Overview

Background

The Estates department have identified the requirement to implement a more robust and maintainable solution to managing the on-going capital budget, currently estimated at £1.5b over the next ten years.

In the first instance, two of the modules from the Archibus WebCentral suite, namely Capital Budgeting and Project Management modules, having been identified as a potential solution are now being further evaluated.  This outline strategy was based on further integrating Estates activities within the Archibus integrated workplace management solution (IWMS)

Modules Overview

Scope

Implement and configure the Archibus Webcentral modules Capital Budgeting and Project Management on both the Dev and Test systems and configure the application to manage the mini-portfolio of projects previously identified as part of the business requirements

 If the decision is taken not to proceed, then arrangements will be made to remove the stated modules from both the Dev and Test system.

Objectives

To determine if the solution offered by the Archibus Webcentral modules, Capital Budgeting and Project management will meet the defined business requirements with regards to the functionality associated with

• Project Cost, Funding and Programme Management
• Budgetary Control
• Management Information Reporting
• Enable system Integration with core Procurement and Finance systems
• System administration regarding specific roles and permissions
• Business Case Updates and Financial Modelling

Deliverables

The project will deliver an analysis of the functionality observed from managing the mini-plan in conjunctions with a series of recommendations of how to progress.

Benefits

In undertaking this project;

• The Estates department will be able to determine if the potential solution will deliver the specified business requirements
• By working through the mini-portfolio of projects, this will further assist in confirming business requirements, in the event of requiring to review alternative solutions

Success Criteria

The project will be deemed a success on achieving, firstly, a proper evaluation of the modules and secondly, clarification of the actual business requirements regarding the management of the capital budget.