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- After discussions with the programme owner, this project has been withdrawn as all activity associated with this activity will be managed through the Estates Capital Systems programme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

Achievements

• Project has been formally closed

Issues

• EST080-275 - credit Note Processing After Monthly Billing Run.  The initial fix received from the supplier did not fully resolve the issue

Next Steps

• EST080-275 - credit Note Processing After Monthly Billing Run. 
  • Subsequent fix received by the supplier has been successfully tested by the business and deployed to the Live system

EST092 (secured) (AP56-061)

Estates Operational Reports

Funded

Milestones

RAG Status

Amber

Report by Andrew Stewart for July 2017

• OP33-eIT Costs by Team

  • The fix has been delivered by the supplier and successfully tested
• The project closure report has been completed and circulated.  Approval has been received from both Estates and development Technology

Issues

• The project closure date was extended to enable the final fix to be implemented

Next Steps

• Implement final change within the Live environment
• Complete Deployment Sign-off and close project. 

Whilst the project has delivered, the project has been assigned a RAG status of Amber due to the delay in closing the project

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 July 2017

Achievements in Last Period

• Engagement of Simpson Associates, a specialist MI/BI consultancy to provide BA resource for the refresh of Space/ Maintenance mgmt analysis. This will kick off w/c 14/08 for a period of 9 weeks.

Issues

• None

Next Steps

• Review / update Maintenance Mgmt, Space Business Analysis
• Review brief / plans / estimates / risks / issues
• Plan build / execution phases. 

The project is reporting GREEN.

EST095 (AP56-062)

Energy Systems Update

Funded

Milestones

Target Date	Title
16-AUG-17	Dynamat DATA BIRD Radio System Upgrade - Build
18-AUG-17	Dynamat DATA BIRD Radio System Upgrade - Acceptance Sign-Off
30-AUG-17	Dynamat DATA BIRD Radio System Upgrade - Deploy to Live
07-SEPT-17	Dynamat DATA BIRD Radio System Update - Deployment Sign-Off
04-SEPT-17	Dynamat 2050 Modbus System Pilot Implementation - Build
18-SEPT-17	Dynamat 2050 Modbus System Pilot Implementation - Acceptance Sign-Off
09-OCT-17	Dynamat 2050 Modbus System Pilot Implementation - Decision
11-OCT-17	Dynamat 2050 Modbus System Pilot Implementation - Deploy
13-OCT-17	Dynamat 2050 Modbus System Pilot Implementation - Deployment Sign-Off
23-OCT-17	Closure

Rag Status

Amber

Report by Kevin Brennan for July 2017

Achievements in Last Period

• Sent data for Dynamat to upgrade.
• Scheduled Dynamat training.
• Confirmed new building for the Dynamat Modbus pilot.

Issues

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

Next Steps

• Complete UAT for DATA BIRD Radio Upgrade on Test
• Restore and Upgrade the DATA BIRD Radio Upgrade on LIVE
• Dynamat DATA BIRD Modbus Upgrade
• Procure Meters
• Confirm UAT

Implement test environment

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 July 2017

Achievements in Last Period

• Business Analysis of 'AS-IS' processes has continued with further meetings with Estates Finance and Procurement
• Initial project resource estimation completed for all associated with the project
• Completed the first draft of the project brief including a resource estimate for the business related activity

Issues

• 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
• The initial project plan as outlined in the project brief is unlikely to be achieved due to lack of time to complete the business analysis

Next Steps

• Review the project brief with the project sponsor to determine if project is to proceed or be suspended
• Confirm the project team
• re-plan project plan
• 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  lack of progress in the completion of the planning and analysis as the formation of the business representatives of the project team has still to be confirmed

EST098

Archibus 23.1 Upgrade

Funded

Milestones

RAG Status

Amber

Report by Chris Orrell for July 2017

Achievements in Last Period

• Project Brief and clear decisions of what is in or out of scope approved by 19th July Project Board.
  • Given Mass could not support upgrading DEV and TEST a week sooner, moving WebCentral to new build servers taking them out of a shared environment they had out grown is back in scope.
• Helpdesk walk through completed with Mass.
• Dev Tech resources re-affirmed to support upgrade date of 11 September.
• Resource conflict process completed to secure Development Services resource for source code change control (migration SVN to GIT) as resources originally advised as available were not.
• Draft project timing suggests a go-live date can be brought forward from 4th December to 13 November providing:- (a) IS complete activities to allow DEV to be upgrade 11th September (b) Estates can commit to UAT testers being available on specific days to complete UAT two weeks earlier (c) Go-live preparation can be delivered in three weeks (Estates have asked for Project Services to support training delivery) - all of this assumes there are no major defects encountered and Mass deliver to plan.
• Mass on site customisations system audit completed 12th & 13th July, report required.

Issues

• Mass were unable to support performing DEV and TEST upgrades a week earlier and so there was no advantage to de-scoping new build VM servers for WebCentral. Moving WebCentral to new servers is now back in scope.
• Development Services resources are not available to complete source code change control until 3 weeks later than planned. This has resulted in a challenging but achievable plan to deliver this item without impacting the overall IS timescales.  
• It is not yet known if automated deployment can be delivered (and is therefore in scope as per agreement with Project Board) without impacting IS delivery times. This will be determined as source code change control activities are progressed.
• WIS did not approve the Project Brief for three reasons: The projects web site milestone sign-off page did not include all departments; all departments had signed-off the brief but this had not been added to the web site. Risks although outlined in the Brief were not fully described on projects web site. WIS asked for a PICCL to explain why the proposed budget is higher than original proposal.  
• Address issues from Helpdesk walk through particularly a JIRA (previously advised as resolved by Mass) relating to saved filters, sorts and search histories remains outstanding and why Mass believe advising UoE of changes to WebCentral from v21.3 to v22 is out of scope when the UoE is upgrading v21.3 to v23.1.
• Due to the need to develop contingent methods of working in order to ensure shortest IS lead times with available resources engagement with Estates teams for Archibus modules other than Helpdesk has yet to happen in a consistent manner.

Next Steps

• Re-submit Project Brief to WIS.
• Prepare detailed timing plan.
• Prepare and maintain robust engagement across full project team (IS, Estates and Mass).

RAG Commentary

Timing is amber to highlight risks as the proposed go-live date has removed all contingency from the schedule and a detailed plan is required confirming, particularly Mass and Estates can perform required tasks within the allotted time. Cost is amber to reflect there has been an increase in project budget from the original proposal, this has been approved by Estates. Scope is green because a clear statement of scope now exists between IS, Estates and Mass.

EST099

Asset Management

Funded

Milestones

RAG Status

Amber

Report by Andrew Stewart for July 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

• Remote Supplier Access
  • Currently working with both Estates and IS Production Management to deliver a solution to enable remote support for BEMS based applications.  Decision made to proceed with Bomgar
• Time Recording
  • 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
• Commenced programme handover to Estates MIS Programme Manager

Issues

• None

Next Steps

• Time Recording
  • Provide assistance regarding training for related Estates personnel
• Complete programme handover to Estates MIS Programme Manager