Impact
Priority and Funding
- Priority 3 (normal)
- Core
Initial Cost Estimates
Exact external costing will depend upon the product purchased and any specific configuration work required. Of the 3 solutions under investigation at present the most expensive quote provided is:
External spend :
| Cost Element | 2019/20 | 2020/21 | 2021/22 | 2022/23 |
|---|---|---|---|---|
| Software licence costs (Inc Vat) | £12,600 | £12,600 | £12,600 | £12,600 |
| Other supplier costs (Inc Vat) | £17,600 | |||
| Total | £30,200 | £12,600 | £12,600 | £12,600 |
The solution is being purchased as a SaaS (Software as a Service) via the G-Cloud 11 framework on the Digital Marketplace. The application will be hosted remotely rather than on site. As a result it is expected that post implementation support costs will be kept to a minimum. As part of the service initiation an OLA will be required between Records Management and Production Management. This will cover the on-going internal support of the project along with any related internal support costs.
Impact and Dependencies
- The present version of ColdFusion solution has a technical end of Life as of May 2019.
- The project effort has been assigned as follows:
- Financial year 2018/19 - 30 days
- Financial year 2019/20 - 70 days
- The procurement of the product will include an element of training for the Records Management team. There may also be the need for a wider training/communication programme for the various individuals across the University, external to Records Management, who are requested to contribute to FoI responses.
Project Risks
| Ref: | Risk Description | Initial Risk | Current Risk | Status | Management Approach | Risk Owner |
|---|---|---|---|---|---|---|
| 1 | Product evaluation. | Green | Green | Open | Reduce | Anne Grzybowski |
| 2 | Resource availability - Records Management | Green | Green | Open | Reduce | Anne Grzybowski |
| 3 | Resource availability - IS | Green | Green | Open | Reduce | Ken Miller |
| 4 | Funding only available in 2018/19 | Green | Green | Closed | Avoid | Ken Miller |
| 5 | Change of Procurement contact | Green | Green | Closed | Retain | Ken Miller |
| 6 | No funding available for system purchase | Amber | Amber | Closed | Remove | Tracey Slaven |
| 7 | Days assigned to 2019/20 insufficient | Green | Green | Open | Reduce | Ken Miller |
| 8 |
Historic data migration may prove more complicated than estimated for |
Amber | Amber | Open | Reduce | Ken Miller |
| 9 | Green | Green | Open | Reduce | Bill Lee |