlik Implementation project risk register. Risk R-03 will be transferred to the BIT Programme risk register.    

  1. Summary

Overall, the project has succeeded in the delivery of its objectives, including the exploitation of an opportunity to procure a superior toolset at an advantageous cost. The University is now in a good position to provide a step change in the capability of its BI/MI offerings, and offer an alternative to the “one size fits all” approach of the past.

There have been some difficulties, particularly around the project governance and change of project managers, but these were all resolved without harming the overall success of the project.     

  1. Acknowledgements

Thanks to all project team members for their efforts.  

Special mention to Jen Patterson (procurement) for her excellent support, particularly over the last couple of months.  

  1. Distribution & Sign-off

Who

Communicate Project Completion Status

Sent Completion report for Information

Completion report Sign-off Required  

Date signed-off

Berry, Dave

Y

 

 

 

Carter, Alex

Y

Y

Y

07/08

Cooke, Susan

Y

Y

Y

07/08

Fiddes, Iain

Y

Y

Y

15/08 Verbal

Hutchison, Lynda

Y

Y

 

 

Kaempf, Stefan

Y

Y

Y

08/08

Lang, Mark

Y

Y

 

 

Milne, Jen

Y

 

 

 

Paterson, Jen

Y

Y

 

 

Ritchie, Mark

Y

Y

Y

Mark R on holiday.

Roy, Stephen

Y

Y

Y

14/08

Thomson, Andrew

Y

Y

Y

14/08

 

  1. Document Version Control  

Version No

Contents

Date Created

Author

Comments

V0101

Initial draft

23/07/2018

Chris Lawford

Initial draft  

V0102

Modified draft

06/08/2018

Chris Lawford

Updates from team review.

 

V0103

Approved team  draft

07/08/2018

Chris Lawford

Issued for stake holder approval

V0104

WIS Submission version

14/08/2018

Chris Lawford

For approval at WIS.

 

  1. Document Revision Details

Version No

Comment / Response

Date

Who

Document Updated?  In Version? When?

V0101 V0102

Numerous discussions and revisions  SC, AC  

07/08

Alex C / Susan C

   

Yes V0103 07/08

V0103

SK: Hi Chris/Alex,

Who is managing this license? As far as I can see it is not on the license management page:

CL: Spoke to SK. Happy to sign-off, just has concerns over the whole sustainability of Qlik tooling. This is being handled at a programme level.    

 

13/08

Stefan K

N/A V0104 14/08

V0103

ML: Happy to sign this report off Chris, I think it’s highlighted the issues well.  It was a bit of an odd project, but well done for getting it over the line.

14/08

Mark L Heyn

N/A V0104 14/08

V0103

AT: Many thanks Chris, glad things have finally progressed to putting the order in now. Regards Andrew

 

14/08

Andrew T

N/A V0104 14/08

 

 

Project Info

Project
QlikView Consolidation (DTI033)
Code
DTI033
Programme
Digital Transformation - BI Tools (DTIP08) - CLOSED
Management Office
ISG PMO
Project Manager
Jay Heer
Project Sponsor
Susan Cooke
Current Stage
Close
Status
Closed
Start Date
21-Dec-2017
Planning Date
26-Jan-2018
Delivery Date
27-Jul-2018
Close Date
27-Aug-2018
Overall Priority
Normal
Category
Discretionary

Documentation

Close