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 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
|
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
|
Business Analyst | M | June 2017 |
D3. Produce 'To Be' business processes associated with goods, works and services
|
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;
|
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;
|
Development Lead | M | October 2017 |
D2. Prepare a technical design to host a phased implementation roll-out to
|
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
|
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
|
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