May 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 June 2016

- Development Technology resource has been confirmed to assit with the Planning activities in June, and the Design phase within July

- initial planning phase scheduled to be completed in June 2016

- By delaying the project to commence in June 2016, the initial project budget of 100 days has been re-adjusted with 15 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

Red

Report by Andrew Stewart for May 2016

Achievements

• This project has now been assigned to Andrew Stewart
• Delivery of solution to calculate cost of parts deleivered, but still to be fully tested within the mobile appliction on an Android device
• Project team has re-focussed on preparing a revised project plan and in particular identifying roles and responibilities for Estates personnel
• Concern regarding additional work regarding the requirement to concatenate the employee name and number has been alleviated after discussions with the supplier and representatives from IS Development
• Project planning has re-focussed on activities with regards to go-live with regards to;
  • a user training plan has been drafted with regarsd to Estates personnel and business users
  • clarification of buiness fault reporters
  • user guides
  • mobile apllication roll-out to the trades staff mobile phones
  • basic system set-up data
  • strategy to generate floor drawings with regards the mobile application
  • load testing on the system

Issues

• Technical issues have impacted on the development of user guides over a period of around a week
• Due to system issues, the test system was directed to the back-up site.  However, as a result of subsequent certificate issues
  • Access to the mobile application on Andriod devices was denied (Apple IOS is ok) due to issues in the certificate chain - This is currently unresolved and has been escalted through both the project manager and Development Technology manager to the ITI Unix team
  • Access to the WebCentral was denied, irrespective of EASE authentication being switched-on/off - now resolved
• Monthly Billing / Archiving
  • Whilst clarifying the proces to complete the monthly billing and archiving process, this solution will require the archiving process to be run manually.  This does not fully deliver the specifiied requirements according to the project team.  Whilst acceptable to go-live, there will be the requirement to re-visit this is the future
  • Due to a revised business process with regarsd to PAT testing, a further cahnge to the billing process will be required
• The project has been re-planned with the implementation delayed unti early September to allow for the completion of the remaining project tasks, whilst taking into account annual holidays and the impact of the financial year end.
• Due to the elongated time of the project, there will be the requirement to increase the overall project budget

Next Steps

• Monthly Billing
  • Determine impact of required changes and schedule development
• Load Testing, scheduled for late June will be undertaken using the customer fault reporting screen
• Continue the work associated with
  • clarification of buiness fault reporters
  • user guides
  • mobile apllication roll-out to the trades staff mobile phones
  • basic system set-up data
  • undertake system load testing

The RAG status has been set to Red given the change of delivery date and required budget increase

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

Project to be suspended - put on hold

RAG Status

Green

Report by Ben Armstrong for May 2016

Achievements in Last Period

• Finished the system build of Archibus Web Central and SQ Stage
• Completed peer testing for the system build
• Project Board ratified recommendation for a revised implementation plan which includes putting the project on hold for up to 4 months

  Issues

• No Business Lead has been appointed by Estates following the recommendation to the Project Board; this will be a key appointment when the project recommences
• Estates Development have requested a different workflow/authorisation process to meet their high value purchase order requirements; this will be revisited as part of the revised implementation plan
• The future responsibility for processing changes to purchase order values in the SciQuest system has not been agreed; this will be revisited as part of the revised implementation plan
• The eAuthorisations system has not yet been populated with Estates user profiles or financial limits, this will be revisited as part of the revised implementation plan

   Next Steps

• Make a formal request to the IS Applications Governance Group (WIS) to 'suspend' the project (put it on hold)
• Work with Project Sponsor to communicate the decision and steps in the revised implementation to all project stakeholders

The Project has reverted to Green as the Project Board have agreed a revised provisional implementation plan which includes putting the project on hold for up to 4 months.

EST084 (AP34-015)

Estates and Buildings Document Management Extranet

Discretionary

Milestones

RAG Status

BLUE

Report by Anne Mathison for May 2016

Achievements:

• Project completed in early May

Issue

• None

Next Steps:

• None

Project Cosed and so the project has been assigned a BLUE RAG status

EST087 (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for May 2016

Achievement in Last Period

• Steps were taken to get a better understanding of buildings with mulltiple occupancy 
  • Two site visits were undertaken representatives from the Energy department and the external consultant
  • Meeting with Space Planner to get a better understanding of the extent of buildings with multiple occupancy
• The external consultant has now commenced the processes associatde with
  • existing systems
  • potential solutions
  • get a better understanding of solutions used by other HE establishements

 Issues

• None to report  

Next Steps

• Complete  business requirements
  • Commence review of existing systems
  • Commence review of potential system solutions
• Prepare draft report by the end of June

EST088

Capital Budgeting

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for May 2016

Achievements in Last Period

• The focus and deliverables of this project has changed as a result of the decision of the Estates Department to commission PWC to lead the review to determine a solution. 

• The original project sponsor, Andrew Haddon has now left the organisation and his replacement is scheduled to commence in July.  However whilst the PWC review is on-going, it has been agreed with the programme owner to keep this project open to enable the project manager to assist with any activities regarding the review.
• Attended PWC presentation of potential Capital Budgeting solution
• Commenced review of potential Resource Mangement solution within ASTA for Estates project managers The project has been re-planned to incorporate Resource Management review

Issues

• None

Next Steps

• Attend further presentation of potentiial Capital Budgeting solution organised by Estates
• Complete Resource Management proposal and present to Estates

EST089 (AP56-065)

Perspective Upgrade

Funded

Milestones

RAG status

Blue

Report by Andrew Stewart for May 2016

Achievements in Last Period

• Migration of Test database completed successfully during w/c 9th May
• Migration of Live database completed successfully during w/c 16th May
• No issues reported post go-live
• Project completion report completed and approved by project team
• Project formally closed

Issues

• None

Next Steps

• None

EST091 (AP56-014)

EBIS OnLine ColdFusion Upgrade

Compliance

Milestones

Projected

Rag Status

Amber  

Report by Chris Lawford for May 2016

Achievements in Last Period

• Environment set-up in still in progress (see issues).
• EBIS on-line code signed-off in DEV, waiting for environment set-up to be completed.

Issues

• Project has slipped further; priority has been raised to level 1.
• Issue with display of Estates Drawings. Uses third party software Autoviz that doesn’t work under CF11/ CentOS.
• We have now switched to a new version of the software (Autoxchange) which works. This has required the purchase of a new set of licenses (c. 700 US$ pa)
• We still have issues with samba shares for estates drawings, across the environments.
• We have uncovered some issues at the database level, due to changes being made by parallel Helpdesk development in progress (EST080). These will cloud our test results; solution is currently being analysed.

Next Steps

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

Due to continuing environment issues, the project status remains at a RAG status of Amber

EST092 (AP56-061)

Estates Operational Reports

Funded

Milestones

Rag Status

Green

Report by Chris Lawford for May 2016

Achievements in Last Period

• Detailed business analysis in progress.
• Technical platform selection options paper reviewed and approved.

Issues

• Change of sponsor. Sponsor has stepped down from current post, and a replacement is being sought.

Next Steps

• Complete Analysis & design phase.
• Conduct Scoping exercise.

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

Rag Status

Green

Report by Chris Lawford for May 2016

Achievements in Last Period

• Project planning phase completed.
• Project business scoping started.
• Detail business analysis started.

Issues

• Change of Sponsor. Current sponsor has stepped down from current post, and a replacement is being sought.
• A number of risks have been raised regarding the dependencies of this project on others: - - Outcomes from project COM025 - Plans for the building of infrastructure in support of EDW - The availability and skillsets need for application development  

Next Steps

• Complete business scoping.
• Continue with detailed business analysis.

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for May 2016

Achievements in Last Period

• Compliance System
  • On-going Investigation underway to determine if a SharePoint site could assist the Compliance Team in the process of recording compliance checks
• Archibus support contract reviewed

Issues

• ElComponets Upgrade
  • Issues being encountered whilst trying to set up devices on the network have still to be resolved
• Optima
  • Change to Optima hosting environment attempted but failed.  Currently being investigated by Optima  

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

AP45-017: Building Information Modelling Strategic Review

EST089 (AP56-065) Perspective Upgrade

Withdrawn on 22nd April 2016

Withdrawal Report

AP56-063 Archibus Upgrade