Closure Report
Project Summary
This project set out to replace the aging Microsoft Access database technology used for the Building Contacts . The existing Microsoft Access database was developed from scratch, by a former employee, and was only available when connected to the UoE Datastore. The Microsoft Access database technology is no longer supported by ISG is generally being phased out.
This project replaced the Access database with a SharePoint/PowerApps based application.
The work was carried out by Alistair Campbell, while he was employed in the Estates team as a business as usual activity. Originally it was envisaged that support would be required form the SharePoint Team in ISG but it turned out that this was limited to a few email exchanges with the vast majority of the work done by Alistair himself. The new system was developed closely with the Estates helpdesk team who also carried out the UAT testing. Alistair has now moved to ISG, Portal Services
The new database went live on the 10th January 2023.
The Scope of the project was met and all of the required functionality achieved. The project sponsor agrees that the project can now be closed. The SharePoint system is more resilient (e.g. built-in backups). The new database application has modern interface which is easily customised. SharePoint offers built-in auditing tools and is is likely to maintain ongoing support.
Scope
- The ability to view information within the database relating to buildings, contacts, and the relationships between the two.
- The ability to add and remove information to and from the database.
- Functionality to create distribution lists for emailing large numbers of contacts at one time.
- Functionality to generate email templates.
Objectives and Deliverables Achieved
|
No. |
Description |
Priority |
Objective/Deliverable Met? (Yes / No) |
Comments |
|
D1 |
Establishing the key features of the existing database, and which features can be deprecated. |
M |
Yes |
The Key features have been maintained. |
|
D2 |
Establishing whether the existing database can be effectively transferred to the SharePoint/PowerApps ecosystem without loss of functionality. |
M |
Yes |
|
|
D3 |
Developing the technology in compliance with the Helpdesk team's requirements. |
M |
Yes |
The helpdesk team were actively engaged in the design of the solution. |
|
D4 |
Training users on the new system, if required. |
M |
Yes |
A user guide has been produced. HDDB - User Guide.docx (sharepoint.com) |
|
D5 |
Engage with key user(s) to establish requirements |
M |
Yes |
The Helpdesk are the main users, the database has also been shared the security department. |
|
D6 |
Dedicated SharePoint site to be set up to hold the relevant data |
M |
Yes |
The site is here Estates Helpdesk Data - Home (sharepoint.com) |
|
D7 |
Snapshot of database tables to be uploaded to SharePoint |
M |
Yes |
|
|
D8 |
Build a working model of the Power App and confirm suitability with key stakeholders |
M |
Yes |
Developed in conjunction with the Helpdesk team. |
|
D9 |
Complete the user interface |
M |
Yes |
|
| D10 | Perform UAT with the completed Solution | M | Yes | The Helpdesk team performed the UAT activity. |
Analysis of Resource Usage:
The project work was fully carried out by Alistair Campbell, while employed by Estates as a BAU task. The Testing and acceptance was carried out by the Estates Help desk Team as BAU. The PM time has been noted against the EOO programme.
Staff Usage Estimate: 5 days
Staff Usage Actual: 0 days
Other Resource Estimate: £0
Other Resource Actual: £0
Other Resource Variance: 0%
Explanation for Variance
Work done by Estates.
Outcome
The helpdesk now have a fully functioning database that has built in resilience and is future proofed.
Link to Power App: Estates Helpdesk Database - Power Apps
User guide HDDB - User Guide.docx (sharepoint.com)
Link to the SharePoint site, where the data is held Estates Helpdesk Data - Home (sharepoint.com)
The helpdesk are delighted with the outcome and the project sponsor, Eileen Mullan, complemented the work completed by Alistair "overall it is a great piece of work, really easy to use and replicates current Access capabilities well."
This project would like to recognise the great work carried out by Alistair, on this project. Alistair was able to juggle the challenges, he encountered on the project, and managed them brilliantly.
Key Learning Points
None.
Outstanding Issues
The following issues remain outstanding.
- Removing someone from contact/buildings relationship (this process did not work)
- Editing email templates doesn’t close when hitting the tick icon (small issue as saves, just needs to be closed with X)
- Unable to view by contact all the buildings associated with them
- Contact Check email option which was not working when clicking the email icon
It has been agreed with Estates that Alistair Campbell has 1 day of effort (billable to the EOO programme) available to complete the above items:
The following items were identified as potential continuous improvement topics and have been discussed with Sarfraz.
- Request log linking to secondary power app as a contingency for long term WebCentral outage
- Request log problem types, creating a list for drop down
- Request log priority drop down options
- Lift data from single source managed by Building Services
- Lift data lifts being in app rather than redirecting to SharePoint
End of closure report