September 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

 RAG Status

RED

Report by Chris Lawford for September 2016

Achievements in Last Period

• Continue scenario testing.
• User guides complete
• UAT plan in progress
• Monthly Billing development delivered for testing.
• Deletion / Archiving successfully completed in TEST.

Issues

• Single sign-on (EASE authentication) issue. We have now successfully identified the source of the problem; this requires an estimated 6 days infrastructure re-work – in progress.
• Application Performance (Deletion/ Archiving of ‘old’ data). The deletion and archiving process is now well understood. However, there is a knock-on effect on our legacy applications, caused by moving data from one set of tables to another.  An impact analysis is in progress, and this is likely to result in further system changes.
• Inventory Mgmt. We have agreed that new part numbers will need to be allocated to existing inventory, with a naming standard that includes the location as the high-order part of the key. Part of this change is to obsolete an existing table called “NPT”. As with archiving, this has a knock-on effect on our legacy application, which will require further system changes. 
• Stability / Reliability of Mobile Devices. A lot of the stability/ reliability issues encountered have been put down to data quality issues in TEST. We have therefore spent a lot of time ensuring SLA etc. are set-up properly, and have recently completed an exercise to clean out old Work Requests in TEST. We need to repeat our scenario tests and through this gain confidence that we have reached the required levels of handset stability.
• Mobile Device versions. We have bought an additional mobile devices (Android, iOS) into scope, to ensure we have appropriate coverage given the distributed device is no longer available to purchase.
• Given the issues identified above and the overall workload outstanding, it has been recommended (and verbally agreed with the sponsor) that the project go-live date be pushed back to Wednesday December 7^th. This date will be further reviewed at the implementation board on Wednesday 26^th October, when scenario testing is expected to have completed, and a clearer commitment and communication on dates can be made. 

Next Steps

• Adjust budget / milestones / scope to match current plan.
• Complete Scenario Testing.
• Conduct UAT

The project is reporting RED as a result of the new milestones not having yet been pushed through governance.

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Green

Report by Ben Armstrong for September 2016

Achievements in Last Period

• Signed off developer peer testing
• Demonstrated the prototype Archibus Web Central modules to key stakeholders in Estates Finance and Estates Development

  Issues

• There are some outstanding bugs/fixes from peer testing but these will be taken forward into the implementation project
• The project closure milestone has been missed but it is expected the closure will be approved the week commencing the 17th October

   Next Steps

• Complete project closure report and close project

EST087 (secured) (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for September 2016

Achievement in Last Period

• The revised Strategic Report was reviewed by the project team.   Whilst the overall recommendations were approved, a further request for a desk analysis of alternative Automatic Mater Readers (AMR) suppliers was requested
• The project sponsor has authorised the additional work to be completed
• It has subsequently been agreed with the external consultant to deliver the additional information by 28th October and reviewed at a meeting on 4th November
• Initial meeting held with the Energy Project team to clarify the scope for the follow-on project to implement the recommended strategy

 Issues

• None

Next Steps

• Review and confirm the final part of the Strategic Report on 4th November
• Prepare the project completion report
• Close project

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

Rag Status

Green

Report by Nikki Hackett Reed for September 2016

Achievements this period

• Business Scope signed off
• Business Requirements Document signed off
• Project Plan revised and milestones reflective
• Build & Configure
  • Initial high level analysis and estimates completed
  • Design and basic reporting environment set up commenced

Issues

• None to report

Next Steps

• Tranch 1 Build
• Environment set up

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Rag Status

Red

Report by Chris Lawford for September 2016

Achievements in Last Period

• Business analysis: Space Mgmt complete and signed-off.
• Business analysis: Maintenance Mgmt complete and signed-off.

Issues

• No project sponsor yet in place. There has been a lack on impetus in moving this project onto the next stage. Following recent discussions with Estates, it looks likely a sponsor will be appointed to give the project the direction required. A meeting will be arrange to discuss this.
• 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 to be adjusted, due to the delays in the appointment of a sponsor.
• PM Resource constraint with EST080, leading to additional delays.

Next Steps

• Confirm appointment of Sponsor.
• Re-boot project, Re-align project milestones.
• Plan design, development phases
• Commence design

The project is continue to report RED until such time as a sponsor is officially appointed.

EST094 (secured) (AP45-015)

Struxureware

Funded

Milestones

Rag Status

Amber

Report by Anne Mathison for September 2016

Achievements:

• Brief completed with stakeholders approval
• System Design - Progressed Technical Architecture Design document
• Struxureware servers commssioned ready for installation and set up based on suppliers recommendations
• Completed build of Struxureware servers in the Test environment
• New servers and ports set up 

Issues

• The project was replanned within one month of the original Brief plan during September to provide additional user acceptance period

Next Steps

• System Design - Complete Technical Architecture Design document
• Complete configuration of Struxureware servers in the TEST environment with 1 building
• Vendor to support Estates with configuring TEST
• Start User Acceptance Testing (UAT)
• Plan TEST Disaster Recovery (DR)

The project is reporting AMBER now that new milestones have been agreed during September and are within one month of the Brief plan regarding overall delivery

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for September 2016

Achievements in Last Period

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

• Asset Management
  • Discussions with the Technical Services team regarding PPM requirements

• Building Information Management (BIM)
  • BIM workshop arranged with representatives from Estates Development and the Technical Services Team on 26th October
• Time Recording
  • An alternative approach has been undertaken to enable Estates to commence the use of ASTA before the scheduled ASTA upgrade is deployed
  • Requirements confirmed with the Minor Projects and Small Works manager
  • Initial administrative training completed with Estates personnel
  • Next step is to commence the set up for initial proof of concept for a number of project managers for a two week period

• Capital Budgeting
  • Attempted a series of scoping workshops with Faithful & Gould
  • Review of initial draft report from Faithful & Gould

• Estates Planning
  • Commenced planning overview with regards Estaes personnel to resource planned projects

Issues

• None

Next Steps

• Archibus Product Suite
  • Complete investigations regarding entire Archibus product suite  
• Estates Planning
  • Complete planning overview with regards Estates personnel to resource planned projects
  • Prepare SLA for Estates with IS Applications  
• IS Apps Consultancy
  • Requirement to plan out 2016-17 requirements with Estates  

• Asset Management
  • Review requirements re Asset Management in relation to PPM

• Time Recording
  • Commence pilot project