February 2017

AP56-021

Archibus Oracle Database Migration to Oracle 12c

Core Funded

Planning: September 2018

Delivery: April 2019

Plan

- project now delayed to be undertaken within 2018-19

- After discussions with both Development Technology and Production Management, it has been agreed that the plan to upgrade to Oracle 12 can be delayed  until 2018-19, providing a minor patch is applied to upgrade to Oracle 11.0.2.4.  It is envisaged that this will be completed as part of the forthcoming Archibus software upgrade project AP67-066.

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

AP67-066

Archibus Upgrade

Sponsor Funded

Planning: April 2017

Delivery: August 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: October 2017

Delivery: April 2017

Plan

- Discussions with Estates Building Services and Estates Development are on-going to determine if this project should commence.  In taking into account the level of project activity currently on-going at this time, it has been agreed with the programme owner that this project should 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:  April 2019

Plan

- As this project is dependant on the outcomes of the BIM Strategic Review and given the amount of business activity, this project has now been deferred to 2018-19

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 was scheduled to commence in March 2017

- As a result of discussions with the business, the scope of this project will be mainly focused around the development of a solution to capture asset data and subsequently upload into Archibus.  However, clarity is required as to the source of the solution, and these delays may now impact into the timescales required by the Business Services team.

- 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: n/a

Delivery: n/a

Plan

- After discussions with the programme owner, it has been agreed that this project should be withdrawn as all activity associated with this activity will be managed through the Estates Capital Systems programme

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

EST080 (AP45-016)

Estates Department Help Desk

Funded

Milestones

   RAG Status

Blue

Report by Andrew Stewart for February 2017

Achievements in Last Period

• PPM successfully run on the live environment
• As part of the process to continue reviewing the outstanding issues,
  • further 6 issues have been closed
  • review of remaining issues held with Mass
  • a further 3 fixes have been received and applied, but will require a further tomcat re-start to implement the changes
  • requirement for business to review and determine strategy regarding the individual issues
• Monthly billing UAT completed successfully on Test
• Initial DSOR meeting held with IS Applications Management - no performance or functional concerns with the live service
• Project completion report completed and circulated
• Lessons learnt process has commenced
• Andy Stewart has been assigned as project manager to close out the project

Issues

• Unexpected issue encountered on the webcentral url which prevented approval of multiple jobs  and the inability to assign a craftsperson a work request. Resolved after a tomcat re-start
• Monthly billing process not signed off as issues encountered whilst running in the live environment
• 21 issues remain on the current outstanding list  
• Delays in delivery of EST092 Operational Reports.
• Additional budget will be required to complete the project

Next Steps

• Requirement to re-plan remaining project activities
• Complete Monthly billing UAT, and implement
• Complete Lessons learned
• Continue to focus on closing the appropriate outstanding issues for this project
• Complete Deployment Sign-off and Closure

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Amber

Report by Nikki Hackett Reed for February 2017

Achievements this period

OP02: 

• Additional development ceased in the reconfiguration of OP02 and the decision was taken to rolled back to previous version.  Whist acknowledging that the report will not deliver the additional reporting functionality, it was agreed that it would be more beneficial to deliver the original scope and then monitor usage
• UAT retest
• Work around Text/guidance provided

OP03: 

• 2nd iteration UAT 
• 3rd iteration UAT

OP33: 

• 1st iteration UAT
  • testing carried out for Direct Labour, Parts and Goods Invoices only. 

Issues

• Priority commitments regarding the Estates Helpdesk and illness are impacting on the Estates resource availability to undertake UAT

Next Steps

Review and revise milestone to reflect delivery delays

Delivery 30/03

Closure 13/04

OP02:  

• to be released into LIVE 'AS IS' 

OP03:

• UAT complete
• Report deployed

OP033: 

• Contract Invoice testing to be carried out
• Fixes implemented 
• UAT completed
• Report deployed

Deployment Sign-off and closure

The project has been highlighted as  UAT issues has resulted in the project delivery milestone being extended by a further month

EST093 (AP56-060)

Estates Strategic Reporting

10-Mar-2017           Project Resumption Review

RAG Status

Suspended

Report by Andrew Stewart  for February 2017

Achievements in Last Period

• Whilst the project is currently suspended a meeting has been held with the Enterprise Data Warehouse Project Team to determine current status of programme and how this will impact on the Estates Strategic Reporting project

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

• Commence project review early March.
• Determine requirements from GASP
• Review previously defined business requirements and priorities with Estates
• Re-plan project to align with the Enterprise Date Warehouse project

The project is currently suspended

EST094 (secured) (AP45-015)

Struxureware

Funded

Milestones

No milestones

RAG Status

Blue

Report by Anne Mathison for February 2017

Achievements:

• The project has been closed after successfully completing the following activities and milestone sign-offs
  • LIVE DR Process
  • LIVE Acceptance and LIVE DR Milestone
  • Deployment Sign-Off review
  • Project Completion report

Issues

• No issues

Next Steps

• None

EST095 (AP56-062)

Energy Systems Update

Funded

Milestones

Target Date	Title
10-Mar-2017	Planning
24-Mar-2017	Design
04-Apr-2017	Sign-Off Optima Visualier Installation
05-May-2017	Dynamat DATA BIRD Radio System Upgrade - Build
19-May-2017	Dynamat DATA BIRD Radio System Upgrade - Acceptance Sign-Off
26-May-2017	Dynamat DATA BIRD Radio System Upgrade - Deploy to Live
09-Jun-2017	Dynamat DATA BIRD Radio System Update - Deployment Sign-Off
09-Jun-2017	Dynamat 2050 Modbus System Pilot Implementation - Build
23-Jun-2017	Dynamat 2050 Modbus System Pilot Implementation - Acceptance Sign-Off
26-Jun-2017	Dynamat 2050 Modbus System Pilot Implementation - Decision
30-Jun-2017	Dynamat 2050 Modbus System Pilot Implementation - Deploy
14-Jul-2017	Dynamat 2050 Modbus System Pilot Implementation - Deployment Sign-Off
28-Jul-2017	Closure

Rag Status

Green

Report by Andrew Stewart for February 2017

Achievements in Last Period

• Planning phase completed and approved by project sponsor
• Further Project review undertaken with;
  • project sponsor
  • new senior user
  • Energy business lead
• TAD updates collated and forwarded to Development Technology lead

Issues

• None

Next Steps

• Complete the design phase of the project
• Confirm dates with third party suppliers to undertake system update and pilot implementation

EST096 (AP67-069)

Perspective Upgrade

Funded

Milestones

RAG Status

Green

Report by Chris Orrell for February 2017

Achievements in Last Period

• TEST environment upgraded remotely (overseen by Dev Tech) by the supplier.
• Estates have now started testing.

Issues

• Some issues were encountered during the upgrade of TEST, some of which were caused by the supplier, and the University would have been entirely dependent upon the Resolver to fix. Given the seven hour time difference this would have introduced some delay to the project. This proves that the decision to request Resolver to perform the upgrade was a good one and should be repeated for future projects.
• Within UAT there is currently an issue accessing 'Dispatch' and Estates are discussing with Dev Tech.

Next Steps

• Complete resource allocation on ASTA for the remainder of the project.
• Schedule the completion of UAT and go-live.

EST097 (AP67-033)

Estates Financial Management Purchase to Payment

Core Funded (initially)

Milestones

RAG Status

Green

Report by Andrew Stewart for February 2017

Achievements in Last Period

• Discussions are on-going with the Project Sponsor and Change Manager with regards the composition of the project board and project team 
• Completed the Business Analysis strategy document outlining the approach to be taken within the project
• Project sponsor has created vision statement

Issues

• Scheduled meeting to review project objectives with Estates Finance cancelled due to unavailability of Estates staff
• no progress with overall project brief due to project manager being assigned to close out the Estates HelpDesk project. As a result the planning phase milestone has been extended to 07/04/17

Next Steps

• Continue the project planning phase with a view to
  • preparation of an outline project plan and estimate
  • confirmation of the members for both the project board and project team
• Commence the project risk register
• Commence Change and Communications strategies

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for February 2017

Achievements in Last Period

• Archibus Product Suite
  • No further progress regarding the continued investigations regarding entire Archibus product suite
• Asset Management
  • Having previously confirmed strategy regarding Asset management requirements with the Building Services Team, the Building Services Team have indicated that they will now look to pursue an alternative solution due to the projected solution not being delivered in the required timescale
• Building Information Management (BIM)
  • Decision to defer project to next year 
• Estates Planning
  • Continued planning overview with regards Estates personnel to resource planned projects
• IS Apps Consultancy
  • Estates Systems overview with Estates MIS Programme manager
  • Provided input to Estates Capital Systems programme
  • Assisted with recruitment interviews for a business analyst for the initial Estates Capital Systems programme activities

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 and 2017-18 requirements with Estates  
  • Continue to assist with Estates Capital Systems programme
• Time Recording
  • Review progress regarding pilot project