Report for May 2014

 AP34

Student Fees - Interest Charging on Invoices

Compliance

Planning - September 2014

Delivery - tbc

 RAG Status - GREEN

 Plan

Dependencies

Need to get decision from Fee Strategy Group which meets quarterly - FIS following up on status, but agreed that the project will not start until next year now as FIS resources are allocated to other projects.

FIN081 (12-024)

Document Management for Finance Applications

Category: Discretionary

Milestones (to be reviewed and agreed)

RAG Status : AMBER

Report by Karen Stirling for May 2014

Achievements in Last period

• Finance team provided DDSR with 3 examples folder to scan
• DDSR provided file which were uploaded to Test environment due to issues with Dev environment being investigated via CMW010 project. Application Management advised that Document retrieval from Serengeti using client-based Adobe reader  was very fast.
• Directorate documentation - high level review of folder completed by Finance with some documents listed for scanning, disposal or archive, further work required to provide a comprehensive detailed list to complete analysis. Finance have advised that they have removed a number of files from the list however number of files not provided.

Issues

• Project progress limited this month as Finance resource have still to provide an updated list of documents to allow discussion / analysis to take place regarding atrributes, files and folder structure. This area of work requires focus / ownership to allow estimation of costs for scanning by DDSR (this includes xml attribute allocation ) to be agreed and business requirements / business analyis to be reviewed and agreed. This will be impacted due to changes in Finance key project resource.
• Resource changes on the FIN081 project were communicated to Project Manager on 29th May:

1. Shirley Lee, Finance advised  that she is going on a 1 year secondment from 12th June so she will be handing over FIN081 project to another Finance colleague however this person has still to be confirmed. Project manager  has arranged a meeting for week commencing 8th June to review with new project contacts.
2. Andrew McFarlane, Service Management will be replacing Chris McKay. Due to Chris's workload on projects e.g. IDM, VRS, Serengeti upgrade and this finance project  he is handing over both CMW010 and FIN081 to Andrew.  An initial handover meeting was held on 3rd June.

• Limited availability of PM this month as on Jury Duty (unplanned 1 week) , annual leave (1 week) and sick leave (2 days)
• Due to the current upgrade CMW010 project,  the test system being taken out of service on 21 May, Apps Management performed a quick upload exercise of 3 files to Test Serengeti document management system provided by DDSR. Although initial concerns around file sizes, as these ranged  up to 33MB, (maximum upload setting was set to 10MB).  However, after increasing it to 50MB,  Application Management were able to upload all three files in a few minutes. The tab-based bookmarks work well although we will need to confirm that this suits Finance users. The OCR overlay is also excellent, although we will also need to consider if this option should be included.  Indeed we may also consider whether it is feasible to make the OCR content searchable via Serengeti system this will be part of CMW010 project. Assuming that the bookmark tabs are deemed suitable, we still need to discuss and agree some form of attribute/XML allocation in order to allow automated import before we can progress further.

• Revised project milestones remain outstanding due to : business requirements/analysis not completed, change in project resource and transfer of 35 days budget moved to 14/15.

Next Steps

• Revised Milestones for project
• Agree attributes, folder, file structure
• Agree costs and dates for scanning activities

The project status AMBER due to business documentation details not finalised, impact of change in resource and milestones to be revised.

FIN085  (AP01-008)

eTime Phase 3

Category:  Compliance

Milestones

RAG Status:  GREEN

FIN086 (AP23-004)

ePay Reconciliation

Category:  Compliance

RAG Status:  AMBER

Report by Louise Heathcote for May 2014

Achievements in this Reporting Period

• Project now estimated
• Brief signed off
• Requirements and System Design complete

Issues

• WPM can't make new file for four weeks, creating a dummy file to not hold up build

Next Steps

FIN087 (23-058)

Credit Note/Sales Invoice Interface Changes

Category:  Discretionary

Milestones

RAG Status:  GREEN

Report by Dawn Nicholls for May 2014

Achievements this period

• Integration testing completed this month and the new interface was passed to Finance for acceptance testing
• Acceptance testing is almost complete 

Issues

• Some minor changes have been requested as a result of UAT (e.g. changes of email recipients) which has delayed the sign-off of this phase
• The go-live date is now likely to be delayed to the end of June - a revised date has yet to be agreed with Finance 

Next steps

• Completion and sign-off of UAT
• Go-live

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

FIN088 (AP12-017)

ERA Decommissioning

Category:  Compliance

Milestones

 RAG Status:  AMBER

FIN089 (34-004)

eAuthorisations Migration

Category:  Compliance & Funded

Milestones

RAG Status:  GREEN

FIN093

Essential Enhancements for Finance Applications

Compliance

Milestones

RAG Status:  AMBER

Report by Steph Ruthven for May 2014

Achievements in Last Period

• Continued work on PDF Module

• Investigation into changes to BI Suite universes scheduled
• eProcurement patch scheduled
• eStores unidesk calls scheduled

Issues

• No movement on the Bank Wizard changes. Waiting on ABS and Experian to advise what's required.
• Development resource unavailable to complete a number of changes.

Next Steps

• Concentrate on picking up Unidesk calls
• Schedule changes to BI Suite universes
• Complete eProcurement patch
• Complete eStores unidesk calls

FIN094

SAAS/SLC Reconciliation

Compliance

Milestones

 RAG Status - GREEN

Report by Dawn Nicholls for May 2014

Achievements this period

• Planning stage sign-off, including the formal approval of the Project Brief
• Solution design agreed on. This design is quite a simple approach and the budget will be re-estimated
• System design document (SDD) has been completed  and walked through with key stakeholders from FIS and Registry

Issues

• None at present

Next steps

• Formal design sign-off
• Re-estimate budget
• Software build

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

Local Implementation of SSO and Launchpad

Discretionary

Milestones

These will be reviewed ( see issues - over)

The project status is AMBER pending review of project milestones.

Report by Morna Findlay for May 2014

Achievements this period

Investigations by IS Apps and FIS of Launchpad functionality in DEV.

Report on shibboleth integration indicated this approach should not be continued.

Successful integration of launchpad and cosign

Build review approved

Issues

Unavailability of key devtech and FIS resources in July require project to be re-planned.

Next Steps

Project re-estimate, re-plan  and confirmation of deliverables.

FIS to provide benchmarking information in order to assess impact of Launchpad on eFinancials performance.

Launchpad to be implemented in TEST.

UAT to complete

FIN096

eInvoicing

Category:  Funded

Milestones

RAG Status:  GREEN

Finance:

Planning:

• Project Brief reviewed by Project Sponsor and signed off.
• Project approach confirmed by Project Sponsor.

ISA

Planning:

• Project re-planned to reflect approach decision.
• Resources secured in ISA.

System Design:

• Progress to date on project FIN056 assessed, and its status confirmed.

Build:

• Dev FIN056 transfer process upgraded to new Dev eFinancials paths.
• Dev file transfer process successfully re-tested, using an in-house ("dummy") source directory.

Issues: 

The project plan required that both the ABS CIBR and the Office Depot server directory & sample files would be available at the start of the ISA Build on 26-May.  None of these was in place.  The delay to these prerequisites risk the project's ability to deliver the Build stage by its target date of 16-June.

The Brief estimates assumed that Finance and ABS would provide and configure the CIBR.  Consequently, no ISA estimate was included for this work.  However, the Business Area manager has asked ISA to participate in the application of the Dev CIBR, and to apply and configure the Test and Live CIBRs.  The project budget does not cover this additional scope.  Once the Dev CIBR is in place, estimates for ISA either to continue the support, or to take over the work, in Test and Live will be sought.  The resulting increase will be then be notified to the Project Sponsor and Programme Manager, for a decision on how to proceed. 

Next Steps:

Office Depot:

• Create UoE-specific Test and Live server directory.
• Set up Test and Live public-private key exchange.
• Provide Test XML invoice files, in the format specified by Finance.

Finance & ABS:

Build:

• Update Dev eInvoicing CIBR.
• Reconfigure Dev CIBR to use new Dev eFinancials paths.
• Re-test file Dev upload process.
• Confirm that Dev upload runs successfully.

Integration:

• Update Test eInvoicing CIBR.
• Reconfigure Test CIBR to use new Dev eFinancials paths.

ISA:

Build:

• Upgrade Dev FIN056 transfer process to new Office Depot source directory and authentication method.
• Re-test Dev file transfer process from new Office Depot source directory.
• Confirm that Dev files transfer successfully.

Integration:

• Deploy transfer process to Test.
• Complete Integration testing and release for UAT.

FIN097

Archiving for eFinancials

Category:  Funded

Milestones

These are not yet approved.

RAG Status:  AMBER

FIN098

eExpenses Replacement

Category:  Discretionary

Milestones

RAG Status:  GREEN

Achievements this period

• The planning stage for formally signed off and the Project Brief approved
• User Groups held with both FInance and non-Finance users of the current eExpenses system
• Outputs of the workshop consolidated and resulting User Stories estimated
• Technical environments set-up
• Planning meeting held for development iteration 1 which start on 9th June

Issues

• Annual leave of the key stakeholders has made the foundations stage sifficult to progress

Next steps

• Formal sign-off of the foundations stage
• Multiple software development iterations

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

FIN078

eFin Journal Auto Upload (JAMS)

Category : Discretionary 

Report by Dawn Nicholls

This project was closed on 4th October 2013

Please see the completion report for further information

FIN079

LEAN Review of Financial Systems

Category : Discretionary

Report by Dawn Nicholls

This project was closed on 24th September 2013

Please see the completion report for further information

FIN092

Corporate Planner

Category:  Compliance

Report by Anne Mathison

This project was closed on 20th December 2013

Please see the completion report for further information

AP34

Migration of BOXI reports

Compliance

AP89-008

FPM for eInvoicing

FIN092

Corporate Planner

Category:  Compliance

FIN091

eFinancials upgrade Phase 2

Category; Compliance

FIN080

Customer Interface Improvements

Category : Discretionary

This project was closed on 8th April 2014

Please see the completion report for further information

FIN056

eInvoicing

Category: Funded

FIN090

eExpenses Replacement Business Case

Category: Compliance