April 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

EST080 (AP45-016)

Estates Department Help Desk

Funded

Milestones

 RAG Status

Amber

Report by Anne Mathison for April 2016

Achievements 

• Progress has been made in resolving a number of long-standing issues with regards to; 

  • Gas issue resolved details in EST080-92
  • SLAs issue set up issue resolved EST080-90
  • EST080-55 New Work order created through mobile app delivered and initially tested
  • SmartClient issue to enable floor plans to be published in the mobiel required .svg format 
• Technical protocol required upgraded for mobile devices in TEST (SHA-1 to SHA-2) with regarsd to on-line certificates
• The requirements for the HR Concatenation on employee name and number has been specified EST080-93

• Issues

• That the existing risks regarding a small number of show stopper fixes have been resolved in time for go Live including:
  • EST080-82 - Issuing Parts against a work order on the mobile
• The project team have identified a number of implementation related concerns regarding the planned implementation
  • A combination of the delay in resolving the outstanding issues in conjuction with a number of operational issues associated with recent Hard Services reorganisation have indicated that it will no longer be possible to carry out the staged implementation scheduled for late May
  • A revised approach to a full deployment is now being planned whilst considering impact of planned holidays during July / August
  • System availability now being scheduled for mid-July

• Next Steps

• Continue to implement remaining fixes received from Archibus/Suppliers
• Approve and implement the revised proposal and costs for EST080-82 Parts work
• Remaining functional issues to be resolved and JIRA work carried out, for example
  • EST080-65 - Enumeration updates
  • EST080-60 - Customising emails
• Once Month End Processing work is complete for all zones, and can be moved to test (EST080-87) in rediness for testing
  • EST080-58 - Closing work order when survey not complete (related to monthly billing)
• All scenario testing to be run and SLA's amended where necessary
• User Guides (5) and training manuals to be 75% complete
• 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

The RAG status has been set to Amber given the change of delivery date

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Red

Report by Ben Armstrong for April 2016

Achievements in Last Period

• Continued with the system build of Archibus Web Central and SQ Stage
• Continued with the supplier identification and enablement exercise
• Agreed Contractor and consultancy resource to assist with completing the Archibus Web Central development work
• In recognising the issues detailed below and other potential implementation challenges within Estates, considerations are now being given to an alternative implementation startegy from a phased to full deployment of all related procurement to payment processes and the outline proposal will be presented at the next project board meeting in May

  Issues

• No Business Lead has been appointed by Estates following the recommendation to the Project Board.  It has become unworkable not to have a Business Lead to drive decisions around the system process and supplier enablement.   As a result this project is flagging the Scope indicator as RED.
• Estates Development have requested a different workflow/authorisation process to meet their high value purchase order requirements; the feasibility of this has still 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.  As a result this project is flagging the Scope indicator as RED.
• No Testing resource can be assigned to the project while the Estates Hard Service reorganisation is ongoing
• 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

• Project Board to decide next steps for project including strategy for testing and deployment
• Update project plan with revised anticipated milestone and task dates
• Meet with Estates Finance to discuss financial authorisation workflow requirements for Estates Development

Whilst teh project has been assigned a RAG status of Red due to the documented business related issues, it is anticiapted that the project board will approve the revised strategy at the next project board meeting.

EST084 (AP34-015)

Estates and Buildings Document Management Extranet

Discretionary

Milestones

RAG Status

Green

Report by Anne Mathison for April 2016

Achievements:

• The system documentation has been updated and reviewed
• The Estates project team have approved the pilot project 
• Commenced Closure report 

Issue

• None

Next Steps:

• Complete Closure report
• Close 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 April 2016

Achievement in Last Period

• As a result of previous workshops a list of business requirements have been identified and documented
• The third user workshop was held to determine
  • required outputs from both Estates and bsuiness partners
  • overview of the existing systems to determine haow the meter data is collated
  • existing system processes
• Further meeting was held between the consulatants and Energy team to review the  current metering throughout the Campus

 Issues

• None to report  

Next Steps

• In relation to the gathered business 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 April 2016

Achievements in Last Period

• Noted at the last programme meeting that the project should remain open
• No involvement with PWC this month
• PWC has recommended the introduction of a time tracking/time management software package with an associated process and a discipline for recording time against a project number or code. This needs to be capable of interrogation and reporting, but very quickly will give us a sense of how busy individuals are and what additional resource we need.   Contact has been made with PWC to clarify requirements to determine if ASTA would meet their requirements
• Initial demonstration of ASTA time recording with Tommy Angus in Estates
• Commenced documenting hierarchical structure for Estates projects environments

The status of teh project remains wit ha RAG status of Amber, until further clarity of requirements is established

Next Steps

Issues

EST089 (AP56-065)

Perspective Upgrade

Funded

Milestones

RAG status

Blue

Report by Andrew Stewart for April  2016

Achievements in Last Period

• Development technology have advised that the new database servers have been commissioned
• The project has been re-planned according to the availability of the Technical lead resulting in
  • Migration of Test database during w/c 9th May
  • Migration of Live database during w/c 16th May

Issues

• No additional issues to report

Next Steps

• Complete migration of both the Test and Live systems
• Complete project closure report
• Close project

EST091 (AP56-014)

EBIS OnLine ColdFusion Upgrade

Compliance

Milestones

Projected

Rag Status

Amber  

Report by Chris Lawford for April 2016

Achievements in Last Period

• Having overcome a number of unexpected issues, the build within the Development environment appears now to be working, including the viewing of drawings

Issues

• Issue with display of Estates Drawings. Uses a piece of third party software autoviz that dosnt work under CF11/ CentOS. As a consequence, project milestones have slipped a further week.
• Parallel EBIS On-line development in progress (EST080). Will require careful co-ordination, and possible additional effort by third party integrator.

Next Steps

• Complete final testing within the Development environment and sign-off
• Complete remaining environment builds (TEST / LIVE).
• Migrate to Test and sign-off after successfully completing User Acceptance Testing
• 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 April 2016

Achievements in Last Period

• End of planning milestone completed.
• Analysis and design phase underway

Issues

• Change of sponsor. Sponsor is stepping down from current post, and a replacement is being sought.
• Choice of technical platform remains undecided. Options paper in progress.

Next Steps

• Continue Analysis & design phase.
• Determine choice of technical platform.

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

Rag Status

Green

Report by Chris Lawford for April 2016

Achievements in Last Period

• Project initiated, 4 kick-off sessions held with Estates stakeholders.
• Kick-off technical meeting held.

Issues

• Change of Sponsor.
• End of planning milestone has moved to 13/05.

Next Steps

• Complete project planning phase
• Commence analysis phase.

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for April  2016

Achievements in Last Period

• Compliance System
  • Investigation underway to determine if a SharePoint site could assist the Compliance Team in the process of recording compliance checks
• Security Team
  • As a result of the recent IS Applications Programme Management Office presenttaion, commenced discussions with Gary Hendry (Security team) with regarsd to assistance with Security related matters within Estates projects

Issues

• ElComponets Upgrade
  • Issues being encountered whilst trying to set up devices on the network have still to be resolved

Next Steps

• Estates Strategy
  • Continuue to work with Estates department to enhance top down Estates strategy by incorporating vision statements and RAG status
• 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
• Archibus Support Contract
  • Meeting scheduled with Mass account manager to review annual Archibus support contract

AP45-017: Building Information Modelling Strategic Review

EST089 (AP56-065) Perspective Upgrade

Withdrawn on 22nd April 2016

Withdrawal Report

AP56-063 Archibus Upgrade