Closure Report

Project Summary

This project was to:

  • document, review and prioritise the scenarios (and associated data) required for external audit and enquiries
  • confirm the End of Life position for eFinancials components, including secondary systems and components required to deliver audits
  • set out the relevant solution or mitigation options

Objectives and Deliverables

Objective met/delivered? (Y/N)

Comments

O1 To document the End of Life position for eFinancials components, including secondary systems and components required to deliver audits (e.g. BI Suite, Serengeti and PaperClip)

 

 

D1. End Of Life Matrix

Yes

Technical/end of life review document was produced which shows the current infrastructure position, grouped by technologies, for eFinancials and components and related Finance applications showing the position for application and database tiers.  This is summarised in a 'Findings and Options' document and also included as an Appendix to the final analysis.

O2 To document, review and prioritise the scenarios (and associated data) required for external audit and enquiries; and to document the relevant solution or mitigation options    
D2. Audit and Enquiry Scenarios - Business Requirements Document Yes This has been set out for the FIRST Team and Research Grants Section (RGS).   The requirements have been summarised in a 'Findings and Options' document and also included as an Appendix to the final analysis.
D3. Solution Options Document Yes An options table has been included in the 'Findings and Options' document, which has been discussed by core project team and key stakeholders.
O3 To ensure that data privacy requirements are covered    
D4. Data Privacy Impact Assessment No No changes have been made to the data in these applications, as no migrations or infrastructure changes have been in scope.  Any changes will be picked up by the Historical Data Storage (HDS) project or other P&M programme work.

 

Analysis of Resource Usage:

IS Applications Staff Usage Estimate: 100 days

IS Applications Staff Usage Actual: 50 days

Other Resource Estimate: £0

Other Resource Actual: £0

Other Resource Variance: 0%

Explanation for Variance

In the original IS Applications 3 year plan, this project was assigned 100 days with the expectation it may be include some infrastructure upgrade work in its scope, however through the project planning it was subsequently agreed this project would deliver just the analysis and options, with subsequent handover to a follow-up project.

Outcome

The project successfully undertook business analysis and a technical (end of life) review of relevant Finance applications to present options and mitigation for retaining components and data beyond the go-live for P&M Phase 3.  This was a successful outcome, given the short timescale for the project and a big thanks to the entire project team and others who contributed to the analysis.

Key Learning Points

  • The regular team meeting, moving fortnightly to weekly later in the project, helped the project retain momentum and created a good team environment
  • Consider inviting subject matter experts onto the project team (or join team meetings as required) - this may have helped with some validation of the business requirements from RGS and FIRST teams
  • Engage earlier with 'external' dependencies, e.g. P&M cutover/decommissioning plans, applications with Finance users but not owned by Finance (e.g. Serengeti, BI Suite)

Outstanding Issues

  • This project has handed over a number of actions to the Historical Data Storage (HDS project):

- Confirm BAU costs and infrastructure upgrade costs for longer term (past 2023)

- Specify the risks associated with retaining existing applications for longer term (past 2023)

- Confirm position on licensing for eFinancials and related applications

- Specify the eFinancials ‘mothball’ option in more detail

- Confirm the P&M programme’s decommissioning and cutover plan for the Finance applications, to ensure alignment with any applications to be retained for a period of time beyond P&M Phase 3 go-live.

- Hand over FIN137 discovered audit requirements to HDS

- Consolidate, and hand over, technical review document and options document with all feedback incorporated; highlight areas where information is still required

- Review documentation as part of HDS and identify areas where work is still required

- Escalate any decisions on longer term funding for changes to the IS and Finance senior teams.

 

Project Info

Project
eFinancials Component Infrastructure Review for Audit and Enquiry-related Data
Code
FIN137
Programme
Finance (FIN)
Management Office
ISG PMO
Project Manager
Ben Armstrong
Project Sponsor
Craig Henderson
Current Stage
Close
Status
Closed
Start Date
22-Jan-2021
Planning Date
26-Feb-2021
Delivery Date
25-Jun-2021
Close Date
30-Jul-2021
Overall Priority
Normal
Category
Compliance

Documentation

Close