Report for May 2019

Project Info

Programme Managers Commentary

N/A

Project Info

Project Managers Commentary

FIN119 (AP67-024)

eInvoicing

Core Funded

Agreed at WIS - 26-Apr-2019, these will need reviewing again in light of continued bug fixes / acceptance testing:

RAG Status : RED

Report By Richard Bailey for May 2019

For reference:  SG = Scottish Government,  SGS = Scottish Government Solution

Achievements this Period

• The Project remains escalated to the Senior Supplier and Head of Development Services
• Work packages / development of the API / XML Handler (all original 'Must Have' Jira) are complete but works continue on bugs after acceptance testing (please see Issues below)
• Acceptance testing at an advanced stage, though not yet completed due to bugs
• Resource and budget to complete any recognised / agreed show stopper Jira have been secured and FIN119 continues to work closely with MLE005  
• Agree / firm up new milestones and agree a date to Go live, in coordination with the SG (28th May 2019 was touted)

Issues

• Issue #15:  Unresolved bugs impacting ability to deliver the eInvoicing Application and complete acceptance testing

  • A number of bugs / questions (Jira) still are open against the application after acceptance testing by Finance.  The Developer has been secured to review this list and rectify as many of the bugs on Monday 03-Jun-2019.  For any works / modifications that require more time than the day agreed with MLE005, then further negotiation / agreement will be required / conflict could be necessary (see Issue #16 below).  This sees the Project remain RED

• Issue #16:  Resource Conflict to Complete Must Have Works to Enable Completion of Acceptance Testing and Deployment

  • This Issue has been raised in order to track potential conflict / ongoing negotiation with MLE005.  The Project Managers for FIN119 and MLE005 continue to work closely together in order to resource / maintain both Projects.

• Risk #5:  Securing Software Development Resource - RED

  • Directly related to the Issues #15 and #16 above.

• Risk #14:  Additional Requirements / Issues After User Acceptance Testing, That If Not Put In Place Could Have Implications on Application Support - RED

  • Until acceptance testing is completed / signed off this risk remains RED

• Risk #15:  Accuracy of Making Estimates Against Unknowns RED

  • Risk raised due to ability to make development estimations for a number of reasons tracked within this risk.  Again this risk remains open until acceptance testing is completed / signed off.

• Risk #7:  Project Slippage Sees its Deadline Move Closer Towards the Regulatory Deadline - AMBER

  • Directly related to Risk #12 above, the ability to complete UAT and its potential slippage might see the Project deployment slip back.

• Risk 13:  PO's can be issued by multiple systems to Suppliers by the University - AMBER

  • There are five University systems which generate order numbers (SciQuest, eFinancials, EBIS, ALMA and Saffron).  The three systems that have been highlighted during this project are the systems other than eFin/SciQuest (EBIS, ALMA and SAFFRON) as these three systems generate order numbers which do not interface to eFinancials and as such would not be recognised by the eInvoicing solution.  Due to the fact that it has come to light that potentially Suppliers could send in Invoices from systems that are not compatible with eInvoicing it has led to a possible scenario that these situations now need to be considered. Risk #14, above, has been raised to handle this.  

• Risk #10:  Availability of Finance Staff Resource - AMBER

  • Though Finance Staff Resource has been maintained throughout this risk remains AMBER while Acceptance Testing is still required / continues to go on.

Next Steps

• Complete acceptance testing / finish work against bugs, working closely with MLE005 and the Resource Manager to maintain Developer access
• Agree / firm up further revised milestones and agree another date to Go live, in coordination with the SG (11th June 2019 is now touted)
• PICCL milestones once acceptance testing is completed / the dates are agreed 
• Deploy / go live with the first Supplier (XMA Ltd) 
• Agree date to on-board further Suppliers
• Secure Developer Resource (in agreement with MLE005 / Resource Manager) to complete handover to Production

FIN125

Media Production for Annual Report and Accounts                                              

Sponsor Funded

Milestones

RAG Status: GREEN

Report By Tim Gray for May 2019

Achievements in Last Period

• Staff welcome with Peter Mathieson filmed and post-production completed
  • Peter Mathieson Welcomes New Staff
• Pre-production for SRS lecture completed

Issues

• None

Next Steps

• Film and complete post-production for SRS lecture
• Confirm and plan future content production.

FIN126

Core Funded

Essential Finance System Compliance Updates and Document Revitalisation

Milestones:

Proposed milestones are:

RAG Status: GREEN

Report By Ken Miller for May 2019

Achievements in Last Period

• Project brief sign off.
• Kick off work stream (B) with IS BA to initiate requirements capture and analysis.
• Meetings held with Finance to confirm present position regarding both project work streams. 
• On-going work between Finance and Arkk to complete PoC environment.
• Finance have been carrying out testing as the POC environment is developed.

Issues

• It has been reported that we may require a new legal contact.  This needs confirmed so that impact on the project can be minimised.

Next Steps

Work Stream (A)

• Completed POC instance expected to be finalised by 7/6/2019.
• UAT undertaken.
• Dual run of For:sight output against present process to be undertaken for the last quarter.
• DPIA requirements raised with the Data Protection Officer (DPO).

Work Stream (B)

• Completion of initial requirements capture.
• Review of requirements and prioritisation of work to be carried out. 

FIN127

Finance General Data Protection Regulation (GDPR)

Core Funded

Milestones

RAG Status : AMBER

Report By Ken Miller for May 2019

Achievements in Last Period

• Review of Finance artefacts almost complete with regards identification of GDPR data.
• BA resource from IS Applications initiated GDPR compliance project analysis phase.
• Internal review of 2018/19 timescales to free contingency for use by FIN119

Issues

• Key Finance resource, John Bannaghan, to be seconded to the Core project at the end of May.  Resource has been identified to backfill this position.

Next Steps

• Confirm scope of implementation of GDPR patch.

• Completion of GDPR compliance analysis phase.

• Re-planning of scope of 2018/19 work based upon GDPR compliance analysis results.

• Internal review of 2018/19 timescales to free contingency.

FIN128

FPM Upgrade

Core Funded

Milestones

 RAG Status : AMBER

Report By Leon Toland for May 2019

Achievements in Last Period:

• Release and deployment of FPM v2.4.0.17 in Dev
• Initial Finance-team UAT testing activities in Dev environment

Issues:

• Potential availability of sufficient Finance UAT resources to support FPM acceptance testing (in Test), whilst FIN119 is the FIN programme priority in 18/19

Next Steps:

• Deployment of FPM v2.4.0.17 in Test environment
• Dev Technology team assessment of resolution level of FPM penetration testing issues (found during FIN118) in Dev environment.
• Finance-team UAT testing activities in Test environment

FIN129 - PCI DSS Audit

Core Funded

 RAG Status : GREEN

Report By Kevin Hone for May 2019

Achievements in Last Period:

• A workshop between business (Finance) and technology took place towards the end of the month with a focus on identification of key stakeholders and consensus on project scope.
• A commitment has been made to attend workshops with future placeholder dates added to people’s diaries.

Issues:

• There is an on-going debate as to what should/shouldn’t be in scope amongst technology resource.
• A pragmatic approach and agreement on scope will be required to achieve a timely sign-off of the project brief.
• There is on-going limited availability of technical resource to support discussions on the project.

Next Steps:

•  A meeting with Finance is to be scheduled to determine what might be progressed outside of future workshops.
•  A workshop to review open actions:
  • An updated list of known VOIP users.
  • A shortened list of specific questions that cannot be completed by the internal assessor.
  • Supplementary wording to support the system diagram (since shared as web-site links).

FIN118 (AP56-016)

eFinancials upgrade

Closure Report

FIN123 (AP56-016)

Annual Finance Document Revitalisation 17/18