August 2016

AP56-021

Archibus Oracle Database Migration to Oracle 12c

Core Funded

Planning: July 2017

Delivery: February 2018

Plan

- project to commence in July 2017

Dependencies

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

- 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

AP56-062

Energy Systems Consolidation - Systems Update

Sponsor Funded

Planning: October 2016

Delivery: June 2017

Plan

- project to commence in October 2016

Dependencies

- The project activity will be directed by the output Strategic Report generated through the project EST087 - Energy Systems Consolidation

- 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

AP67-033

Estates Financial Management Purchase to Payment

Planning: November 2016

Delivery: July 2018

Plan

- project to commence in November 2016

Dependencies

- - will require a large commitment from multiple departments namely; Estates, Finance and Procurement representatives throughout all stages of the project

- will require a significant input from IS Applications Development teams

- may require additional external technical support for any Webcentral based developments

AP67-066

Archibus Upgrade

Sponsor Funded

Planning: January 2017

Delivery: July 2017

Plan

- project to commence in January 2017

- requirement for the HelpDesk project to be operational

- confirmed that Archibus 23.0 will be available accrding to the scheduled project start date

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: March 2018

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: February 2017

Plan

- project to commence in October 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: February 2017

Delivery: October 2017

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: March 2017

Delivery: August 2017

Plan

- project to commence in March 2017

- confirmed that Archibus 23.0 will be available accrding to the scheduled project start date

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: January 2017

Delivery: August 2017

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 November 2016

Delivery: April 2017

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

30-Sep-2016           Full Acceptance & User Acceptance Testing 21-Oct-2016            User Training Completed 11-Nov-2016           Deploy to Live 25-Nov-2016           Deployment Signoff Review and Closure 

 RAG Status

RED

Report by Chris Lawford for August 2016

Achievements in Last Period

• Change of project manager made to increase IS resource. 
• Project priority changed to P1.
• Review of project plan conducted with stakeholders.
• Review of project risks conducted with stakeholders.
• Modified reporting structure between Mass, IS and Estates.
• Delivered Monthly billing development work.
• Re-alignment of tasks between Estates and IS.
• Milestones, budget and scope adjusted.
• Continue scenario testing.

Issues

• Still a significant number of issues open as a result of scenario testing. These include: EASE Authentication (resolution identified but still to be implemented) Deletion / Archiving (concerns over data integrity regarding historic work requests) Monthly Billing (development completed but still to be impleted and tested) Work request operational report delivery from EST092. (solution delivered but still to be tested)
• There are still a significant number of Amber risks; therefore, without adequate mitigation plans.

Next Steps

• Confirm and agree updated project plan.
• Complete scenario testing, and move into UAT.

The project is reporting RED as a result of the budgetary increase agreed over the last month and the new project go-live date has yet to be agreed.

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Green

Report by Ben Armstrong for August 2016

Achievements in Last Period

• Met with key stakeholders, including the new Head of Estates Finance, plus colleagues from Finance and Procurement.  The outcome was an agreement to proceed to close this project and start planning for the follow-on 'Purchase to Pay' project
• Commenced peer testing

  Issues

• Peer testing completion delayed due to an issue encountered with Archibus Web Central Dev environment, this has now been resolved.  A peer testing review meeting has been booked for 19th September, and the milestone will be updated accordingly.  Minimal impact expected on overall project delivery date.

   Next Steps

• Sign off peer testing
• Prepare for closure of project

EST087 (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for August 2016

Achievement in Last Period

• The revised Strategic Report has been delivered by the external consultant and circulated to the project team 
• Project re-planned to review report on 16th September

 Issues

• Due to a combination of staff holidays it has not been possible to reviwe the report within the month.

Next Steps

• Review the Strategic Report on 16th September
• Prepare the project completion report
• Close project
• Meeting arranged with Estates Operations Director and Estates Energy manager to determine next steps following the report

EST092 (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 August 2016

Achievements in Last Period

• New Project Manager Nikki Hackett-Reed appointed.
• Business analysis & Scoping complete.

Issues

• PM Resource constraints with EST080. As a result a change of PM has been made.
• As-is sign-off. We have closed off the review process, with some small questions outstanding.

Next Steps

• Complete Business Analysis & Scoping sign-off. Business Scope (Tranche 1) and Requirement documents to be circulated and approved. The scope of Tranche 1 has been limited to Helpdesk reports.
• Complete PM handover.
• Review projects dates & milestones
• Move into design & build phase.

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

Red

Report by Chris Lawford for August 2016

Achievements in Last Period

• Business analysis: Space Mgmt complete and signed-off.
• Business analysis: Maintenance Mgmt complete, and in final sign-off cycle.

Issues

• No project sponsor.
• Project is dependent upon the outputs of-outcomes from project COM025 (BI/MI architecture), and the emerging project COM029 (EDW build). Both of these projects are rpeorting delays against original milestones. .
• 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.
• PM Resource constraint with EST080, leading to additional delays.

Next Steps

• Complete business scoping.
• Complete detailed business analysis.
• Re-align project milestones.

The project is reporting RED as no sponsor is currently assigned, and the project lacks impetus within Estates compared to other, higher priority initiatives. 

EST094 (AP45-015)

Struxureware

Funded

Milestones

Rag Status

Green

Report by Anne Mathison for August 2016

Achievements:

• Project Brief reviewed , updated and signed-off by the project team
• Project planning phase completed
• Struxureware servers ordered
• Commenced the Technical design document

Issues

• Project Brief delayed to ensure stakeholder agreement

Next Steps

• System Design - Complete Technical Architecture Design document
• Commission Struxureware servers in prearation for installation and set up
• Complete build and configuration of Struxureware servers in the Test environment

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for August 2016

Achievements in Last Period

• Archibus Product Suite
  • Commenced investigations regarding entire Archibus product suite  
• Building Information Management (BIM)
  • Initial meeting held with Estates to determine how best to progress this project activity
  • In the process of trying to arrange a BIM workshop aligning to Archibus functionality
  • Attended launch of BIM Suppliers Group and BIM Region Scotland as an information gathering exercise  
• Time Recording
  • Completed investigation into technical requirements to incorporate Estates
  • Project plan completed for ASTA enhancements for Estates Small Project and Minor Works
  • Confirmed technical resources to commence work on Test - w/c 12th September  

Issues

• Time Recording
  • Current changes for Estates are dependant on existing IS Applications project being completed.  Currently reviweing a performance issue on the Test environment

Next Steps

• Archibus Product Suite
  • Complete investigations regarding entire Archibus product suite  
• 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  

• Asset Management
  • Follow up on action points resulting from asset Management workshop  
• Time Recording
  • Commence ASTA upgrade for Estates