Completion Report
MVM027 - Lease standardisation and tenant IT service entitlement
(Paper 4) - Project closure report
Project timescales, cost and deadlines
The project ran over two year’s (elapsed time), starting mid Nov ’15 and closing in late Nov ‘17.
The project was delayed by 5 months, due to the complexity of the work, creation of new processes, interaction with external third parties and the challenges caused by the availability and turnover of key project staff and stakeholders throughout the project duration.
There are no direct costs associated with the provision of project management, consultancy or technical engagement from the University of Edinburgh (UoE) Information Services Group (ISG) staff. This was agreed at the outset by the project sponsor, Head of IT for CMVM and the then Head of UoE ISG IT-Infrastructure (ITI), Communications Information Services (CIS) section as cost neutral as the benefits (current and future) for the principle contributing parties, outweighed resourcing costs.
The principle deadline of delivering all required IT preparatory work for the first tenant occupying the Campus Innovation Centre and Hub building, was achieved a few days ahead of time.
Objectives
All objectives for the project, as defined in the project brief have been achieved.
As a result, a number of adjusted process documents, forms/templates and guidance documents have been created as deliverables.
Deliverables and outcomes
New processes, forms/templates and guidance documents were created as outcomes of completing objectives. These are grouped into three main categories. Documents in categories 1 and 2, with the exception of doc #1, have version control applied and recorded. Documents in category 3 are copies of existing Janet or UoE policy.
- Technical guidance for UoE areas dealing with tenancy
|
Doc # |
Document Title |
|
1 |
Revised EB E&B lease section 3 |
|
2 |
CMVM Tenant IT support model v1.6 |
|
3 |
UoE ISG charge model for building network provision - CMVM |
|
4 |
UoE ISG guidance for use of leased phone numbers - CMVM |
|
5 |
UoE ISG technical guidance for features of UoE network connection - CMVM_v1.2 |
- Soft landing documents for tenants and their IT providers
|
Doc # |
Document Title |
|
6 |
UoE ISG guidance for Tenant IT providers |
|
7 |
UoE ISG process for new JANET BCE registration_v1.4 |
|
8 |
UoE ISG process for new phone leasing_v1.4 |
|
9 |
UoE ISG IT insert template doc for Tenancy starter pack (editable vs of template) |
|
10 |
UoE ISG IT insert for Tenancy starter pack (template) |
- Starter pack guidance for UoE areas managing relationships with tenants
|
Doc # |
Document Title |
|
11 |
Jisc community - Acceptable Use Policy (copy) |
|
12 |
Jisc community - Service Level Agreement (copy) |
|
13 |
UoE golden_computing_regulations_-_ay16-17 (copy) |
Success criteria
All measures of success as outlined in the project brief have been achieved. Positive feedback was provided by Synpromics Ltd. who participated in the UAT. The feedback reflected the efforts from all UoE parties (facilities, estates, ISG etc.) involved in the tenant relocation to their new premises.
From: Ken Macnamara [mailto:ken.macnamara@synpromics.com] Sent: 12 September 2017 14:20 Subject: up and running
Morning All,
Just a note to say a big thank you for all your efforts to get the RIC in a great shape for us moving in. You’ve created a brilliant new building. The move went very smoothly, everything is unpacked and lab coats are on today and work underway. All the equipment we needed is in place and you as a team have worked through all the details. There are remarkably few things to get on the snagging list and the ones that are there are very minor. We know there’s a lot more to the RIC than just Synpromics, so we’ve really appreciated your continued energy and willingness to get things in place for us. It’s already a fantastic new home for Synpromics.
Best wishes,
Ken
Dr Ken Macnamara
Director of Operations, Synpromics Ltd.
Executive summary
The project overran but delivered all objectives ahead of time. Deliverables were created to help CMVM standardise its future approach and engagement with tenants and their IT provision.
Through the delivery of the project, all stakeholders have learned lessons through refining, adjusting and improving processes and associated documentation.
The final version of deliverables and expected versus actual outcomes documentation reflects the need for continual improvement. Recommendations are provided to the UoE ISG and those in CMVM managing tenancy agreements to increase the effectiveness of future tenancy engagement.