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.

After reviewing the content of the most recent releases it was decided to upgrade the University’s installation of Worktribe to v2020.7.   The upgrade should ensure that Worktribe 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
  • Upgrading WIKI pages and/or User Guidance
  • Once this upgrade has completed the supplier will continue auto patching on a fortnightly basis.

Scope

The scope of this project includes the following:

  • Upgrading all three environments (DEV, TEST and LIVE) to version 2020.7 of Worktribe
  • 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 Upgrading WIKI pages and/or User Guidance

Out of scope

  • N/A

Objectives and Deliverables

No. 

   Description        

  MoSCoW  Owner  Achieved 
O1

To apply the Worktribe v2020.7 upgrade to all necessary environments (DEV, TEST and LIVE)           

     
D1 Upgrades of Worktribe to v2020.7 in DEV, TEST and LIVE environments at the University of Edinburgh              Must Worktribe  Y
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 application         Must     Project team  Y
D3 Testing of the interfaces presenting data to Worktribe from Finance, HR, and IDM  Must     Project team  Y
D4 Testing of the outgoing interfaces between Finance and Worktribe       Must Project team  Y
D5 Tests of the external reporting solution (and the Worktribe BI Extract)     Must     Project team  Y
D6 Testing of additional and/or enhanced functionality to the system       Must Project team  Y
O3 To update any relevant user support pages in our Wiki and related guidance documentation      
D7 Updated versions of support materials  Must Project Team  Y

Benefits

Benefits Achieved
Worktribe is updated to the latest version, ensuring that supplier support is maintained Y
The business community will benefit for the resolution of bug fixes and additional functionality provided in the latest version Y

 

Success Criteria

Success Criteria Achieved
Bug fixes resolved by upgrading to version 2020.7  Y
The upgrade of the Worktribe application is completed successfully in line with the software road map lifecycle Y

Analysis of Resource Usage:

Staff Usage Estimate: Proposal 50 days, Brief 30 days and Final Approved Budget  11 days

Staff Usage Actual: 10.0 days

Other Resource Estimate: £-

Other Resource Actual: £-

Other Resource Variance: -%

 

Explanation for Variance

 

The project only took 11 days effort to complete. 

  • This was a simple upgrade which encountered only a small number of issues to be resolved and that the unspent budget will support a further upgrade to Worktribe in April 2021.

 

Outcome

The upgrade of the Worktribe application completed successfully without any significant issues.   

We had a member of the project team that represented P&M interests who attended our fortnightly team meetings.

 

Key Learning Points  

Ref Date Title Impact Theme Stage
1 30-Sep-2020
Include P&M representative as part of project team
Was beneficial Management of a Project from Plan onwards

Outstanding Issues

 

JIRA RIS017-3 Changes to eAuth required has been raised as a unidesk call I201111-0240. 

 

 

Project Info

Project
Worktribe Upgrade v2020.7
Code
RIS017
Programme
Research Information Systems (RIS)
Management Office
ISG PMO
Project Manager
Anne Mathison
Project Sponsor
Dominic Tate
Current Stage
Close
Status
Closed
Project Classification
Run
Start Date
11-Sep-2020
Planning Date
02-Oct-2020
Delivery Date
30-Nov-2020
Close Date
11-Dec-2020
Overall Priority
Highest
Category
Compliance

Documentation

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