Overview

Background

This project seeks to secure funding for a new Computer Aided Facilities Management (CAFM) system for Estates. 

The existing CAFM solution (Archibus) reaches end of life in 2023, a large scale procurement exercise is required to source and implement and new solution, this project will produce the Business Case and associated documents for the funding application and take these documents through the governance route, to approval at Court in February 2021.

The impact of Covid-19 and brexit  has significantly impacted the financial approach to approval of large scale procurements, KPMG were engaged in the early stages of the development of the project and their recommendations  have been incorporated into the Business Case. It should be noted that this project is pioneering a new approach and route for large scale funding approval at the University. There is a shift in acceptance of a final business case approval for large, long term projects to an iterative approach where activity and costs are re-defined and approval granted for smaller stages within the programme.

To support the project in this new approach, an oversight group has been established, it would be anticipated that this group, (on approval of funding) will become the programme board. In addition to the project team, this group consists of the following members:

• Gavin McLachlan
• Jen Milne
• Stefan Kempf
• Grant Ferguson
• Barry Neilson
• Libby McCue

A decision was made at the oversight board meeting on the 13th January 2021 to delay the submission to governance (KSC /PRC and University Court). This decision was taken to allow the resource from IS and Estate to work on the urgent Flash end of life situation. The link to the issue log entry is here. The project will now prepare a business case, in readiness for the governance round in June 2021, it is noted that it is not yet confirmed which round of governance the business case will be submitted to, and it is expected that this date could change. A fire break has been added to the project to reflect this.

Scope

The Scope of this project covers the development of the business case and associated documents to support the funding application through each of the governing bodies, through to funding approval at court in February 2021.

This scope was defined and approved at the oversight group meeting on the 24th September 2020, where an options paper was presented, option 2 was approved by the group and this decision is recorded in the projects web site, the link to the record is here.

The options paper is also attached for review. Option 2 is the approved option:  10d_pre-procurement_options_sep_20_v1_0.docx

WP5 addition of the outline TOM (target operating model) was added to the scope mentioned in the options paper above, the addition was agreed on the 25/09/2020, the link to the decision log for this addition is here

Out of scope

The following items are agreed as out of scope of EST128 Estates Facilities Management Pre-Procurement:

• Further Market research, Market research was concluded in EST115 and is noted in detail in the PIN summary report.
• Procurement, Procurement activity will follow in a separate project, pending approval of funding.

In addition to the above there were 2 x work packages that were originally moved from EST115 to EST128. As much time has passed and the outputs of these work packages have now been superceeded, Estates have taken the view that both are now approved. As such the milestones for both are now withdrawn from EST128. The relevant links are noted below:

Milestones moved from EST115 Milestones moved from EST115 | Project Management

2A. WP1 Current operating Model https://secure.projects.ed.ac.uk/unpublished/project/est128/milestones/2a-wp1-current-operating-model

2B. WP2 Business requirements https://secure.projects.ed.ac.uk/unpublished/project/est128/milestones/2b-wp2-business-requirements

Objectives and Deliverables

The deliverables are as agreed in the options paper, approved at the oversight group on the 24th September 2020 and are noted below using the MoSCoW – MUST, SHOULD, COULD, WON’T prioritisation:

Benefits

EST128 Estates Facilities Management Pre-Procurement is not expecting to deliver benefits.

Any unintended, emergent  benefits will be captured by the project team and recorded on the projects website.

Success Criteria

This project will be considered successful when:

• There is a clear direction and strong support from the governance groups on the procurement route. 
• Funding is awarded at at the February planning round by the University Court for the next stage of the Procurement Process.
• An approval route for the iterative approach is agreed for business cases going forward at UOE.

Project Milestones