Report for June 2013 - DRAFT

AP23-056

International Bank Validation

Funded 

Planning June 2013

RAG Status

AMBER

Plan

The funding for this project has been withdrawn, effective 31st July.

FIS are currently in discussion with a software supplier about a product which could deliver the objectives of this project.  Apps are providing technical input, and it is hoped that a solution can be found which requires limited Apps effort.

This project will either be withdrawn, or will continue at a much reduced size, funded out of the core funded days within the Finance programme budget.

AP89-008

FPM for eInvoicing

Discretionary

Planning tbc

Delivery tbc

RAG Status

GREEN 

Plan

 This project has been delayed to 13/14 following the Mid Year Review.

Dependencies

FIN056 (AP Number)

eProcurement Scotland - eInvoicing

Category: Funded

Milestones

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RAG Status

SUSPENDED

Report by Rhian Davies for June 2013.

Project suspended until 13/14 - resources not available within FIS until the early Autumn.

FIN076  (AP12-029)

Student Finance Channel - Further Developments for Staff and Students

Category: Discretionary

Milestones

RAG Status

GREEN

Report by Susan McKeown for June 2013

• • Integration and Acceptance sign-off meeting was held and approval was given to proceed to LIVE
  • Project was rescheduled and resources secured

• There is work noted in the Acceptance milestone which needs completed prior to go live.

• • Complete action points in Acceptance sign-off
  • Deliver
  • Deployment Sign-off
  • Close - the closure process will commence at the start of July to ensure the project does not overrun into 13/14.

FIN078 (AP Number)

eFin Journal Auto-Upload

Category: Discretionary

Milestones

RAG Status

GREEN

Report by Dawn Nicholls for June 2013

Achievements

• Following successful interfacing of both WPM and manual files, UAT sign-off was agreed in mid-June and the new JAMS application was installed onto Live.  However, shortly before it was activated we were made aware of a previously unknown requirement for multiple vat codes for delegate registration files for Accommodation Services (AS). The requirement was clarified with AS and FIS and plans put in place to make the necessary changes. 

Issues

• Previously unknown requirement for multiple vat codes for delegate registration files resulting in delays to timescales and increased budget.

Next Steps

• Complete changes for delegate registration vat (for AS)and clearing CLINK table upon failure (for FIS).
• UAT and sign-off of changes
• Go-live

Full details can be seen in the Project Journal

FIN079 (AP Number)

LEAN- Review of Financial Systems

Category: Discretionary

Milestones

RAG Status

GREEN

Report by Dawn Nicholls for June 2013

Achievements

• eStores category re-sequencing (workpackage 15) went live this month.  This enhancement was to facilitate Roslin moving onto the system, so completing the rollout of eStores to all eFIn Stock stores.
• eStores enhancement for invalid finance codes (workpackage 9) went live this month.  The corresponding change for eAuthorisations has been picked up by project FIN089.
• eIT enhancements (workpackage 2) now in UAT and passed to FIS for testing
• Meeting held with FInance Business Rep to agree priority of remaining workpackages as there is insufficient budget or time to complete all of them.
• Of the 17 workpackages identied to-date, 12 are now either complete or almost complete

Issues

• Ongoing issues securing development resources against higher priority projects
• Insufficient time/budget to complete all of the remaining workpackages (although it was always made clear that we would only be able to complete as many as there was time/budget for, as the project has to close at the year-end)

Next Steps

• FIS to undertake UAT of eIT enhancements
• Go-live of eIT enhancements
• Secure resources to complete as many of the final workpackages as possible before the year-end

Full details can be seen in the Project Journal

FIN080 (AP Number)

Customer Interface Improvements

Category: Discretionary

Milestones

RAG Status

GREEN

Report by Dawn Nicholls for June 2013

Achievements

•  The automation of the customer/product feeds (requirement FIN075-006) has been passed to FIN087 as that project was also looking to automate these feeds and is better placed to carry this work forwards.
• Meeting held with Finance Business Reps to agree actions for the remaining outstanding requirements (FIN075-005 Volume Issue, FIN075-009 FPA Invoices and 4.1.10 Debt Flag).  It was agreed that these requirements are currently either not a priority or are not feasible with current working practices.  A summary will be provided for the Project Sponsor.

Issues

• Several issues identified by SACS during UAT of the EUGEX-side of the new historic feed.  These are being worked on by the developer and a meeting has been set up with SACS ro discuss in more detail. 

Next Steps

• UAT by FIS of historic feed and debt chasing info on EDUS01/02 screens
• Go-live

Full details on project activities can be seen in the Project Journal

FIN081 (AP Number)

Document Management for Finance Applications

Category: Discretionary

Milestones

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RAG Status

SUSPENDED

Report by Rhian Davies for June 2013

Project suspended until 13/14.

FIN083  (AP23-003)

eFinancials Upgrade

Category: Compliance

Milestones

RAG Status

AMBER

FIN085  (AP01-008)

eTime Phase 3

Category:  Compliance

Milestones

RAG Status:  GREEN 

1. Release 1 signed off in UAT and deployed to Live.
2. Release 2 signed off in Peer testing, deployed to Test, and released for UAT.

1. Batch Processing requirements remain unconfirmed.
2. HSS have agreed to fund the estimated 30 days to deliver the four of the non-top priority HTBN requirements.   HSS are willing for this work to be done during the current planning year, to provide extra time for Finance to determine the Batch Processing requirements, but to be billed in the next planning year, to reduce the impact on Finance's 2013-14 annual budget.  This proposal is with the Programme Manager, for consideration. 

Stakeholders:

UAT test and sign off Release 2

Batch Processing functionality : confirm business requirements / sign off on the proposed soluton

ISA:

Deploy Release 2 to Live 

Design Batch Processing functionality

FIN086 (AP23-004)

ePay Reconciliation

Category:  Compliance

Milestones

26-Apr-13  Planning

RAG Status:  GREEN

Report by Rhian Davies for June 2013

Project suspended until 13/14 to enable eAuthorisations to start in 12/13.

FIN087

Credit Note/Sales Invoice Interface Changes

Category:  Funded

Milestones

RAG Status:  AMBER

Report by Laura Bell for April 2013

Achievements in Last Period

• Project Brief prepared - awaiting sign off from sponsor
• Requirements gathering underway; initial set of potential business rules identified
• Review held with Finance team to discuss whether Controls/ Business rules can be developed to acceptable level for automation

Issues

• Project status is Amber; awaiting confirmation from Finance that they are comfortable adequate controls/ business rules can be developed

Next Steps

• Sign off Project Brief
• Continue requirements gathering/ development of phased approach

FIN088 (AP12-017)

ERA Decommissioning

Category:  Compliance

Milestones

RAG Status:  GREEN

Achievements in this Reporting Period

• OLLIE Build ready for Peer Testing
• Resolved issues with PCounter Dev & Test Environments
• PCounter Build underway

Issues

• Milestone changes due to impact of FIN076 test and deployment
• OLLIE milestones for deployment at end of July are tight due to annual leave and rescourcing issues which are now resolved but caused a delay in starting the build
• Finance Channel cannot start build until FIN076 has been deployed and our changes cannot be deployed until database changes FIN084 are complete, in addition Finance want to include a new requirement from FIN076 in FIN088 which will impact the deployment milestone for Finance Channel
• FIN078 JAMS has not gone live and may be deployed after OLLIE has been deployed this will require a interim manual work around for posting finance transactions

Next Steps

• Complete Integrate, Test and Deploy for OLLIE
• Complete Build, Integrate and Test for PCounter
• Review requirements and milestones for Finance Channel once FIN076 has gone live

FIN089

eAuthorisations Migration

Category:  Compliance

Milestones

Note:   The milestones below are based on the ToR estimates, and do not reflect secured resources.  When resource availability is taken into account, these milestones may have to change.

RAG Status:  Green

June 2013

Achievements in last period:

Project ToR reviewed with Project Sponsor, agreed changes applied, and ToR signed off.

Remaining ISA estimates provided.  Project estimate of 247 days approved.

Phase 1 Build completed.

Issues:

Finance's eAuthorisations designer/developer has now left the University. 

Next Steps:

Phase 1 Integration to Test and Integration Testing 

Phase 1 to be released for User Acceptance Testing

Phase 2 Business Analysis to be completed

FIN082

HMRC Real Time Information

Compliance 

Report by Jill Nicol

This project was closed on 10-Aug-2010

Please see the Completion Report for further information.  

AP23-055

Rolling out Finance BOXI Reports

Funded 

Report by Rhian Davies

This project was withdrawn from the 12/13 programme.

FIN072 (AP01-008)

eTime

Category: Compliance

Report by Jill Nicol

This project was closed on 30-Nov-12.

Please see the Completion Report for further information.

FIN077

Control Account Balancing

Category: /Compliance

Report by Sue Woodger 

This project was closed 1 February 2013

Please see the Completion Report

FIN084

eStores Rollout

Category : Discretionary

Report by Dawn Nicholls

This project was closed on 20th December 2012

Please see the Completion Report for further information