October 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 November 2016

- The project sponsor has confirmed that the project can now commence

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 input from IS Applications Development Technology team and the associated Energy Systems suppliers 

AP67-033

Estates Financial Management Purchase to Payment

Planning: November 2016

Delivery: July 2018

Plan

- Project to commence in November 2016

- The project sponsor has confirmed that the project can now commence, but noting some potential resource conflicts due the final stages of the Estates Helpdesk project (EST080)

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

- Inital Archibus workshop held in relation to BIM with stakeholder representtaion from Estates Development, Estates Technical Services and IS Applications. 

- Currently on-going discussions with Estates representatives on how best to take this forward

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

- Whilst the project is scheduled to commence in February 2017, may be the requireemnt to delay until the outcomes from the BIM Strategic Review project is realised

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

- project sponsor has confirmed the project can now commence in November, planning will be scheduled to be completed with December, with the actual upgrade then commencing in January 2017

-   Initial project review meeting on 28/10/16 - 20161028_meeting_minutes.pdf

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

04-Nov-2016           Full Acceptance & User Acceptance Testing

02-Dec-2016           User Training Completed

07-Dec-2016           Deploy to Live

23-Dec-2016           Deployment Signoff Review and Closure 

 RAG Status

Green

Report by Chris Lawford for October 2016

Achievements in Last Period

• Milestones / budget changes approved.
• Scenario testing completed.
• UAT execution in progress
• Additional Tomcat infrastructure installed in Test.
• Execute approval given for GO LIVE date of Wednesday December 7^th.

Issues

• Single sign-on (EASE authentication) issue. FIXED.
• Application Performance (Deletion/ Archiving of ‘old’ data). FIXED.
• Stability / Reliability of Mobile Devices. FIXED.
• Stability of twin tomcat Webcentral infrastructure. FIXED, but being monitored.
• EST092 Report delivery. Under review.
• Legacy changes. Development in progress with Mass.

Next Steps

• Complete UAT
• Complete Load Testing
• Complete legacy changes, and legacy, regression testing.
• Complete Integration Testing
• Complete Acceptance Sign-off.
• Complete execution of Training.
• Complete go-live migration planning.  

The project is now reporting GREEN.

EST083 (AP45-013)

Estates and Buildings Financial Management Process Review - Phase 2

Compliance

Milestones

RAG Status

Green

Report by Ben Armstrong for October 2016

Achievements in Last Period

• Drafted project closure report and obtained feedback from key stakeholders

  Issues

• None noted

   Next Steps

• Sign off project closure report and close project

EST087 (secured) (AP56-062)

Energy Systems Consolidation

Funded

Milestones

RAG status

Green

Report by Andrew Stewart for October 2016

Achievement in Last Period

• Final section of the Strategic Report, re Automatic Meter Readers received and circulated for review on 28/10/16
• Project team approved Strategic Reports with a few minor changes relating to any future solutions remaining open to open protocols and cloud based solutions
• Project closure report reviewed and approved by the project sponsor

 Issues

• None

Next Steps

• Submit project closure to WIS
• Close project

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

Rag Status

Amber

Report by Nikki Hackett Reed for October 2016

Achievements this period

• System Design Specification completed
• Technical Architecture Document completed
• Environment set up commenced
• OP02 build and configure commenced

Due to the complexities of creating the combined Fault Reporting OP02 and the introduction of new technology to do so, efforts have been made to consider contingency offerings should the completion of OP02 exceed timelines -  in the form of descoping the deliverables and outsourcing OP03/OP33 to Mass. The project manager for the Estates Helpdesk Project (EST080)  has presented the descoping proposal to Estates Helpdesk project team and confirmed both agreement and required funding should it be necessary to inforce. The project manager will confirm the System Design Specification (SDS) has sufficient detail to provide a detailed specification to Mass: again, should it be necessary. The focus on the IS Applications development will continue to concentrate on OP02. 

Issues

• Requirement to increase the overall project budget by 20 days to complete the remaining planned activity associated with the project

Next Steps

• Work will contine with the three specified reports
  • OP02 - Search Work Request:  Integration and UAT
  • OP03 - Reactive and Planned Maintenance Response times: Build, Integration and UAT
  • OP33 - eiT Transactions - Build, Integration and UAT
• Acceptance sign off

The project has been highlighted with an Amber RAG status due to current concerns regarding achieving the specified delivery date

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Rag Status

Amber

Report by Chris Lawford for October 2016

Achievements in Last Period

• None.

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 has been organised 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.
• Milestones yet 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 (or suspend) project, Re-align project milestones.
• Plan design, development phases
• Commence design

As the project sponor has still to be fully confirmed  and due to the dependancies of the project COM029, the project will continue to report Amber

EST094 (secured) (AP45-015)

Struxureware

Funded

Milestones to be approved

Rag Status

Amber

Report by Anne Mathison for October 2016

Achievements:

• Representatives from the supplier were on site to configure Struxureware in mid October, but due to unexpected issues further assistance has been required from the supplier technical support team
• Security requirements relating to Struxureware servers in the Test environment have been completed

Issues

• The project has been replanned based on a supplier engineer being  on-site (with back-up support from the supplier technical team) on 3rd November to complete the configuratiuon in the Test environment

Next Steps

• Revised project milestones to be approved by the project team
• System Design - Complete Technical Architecture Design document
• Complete configuration of Struxureware servers in the Test environment with 1 building
• Vendor to configure the application on the Test environment and support IS Apps in ensuring Struxureware is ready for Estates Acceptance testing
• Start User Acceptance Testing (UAT)
• Plan Test Disaster Recovery (DR)

The project is reporting AMBER now as revised milestones have still to be agreed

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for October 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 held with representatives from Estates Development and the Technical Services Team on 26th October to determine how BIM can integrate with Archibus
• Time Recording
  • ASTA configuration now available for the Estates Small Project and Minor Works department
  • Initial administrative training completed with Estates personnel
  • Initail proof of concept for a number of project managers for a two week period to be undertaken
• 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 Estates personnel to resource planned projects
• Archibus User Group
  • Attended Archibus user group whose main focus was on HelpDesk and Asset Management and implications with BIM

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
  • Review progress regarding pilot project