Organisation

Work/Task Breakdown

Please see attached plan

est097_high_level_project_plan_v0_1.docx

Resources, Skills and Costs

This project will require a variety of personnel from Estates, IT technical teams and the Business Partner/Supplier (Mass).  The resources and their responsibilities have been summarised as follows:

Business Teams

  • Project Sponsor (Project Board) will ensure the project adheres to the project vision and to ensure the project delivers the required solution within the boundaries of quality, time and cost;
  • Senior User (Project Board) will ensure the project delivers the required solution within the boundaries of quality, time and cost and to ensure project objectives are adhered to and project deliverables are met;
  • Project Lead, team representatives and SME's (Subject Matter Experts) will assist with and undertake specific activities to complete deliverables, undertake testing and provide post deployment support. The Project Lead will be the first point of contact within the Business area.

Technical Teams

  • Senior Supplier (Project Board) will ensure the project delivers the required technical deliverables/solution within the boundaries of quality, time and cost and approves any changes to these;
  • Programme Manager will ensure impact and dependencies across the wider Estates programme are communicated and any incoming or outgoing impacts/conflicts are resolved;
  • Project Manager will control and manage the project and ensure that the project deliverables are of the required quality and produced within the agreed time and cost;
  • Business Analyst will work closely with the various business areas to define business requirements, verify deliverables and review and revise processes, as required, in relation to the business requirements;
  • Development Technology resource will deploy solutions to the relevant DEV/TEST/LIVE environments;
  • Application Management will ensure the system continues to operate fully within the current production environment, will undertake documentation updates (TAD) and provide continued support of the system.

Business Partner / Supplier

  • Senior Supplier/Business Partner Lead (Project Board as required) ensures the project delivers the supplier led technical deliverables/solution within the boundaries of quality, time and cost and approves any changes to these;
  • Project Manager will coordinate all supplier related activities;
  • Technical Lead will design, build and test deployment files and provide support and consultancy advice.

The Project Gantt details ownership of the individual activities.

Project Governance

A Project Board will be formed to direct and assure the project which will be under the day to day management of the Project Manager.  Project Board meetings will be scheduled and held at key points in the project such as the end of project stage(s); key decision/sign off dates (See project Gantt) and may be called upon if issues arise resulting in requirement for escalation and project direction decisions.

A project team consisting of subject matter experts to deliver the day to day project activities and will work under the control of the Project Manager who reports into the Project Board.

Meeting

Purpose

Frequency

Project Board

Formal Project Board for Senior stakeholder update and decision making on Stages, Sign offs, Changes, Risks and Issues.

Key milestones (Project Start; End of Planning; Deployment; Closure); monthly, as required.

WIS

Governance body for IS, to request change approvals against project scope, cost and timescales and for project progression, achievement notification and escalation (IS resource).

Key milestones (Project Start; End of Planning; Deployment; Closure).

Otherwise, as required.

Project Checkpoint Meeting

All active project delivery personnel to give progress update, agree next steps and raise and review risks and issues.

Weekly

 

Project Stakeholders

Name

Business area

Role

Karen Adamson

Estates Finance & Purchasing

Project Sponsor & Senior User (Project Board)

Jane Brodie

Estates EBIS Support

Archibus Systems Support Manager (Project Team Member)

Ravi Girn

Mass PLC

Business Partner Supplier Lead (Project Board)

Anne Graham

IS Applications

Apps Service Group Team Manager (Project Assurance)

Wendy Groome-Vine

Estates Finance

Estates Finance Manager (Project Team Member)

Hannah Johnstone

IS Applications

Development Technology Resource (Project Team Member)

Stefan Kaempf

IS Applications

Senior Supplier (Project Board)

Heather Larnach

IS Applications

Technology Management Group Team Leader (Project Assurance)

Helen Lobb

IS Applications

Project Manager

Mark Lang

IS Applications

Development Technology Group Team Manager (Project Assurance)

Carole Lowe

IS Applications

Business Analyst (Project Team Member)

Derrick Matheson

IS Applications

Programme Manager (Project Board)

Martin Matt

Estates

Business Partner Technical Lead (Project Team Member)

Ron Mcleod

IS Applications

Applications Management Lead (Project Team Member)

David Perkins

Mass PLC

Business Partner Supplier Project Manager (Project Team)

Pauline Smith

Estates EBIS Support

Archibus Systems Support Manager (Project Team Member)

Zoe Stephens

Estates Change Mgt

Change Management Lead (Project Team Member)

Elizabeth (Liz) Torrance

Estates Finance

Estates Finance Manager – Business Lead (Project Team Member)

 

Project Estimations

Please see attached Three Point Estimation

est097_threepointestimate_v0_2.xls

A project estimate (88 days) has been prepared based on known activities and is broken down as follows:

  • IS applications (PM; BA; Apps Mgt; DevTech)- 62 days
  • Estates Finance – 8 days
  • Estates System Support – 12 days
  • Business Partner – Refer to Mass Quote
  • Governance (Sponsor; Senior User & Supplier; Programme Mgr) – 6 days

The project Estimations Log (EST097 ThreePointEstimate v0_2.xls) shown above, provides a more detailed breakdown of the two work streams within this project. NB. No ‘nice to have’ project delivery costs are included in this project estimate, other than the creation of the associated Business Case(s).  These will be managed via the standard project change control process.

Supplier quotes have been received as follows:

  • ‘Payment Approval (Contract) – Solution’ development - £3,163.38 ex vat; Annual Support Cost - £103.13 ex. vat
  • ‘Payment Approval (Goods) – Solution’ development - £3,163.38 ex vat; plus Annual Support Cost - £103.13 ex. vat

A request has been made for a ‘combined’ Payment Approval (Contract and Goods) quote, which is expected to realise cost savings on the above.

 

AttachmentSize
Office spreadsheet icon est097_threepointestimate_v0_2.xls70.5 KB

Project Info

Project
Estates Purchase To Payment
Code
EST097
Programme
Estates Business Operations Optimisation Programme (EOO)
Management Office
ISG PMO
Project Manager
Helen Lobb
Project Sponsor
Karen Adamson
Current Stage
Close
Status
Closed
Project Classification
Grow
Start Date
20-Jan-2017
Planning Date
28-Feb-2019
Delivery Date
31-Jul-2019
Close Date
16-Aug-2019
Programme Priority
2
Overall Priority
Normal
Category
Discretionary