June 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

AP67-052

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- After discussions with the programme owner, this project has been withdrawn as all activity associated with this activity will be managed through the Estates Capital Systems programme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 June 2017

Achievements

• Project has been formally closed

Issues

• None

Next Steps

• • EST080-275 - credit Note Processing After Monthly Billing Run. Fix was delivered on 5th July and requires to be subsequently deployed and tested

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Blue

Report by Andrew Stewart for June 2017

Achievements

OP03 -Reactive and Planned Maintenance Response Times

• Report was deployed to the live environment and signed-off

OP33-eIT Costs by Team

• Changes to correct identified issues were supplied by the supplier and implemented in both the Development and Test environments

Issues

• Delay in user testing being undertaken due to holidays
• On commencing testing an issue was reported and forwarded to the supplier on 30th June
• Requirement to re-schedule the project closure date to 21st July

Next Steps

• Implement final changes
• Complete Deployment Sign-off and close project.  As there is only one outstanding issue to be resolved by the supplier, approval will be sought to manage the remaining issue as Business as Usual if there are any further delays to resolving the one remaining issue.

EST093 (AP56-060)

Estates Strategic Reporting

Funded

Milestones

05-AUG-17            End of Re-planning

25-AUG-17            End of Analysis Review

29-MAR-18           Delivery Complete

19-APR-18             Project Close

RAG Status

Green

Report by Chris Lawford for June 2017

Achievements

• Project governance papers for reactivation submitted to WIS and approved.  
• Meeting held with business leads Colin Pritchard, Richard Mann and commitment gained their involvement in BA refresh work.
• Engagement of external MI/BI BA expertise in progress. We expect to make a decision this week.

Issues

• None

Next Steps

• Engage MI/BI Business analyst
• Review / update Maintenance Mgmt, Space Business Analysis
• Review brief / plans / estimates / risks / issues
• 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

Amber

Report by Kevin Brennan for June 2017

Achievements in Last Period

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

Issues

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

Next Steps

• Restore Dynamat Data
• Conplete Dynamat upgtrade
• Complete Dynamat related training

The project has been assigned a RAG status of Amber due to the need to re-plan due to holidays and supplier availability

EST097 (AP67-033)

Estates Financial Management Purchase to Payment

Core Funded (initially)

Milestones

RAG Status

Red

Report by Andrew Stewart for June 2017

Achievements in Last Period

• Business Analysis of 'AS-IS' processes has commenced
• Initial estimation undertaken with Development Lead
• Updated known Project Stakeholders roles and responsibilities

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 by the project sponsor
• 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 52 days this year

Next Steps

• Complete the project planning phase with a view to
  • preparation of an outline project plan and estimate with regards to the combined project team
  • confirmation of the members for both the project board and project team
• Compile the project risk register
• Complete 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 the Project brief being delayed as a result of project manager resource conflict and delay in formulating the project team whilst noting concerns regarding Estates resourcing

EST098

Archibus 23.1 Upgrade

Funded

Milestones

RAG Status

Red

Report by Chris Orrell for June 2017

Achievements in Last Period

• Project Brief and estimations drafted.
• Initial project team meeting and initial meeting with supplier held, both of which have reviewed the Project Brief.
• Helpdesk as-is process mapping progressing well and these are to be the subject of a walk through with the supplier 20 July to fully assess business impact.
• Dev Tech resources requested and booked for main project work but also supplier systems audit 12 & 13 July.  

Issues

• The Project Brief and hence scope were submitted for review at the first EST098 Project Board meeting initially scheduled for 21st June. The Project Board meeting was cancelled and re-arranged for 19 July. This means that:-
  • The scope has not been formally agreed. There is no disagreement that WebCentral should be upgraded to 23.1 and this is the primary purpose of the project but additional IS activities are still subject to discussion. 
  • The project budget has not been agreed.
  • Draft project timing was prepared showing go-live 4 December. Estates have strongly requested that this be improved believing they were promised a go-live for September.
  • The Project Brief was not submitted to WIS.
• The main issue for Estates is to improve the go-live date to closer to September. IS resources are not available over the summer to improve this part of the plan. Engagement with Mass and Estates is ongoing to understand the business impact and potentially improve timing for UAT and business preparation activities.

Next Steps

• Address all issue relating to the Brief: Agreeing scope; budget and timing with Estates at 19 July Project Board, submit to WIS thereafter. 
• Systems audit 12 & 13 July.
• Helpdesk walk through 20 July.
• Schedule activities to confirm impact assessments for other modules.
• Agree deliverables, costs and timescales for all components from Mass.

RAG Commentary

Neither timing, scope or budget have been fully agreed with Estates. A Project Brief was drafted with initial timing showing go-live 4 December for review at the 21st June Project Board. This meeting was cancelled and Estates have strongly requested an improvement to the go-live date. Tasks to improve the timing but to also progress key project tasks are ongoing.

EST099

Asset Management

Funded

Milestones

RAG Status

Amber

Report by Andrew Stewart for June 2017

Achievements in Last Period

• On-going preparation of external source to enable asset data to be captured is on-going
• Mobile application set up was completed on 21st June
• As there will be no project activity required by IS Applications this year, the 15 days effort has been scheduled for the 2017-17 academic year

Issues

• Issues have been encountered during testing and currently being investigated with the supplier

Next Steps

• Mobile application training
• Estates to commence capture of asset data
• Prepare project  plan to  enable integration of externally captured Asset Data

The project has been assigned a RAG status of Amber due to unexpected issues being encountered and schedule to commence data capture next month

• ESTP02
• IS Applications Consultancy
• Funded

Report by Andrew Stewart for June 2017

Achievements in Last Period

• Asset Management
  • On-site training of new mobile application
• Remote Supplier Access
  • Currently working with both Estates and IS Production Management to deliver a solution to enable remote support for BEMS based applications
• Time Recording
  • Completed ASTA training sessions for time recording with representative from Estates Small Projects and Minor Works
  • Initial project set-up completed
  • The Estates Small Projects and Minor Works have now commenced a period of familiarisation to time record their work to enable user feedback.  It is intebded that time recording will formally commence at the start of the academic year

Issues

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

Next Steps

• Time Recording
  • Provide assistance regarding training for related Estates personnel