Closure Report
Project Summary
The ClimateXChange are considering moving their files from Datastore and other locations to SharePoint. This project carried out a requirement gathering exercise to specify and size the work required to move to a SharePoint solution.
Scope
This project carried out a requirement gathering exercise to specify, size and document the needs of CXC and identified recommendations and options for next steps along with the effort required for the work.
Out of Scope
The development, implementation and subsequent reporting of any solution.
Objectives and Deliverables
The objective of this project was a requirement gathering exercise to specify and size the work required to move to a SharePoint solution.
| ID | Description |
Priority (MoSCoW) |
Achieved? / Outcome |
|---|---|---|---|
| O1 | Gather and document requirements | ||
| O1D1 | Project workshops | MUST | Complete |
| O1D2 |
Business Requirements Document (BRD) |
MUST | Complete |
| O1D3 | Options Appraisal Document | MUST | Complete |
Benefits
| Benefit | Owner | Achieved? / Outcome |
|---|---|---|
| Understanding of various options and functionalities that SharePoint and O365 can provide to CXC to improve their current processes and set up. | Project Sponsor | Complete |
| Costs estimate for each option and possible add-on (permissions, workflows, integrations, migration...) | Project Sponsor | Complete - CXC requested a second, revised, "stripped back" estimate due to the costs involved |
Analysis of Resource Usage:
Staff Usage Estimate: 10.0 days
Staff Usage Actual: 15.6 days
Explanation for Variance
Multiple delays were experienced due to the availability of the Service Management team/Technology Lead and one delay was due to the absence of the Programme Manager. This resulted in the project milestones having to be changed and submitted to Apps Review for authorisation.
The production of the Business Requirements Document (BRD) was effected by the availability of the Service Management team/Technology Lead as it required their input. Upon their reviews, the document required further work. This then resulted in additional meetings with CXC to review it.
Upon receipt and review, CXC requested a second, revised estimate that covered a more basic solution due to the costs involved, taking into account where they currently are in their funding cycle. This resulted in Service Management having to spend more time creating the new estimate as well as more meetings to discuss it with CXC.
The resource variance has already been raised to the Progamme Manager throughout the project.
Outcome
The Business Requirements Document (BRD) was produced alongside the Options Appraisal Document and both were presented to the ClimateXChange (CXC). Upon receipt and review, CXC requested a second, revised estimate that covered a more basic solution due to the costs involved, taking into account where they currently are in their funding cycle. The ClimateXChange have taken the new, revised estimate to their management for review and authorisation to proceed. Should they wish to proceed, a new project will be opened.
Key Learning Points
| Ref | Title | Impact | Theme | Stage |
|---|---|---|---|---|
| 1 | Availability of Service Management/Technology Lead | Was detrimental | Resourcing | Execute |
| 2 | Availability of Programme Manager | Was detrimental | Resourcing | Plan |
| 3 | Separate Project and Budget for Business Analysis | Was detrimental | Business Analysis | Analyse |
Outstanding Issues
The ClimateXChange and their management are currently reviewing the revised estimate and should they choose to proceed, a new, separate project will be opened.