Closure Report

Project Summary

 

Background

 

Worktribe, the company responsible for producing the University’s pre-award/post-award research administration management system, releases 2 major versions of the application per year.

There is a requirement to keep within touching distance of the latest version in order that the University is able to take advantage of functionality which relates to key University business processes, e.g. leveraging performance and functional improvements, legislative changes, and increasing demand from research funders and our own researchers.

It is envisaged that the University will never be any more than one major release behind Worktribe’s schedule.

The scope of this project is to upgrade the University’s installation of Worktribe to v3.1 ensuring that it continues to operate as expected including:

  • Testing of processes adopted by the University
  • Testing of the interfaces presenting data to Worktribe from Finance, HR, and IDM
  • Testing of the outgoing interfaces between Finance and Worktribe
  • Testing of the external reporting solution (and the Worktribe BI Extract)
  • Testing of additional and/or enhanced functionality to the system
  • Modifying the single sign-on mechanism to use Shibboleth instead of Cosign
  • Upgrading WIKI pages and/or User Guidance

Once this upgrade has completed the supplier will commence auto patching on a monthly basis

Scope

The scope of this project includes the following:

  • Upgrading all three environments (DEV, TEST and LIVE) to version 3.1 of Worktribe
  • Testing of processes adopted by the University
  • Testing of the interfaces between Finance and Worktribe
  • Testing of the external reporting solution (and the Worktribe BI Extract)
  • Testing of additional and/or enchanced functionality to the system - includeing the new automated patching functionality
  • Modifying the single sign-on mechanism to use Shibboleth instead of Cosign
  • Upgrading the Wiki pages and/or User Guidance
  • Upgrading service test plans to encompass the changes engendered by the introduction of the automated patching functionality.

Objectives and Deliverables

No. Description Prioirty (MoSCow)

Achieved (Yes / No)

O1 To apply the Worktribe v3.1 upgrade to all necessary environments (DEV, TEST and LIVE)    
D1 Upgrade of Worktribe to v3.1 in DEV, TEST and LIVE environments at the University of Edinburgh Must have Yes
O2 To fully test the version upgrade and how it is applied across our environments    
D2 Full tests of business processes adopted by the University on Worktribe applications Must have Yes
D3 Testing of the interfaces presenting data to Wortribe from Finance HR and IDM Must have Yes
D4 Testing of the outgoing intergaces between Finance and Worktribe Must have Yes
D5 Tests of the external reporting solution (and the Worktribe BI Extract) Must have Yes
D6 Testing of additional and/or enhanced functionality to the system - in particular the new automated patching functionality Must have Yes
O3 To modify the way single sign-on is used to log into Worktribe at UoE    
D7 Establish Shibboleth as the preferred mode of signing onto Worktribe Should have Yes
O4 To update any relevant user support pages in our Wiki and related guidance documentation    
D8 Update versions of support materials Must have Yes
D9 Updated service test plans to encompass the changes engendered by the introduction of the automated patching functionality Must have Yes

 

Benefits

  • Worktribe is updated to the latest version, ensuring that supplier support is maintained
  • Security is improved by changing to Shibboleth
  • The business community will benefit for the resolution of bug fixes and additional functionality provided in the latest version

 

Success Criteria

  • Bug fixes resolved by upgrading to version 3.1
  • The upgrade of the Worktribe application is completed successfully in line with the software road map lifecycle

 

Analysis of Resource Usage:

Staff Usage Estimate:  33 days

Staff Usage Actual: 30.5  days

Staff Usage Variance: -6%

Other Resource Estimate: £xxx

Other Resource Actual: £xxx

Other Resource Variance: xx%

 

Outcome

This project should have been a lot simpler than it ended up being, as its final delivery ended up taking much longer than anticipated because of a series of issues that resulted in pushing back the deployment of the SSO changes in the LIVE environment. The implementation of the upgrade is a well-established process, working well with input from Worktribe, Research Information Systems, Applications and users/testers in ERO and other areas of the University. This element was delivered successfully, albeit with a delay to its original scheduled date (more detail below), but it was the repeated pushing out of the date for the SSO changes that really affected the final sign-off for this project. Otherwise, the scope and cost/effort for the project were not altered at any time.

Explanation for variance

As stated above, this project was much delayed from its original delivery dates and the series of date changes and postponements can largely be seen in detail in the PICCL log. The first milestone revision was in October, moving out the date for Acceptance from late October to December because more time was needed for testing. This work was then completed and the deployment of the upgrade to LIVE was subsequently delayed twice because of industrial action and also staff illness/availability, ultimately being deployed in early February.

The outstanding change was the deployment of the SSO method, and this took several months to get completed. There are various reasons for this - the combination of which meant an overlong delay - including the need to plan around staff, vendor and business availability, revisit earlier analysis on what needed to be done and pin down exactly what was needed to ensure success. Some of our testing was also complicated by the other work that has been getting done around the Worktribe environments by other projects and the need to manage this.

None of this is a criticism of any of the project team, all of whom undertook what needed to be done to the usual high standards we have come to expect.

Key Learning Points

It is believed that we have learned more about how third party products match up with and use our SSO solution, and what is needed to link these up.

Outstanding Issues

There are no outstanding issues.

 

Project Info

Project
Worktribe Upgrade v3.1
Code
RIS012
Programme
Research Information Systems (RIS)
Management Office
ISG PMO
Project Manager
David Watters
Project Sponsor
Dominic Tate
Current Stage
Close
Status
Closed
Project Classification
Run
Start Date
18-Jul-2019
Planning Date
16-Aug-2019
Delivery Date
21-May-2020
Close Date
24-Jul-2020
Programme Priority
4
Overall Priority
Normal
Category
Compliance

Documentation

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