Report for July 2016

AP56-021

Archibus Oracle Database Migration to Oracle 12c

Core Funded

Planning: March 2017

Delivery tbc

Plan

- project to commence in March 2017

- delivery date to be confirmed

Dependencies

- should be run as a stand-alone project whilst no other Archibus related activity is being undertaken. Dependant on planning with regards the Archibus Upgrade

- will require a large commitment from Estates departments throughout all stages of the project

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

AP67-066

Archibus Upgrade

Sponsor Funded

Planning: December 2016

Delivery: tbc

Plan

- project to commence in November 2016

- requirement for the HelpDesk project to be operational

- consideration of the release date of the next version of Archibus 23.0 will be required

Dependencies

- will require a large commitment from Estates departments throughout all stages of the project

- will require input from IS Applications Development Technology team and the supplier Mass throughout the project

AP67-048

Compliance Management Integration

Sponsor Funded

Planning: March 2017

Delivery: tbc

Plan

- project to commence in march 2017

- a number of considerations will require to be made with regards this project, namely;

• the release date of the next version of Archibus 23.0 will be required to determine possible additional functionality to link the Compliance Module with the On-Demand application.
• the strategy undertaken by the Technical Services team with regards compliance maintenance

Dependencies

- will require a large commitment from Estates Techical Services department throughout all stages of the project

- will require input from IS Applications Development Technology team and the supplier Mass throughout the project

AP67-049

BIM Strategic Review

Sponsor Funded

Planning: October 2016

Delivery: tbc

Plan

- project to commence in September 2016

Dependencies

- will require a large commitment from Estates Development department throughout all stages of the project

- may require input from a business analyst

AP67-050

BIM Implementation

Sponsor Funded

Planning: March 2017

Delivery: tbc

Plan

- project to commence in February 2017

Dependencies

- will require the BIM Strategic Review project to have been completed

- will require a large commitment from Estates Development department throughout all stages of the project

- may require external consultancy to assist in implementing

- will require input from IS Applications Development Technology team and the supplier Mass throughout the project

AP67-051

Asset Management

Sponsor Funded

Planning: December 2016

Delivery tbc

Plan

- project to commence in November 2016

- the release date of the next version of Achibus 23.0 will be required to detremine possible additional functionality

Dependencies

- will require a large commitment from Estates Technical Services department throughout all stages of the project

- will require input from IS Applications Development Technology team and the supplier Mass throughout the project

AP67-052

Capital Budgeting

Sponsor Funded

Planning: February 2017

Delivery tbc

Plan

- project to commence in January 2017

Dependencies

- project requirements and schedule will be dictated by the defined requirements regarding the work being undertaken by Faithful and Gould

- will require a large commitment from Estates departments throughout all stages of the project

- will require input from IS Applications Development teams and the supplier Mass throughout the project

AP67-069

Perspective Upgrade

Sponsor Funded

Planning December 2016

Delivery tbc

Plan

- project to commence in November 2016

Dependencies

- will require a large commitment from Estate Security department throughout all stages of the project

- will require input from IS Applications Development Technology and the supplier throughout the project

EST080 (AP45-016)

Estates Department Help Desk

Funded

Milestones

 RAG Status

Green

Report by Andrew Stewart for July 2016

Achievements

• Confirmed business requiremenst to accommodate PAT testing for monthly billing and archiving - development has commenced 
• Reviewed additional reporting requirements due to new archiving process , with IS Apps Developer - work currently scheduled to be undertaken w/c 1st August
• System Performance Review
  • Monitoring tools set up against both the application server and the database
  • Undertook a few system tests whilst application server being montored
  • Commenced development of Jmeter process to load test fault reporting process
  • Confirmed with supplier that there is no electronic method to load test mobile phones - so will require to organise a series of manual tests
• Weekly project meeting
  • project plan updated by teh business lead and forwarded to supplier for reference
• Commenced review of training startegy for each of the individual groups, namely; fault reporters, helpdesk, trades teams and supervisors
• Commenced initial scenario testing with the HelpDesk team
• Project Risk log reviewed, updated and circulated to the project team
• Scenrio testing undertaken by HelpDesk staff and findings logged for discussion with Mass
• Doucumented process workflow
• Initial discussions held regarding Mass support visits

Issues

• Investigated performance issues associated with updating work orders - initial thoughts would suggest issue related to refresh of building operations console view.  Have advised Mass and awiting update.
• System access issues encountered whilst testing full single sign-on via EASE.  Currently being investigated in conjunction with Mass

Next Steps

• Continue System Performance Testing incorporating
  • review of system whilst scenario testing is being undertaken
  • commence load testing of fault reports,
  • Complete final single sign-on testing via EASE
• Document user training content

• Continue the work associated with
  • clarification of business fault reporters
  • user guides
  • mobile application roll-out to the trades staff mobile phones
  • basic system set-up data

Having adjusted the project budget the project reverts to a RAG status of Green

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Green

Report by Ben Armstrong for July 2016

Achievements in Last Period

• Project Sponsor issued communication to Project Board and stakeholders containing revised implementation strategy

Issues

• Peer testing not yet complete; however resources have now been successfully assigned for this

Next Steps

• Peer testing taking place in late August
• Sign off peer testing and prepare for closure

EST087 (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for July 2016

Achievement in Last Period

• The Energy team has met to provide feedback with regards to the first draft of the strategic report
• The project sponsor has also sought feedback from Head of Estates Operations
• Feedback has been provided to external consultant to enable final version of the Strategic Report to be completed and circulated

 Issues

• None.

Next Steps

• Approve Strategic Report at meeting with external consultant on 8th August
• Close project by middle of August

Having re-adjusted the delivery date last month, the project reverts to a RAG status of Green.

EST088

Capital Budgeting

Funded

Milestones

RAG status

Blue

Report by Andrew Stewart for July 2016

Achievements in Last Period

• Project closed on 15/07/16

Issues

• None

Next Steps

• None

EST091 (AP56-014)

EBIS OnLine ColdFusion Upgrade

Compliance

Milestones

Rag Status

Amber  

Report by Chris Lawford for July 2016

Achievements in Last Period

• EST080 changes retro-fitted back into TEST
• Deployment sign-off completed.
• Project Closed.

Issues

• Budget adjustment was made to increase budget by +10 days to 59. This was required, as a result of last minute efforts - especially regarding improved documentation.
• However a further 8.4 days were booked to the project during July. The cause of this is being investigated. The project cost will remain amber until this is resolved. 

Next Steps None

Milestones

None

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

05-Aug-2016           Business Analysis & Scoping Completed 23-Sep-2016           Reporting Platform Available 21-Oct-2016            Proof-of-concept Sign-off 18-Nov-2016           Tranche 1 Sign-off 16-Dec-2016           Tranche 2 Sign-off 23-Dec-2016           Project Closed

Rag Status

Green

Report by Chris Lawford for July 2016

Achievements in Last Period

• New sponsor appointed (Grant Ferguson), with Colin Pritchard as the key business lead.
• Business analysis & Scoping in progress.
• Initial discussions held within IS apps regarding detailed technical design & resourcing.
• Project has been moved from Amber to Green as a result of a sponsor being appointed.

Issues

• Further delays in Milestones due to business resource constraints and delays in getting sign-off.

Next Steps

• Complete Business Analysis & Scoping.
• Submit analysis to development for estimating and planning.

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

26-Aug-2016           Business Analysis & Scoping Complete 30-Sep-2016           Business Gate Review 03-Mar-2017           Delivery Complete 17-Mar-2017           Project Close

Rag Status

Amber

Report by Chris Lawford for July 2016

Achievements in Last Period

• Business scoping in progress.
• Detail business analysis in progress.

Issues

• No project sponsor. We have been asked to present the project at the Estates management group meeting in September. In the meantime we are continuing with the current agreed scope of Space and Maintenance mgmt.
• Project is dependent upon the outputs of-outcomes from project COM025 (BI/MI architecture), and the emerging project COM029 (EDW build). Details of the inter dependencies are emerging.
• The technical and development skills required for the project have been identified as a critical success factor. Discussions are on-going with the head of development services.
• Milestones have been adjusted, due to the delays in the appointment of a sponsor.
• Project continues to report as Amber, due to the lack of sponsorship.

Next Steps

• Complete business scoping.
• Complete detailed business analysis.

EST094 (secured) (AP45-015)

Struxureware

Funded

Milestones

26-Aug-2016           Planning

Rag Status

Green

Report by Andy Stewart (on behalf of Anne Mathison) for July 2016

Achievements in Last Period

• Project initiated
• Project manager assigned
• Technical lead assigned

Issues

• None

Next Steps

• Complete Planning phase of project

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for July 2016

Achievements in Last Period

• Asset Management
  • Workshop held to review functionality within both the current version (v21.3) and the latest relaese (v23)
• Time Recording
  • Strategy devised to implement ASTA time recording for the Small Projects and Minor works
• Optima
  • Upgrade re-applied and current being monitored

Issues

• None

Next Steps

• Estates Strategy
  • Continue to work with Estates department to enhance top down Estates strategy by incorporating vision statements and RAG status
  • Prepare SLA for Estates with iS Applications
• IS Apps Consultancy
  • Requirement to plan out 2016-17 requirements with Estates

• ElComponets Upgrade
  • Complete upgrade to both Test and Live environments
• Asset Management
  • Follow up on action points resulting from asset Management workshop
• Time Recording
  • Prepare project implementation plan
  • Commence deployment of time recording facility

AP45-017: Building Information Modelling Strategic Review

EST089 (AP56-065) Perspective Upgrade

Withdrawn on 22nd April 2016

Withdrawal Report

AP56-063 Archibus Upgrade

Schneider Struxureware Solution does not meet business requirements

Update: As the decison has been taken to commence the project in August 2016, this risk can now be closed