Closure Report
DTI033: Qlik Consolidation - Completion Report
- 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.
- 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.
- 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)
- 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. |
- Schedule
The project commenced in December 2017, with the contract award taking place in July 2018. The project close is due July 2018.
- 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 |
- 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% |
|
- 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.
- 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.
- Post Project Activities
None. The project is followed by the Qlik Implementation project DTI034.
- 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.
- 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.
- 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.
- 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 |
- 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. |
- 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 |
Attachment | Size |
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dti033_qlik_consolidation_-_completion_report_v0104.docx | 35.97 KB |