March 2016

AP45-015

Struxureware BEMS Server Migration

Funded

Planning: June 2016

Delivery: t,b.c.

Plan

This project has been carried over from 14/15.  The decision to delay the project unti May 2016 was taken to enable further time for the Energy department to review the new version of software.

- project to commence in May 2016

- initial planning phase scheduled to be completed in June 2016

- By delaying the project to commence in May 2016, the initial project budget of 100 days has been re-adjusted with 35 days activity planned for 15/16 with the remainder in 16/17

- delivery date to be confirmed

Dependencies

- will require a large commitment from Estates and Buildings Energy department throughout all stages of the project

- will require a significant input from IS Applications Development Technology team and the supplier Schneider throughout the project

AP56-063

Archibus Upgrade

Funded

Planning: May 2016

Delivery: July 2016

Plan

- project has been rescheduled to commence in May 2016 - due to the ongoing activitry with the HelpDesk and EBIS OnLine Upgrade projects

- initial planning phase scheduled to be completed in May 2016

- delivery date scheduled for July 2016

Dependencies

 - the release of the next major release of Archibus

- the involvement of specific Estates and Buildings personnel to assist with user acceptance testing for the Archibus client, WebCentral based applications and EBIS Online

- requirement to avoid upgrade during any Archibus related product installation

EST080 (AP45-016)

Estates Department Help Desk

Funded

Milestones

 RAG Status

Green

Report by Anne Mathison for March 2016

Achievements 

• Revised budget approved
• Implemented fixes received from Archibus/Suppliers
• Resourcing for the Monthly Billing work has been agreed
• Monthly Billing work has been completed in Dev including running a PAT script
• Dev Tech resourcing has been agreed for the rest of the project

Issues

• Outstanding issues still remain with regards to
  • full costing of work order incorporating costs associated with parts, invoices and contract orders
  • creation of work request via the mobile client
  • installation of the Smartclient to enable drawings to be published

Next Steps

• Implement any remaining fixes to be received from Archibus/Suppliers
• Any remaining functional issues to be resolved and JIRAs fixed
• Once Monthly End Processing code has been agreed to be moved to Test it can be tested
• All scenario testing to be run
• Weekly conference calls with Mass to ensure progress and targets for the coming weeks to continue throughout the Acceptance Testing period
• Plan Capacity and Performance Testing to be planned during UAT

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Red

Report by Ben Armstrong for March 2016

Achievements in Last Period

• Presented to the Project Board on progress with the system build
• Continued with the system build of Archibus Web Central and SQ Stage
• Demonstrated a working prototype of the Goods Requisition Manager to the Project Sponsor and IS Applications Programme Manager for Estates
• Continued with the supplier identification and enablement exercise

  Issues

• The project estimate increase from 314 days to 402 days was approved, the increase being the product of a revised software development estimate and additional project management and business analysis effort estimated due to the lack of a Business Lead.
• The current Build milestone date of 25th March has been missed; the reasons have been discussed with the Project Board and several options (including contracting and consultancy) put forward to ensure a successful completion; a recommendation and revised timeline is to be communicate to the Project Sponsor within the next week with onward communication to the Project Board. 
• No Business Lead has been appointed by Estates following the recommendation to the Project Board.  It is maintained that appointing a Business Lead will be a key success factor to help drive decisions around the system process and supplier enablement.
• Estates Development have requested a different workflow/authorisation process to meet their high value purchase order requirements; the feasibility of this is to be discussed with Estates Finance and raised at the next Project Board for a decision, where necessary
• The future responsibility for processing changes to purchase order values in the SciQuest system has not been agreed; this is to be raised at the next Project Board for resolution
• The existing instance of the SciQuest system does not permit the use of multiple invoice addresses and is set up with a Charles Stewart House invoice address as default.  The Procurement Office have expressed concerns about rolling out the Purchase Ordering stage of the process while maintaining the existing Estates invoice processing arrangements.  A paper is to be brought to the next Project Board for a review and decision.
• The eAuthorisations system has not yet been populated with Estates user profiles or financial limits, as Court must ratify the new levels of delegation in their next meeting on 25th April.

   Next Steps

• Confirm development recommendations with Project Sponsor and Project Board; implement recommendations 
• Enhance test strategy to include anticipated timescales, resource requirements and roles and discuss with Project Sponsor
• Update project plan with revised anticipated milestone and task dates
• Meet with Estates Finance to discuss financial authorisation workflow requirements for Estates Development

Due to the budget increase, the project status has been assigned as RED, as the budget increase was more than 20%.

EST084 (AP34-015)

Estates and Buildings Document Management Extranet

Discretionary

Milestones

RAG Status

Green

Report by Anne Mathison for March 2016

Achievements:

• Three demonstration meetings took place involving the Estates Development Managers and the Estates Project Managers (between 7 - 11 March)
• A permission overview meeting took place to ensure Estates understood and learnt how to set up and update SharePoint Estates Project permissions (4-March)
• The first draft of the Operational documentation has commenced and will be completed next month
• Progress meeting held with key stakeholders confirmed signatories regarding the remaining milestone sign-offs  (29-March)
• Project plan adjsted and approved by teh projecxt sponsor to allow additional time for Estates Developemnt section to review SharePoint solution

Issue

• The suggestred work-around to manage building drawings has been agreed
• Concern regarding lack of engagement of Estates Development to review system

Next Steps:

• Documentation to be updated and completed
• Review feedback from Estates Development and confirm acceptance
• Prepare project Closure report
• Complete project

Due to agreement of the milestones, this project has been assigned a GREEN RAG status

EST087 (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for March 2016

Achievement in Last Period

• Initial user workshops held to determine project aspirations
  • Workshop 1 - Senior Stakeholder
  • Workshop 2 - Active Stakeholders
• Further meeting held with Estates Finance as they were unable to attend initial workshops
• Meeting held with project sponsor and external consultants
  • to review findings from the initial workshop and arrange for findings to be generally distributed
  • plan agenda and priorities for workshop 3 - scheduled for 18th April incorporating
    • Outputs / Reports
    • Inputs
    • System functional requirements
• Continued to collate background information with regards to
  • meter data analysis
  • breakdown of university buildings and usage
• Project re-planned after requirement to schedule Workshop 3, due to holidays
•  

 Issues

• None to report  

Next Steps

• Workshop 3 to further determine system requirements
• Commence review of existing systems
• Commence review of potential system solutions

EST088

Capital Budgeting

Funded

Milestones

RAG status

Amber

Report by Andrew Stewart for March 2016

Achievements in Last Period

• Attended first meeting with PWC to review the usage of the existing systems with regards to Capital Planning.  Attended meeting with Graham Bell, Lee Hamill
• Have replanned project based on known PWC schedule
  • Review PWC Capital Plan System System Development Report - 20/04/16
  • Complete Review - 20/05/16
  • Project Closure - 27/05/16

Issues

• Requirement now to consider if this project should remain open, now that activities are being led and coodinated by PWC

Next Steps

• Continue to participate in the PWC meetings
• Confirm if project should continue in its current format

The poroject manager has assigned a RAG status of Amber, whilst seeking clarity regarding the direction of the project

EST089 (AP56-065)

Perspective Upgrade

Funded

Milestones

RAG status

Blue

Report by Andrew Stewart for March 2016

Achievements in Last Period

• After considerable investigation by the Alister (Webb) to resolve the issue regarding the post Go-Live issues associated with reporting, the outcome of the analysis has indicated an issue with the Live database server as

  • The reporting module functions on Test as anticipated
  • The reporting module functions when directing the Live application to the Test database.
• As a result, IS Apps Production Management have approved the commissioning of new database servers for all environments (to be used for other applications also).  It is anticipated that the new servers will be made available w/c 04/04/16. This will enable the process to move the Test and Live databases to the new servers, whilst updating to the latest version of SQL database (this has already been tested on the Test system on a different server and has proved to be ok).
• The project has been replanned with the new milestones noted below, and subsequently approved by the business lead within the Security team
  • w/c 11/04/16 - Migrate Test
  • w/c 18/04/16 - Migrate Live
  • w/c 25/04/16 - Deployment Sign-off and closure

Issues

• No additional issues to report

Next Steps

• Complete database(s) to new servers
• Complete user acceptance testing
• Close project

EST090 (AP56-065)

Waste Management System Upgrade

Sponsor Funded

Milestones

RAG status

Blue

Report by Andrew Stewart (on behalf of Elaine Wighton)  for March 2016

Achievements in the last period

• Project formally stopped after meeting with project sponsor and business lead
• Test system restored to previous version to mirror the live environment
• The Test PDA was re-directed to access the Live system
• Project withdrawal report prepared and circulated for approval
• Project budget re-adjusted to 29 days (budget was 50 days) as no further work to be undertaken

Issues

• None to report

Next steps

• Close project
• Meeting scheduled with new Waste Manager to discuss strategy going forward

EST091 (AP56-014)

EBIS OnLine ColdFusion Upgrade

Compliance

Milestones

Projected

Rag Status

Amber  

Report by Chris Lawford for March 2016

Achievements in Last Period

• Environment set-up in DEV in progress. 
• EBIS on-line code deployed in DEV, waiting for environment set-up to be completed. 
• Use of BAMBOO deployment will make migrations to TEST, LIVE much easier in future.

Issues

• Possible EST080 Parallel testing requires a stable EBIS On-line in TEST. Situation is being monitored.  
• Project milestones have slipped by 3 weeks due to lack of availability of Development Technology resource (illness) and Easter holidays

Next Steps

• Complete environment builds (DEV / TEST / LIVE).
• Complete DEV sign-off  
• Complete TEST sign-off.
• Deploy to LIVE

Due to potential slippage regarding the live deployment, the project has been assigned a RAG status of Amber

EST092 (AP56-061)

Estates Operational Reports

Funded

Milestones

Rag Status

Green

Report by Chris Lawford for March 2016

Achievements in Last Period

• Draft project brief created, final review and approvals underway. 

Issues

• None

Next Steps

• Complete project planning phase.
• Start systems analysis & design phase.

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

Rag Status

Green

Report by Chris Lawford for March 2016

Achievements in Last Period

• Project started, initial planning conducted. 

Issues

• Availability of Sponsor.
• The project planning phase has been extended by two weeks from the 8th to the 22nd April

Next Steps

• Complete project planning phase

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for March 2016

Achievements in Last Period

• Asset Register
  • Initial considerations regarding way forward with regards to potential pilot, data capture, planned maintenance  
• Estates Website
  • On-going discussions regardiing the long-term support of proxy pages 
• Transport Survey
  • Transport survey completed - no issues reported
• Network Issues
  • Assistance with the Energy Team and the ITI Networks regarding network changes for ElComponents and Dynmat
• ElComponents Upgarde
  • On-going activity associated with planned ElComponents upgrade 

Issues

• ElComponets Upgrade
  • Issues being encountered whilst trying to set up devices on the network

Next Steps

• Estates Strategy
  • Continuue to work with Estates department to enhance top down Estates strategy by incorporating vision statements and RAG status
• Estates - IS Quarterly Review 
  • Quarterly review of IS projects
• Asset Register
  • Commence activities to capture asset details
• Salto Doors
  • Follow up regarding potential infrastructure requirements associatde with new SALTO access control
• ElComponets Upgrade
  • Complete upgrade to both Test and Live environments

AP45-017: Building Information Modelling Strategic Review