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Report for June

Report Date
June 2014

Report compiled by Rhian Davies (IS Apps Programme Manager) for Liz Welch (Programme Owner)

Section 1: Programme Commentary, RAG and Resources Update

Section 2: Projects Not Started

Section 3: Projects In Progress

Section 4: Closed or Withdrawn Projects

Section 5: New Approved Projects from 13/14 Annual Plan

 

Section 1: Programme Commentary, RAG and Resources Update  

 

Commentary

 

 

 

 

 

 

 

 

Section 2: Projects Not Started

 

Project InfoProgramme Managers Commentary

 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.

 

Section 3: Projects in Progress

 

Project InfoProject Managers Commentary

FIN081 (12-024)

Document Management for Finance Applications

Category: Discretionary

Milestones

10-Jul-14

Agree Scanning Activity Ownership

10-Jul-14

Finance Document Requirements available

25-Jul-14Deploy to Development

25-Jul-14

Business Analysis

12-Sep-14

Document Scanning Activity Completed

26-Sept-14

Deploy to Test

17-Oct-14

Deploy to Live

31-Oct-14

Closure

RAG Status : AMBER

Report by Karen Stirling for June 2014

Achievements in Last period

  • Directorate documentation - Finance have provided a list of 231 lever arch files to be scanned, 47 remain to be confirmed what action to be taken
  • Initial review with DDSR have provided dates when scanning can take place bewteen early August and mid September approx. 4/6 weeks
  • Example structure of folders and files reviewed with DDSR and further meeting scheduled for 8th July with DDSR and Finance resource
  • Project milestones reviewed

Issues

  • Temporary Finance resource allocated to project however they have limited availability due to other committments. Business PM has now advised alternative resource who will be working on the project together with another colleague who will be involved in testing
  • Business PM has now confirmed funding available for scanning activity to allow confirmation with 3rd party scanning company

Next Steps

  • Agree attributes, folder, file structure
  • Finance Documents Requirements confirmed
  • Deploy test structure and complete business analysis

 

The project status AMBER due to business documentation details not finalised for remaining folders

FIN085  (AP01-008)

eTime Phase 3

Category:  Compliance 

Milestones

    N/A

 RAG Status:  BLUE

Report by Jill Nicoll for June 2014

Achievements in last period:

Closure:

  • Addressed post-deployment issues and re-deployed to Live
  • Completed Closure Report
  • Closed project
  • Raised closure annoncement

Issues:

The final cost of the project is less than the approved estimate.   However, the unspent days are entirely from the HSS-funded estimate.  There are therefore no days to return to the Finance Programme budget.  

Next Steps:

n/a

FIN086 (AP23-004)

ePay Reconciliation

Category:  Compliance

Milestones

Target dateTitle
10-Jun-2014System Design Complete
15-Aug-2014Build Complete
12-Sep-2014Integration Test Signed Off
25-Sep-2014Deliver
26-Sep-2014Acceptance Sign Off
10-Oct-2014DSOR

17-Oct-2014

Project Close

 

 RAG Status:  AMBER

Report by Sue Woodger for June 2014

 

Achievements in this Reporting Period

  • Sue Woodger took over as Project Manager from Louise Heathcote on 18 June 14
  • End of planning was submitted to wis on 13 June but was not approved as milestones were to be updated. It was resubmitted on 20 June with updated milestones and approved
  • Anne Finnan had been off sick when the requirements and design were approved by other team members. Had walkthrough of design document on 20 June where Anne added her approval to the requirements and design. Requirements and design milestones signed off on 20 June .

Issues

  • Still awaiting WPM file  - expected 2-4 weeks
  • Developer taken off to work on RMAS design. Build delayed by 2 weeks. This pushes delivery into 2014/15. Revised milestones submitted to WIS 23/6/14 which were rejected by WIS as project sponsor had not signed them off. The milestones however have already changed as that the developer will be on holiday last 2 weeks of August which further affects the plan. Wis have been informed that a revised plan will be submitted by 21 July (following programme and project manager holidays) 

Next Steps

  • Complete build 

Project is AMBER as a revised plan has to be submitted – As we lost developer to RMAS and due to developer holidays last 2 weeks in August some replanning needs to take place. A revised plan will be submitted before developer returns to FIN086 and picks up Build again i.e before 18 July 14 

FIN087 (AP23-058)

Credit Note/Sales Invoice Interface Changes

Category:  Discretionary

Milestones

Target dateTitle
11-Jul-2014Acceptance Review
16-Jul-2014Go-Live
30-Jul-2014Deployment Review
01-Aug-2014Project Closure

RAG Status:  GREEN

Report by Dawn Nicholls for June 2014

Achievements this period

  • Further UAT has taken place in both FIS and Apps Management
  • Final UAT session planned for w/c 07/07/14 so that the UAT stage can be signed-offf

Issues

  • The key FIS business rep left the University this month which has resulted in a lot of contextual knowledge being lost from the project.  A new FIS business rep has subsequently been allocated. Additional UAT is required to demonstrate that the software is working. 
  • A mutually acceptable go-live date might be difficult to achieve due to higher priority project going live during the same period and year-end commitments in both Finance and IS Apps.

 Next steps

  • Acceptance (UAT) sign-off
  • Go-live

 

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

FIN088 (AP12-017)

ERA Decommissioning

Category:  Compliance

 Milestones

Target dateTitle
18-Jun-2014Deliver Finance Channel
26-Jun-2014Project Closed & Finance Deployment Sign Off

 RAG Status:  AMBER

Report by Sue Woodger for June 2014

 

Achievements in this Reporting Period

  • Sue Woodger took over as project manager from Louise Heathcote on 18 June 14
  • Deployed to Live 25 June

Issues

  • While the channels deployed without issue there were some backend problems throwing up errors, Developers investigated and fixes have been put in although not completely successful yet. Developer has been booked on his return from holidays (14 Jul) to revisit the fix. Thereafter Apps and DevTech can complete a database comparison between test and live. This is not affecting the channels in any way.

Next Steps

  • Complete fixes
  • DSOR
  • Project Close

 

Project is Amber as although deployed some backend issues are still occuring and cannot be fixed until developer back on 14 July.

FIN089 (34-004)

eAuthorisations Migration

Category:  Compliance & Funded

Milestones

21-Jul-2014Phase 4 Deployment approved
28-Jul-2014Closure

 

RAG Status:  AMBER - pending approval of revised milestones

Report by Jill Nicoll for June 2014

Achievements in last period:

Phase 4, final release batch:

  • Completed peer testing and release for UAT
  • UAT tested and signed off
  • Deployed to Live
  • BI universe changes completed, signed off in UAT, and deployed to Live

Issues:

A post-deployment issue was raised two days before the end of the post-deployment support period.  In order to address this issue, the Developer's project booking had to be extended, but this was possible only at a low fte, due to his prior commitments to other Finance projects.  Consequenty, the Deployment Sign-off and Closure milestones had to be delayed by two weeks.  These extensions have still to be approved.

Next Steps:

  • Sign off Deployment
  • Complete Closure Review report
  • Sign off Closure

FIN093

Essential Enhancements for Finance Applications

Category: Compliance

Milestones

Target dateTitle
25-Jul-2014Final Delivery and DSOR
31-Jul-2014Closure

 

RAG Status:  GREEN

Report by Steph Ruthven for June 2014

Achievements in Last Period

  • Continued work on PDF Module
  • Changes to BI Suite universes completed
  • eProcurement patch completed
  • Unidesk calls scheduled
  • IS Webservices set-up scheduled
  • Improvements to Finance Wiki scheduled

Issues

  • Bank Wizard changes carried over into next year.
  • Project budget reduced from 120 days to 80 days

Next Steps

  • Sign off completed enhancements/fixes
  • Complete unidesk calls (eStores, eIT, Webfirst)
  • Complete IS Webservices set up
  • Implement improvemenst to Finance wiki

FIN094

SAAS/SLC Reconciliation

Category: Compliance

Milestones

Target dateTitle
30-Jul-2014Build sign-off
22-Aug-2014Integration sign-off
12-Sep-2014Acceptance sign-off
19-Sep-2014Go-live
03-Oct-2014Deployment sign-off
17-Oct-2014Closure

 RAG Status: GREEN

Report by Dawn Nicholls for June 2014

Achievements this period

  • Meeting held with representatives from Registry, FIS, Income Section and FInancial Accounts to walk-through the proposed new business process.
  • The software build is almost complete. There are just a few minor changes to complete that resulted from the walk-through meeting.

Issues

  • The key FIS business rep left the University this month which has resulted in a lot of contextual knowledge being lost from the project.  A new FIS business rep has subsequently been allocated and is being brought up-to-speed.

Next steps

  • Peer testing and build sign-off

 

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

FIN095

Local Implementation of SSO and Launchpad

Category: Discretionary

Milestones

09-Jun-2014Integration Review
30-Jun-2014Acceptance Review
28-Jul-2014Delivery
31-Jul-2014Deployment Review
1 Augl-2014

Close

 

RAG Status: GREEN

Report by Morna Findlay for June 2014 

Achievements this period

 Acceptance review approved

Agreement reached with ABS on cosign integration

New milestones approved 

Issues

 

Next Steps 

Signoff of Equalities assessment required by Project Sponsor

Deploy to Live

Close

 

FIN096

eInvoicing

Category:  Funded

Milestones  

Target dateTitle
14-Jul-2014UAT Sign-off
16-Jul-2014Delivery
28-Jul-2014Deployment Sign-off
30-Jul-2014Closure

 

RAG Status:  AMBER - pending approval of contingency carry-forward
Report by Jill Nicoll for June 2014
 
Achievements in last period:

Office Depot:

  • Created UoE-specific Test and Live server directories, with public-private key exchange
  • Provided Test XML invoice files, in the format specified by Finance

ABS:

  • Updated and reconfigured the Dev eInvoicing CIBR

Finance:

  • Re-tested and signed off the Dev CIBR upload process

ISA:

Build:

  • Upgraded the Dev FIN056 transfer process to new Office Depot Test directory and authentication method
  • Re-tested and signed off the Dev file transfer process

Integration:

  • Deployed the transfer process to Test
  • Deployed and reconfigured the eInvoicing CIBR in Test
  • Completed Integration testing and released for UAT

Issues: 

The CIBR email notifications are failing to be sent to the assigned recipients.  The CIBR is failing to handle credit notes.  If these issues, plus any others encountered in the remaining days of UAT testing, are not resolved by ABS before the UAT Testing Sign-off milestone, then the delivery stage will be postponsed to the next planning year.  A contingency of 15 days of Procurement funding will be carried forward in case this arises.  This carry-forward has still to be approved.

Next Steps:

Office Depot:

  • Continue to provide Test XML invoice files, as requested, to support Finance's UAT testing
  • Following the Live deployment, provide sample Live XML invoice files

ABS:

  • Resolve the CIBR issues in Test
  • Support the Live deployment, resolving any CIBR issues arising in Live

Finance:

UAT:

  • Complete UAT testing, updating the UAT Test Plan with testing outcomes
  • Sign off UAT testing

Deployment:

  • Following the Live deployment, complete a full end-to-end test run of the process.
  • Sign off the Live deployment

Closure:

  • Sign off project Closure 

ISA:

UAT:

  • Sign off UAT deliverables

Deaployment:

  • Deploy transfer process to Live
  • Deploy and reconfigure the eInvoicing CIBR in Live

Closure:

  • Complete Closure Review report

FIN097

Archiving for eFinancials

Category:  Funded

Milestones 
11-Jun-2014Build Review
23-Jun-2014Acceptance Review
01-Jul-2014Delivery
14-Jul-2014Deployment Sign off Review
01-Aug-2014Close

 RAG Status :  AMBER

Report by Morna FiIndlay for June 2014

Achievements this period

 Analysis review agreed

Initial testing on DEV carried out by IS applications

Peer review under way.

New schema on NEWS created

Issues

 Initial rollback tests failed. 

Next Steps

 Complete testing ( including of rollback) on DEV 

Re-estimate   and re-plan project  at Build review

Agree new project budget.

progress to UAT on TEST

Signoff

Close

 

The project is AMBER as the re-estimate after the Analysis review suggests the prohect will require more than 40 days and this has not yet been agreed. 

FIN098

eExpenses Replacement

Category:  Discretionary

Milestones

Target dateTitle
24-Oct-2014End of Development
07-Nov-2014End of Maintenance
21-Nov-2014Closure

 RAG Status:  GREEN

Report by Dawn Nicholls for June 2014

Achievements this period

Issues

  • Annual leave and loss of resources onto other higher priority FInance projects has hindered the progress of software development 

Next steps

  • Software development will continue in 2-weekly cycles, delivering functionality selected by the FIS Product Owner 

 

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

 

Section 4: Closed or Withdrawn Projects

 

Project InfoProject Managers Commentary

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

Withdrawn - January 2014

AP89-008

FPM for eInvoicing

Withdrawn - January 2014

FIN092

Corporate Planner

Category:  Compliance

Closed - January 2014

FIN091

eFinancials upgrade Phase 2

Category; Compliance

Closed 31/3/14

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

This project was closed 30th May, remaining work will be completed under FIN096.

FIN090

eExpenses Replacement Business Case

Category: Compliance

This project was closed 30th May, a project to develop new expenses software is underway under FIN098.

FIN085

eTime Phase 3

Category:  Compliance

Report by Jill Nicoll

This project was closed on 20th June 2014

Please see the completion report for further information

 

Section Five: New Approved Projects from 13/14 Annual Plan

Any projects that were approved in previous annual planning rounds and have been postponed to start in 13/14 will be listed under section 2: Projects Not Started. Projects started in 12/13 but which will carry over to 13/14 are listed under section 3: In Progress

 

Project InfoProject Managers Commentary

 AP34

Student Fees - Interest Charging on Invoices

Compliance

Planning -

Delivery -

 RAG Status

 Plan

 

Dependencies

 

AP34

Student Fees - SAAS and SLC Fees Reconciliation

Compliance

Planning -

Delivery -

 RAG Status

Plan

 

Dependencies

AP34

Migration of BOXI reports

Compliance

Planning -

Delivery -

 RAG Status

Plan

 

Dependencies

AP34

Essential Enhancements for Finance Applications

Compliance

Planning -

Delivery -

 RAG Status

Plan

 

Dependencies

AP34

eExpenses replacement

Compliance

Planning -

Delivery -

 RAG Status

Plan

 

Dependencies

 

 

 

This article was published on

Programme Info

Programme
Finance (FIN)
Programme Manager
Emma Mcnab
Programme Owner
Craig Henderson
Status
Open
Management Office
ISG PMO

Session 24/25

Documentation