December 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

- No change after mid-year review in January 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

AP67-033

Estates Financial Management Purchase to Payment

Planning: February 2017

Delivery: July 2018

Plan

- The project sponsor has directed that the project start should be delayed until the Estates Helpdesk has gone live.  As a result this is now rescheduled to commence in January.  In the interim, preparatory work is being undertaken to review roles and responsibilities for the project governance board and project team

- 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)

- No change after mid-year review in January 2017

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: April 2017

Delivery: July 2017

Plan

- Due to the delay in implementing the Estates helpdesk project, this project has been rescheduled to commence in March 2017

- requirement for the HelpDesk project to be operational

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

- No change after mid-year review in January 2017

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

AP67-049

BIM Strategic Review

Sponsor Funded

Planning: t.b.c.

Delivery: t.b.c.

Plan

- Discussions with Estates Building Services and Estates Development are on-going to determine if this project should commence.  currently being rescheduled to commence in January 2017

- As part of the mid-year review - awaiting decision from Estates to determine if the project will commence in 2016-17 or be deferred to 2017-18

Dependencies

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

- will require input from a business analyst

AP67-050

BIM Implementation

Sponsor Funded

Planning: September 2018

Delivery: March 2019

Plan

- Whilst the project is scheduled to commence in February 2017, it is unlikely due to the delay in commencing the initial BIM Strategic Review.  In the interim, preparatory work is being undertaken to review roles and responsibilities for the project team along with an overview of business analysis requirements

- As part of the mid-year review -this project has been deferred to 2018-19 on the basis that the BIM Strategic Review is unlikely to proceed in 2016-17

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 according to the scheduled project start date

- discussions are on-going to determine if the timeline of this project can be advanced without compromising the Estates Helpdesk project

- No change after mid-year review in January 2017

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: t.b.c.

Delivery: t.b.c.

Plan

- - As part of the mid-year review - awaiting decision from Estates to determine if the project will commence in 2016-17

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 will commence in December 2016 after the appointment of a project manager

- 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

 RAG Status

Amber

Report by Chris Lawford for December 2016

Achievements in Last Period

• Project re-planned around the 25/01 go-live date and governance papers submitted and approved.
• Background and Legacy testing still in progress; all other testing complete.  
• Response time issues objectively evaluated and a plan of action agreed.
• Business continuity plan agreed. 
• Detailed GO LIVE planning (SOE) at an advanced stage, with additional focus being provided by IS. 
• Additional IS resource allocated to cover January training sessions.    

Issues

• Delays in getting background UAT executed & signed-off, impacting on acceptance sign-off.
• Delays in delivery of EST092 Operational Reports.
• System performance issues being reported after monthly billing issues encountered

Next Steps

• Investigate and resolve system performance issues
• Complete Background / Legacy UAT
• Complete Acceptance Sign-off.
• Complete Training delivery.
• Complete detailed GO LIVE (SOE) Planning & preparation.
• GO LIVE

The project is reporting AMBER, subject to Background / Legacy UAT sign-off.

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Amber

Report by Nikki Hackett Reed for December 2016

Achievements in Last Period

OP02 - Serach Work Requests

• Build and configure completed
• Integration testing and plan drafted
• Deployed to Test
• UAT commenced

OP03 - Reactive and Planned Maintenance Response Times

• Build and configure completed
• Deployed to Test
• UAT commenced

OP33 - eIT Costs by Team

• Build and configure completed
• Deployed to Test
• UAT commenced

Risks/Issues

• Availability of Estates resource to the project

Next Steps

• UAT completed
• ASOR
• Handover to EST080 for deployment
• Go Live

The project has been assigned a RAG status of Amber due to the delays in completing user acceptance testing

EST093 (AP56-060)

Estates Strategic Reporting

10-Mar-2017           Project Resumption Review

RAG Status

Suspended

Report by Chris Lawford for December 2016

Achievements in Last Period

• Decision has been taken to suspend the project, with a review date set for early March. See https://www.projects.ed.ac.uk/unpublished/project/est093/issues/6 for further info.

Issues

• The impact on GASP, a key customer for the space subject area needs to be understood. A stop gap solution may be required.
• The scope of COM029 doesn’t deliver a working set of DEV, TEST, LIVE EDW environments; therefore there will be a follow-on project (as yet undefined) which will deliver further EST093 pre-requisites.
• The technical and development skills required for the project have been identified as a critical success factor.

Next Steps

• Conduct project review early March.

The project will report GREEN until such time as a project re-boot is initiated.

EST094 (secured) (AP45-015)

Struxureware

Funded

Milestones to be approved

RAG Status

Amber

Report by Anne Mathison for December 2016

Achievements in Last Period

• During the first Disaster Recovery test, an issue was encountered whereby it was not possible to establish a connection to the server at the secondary site.  Arrangements have been made to investigate the issue with the supplier on Friday 9th December
• Successfully investigated and resolved connectivity issue at secondary site
• Continued User Acceptance testing including system roll-back to primary site
• Reviewed current project milestones once issues resolved and amended them for approval by project team

Issues

• No issues

Next Steps

• Complete signoff of User Acceptance Testing and TEST DR Milestone (9-Jan)
• Build and Configure LIVE
• Start Live Acceptance (including LIVE DR) process

The project is reporting Amber as the revised delivery date has moved into February

EST095 (AP56-062)

Energy Systems Update

Funded

Milestones

Rag Status

Green

Report by Andrew Stewart for December 2016

Achievements in Last Period

• Successfully migrated Automatic Meter Readers utilised by ElComponents MeterRing onto the new MPC's
• Project planning meeting held to review project scope with the following main line activities being noted;
  • ElComponents snagging issues
  • Upgrade to Dynamat
  • Audit of Holyrood campus meters
  • Optima reporting
• The overall project budget has been reduced as part of the mid-year review, given the reduced project scope

Issues

• The project manager, due to other commitments, has not been able to complete the project brief as originally intended

Next Steps

• Complete project planning phase

EST096 (AP67-069)

Perspective Upgrade

Funded

Milestones

RAG Status

Green

Report by Andrew Stewart (on behalf of Chris Orrell) for December 2016

Achievements in Last Period

• Initial project set-up meeting held with  the project manager, main business users and development technical lead
• Project website initiated

Issues

• None

Next Steps

• Complete project planning phase

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for December 2016

Achievements in Last Period

• Archibus Product Suite
  • No further progress regarding the continued investigations regarding entire Archibus product suite
• Asset Management
  • On-going discussions with the Building Services team regarding PPM requirements
  • Commenced investigations regarding utilisation of the Archibus Asset Management including the potential of access to the latest version in advance of the planned upgrade
• Building Information Management (BIM)
  • Awaiting decision from Estates on how to move this project forward
• Time Recording
  • ASTA upgrade rolled our to the Small Projects and minor Works team representatives
• Estates Planning
  • Continued planning overview with regards Estates personnel to resource planned projects
• IS Apps Consultancy
  • Systems overview with Estates MIS Programme manager

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  
  • Commence mid-year review
• IS Apps Consultancy
  • Requirement to plan out 2016-17 requirements with Estates  
  • Continue planning with Estates MIS Programme Manager

• Asset Management
  • Develop strategy with the Building Services team regarding implementation of Asset management project

• Time Recording
  • Review progress regarding pilot project