May 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

AP67-049

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 May 2017

Achievements in Last Period

• Progress continues to made in closing out the outstanding issues remaining with the Helpdesk prior to commencing the next upgrade project and plans are in place to implement the required fixes.
  • Finance - good progress has been made to enable both invoices and credit notes, associated with archived work requests, to be processed
  • Stock Management - stock in local stores can now be properly adjusted by the trades staff via the mobile application
  • SLA's - a requirements specification and associated project plan has been prepared to enable the management of work requests whilst waiting for contract order invoices to be processed

•  

• During this reporting period,  
  • A further 4 calls have been resolved and subsequently closed, namely;
    • EST080-245 - Changing Status on Work Request is now functioning as required
    • EST080-269 - Stock Updates are now being correctly updated via the mobile application
    • EST080-273 - Archived invoices as part of the monthly billing can now be transferred to Finance
    • EST080-278 - Customer surveys are now being generated for each work request
  • There are now only two outstanding calls namely;
    • EST080-271 - Approve Screen Updates.  This has been successfully tested within the Test environment
    • EST080-275 - credit Note Processing After Monthly Billing Run.  The quote received from the supplier has been approved and a purchase order raised
  • review of remaining issues held with Mass on a weekly basis
  • Have commenced the update of the project completion report
    • IL004 - An outline project plan and requirements was produced and forwarded to both Estates and Mass.  This will resolve the current issue of maintaining the SLA whilst awaiting invoices for contract orders

Issues

• Additional effort has been required to close out the project, through a combination of project management and technical activities over the past few months.   As a result the overall project budget was increased by 21 days to 588 days by transferring days from the IS Applications Consultancy budget.  For information the project budget for the year stands at 367 days. 

Next Steps

• Install planned changes
  • EST080-271 - Approve Screen Updates. This is scheduled to be deployed to the Live environment on 12th June
  • EST080-275 - credit Note Processing After Monthly Billing Run. Scheduled to be delivered w/c 3rd July
• Close project

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Blue

Report by Andrew Stewart for May 2017

Achievements in Last Period

During the month all the required report were deployed to the Live environment thus enabling

• Estates business partners to view the status of work requests
• Estates department to analyse trades' effectiveness in completing work requests
• Improved management of EiT's

• • Additional Activities

  • Technical handover to IS Applications Production Management was completed
  • News item prepared and published on IS News and Events webpage
  • Report was deployed to the live environment
  • Subsequent fixes have been received and currently being tested

  • OP33-eIT Costs by Team

    OP03 -Reactive and Planned Maintenance Response Times

  • Report was deployed to the live environment

  • OP02-Search Work Requests

  • The issues as noted below have been resolved and deployed to the Live environment
    • fixed dates filter - not defaulting to the correct time period
    • breadcrumbs was discovered causing page links to fail
    • provide the ability for visitors to have access to the report

Issues

• OP03 -Reactive and Planned Maintenance Response Times
  • Minor issue regarding percentage calculation on totals was discovered.  This issue has subsequently been resolved and changes deployed to live environment
• OP33-eIT Costs by Team
  • As part of a further review, a number of issues as detailed below were identified;
    • Requirement to add KEYS to Maintenance Services
    • Requirement to add FESTIVALS and LANDSCAPE to Contract Services
    • Work requests with no parts were being omitted
    • clarification on costing between as the work request moves from active to archived
• Project Budget
  • Due to the elongated time to close off the project an additional 14 days has been required.  This additional activity has been funded by transferring the required days from the IS Applications Consultancy budget

Next Steps

• Implement final changes
• Complete Deployment Sign-off and close project

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

Target Date	Title
26-Aug-2016	Business Analysis & Scoping Complete
30-Sep-2016	Business Gate Review
03-Mar-2017	Delivery Complete
10-Mar-2017	Project Resumption Review
30-Mar-2018	Project Close

RAG Status

Green

Report by Chris Lawford for May 2017

Achievements in Last Period

• Review meeting held 25/07. See https://www.projects.ed.ac.uk/unpublished/project/est093/meetings/project-review-meeting-0
• Karen Adamson has been appointed Project Sponsor
• Colin Pritchard, Richard Mann are business leads for maintenance management, space respectively. 
• The project will re-start by re-viewing an updating the business analysis. We will do this in conjunction with DTI project DTI019.
• The project will run in parallel with the project building EDW (DTI006) and as such will be an "early adopter" of Enterprise Data Warehouse (EDW).  

Issues

• None

Next Steps

• Formally re-start project 
• Engage MI/BI Business analyst
• Review / update Maintenance Management, Space Business Analysis
• Plan build / execution phases  

EST095 (AP56-062)

Energy Systems Update

Funded

Milestones

Target Date	Title
t.b.c.	Dynamat DATA BIRD Radio System Upgrade - Build
t.b.c.	Dynamat DATA BIRD Radio System Upgrade - Acceptance Sign-Off
t.b.c.	Dynamat DATA BIRD Radio System Upgrade - Deploy to Live
t.b.c.	Dynamat DATA BIRD Radio System Update - Deployment Sign-Off
t.b.c.	Dynamat 2050 Modbus System Pilot Implementation - Build
t.b.c.	Dynamat 2050 Modbus System Pilot Implementation - Acceptance Sign-Off
t.b.c.	Dynamat 2050 Modbus System Pilot Implementation - Decision
t.b.c.	Dynamat 2050 Modbus System Pilot Implementation - Deploy
t.b.c.	Dynamat 2050 Modbus System Pilot Implementation - Deployment Sign-Off
t.b.c.	Closure

Rag Status

Green

Report by Andrew Stewart for May 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

• Requirement to re-plan Dynamat related project activities due to lack of resource both within IS Applications and Estates

Next Steps

• Complete re-planning exercise
• Commence Dynamat upgrade
• Arrange Dynamat related training

EST096 (AP67-069)

Perspective Upgrade

Funded

Milestones

RAG Status

Blue

Report by Chris Orrell for May 2017

Achievements in Last Period

• It was agreed at the 4th May Project Closure meeting to recommend the project for closure to WIS.
• Project submitted to 12 May WIS and accepted for closure.
• A news item outlining the project was prepared, reviewed and updated by Estates and submitted for publishing.

Issues

• No outstanding project issues.

Next Steps

• None.

EST097 (AP67-033)

Estates Financial Management Purchase to Payment

Core Funded (initially)

Milestones

RAG Status

Red

Report by Andrew Stewart for May 2017

Achievements in Last Period

• A new Business Analyst  has now commenced
• Business Analysis
  • Review of current AS-IS documentation
  • Commenced review of current AS-IS current processes 
  • Initial meetings held with EBIS Office, Procurement and Estates Finance

Issues

• It has not been possible to progress with the project brief due to lack of availability of the  project manager due to other Estates projects and also other activities associated with Accommodation Catering and Events. As a result the planning phase milestone has been extended to the middle of June
• The project team has still to be confirmed
• Representatives of Estates Finance have expressed initial concerns regarding their availability due to holidays and financial year end
• Due the delays it is now anticipated that the planned activity of will be reduced to 63 days this year

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
• Continue business analysis with specific subject matter experts

The project has been assigned a Red rag status due to lack of progress.

EST098

Archibus 23.1 Upgrade

Funded

Milestones

RAG Status

Amber

Report by Chris Orrell for May 2017

Achievements in Last Period

• New project manager appointed.
• Project start up meeting held with Estates 17 May to consider initial thoughts for scope and approach.
• Indicative project budget estimates added to Asta for end of year portfolio planning.

Issues

• The request from Estates is for the Archibus 23.1 upgrade to be delivered by end September with any other potential items of scope being a secondary priority. Initial resource planning suggest that even by restricting deliverables to 'must do' this delivery date is not going to be achieved.
• Estates primary interest from the project is the business impact. It will be necessary to ensure there is an appropriate balance between focus on business outcomes and IS deliverables.
• Initial resource planning suggests key resources won't be available until mid July and a high level project plan needs to be prepared considering what can be achieved.
• Although discussions have started deliverables, costs and timescales have yet to be agreed with the vendor, a company called Mass.

Next Steps

• Prepare Project Brief and review with project team, project board and submit to WIS for 16 June.
• Schedule first project team meeting.
• Schedule first project board meeting.
• Agree deliverables, costs and timescales for all components from Mass.

A project brief or agreed timescale have yet to be prepared. There is currently a concern regarding the required delivery date of September, as initially stated by the Estates department. .

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for May 2017

Achievements in Last Period

• 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 review 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 training for related Estates personnel