Overview

Background

The Estates department currently utilise the heavily customised Archibus windows client and the EBIS system environment to manage all financial management aspects of the business activity related to stock control, purchase ordering, purchase/sales invoice creation/processing, recharges, project/programme financial management, which are all business critical to the management of financial activities within the Estates department .  Currently this equates to approximately £100m on capital expenditure and £40m on revenue.

Whilst the current system has proved to be successful in the past, the ever increasing reliance on external vendors and associated costs in maintaining / upgrading an ageing system is imposing unacceptable delays in implementing on-going business led change.

There is now the requirement to develop and implement a new integrated system that will provide the Estates department with the ability to manage the entire Purchase to Payment process relating to all purchases across the department whilst aligning with the new WebCentral based helpdesk, the central procurement and finance systems, and ensuring the necessary financial controls are in place. This approach will continue the revised strategy of returning to 'out of the box' solutions wherever  possible and supplemented by internally developed and supported system interfaces.

This project will utilise outputs from previous related projects and will;

 

Scope

The development of the integrated Purchase to pay solution, including reporting  will be undertaken by UoE working in conjunction with our business partner

  • developing the appropriate interfaces between the existing core applications; Archibus, eFinancials and SciQuest
  • developing any appropriate business solutions outwith the functionality of the core systems required to support the Estates Purchase to Payment process
  • identification and decommissioning of system processes no longer deemed necessary

Out of Scope

The following items are deemed out of scope for this project

  • Any specified changes to any of the core systems should be classified as out of scope and will require authorisation from both the project board and business owners of eFinancial and/or SciQuest if appropriate
  • The rationalisation and enablement of the current Estates suppliers within the SciQuest purchasing system

 

Objectives & Deliverables

Phase Priority Owner
O1. Deliver Effective Project Governance    
D1. Produce project governance guidelines M Project Manager
D2. Implementation of project governance strategy M Project Sponsor
O2. Deliver Effective Project Management    
D1. Produce required documentation incorporating, project plans, estimates, risk management, communication and third party supplier management M Project manager
O3. Define business requirements with regards to the entire purchase to payment process for the entire Estates department    
D1. Produce business analysis guidelines S Business Analyst

D2. Review and document current 'As is' business processes in relation to goods, works and services

M Senior User
D3. Produce  'To Be' business processes associated with goods, works and services M Senior User

D4. Prepare a Technical Impact Analysis on the current Archibus environment resulting from the integration of the new Purchase to Pay solution

M Business Analyst
D5. Prepare a Business Impact Analysis with regards the current business processes and the 'To Be' business processes M Senior User
D6. Prepare system integration strategy M Development Lead
D7. Prepare test strategy M Business Analyst
D8. Prepare a  phased implementation roll-out process that will enable both old and new systems to run in parallel for a period of time M Senior User
O4. Create Integrated System Design    
D1. Prepare system design to deliver the integrated purchase to payment solution  M Development Lead
D2. Prepare a technical design to host  integrated purchase to payment solution  M Technical Lead
D3. Define Reporting Solution strategy M Development Lead
O5. Build Purchase to Payment solution    
D1. Develop software solution to deliver a phased implementation roll-out of the  entire purchase to payment process as detailed in O3 - D3, including
  • support the defined 'To Be' business processes
  • re-develop the existing project authorisation processes
  • develop any additional functionality that will be required to support the Estates Purchase to Payment process
  • enable the existing system to be run in parallel
  • implement the specified statistical reporting requirements
M Applications Development Team
O6. Delivery of Full System Test with regards to the 'To Be' business processes    
D1. Produce application test guidelines relating to the project and its deliverables S Senior User
D2. Define and implement an integrated test plan and log to enable phased implementation roll-out  with both the new and the existing system to running  in parallel M Senior User
D3. Complete and document system testing according to the defined test plan M Senior User
O7. Delivery of effective Change Management    
D1. Produce  change management strategy relating to the project and its deliverables M Estates Change Management
D2. Implementation of change management strategy for the project M Estates Change Management
O8. Delivery of effective Stakeholder Management    

D1. Preparation of project roles and responsibilities incorporating

  • UoE Estates personnel
  • UoE personnel, external to Estates
  • Buisness partners external to UoE
M Project Manager
D2. Implement and deliver an effective communication strategy associated with the project M Estates Change Management
09. Delivery of a fully integrated training programme    
D1. Implement and deliver an effective user training and support strategy associated with the project M Senior User
O10. Delivery of system implementation roll-out    
D1.  Implement and deliver an effective phased roll-out strategy  M Senior User
O11. Delivery of an effective Risk Management policy    
D1. Detail a risk management strategy for the overall project, incorporating both business and technical risks M Project Manager
D2. Define and maintain an active risk and issue log throughout the duration of the project M Project Manager

 

Benefits

The project will deliver the following benefits through the implantation of the new Purchase to Payment solution,

  1. A modular designed system that can integrate with current and potential future core systems
  2. Streamlined business processes aligned to business requirements with regards to
    1. procurement
    2. goods receipting
    3. invoice processing
  3. Enhanced control processes
  4. Improved management reporting

 

Success Criteria

  1. Management of the project is maintained according to the defined project governance
  2. The production of a fully defined and approved set of business requirements with regards to the Purchase to Pay process
  3. The production of an integrated system design that fully supports the Purchase to Pay process
  4. The development and implementation of the integrated Purchase to Pay solution , including defined reporting requirements
  5. Confidence in the effectiveness of the implementation is maintained throughout the project through
    1. effective project governance
    2. effective management of project risks
    3. effective change management
    4. effective stakeholder management
  6. Business is well prepared for the implementation roll-out through
    1. system is fully tested according to the Purchase to Pay business requirements
    2. effective user training undertaken
    3. effective support material is available for system users
    4. effective support arrangements are in place during the roll-out and the post go-live period
    5. effective communication is maintained with the specified stakeholders

Project Milestones

Target Date Title Stage
18-Aug-2017 Planning Plan
01-Sep-2017 Business Analysis Analyse
06-Oct-2017 System Analysis and Design Design
13-Apr-2018 Build Build
11-May-2018 Integration Integrate
10-Aug-2018 Acceptance Accept
12-Oct-2018 Deployment Sign-off Deliver
26-Oct-2018 Closure Close

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