Organisation

Work/Task Breakdown

Project Planning  

Task Who P When
O1. Deliver Effective Project Governance      
D1: Produce project governance strategy and guidelines Project Manager M August 2017
D2: Implementation of project governance strategy Project Sponsor M Throughout the life of the project
D3. Ensure the project board is informed and meets regularly (suggest 6-weekly) to oversee the direction of the project Project Sponsor M Throughout the life of the project
O2. Deliver Effective Project Management      

D1.1 Produce Project brief encompassing

  • Project scope, objectives and deliverables
  • Project estimate for all activities for both the technical team and the business teams
  • Initial Project Plan
  • Stakeholders roles, responsibilities and communication plan
  • Project risks
Project Manager M July 2017
D1.2: Produce project management guidelines that outline the processes and documentation associated with a project Project Manager S August 2017

D1.3. Maintain project plan for the entire project with regards to

  • Technical solution
  • Business activity (working closely with senior user)
  • External business partner management 
Project Manager M Throughout the life of the project
D1.4. Maintain a risk management strategy for the overall project, incorporating both business and technical risks Project Manager M Throughout the life of the project
D1.4. Maintain an active risk log and issue log Project Manager M Throughout the life of the project
D1.5. Prepare communication strategy and ensure defined communications are maintained Project Manager M Throughout the life of the project
O3. Define business requirements with regards to the entire purchase to payment process for the entire Estates department      
D1. Produce business analysis guidelines that defines the approach and activities of the business analyst Business Analyst S May 2017
D2.  Review and document current 'As is' business processes in relation to goods, works and services
  • Procurement and associated authorisations
  • Goods received
  • Stock update
  • Invoice verification and payment
  • Current reporting
  • Associated EBIS delivered functionality that currently supports the system
Business Analyst M June 2017
D3. Produce  'To Be' business processes associated with goods, works and services
  • Procurement and associated authorisations
  • Goods received
  • Stock update
  • Invoice verification and payment
  • Operational and Strategic reporting requirements
    • Additional functionality that will be required to support the Estates Purchase to Payment process
Business Analyst M July 2017

D4.Prepare a Technical Impact Analysis on the current Archibus environment resulting from the integration of the new Purchase to Pay solution. This will review the current Archibus  environment (incorporating Archibus windows client, WebCentral and EBIS OnLine) with regards to;

  • Supporting  the existing system and will no longer be required and thus to be de-commissioned
  • Defining the  requirements to implement specified  'To Be' business processes
Business Analyst M July 2017
D5. Produce a document that details the business processes associated with the 'To Be' processes, highlighting specific business process changes in relation to current practices   Business Analyst M  
D6.  Document integration / migration of existing purchase orders into the new system at the point of go-live Business Analyst M  
D7.1.  Define outline test strategy incorporating roles and responsibilities Business Analyst M  
D7.2.  Define outline test script Business Analyst M  
D7.3. Define Acceptance Criteria Business Analyst M  
D8. Document the phased implementation roll-out process that will enable both old and new systems to run in parallel for a period of time Business Analyst M July 2017
O4. Create Integrated System Design      

D1. Prepare system design of integrated purchase to payment process between the Archibus facilities management system and the central procurement and finance systems.  The design requires to enable the phased implementation with regards to;

  • implementing the new integrated purchase to payment
  • enable the existing system to run in parallel
Development Lead M October  2017
D2. Prepare a technical design to host a phased implementation roll-out to
  • host the new integrated purchase to payment
  • enable the existing system to run in parallel
Technical Lead M October 2017
D3. Define Reporting Solution Strategy to deliver required management information Development Lead M October 2017
O5. Build Purchase to Pay solution IS Apps Software Development M  
D1.1 Build Change Control and Automated deployment via Bamboo IS Apps Software Development S  
D1.2 Incorporate any required Procurement changes identified within the business analysis IS Apps Software Development M  
D1.3. Build Goods Receipt Module IS Apps Software Development M  
D1.4. Build Stock Update Module IS Apps Software Development M  
D1.5  Build Credit Note Module  IS Apps Software Development M  
D1.6. Enable Invoice adjustments and credit notes IS Apps Software Development M  
D1.7. Build Invoicing Module IS Apps Software Development M  
D1.8. Build Internal Re-charging process IS Apps Software Development M  
D1.9 Develop defined Operational Reports IS Apps Software Development M  
D1.10. Decommission redundant processes IS Apps Software Development M  
D1.11. Complete peer review IS Apps Software Development M  
O6. Delivery of Full System Test with regards to the 'To Be' business processes      
D1. Update Test Strategy Document Business Analyst M  
D2.1 Prepare training schedule for TestRail IS Apps Development S  
D2.2 Complete TestRail training IS Apps Development S  
D2.2. Implement Test Rail to manage system testing IS Apps Development S  
D2.3  Produce detailed test script to incorporate parallel running Business Analyst / Senior User M  
D2.4 Prepare TestRail with detailed test script to incorporate parallel running IS Apps Development / senior User S  
D3.1.Undertake full user acceptance testing Business Users M  
D3.2.potential re-work resulting from user acceptance testing IS Apps Software Development M  
O7. Delivery of effective Change Management      
D1.1. Document change management strategy with regards to all impacted business users Estates Change Manager M  
D1.2 Prepare change management schedule of activities Estates Change Manager M  
D2. Undertake change management activities according to schedule Estates Change Manager M  
D2.1 Prepare project board updates Estates Change Manager M  
O8. Delivery of effective Stakeholder Management      
D1.1 Define and document roles and responsibilities for those on the project board, project team and interested stakeholders relating to the project Project Manager M  
D1.2 Review and clarify roles and responsibilities with those associated Project Manager M  
D2.1 Define Communications Strategy for those on the project board, project team and interested stakeholders relating to the project Project Manager M  
D2.2 Define standard communication template Communications Manager S  
D2.3 Implement timely communications as directed by the communications strategy Communications Manager    
D2.4 Log all relevant project communication Communications Manager S  
O9. Delivery of a fully integrated training programme      

D1. Prepare an outline user training and support strategy associated with the project

  • define ownership of user training programme
  • training requirements
  • training material
  • user manuals
  • additional requirements for super-users to support training, system familiarisation and post go-live support
  • training methods
  • training schedules
Senior User M  
D1.2  Communicate training strategy Communications Manager M  
D1.3 Define a full training programme relating to both functional and procedures with regards to 'To Be' business processes Senior User M  
D1.4 Document training material for all system administration and system functionality Senior User M  

D1.5 Document user instruction manuals for all system administration and system functionality

  • hard copy
  • on-line
  • video guides
Senior User M  
D1.6 Prepare full system training schedule Senior User M  
D1.7 Implementation of training schedule and noting attendance and any additional training needs Senior User M  
O10. Delivery of system implementation roll-out      
D1.1 Document system phased implementation roll-out and post go-live strategy   Senior User M  
D1.2 Communicate roll-out and post go-live strategy   Communications Manager M  
D1.3 Implementation of post go-live support mechanisms Senior User M  
D1.4 Management of roll-out schedule Senior User M  
D1.5 Oversee implementation of new system procedures and decommission of redundant processes Senior User M  
O11. Delivery of an effective Risk Management policy      
D1. Detail a risk management strategy for the overall project, incorporating both business and technical risks Project Manager M  
D2. Define and maintain an active risk and issue log throughout the duration of the project Project Manager M  

 

Resources, Skills and Costs

This project will require a variety of personnel (at times dedicated) from the business, technical teams and supplier

Business Teams

  • Project Sponsor to ensure the project adheres to the project vision
  • Project board representatives to ensure the project delivers the required solution within the boundaries of quality, time and cost
  • Senior business user to ensure project objectives are adhered to and project deliverables are met
  • Project team representatives to deliver the required objectives
  • Subject matter experts from the various business areas associated within Estates, Central Procurement and Central Finance  to assist with the requirements capture, system evaluation and testing along with post deployment support

Technical Teams

  • Project Manager to ensure that the project deliverables are of the required quality and produced within the agreed time and cost
  • Business Analyst to work closely with the various business areas to define business requirements and subsequently verify the deliverables in relation to the business requirements
  • Development technical Lead to design the system architecture and oversee the overall system development
  • Developer(s) to produce the system according to the system design
  • Technical Lead to design and implement the required infrastructure to support the system
  • Application Management to ensure the system fully integrates within the current production environment and subsequent support of the system
  • Application Technology Management to ensure the system fully integrates within the current production environment and subsequent support of the system

Supplier

  • Project Manager to coordinate all supplier related activities
  • Technical Lead to assist with both the integration of the new system and the decommission of the old system

 

Project Governance

A project board will be formed to oversee the project direction and deliverables

A project team consisting of subject matter experts to deliver the project

Sub-project teams led by subject matter experts to support the project locally

 

Project Stakeholders

(Please copy and paste from Stakeholder List)

 

Project Estimations

An initial project estimate has been prepared based on known activities to the Design stage, and assumptions post Design. 

  • IS applications - 580 days
  • Estates Finance - 184 days
  • Estates Operations - 199 days
  • Estates Development - 52 days
  • Procurement - 75 days
  • Finance - 76 days
  • Project Board - 60 days
  • Estates Change Management - 67 days
  • Total Estimate for UoE - 1291 days
  • External Business Partner - 80 days

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