Closure Report
Project Summary
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.
This project was initiated so the University's Worktribe application could be kept with one major release behind Worktribe’s schedule. The upgrade to each of the environments is carried out by Worktribe, while IS Apps involvement is limited to a review of the changes in the release notes, assessing compatibility and testing the upgrades after they are completed.
The project's timeline of events are as follows:
| Monday, 7 November 2022 | Planning completed and signed off by project team and Apps Review |
| Monday, 31 October 2022 |
v2022.7 DEV Upgrade completed successfully |
| Thursday, 24 November 2022 | UAT completed for v2022.7 |
| Wednesday, 7 December 2022 | V2022.7 successfully deployed to TEST and LIVE (Note that Worktribe deploy to TEST and LIVE at the same time. UAT is completed on DEV) |
| Project was now on hold until the next release of v2023.1 which was due at the beginning of February 2023. | |
| Industrial action during February meant that the upgrade of v2023.1 to DEV was delayed until March | |
| Wednesday, 8 March 2023 | v2023.1 DEV Upgrade completed successfully |
| Monday, 3 April 2023 | UAT completed for v2023.1 |
| Thursday, 6 April 2023 | V2023.1 successfully deployed to TEST and LIVE |
| April | Project Closure |
Scope
The scope of this project is to upgrade the University’s installation of Worktribe to v 2022.7 and v 2023.1. This has been successfully achieved.
There were no scope changes throughout the project.
Objectives and Deliverables
|
No |
Description |
MoSCoW |
Owner |
Achieved? |
|
O1 |
To apply the Worktribe v2022.7 upgrade to all necessary environments (DEV, TEST and LIVE) |
|
|
|
|
D1 |
Upgrades of Worktribe to v2022.7 in DEV, TEST and LIVE environments at the University of Edinburgh |
Must |
Worktribe |
Yes |
|
O2 |
To fully test the version upgrade and how it is applied across our environments |
|
|
Achieved? |
|
D2 |
Full tests of business processes adopted by the University on Worktribe application |
Must |
Project team |
Yes |
|
D3 |
Testing of the interfaces presenting data to Worktribe from P&M, HR, and IDM |
Must |
Project team |
Yes |
|
D4 |
Testing of the outgoing interfaces between P&M and Worktribe |
Must |
Project team |
Yes |
|
D5 |
Tests of the external reporting solution (and the Worktribe BI Extract) |
Must |
Project team |
Yes |
|
D6 |
Testing of additional and/or enhanced functionality to the system |
Must |
Project team |
Yes |
|
O3 |
To update any relevant user support pages in our Wiki and related guidance documentation |
|
|
Achieved? |
|
D7 |
Updated versions of support materials |
Must |
Project team |
Yes |
|
O4 |
To apply the Worktribe v2023.1 upgrade to all necessary environments (DEV, TEST and LIVE) |
|
|
Achieved? |
|
D8 |
Upgrades of Worktribe to v2023.1 in DEV, TEST and LIVE environments at the University of Edinburgh |
Must |
Worktribe |
Yes |
|
O5 |
To fully test the version upgrade and how it is applied across our environments |
|
|
Achieved? |
|
D9 |
Full tests of business processes adopted by the University on Worktribe application |
Must |
Project team |
Yes |
|
D10 |
Testing of the interfaces presenting data to Worktribe from P&M, HR, and IDM |
Must |
Project team |
Yes |
|
D11 |
Testing of the outgoing interfaces between P&M and Worktribe |
Must |
Project team |
Yes |
|
D12 |
Tests of the external reporting solution (and the Worktribe BI Extract) |
Must |
Project team |
Yes |
|
D13 |
Testing of additional and/or enhanced functionality to the system |
Must |
Project team |
Yes |
|
O6 |
To update any relevant user support pages in our Wiki and related guidance documentation |
|
|
Achieved? |
|
D14 |
Updated versions of support materials |
Must |
Project team |
Yes |
Analysis of Resource Usage:
Staff Usage Estimate: 30 days
Staff Usage Actual: 25 days
Resource Variance: -20%
Explanation for Variance
The initial estimate at the start of the project was for 30 days. (15 days for each upgrade).
After the delivery of the first upgrade to V2022.7 in December, a budget review was carried out in January. This indicated that 5 days could be returned to the programme, now giving the project 25 days to complete. This was down to the minimal issues encountered during the first upgrade, and the release notes in the second upgrade did not indicate any major updates in that release.
Key Learning Points
| Issue / What went well | Key Learning Point |
|
UAT is carried out in DEV. Issue noted that there were RMAS database errors. |
We need IS APPS involved for the application and interface checks on DEV. There had been a data refresh from LIVE into DEV and TEST. The API DEV user is not in LIVE so was not copied over. Checks needed to make sure the database users are present and correct in DEV if a data refresh has taken place. |
| Worktribe were not updating calls to say they had completed the upgrades. This left the project team wondering if the upgrade had been missed, had issues or had finished. |
This has been raised with Worktribe. They noted that you can see what version UoE is on by logging into the Worktribe tracker and hovering the mouse pointer over the Worktribe logo. However they will update calls in the future.
|
| Worktribe upgrade TEST and LIVE on the same day. This generally doesn't affect UAT as it is done on DEV | A suggestion was made by Production to carry out basic checks immediately after TEST has been upgraded so we can get back to Worktribe if there are any major issues before LIVE is completed. |
| Dashboard checks required. |
We need ERO colleagues to check the reports on the ERO Intel Dashboard to ensure that the reports load and are not altered. |
Outstanding Issues
There are no outstanding issues.