April 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: September 2017

Plan

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

- requirement for the HelpDesk project to be operational

- confirmed that Archibus 23.0 will be available according 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

AP67-049

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 April 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.  As a result of discussions with Building Services and Mass, it has been agreed that the asset data capture function will be undertaken using an amended version of the mobile application and a stand-alone externally hosted version of WebCentral 23.1.  The data captured will be eventually imported into the UoE environment as part of the version 23.1 upgrade.

Dependencies

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

- will require input mainly from IS Applications Project Services 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, this project has been withdrawn as all activity associated with this activity will be managed through the Estates Capital Systems programme

EST080 (AP45-016)

Estates Department Help Desk

Funded

Milestones

   RAG Status

Blue

Report by Andrew Stewart for April 2017

Achievements in Last Period

• As part of the process to continue reviewing the outstanding issues,
  • The monthly billing has been successfully implemented
  • The remaining issues have been reviewed and decisions taken to move these to a new Jira issue log for further review in version 23.1 
  • a total of 12 issues have been closed
  • review of remaining issues held with Mass on a weekly basis

Issues

• Monthly billing, whilst now in operation, a few issues relating to the processing of archived invoices and credit notes have arisen and are currently being investigated. 

Next Steps

• Requirement to resolve the priority issues  (noted below) and as many of the non-priority issues prior to closing the project in the next month
  • Changing Status on work request (currently under test)
  • Correct Employee-Id on weekly download (if now deemed as required)
• Close project
• Continue planning for version 23.1 upgrade incorporating technical aspects from the Lessons Learned report

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Amber

Report by Andrew Stewart for April 2017

Achievements in Last Period

• OP02-SearchWork Requests

  • Deployment to live completed
• OP03-Reactive and Planned Maintenance Response Times
  • Testing completed
• OP33-eIT Costs by Team
  • Testing completed

Issues

• OP02-SearchWork Requests

  • An issue was discovered with regards the fixed dates filter.  This has subsequently been corrected and is currently under test
  • An issue regarding the breadcrumbs was discovered causing page links to fail. This has subsequently been corrected and is currently under test
  • A request to have visitors to have access to the report was received. This has subsequently been actioned and is under test
• OP033
  • Further issues discovered through user acceptance testing and forwarded back to Mass

Next Steps

• Complete deployment to live for all reports  
• Complete Deployment Sign-off and close project

The project has been highlighted as  Amber  due the project delivery milestone being extended by a further month

EST093 (AP56-060)

Estates Strategic Reporting

17-Apr-2017           Project Resumption

RAG Status

Green

Report by Chris Lawford for April 2017

Achievements in Last Period

• Review meeting held 26/04. Decision taken to re-start the project by end May. See https://www.projects.ed.ac.uk/unpublished/project/est093/meetings/project-review-meeting

Issues

• New sponsor required.
• Business Analytical resource needs to be secured.

Next Steps

• Re-start project by 26/05.

The project is reporting GREEN.

EST095 (AP56-062)

Energy Systems Update

Funded

Milestones

Target Date	Title
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 April 2017

Achievements in Last Period

• The Technical Architecture Document (TAD) has been completed
• A strategy regarding repairing the missing data in Dynamt has been agreed and planning is now underway
• Dates for Optima Resolver workshop confirmed for early June

Issues

• None

Next Steps

• Complete the design phase of the project by signing of the TAD
• Confirm dates with third party supplier to undertake system update and pilot implementation

EST096 (AP67-069)

Perspective Upgrade

Funded

Milestones

RAG Status

Delivered

Report by Chris Orrell for April 2017

Achievements in Last Period

• The ASOR was completed 3 April and the project team, having reviewed the deployment checklists, agreed the upgrade to LIVE should proceed 5 April.
• The LIVE Perspective system was upgraded to v5.1.1. The upgrade was performed by the supplier, Resolver, accessing the servers remotely, overseen by Development Technology. No major issues encountered.
• The reporting certificates have been added to the reporting servers. These were not part of the original scope but out of date certificates were identified during TEST and it was agreed these could be added.
• Deployment sign-off was completed through discussion and by correspondence 28 April.

Issues

• No outstanding project issues.

Next Steps

• Close project.

EST097 (AP67-033)

Estates Financial Management Purchase to Payment

Core Funded (initially)

Milestones

RAG Status

Green

Report by Andrew Stewart for April 2017

Achievements in Last Period

• Continued to develop the project brief
• A new Business Analyst  has been identified and currently awaiting start date

Issues

• Project brief delayed due to project manager being assigned to close out the Estates HelpDesk project. As a result the planning phase milestone has been extended to the end of May
• Requirement to resume the search for a new business analyst as the identified individual declined to take up the post a few days before they were scheduled to commence
• Due the delays it is now anticipated that the planned activity of 142 days this year will be reduced to 85  days

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 project management strategy
• Commence Change and Communications strategies
• Commence business analysis

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for March 2017

Achievements in Last Period

• Archibus Product Suite
  • Demonstration of the On-Demand Helpdesk in Archibus WebCentral 21.3  was held
• Asset Management
  • On-going discussions with Building Services team and Mass.
  • Quote received for stand-alone version of 21.3 to enable assets to be captured via mobile application
• Estates Planning
  • On-going discussions with Estates MIS Programme Manger regarding future planning 
• IS Apps Consultancy
  • Assisted with recruitment interviews for a business analyst for future Estates projects 
• Time Recording
  • Overview of time recording with representative from Estates Small Projects and Minor Works

Issues

• Reduced activity as a result of the focus on the EST080 Estates Helpdesk project

Next Steps

• Archibus Product Suite
  • Continue revue of the Archibus product suite  
• Estates Planning
  • Complete planning overview with regards Estates personnel to resource planned projects
  • Prepare OLA for Estates with IS Applications  Production Management
• IS Apps Consultancy
  • Requirement to plan out  2017-18 requirements with Estates  
  • Continue to assist with Estates Capital Systems programme as required
  • Determine on-going technical strategies with regards the Archibus product suite
• Time Recording
  • Provide assistance regarding pilot project