Report for September 2017

AP67-022

eTime 17/18 (eSignature)

Planning - tbc

Delivery - tbc

 RAG Status : Amber

AP78-012

Decommissioning ABS Expense System 

Planning - tbc

Delivery - tbc

 RAG Status : GREEN

FIN108 (AP56-042)

Essential enhancements (FIS)

Category: Discretionary

Milestones

06/10/17 - Project Close

RAG Status : Amber: Change

Report by Emma McNab for September 2017

Achievements this Period

Agreement to close project and move remaining jira's to FIN120 Fraud Protection.

Next Steps

• Project Closure

Issues

Change / Amber - It was agreed to close this project in September as there was not a clear timescales for the Supplier to deploy FPM v2.3 to LIVE.  Whilst this was being progressed it was decided the move to LIVE would not be required and the focus should be moved to moving to FPM v2.4.  It has now been agreed to move jiras aligned to FPM v2.4 into FIN120 Fraud Protection.  This resulted in the need to revise closure milestone - PICCL 12

FIN118 (AP56-016)

eFinancials upgrade

Core funded

RAG Status: Amber

Report by Chris Orrell for September 2017

Achievements in Last Period

• Dev Tech addressed the issues relating to OpenAM and EASE.
• Dev Tech completed the set up of TEST ready for Advanced to start the upgrade of TEST to plan on the 25^th September. This included: -
  • Completing more tasks before Advanced arrived on site. This is part of the project strategy to minimize downtime at go-live.
  • Completing a refresh of the database from LIVE to an environment already upgraded to v5 eFinancials. This is to test the approach that will be adopted at LIVE.
• Process for Advanced to review and triage support calls by someone familiar with UoE installation agreed. Support calls are now reviewed at a weekly meeting.
• Feedback finally received from Advanced suggesting issues highlighted by the vulnerability scanning and security report against eFinancials v4.1 are not applicable to eFinancials v5. This response needs to be reviewed.
• Some testing of eFinancials and CIBRs in DEV has been performed but there are issues, see comment below against DEV completion.
• Some interface testing has been completed but this action has stalled, see comment below against DEV completion.
• UAT planning, to perform a concentrated period of UAT, started against dates when it is expected that TEST set up would be completed. 

Issues

• DEV testing is incomplete due to issues encountered with Bank Wizard, Document Imaging, Reports and Java Webstart. Calls have been raised with Advanced and this testing must be completed.
• Repointing and set up of University bespoke applications has been impacted as Dev Tech resource has been diverted to ensure the TEST environments were fully set up for Advanced installation date of 25^th September and this testing must be completed.
• TEST set up has encountered an issue that has stopped this activity. A call has been raised with Advanced and internal investigations are also ongoing.
• System performance is slower than v4.1 and this remains an issue yet to be investigated.
• Separately Finance are performing an upgrade to FPM and this work may impact FIN118. COM031 still to be concluded.

Next Steps

• Compete DEV set up and all testing; Integrations and Finance.
• Address issue in TEST and complete UAT planning.
• Collate all lessons learned and update all planning documents for TEST: Dev Tech Build Document and Implementation Record, Apps Man checklists and instruction JIRAs, Dev Services integration documents.
• Complete TEST set up ready for 25th September installation by Advanced.
• Full review of project budget.
• Defining change Control Board terms of reference remains outstanding and will then need to be communicated.
• Review CGI security report recommendations against FIN118 project.

RAG Commentary

ISSUE: Using later TEST upgrade installation dates of 25th September (back from 4th) will impact project timing. Detailed UAT plan required to understand to what extent this can be mitigated though this has now been impacted by the issue encountered with TEST. No SMT action required.

FIN119 (AP67-024)

eInvoicing for medium suppliers

RAG Status : AMBER

Report by Richard Bailey for September 2017

Achievements this Period

• New Project Manager Richard Bailey assigned to the project
• Business analyst Nigel Hedley assigned to the project
• Initial meeting held with Finance Stakeholder to look to ascertain boundaries for scope / project brief
• Initial meeting held with IS Stakeholders to start to establish the current resource commitments required to add a Supplier to the current CIBER eInvoicing solution, again for scope / project brief
•  Contact made with Craig Henderson to establish steps thus far undertaken on the Scottish Government eInvoicing Solutio

• N/A

Next Steps

• Define scope and milestones in order to produce a Project Brief
• Produce an estimate of effort / duration to add a Supplier to the CIBER eInvoicing solution
• Make contact with / analyse the Scottish Government offering

Issues

Issue / Amber:  Project still requires clarity of scope and milestones and submission of Project Brief

FIN 120 (AP67-025)

Fraud protection for Accounts Payable

 RAG Status : Amber:issue

Report by Emma McNab for September 2017

Achievements this Period

• On-going discussion with Finance. 
• Clarity on requirements and milestones (Jiras updated)

Next Steps

• Meeting 16/10/17

Issues

Issue / Amber -  Concerns raised by IS in relation to work being undertaken on eFin when the system is going through an upgrade (FIN118 eFin Upgrade).  Even though it has been confirmed by Finance that full end to end testing will be undertaken including the Purchase to Pay process between FIS/AP/Cash room there is still felt to be a risk of issues arising and / or a negative impact to dependencies with FIN118 i.e. version control / rollback ability.  There is also a lack of clarity on work being undertaken by suppliers i.e. Dev / Application Management / Project Services Teams not being updated on changes.  Due to these concerns it was agreed the suggested go live date of 5th October would be postponed (a meeting is scheduled with Finance, Development, Application Management and Project Services on 16/10/17 to confirm milestones / dependencies).

FIN116 (AP67-022)

eTime - guaranteed hours

Category: Discretionary

Project Manager - Richard Bailey

Project closed 15th September 2017

Completion Report

FIN117 (AP56-054)

Finance BI Improvement

Category: Discretionary

Project Manager - Richard Bailey

Project closed 4th August 2017

Completion Report