Report for April 2019

Project Info

Programme Managers Commentary

FIN126 - Making Tax Digital & Essential Financial System Compliance Updates

Core Funded

Planning - 10-May-2019

Delivery - 19-Jul-2019

 RAG Status : GREEN

• FIN126 Project Brief reviewed initially by WIS on May 3rd
• The project team has now received outstanding sign-off from Tax Team (Finance).
• It is expected that final WIS approval of the Project Brief will now be granted at the May 10th meeting.

FIN129 - PCI DSS Audit

Core Funded

Planning - 31-May-2019

Delivery - 28-Jun-2019

 RAG Status : GREEN

• Initial planning meeting held with Head of Finance and Head of Production Management in attendance on May 1st.
• Agreement reached with Project Sponsor that a further technical workshop should be arranged, with involvement from ITI.
• The planned workshop has now been scheduled for May 27th.

Project Info

Project Managers Commentary

FIN119 (AP67-024)

eInvoicing

Core Funded

Agreed at WIS 26-Apr-2019:

RAG Status : RED

Report By Richard Bailey for April 2019

For reference:  SG = Scottish Government,  SGS = Scottish Government Solution

Achievements this Period

• The Project has been escalated to the Senior Supplier and Head of Development Services
• Work packages / development of the API / XML Handler (all original 'Must Have' Jira) almost complete (please see Issues below)
• Acceptance testing started, though end to end testing not completed
• New SR / ACF for LIVE have been agreed with the SG

Issues

• Risk #5:  Securing Software Development Resource - RED

  • There is currently no Development Resource working against the Project as escalation / the conflict process is initiated again. This sees both this risk and the Project remain RED

• Risk #12:  Application is not available for acceptance / testing - RED

  • Though Acceptance Testing has started, its availability has remained limited, again due to the bug tracked in Jira FIN119-103 [P01] Invoices not progressing through UI has still not been able to be addressed / fixed. This is the key bug that the project is experiencing. There is still an issue with the token validation that requires investigation / a fix put in place. The Project Manager has requested help from the Resource Manager for expertise from Software Development to help the Developer look into this issue and help resolve as this is a Project Show Stopper that impacts Project Delivery.

• Risk #14:  Additional Requirements / Issues After User Acceptance Testing, That If Not Put In Place Could Have Implications on Application Support - RED

  • Again until the bug tracked in Jira FIN119-103 [P01] Invoices not progressing through UI is fixed this risk remains RED until acceptance testing can be completed

• Risk #7:  Project Slippage Sees its Deadline Move Closer Towards the Regulatory Deadline - AMBER

  • Directly related to Risk #12 above, the ability to complete UAT and its potential slippage might see the Project deployment slip back.

• Risk 13:  PO's can be issued by multiple systems to Suppliers by the University - AMBER

  • There are five University systems which generate order numbers (SciQuest, eFinancials, EBIS, ALMA and Saffron).  The three systems that have been highlighted during this project are the systems other than eFin/SciQuest (EBIS, ALMA and SAFFRON) as these three systems generate order numbers which do not interface to eFinancials and as such would not be recognised by the eInvoicing solution.  Due to the fact that it has come to light that potentially Suppliers could send in Invoices from systems that are not compatible with eInvoicing it has led to a possible scenario that these situations now need to be considered. Risk #14, above, has been raised to handle this.  

• Risk #10:  Availability of Finance Staff Resource - AMBER

  • Though Finance Staff Resource has been maintained throughout this risk remains AMBER while Acceptance Testing is still required / continues to go on.

Next Steps

• Complete work packages / development of the API / XML Handler (all original 'Must Have' Jira)
• Complete acceptance testing
• Agree / secure Resource / Budget to complete any recognised / agreed show stopper Jira 
• Agree / firm up new milestones and agree a date to Go live, in coordination with the SG (28th May 2019 was touted)

FIN125

Media Production for Annual Report and Accounts                                              

Sponsor Funded

Milestones

RAG Status: GREEN

Report By Tim Gray for April 2019

Achievements in Last Period

• Five guidance videos created and signed off this month. This covered Finance end of year activities and student travel insurance.
  • Petty Cash
  • Purchase Orders
  • Accruals and Prepayments
  • eIT
  • Summary of Travel Insurance

Issues

• None

Next Steps

• Confirm and plan future content production.

FIN126

Core Funded

Essential Finance System Compliance Updates and Document Revitalisation

Milestones:

Proposed milestones are:

RAG Status: GREEN

Report By Ken Miller for April 2019

Achievements in Last Period

• Project brief raised at WIS. 
• Objectives and deliverables raised with Finance for both the MTD and BAU components of the project.
• Meeting held with Finance to confirm present position.  Process to initiate compliance updates agreed and request raised for BA.

Issues

• Finance resource identified to initiate compliance work has moved to a different post.  IS BA resource has been requested to pick up this work but they obviously will not have the background finance knowledge.

Next Steps

• Project planning approved
• Kick off phase (B) with IS BA to initiate requirements capture and analysis.

FIN127

Finance General Data Protection Regulation (GDPR)

Core Funded

Milestones

RAG Status : GREEN

Report By Ken Miller for April 2019

Achievements in Last Period

• Meeting agreed to discuss implementation of GDPR patch and scope of project for 2018/19 and 2019/20.
• BA resource from IS Applications initiated GDPR compliance project analysis phase.
• Internal review of 2018/19 timescales to free contingency for use by FIN119.

Issues

• Key Finance resource, John Bannaghan, to be seconded to the eCore project at the end of May.  No suitable resource has been identified to backfill this position.

Next Steps

• Confirm scope of implementation of GDPR patch.

• Completion of GDPR compliance project analysis phase.

• Re-planning of scope of 2018/19 work based upon the GDPR compliance analysis results.

FIN128

FPM Upgrade

Core Funded

Milestones

 RAG Status : AMBER

Achievements in Last Period:

• Release and deployment of FPM v2.4.0.16 in Dev environment
• Initial Finance-team UAT testing activities in Dev environment

Issues:

• Initial project team testing of FPM v2.4.0.16 functionality in Dev environment identified a critical user sign-on issue, when cross-site scripting protection (required FPM security feature) was enabled.
• Advanced (FPM supplier) has been able to provide resolution for this FPM issue, by developing a single-issue FPM release (FPM v2.4.0.17), that will be released on May 7th, 2019.

Next Steps:

• Release and deployment of FPM v2.4.0.17 in Dev and then Test environment
• Finance-team UAT testing activities in Test environment

FIN118 (AP56-016)

eFinancials upgrade

Closure Report

FIN123 (AP56-016)

Annual Finance Document Revitalisation 17/18