Estates Document Management System
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Report for March 2020

Report Date
March 2020

Project status is moving from Suspended to Close.  This was agreed with the Project Sponsor, Kyle Clark-Hay, the Estates Programme team: Jane Cameron and Zoe Stephens, IS Derrick Matheson (Programme Manager,) and Mark Ritchie (Application Development and Operations Deputy Director, Project Services) at a meeting early March 2020.

Derrick Matheson has confirmed in email on 12th March that "It is expected that Estates will restart this work although the dates for this are, as yet, unclear".

Achievements this month

  1. A draft "Invitation to Quote" document to engage a 3rd party supplier to support 1. define strategy and 2.  plan for Estate Information and Documentation Management was reviewed by IS Programme Manager, Derrick Matheson and Mark Ritchie Application Development and Operations Deputy Director and then sent to Estates for review on 5th March with meeting agenda proposal
  2. Virtual Closure review  exercise completed with IS Claire Bradford and Alex Carter on 23rd March to identify lessons learned that can be brought forward and availability of project documentation.
  3. Check complete to confirm Project documentation available on SharePoint.

Next Steps 

  1. Project Manager to complete Closure Report and closure PMO managed activities 
  2. Review with Project Sponsor, Kyle Clark-Hay,  re-scheduled for 9th April (Issue raised - as Kyle's priority has shifted to support of COVID 19 management).
  3. A meeting to be scheduled for week starting 6th April PM, Programme Manager &  Application Development and Operations Deputy Director, Project Services to agree on billing.
Project Status
RAG Status
Time
RED
Cost
RED
Scope
AMBER
Overall
RED
RAG Commentary
Scope: Estates & IS have agreed to Close this project. A date from Estates to review business strategy for Information management has not been confirmed. Project closure activities are work in progress. Close activities have been approved IS Mark Ritchie & Derrick Matheson. Budget discussions meeting requested for week of 9th April, attendees: PM, Mark Ritchie & Derrick Matheson
Change Status
Time
No Change
Cost
No Change
Scope
No Change
Overall
No Change
Has formal escalation taken place?
No
Activity
Approved budget
672.0 days
Activity this month
2.0 days
Activity this year
132.0 days
Activity to date
335.0 days
Estimate to complete current year
38.0 days
Estimate to complete future years
0.0 days
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Project Info

Project
Estates Document Management System
Code
EST110
Programme
Z. Estates Systems & Technology Maintenance (EST) - Closed
Management Office
ISG PMO
Project Manager
Josephine McDonald
Project Sponsor
Kyle Clark-Hay
Current Stage
Close
Status
Closed
Project Classification
Transform
Start Date
01-Nov-2018
Planning Date
19-Apr-2019
Delivery Date
24-Jan-2020
Close Date
08-May-2020
Programme Priority
1
Overall Priority
Higher
Category
Discretionary

Documentation