Report for May 2018

ISG006

Establish GDPR Support Resources

Milestones

RAG Status

GREEN

Report by David Watters for May 2018

Achievements

• Prepared May report for readiness aspect
• Worked with project sponsor to arrange more DP Champion training
• Worked with DPO/GaSP to provide support for DPO

Issues

• Sharepoint site not yet communicated to all ISG staff

Next steps

• Distribute Sharepoint site to ISG staff
• Prepare June report for readiness aspect and forward to CISO for reporting to SMT
• Prepare closure steps

ISG009

Alma Library Management Platform 2-Way Feed with E-Financials

Milestones

RAG Status

AMBER: Due to the significant delays experienced within this project, we have identified that there is a risk that this project will not be completed within the current financial year and may require additional budget in order to complete the business analysis and subsequent project management.

Report by Lee-Ann Simpson for May 2018

Achievements in Last Period

• Project brief signed off.
• Business analysis commenced.
• Finance commitment confirmed to support in the required workshops.

Issues

• There is a current potential issue where this project may not be completed within the current financial year (17/18) and may need to obtain budget within the following financial year (18/19).

Next Steps

• Complete planning for the project.
• Business Analysis to be continued.

ISG010

MyEd Database Migration to Oracle 12

Milestones

RAG Status

GREEN

Report by Richard Bailey for May 2018

Achievements in last period

• The project was reinitiated at WIS Friday 25/05/2018, ready to resume w/c 28/05/2018

Issues

• None

Next Steps

• Review DEV / BETA environments are still OK
• Upgrade DB on TEST
• Perform functional testing against TEST
• Perform UAT against TEST (Business Team)
• Enable / start a UAT window for Portal / Channel owners to complete testing

ISG011

IS Apps Procurement Question Set

Milestones

RAG Status

GREEN

Report by Lee-Ann Simpson for May 2018

Achievements

1. Review of the initial questions set undertaken with sign off requested for:

• Support and Maintenance
• SaaS Applications
• Metrics and Dimensions
• Technical Appendix
• Accessibility
• Information Security

2. It was discussed with the sponsor to determine whether these question sets should be used for all procurements or whether there should be an alternative process/guidance for lower cost procurements.  It was agreed that:

• The current question sets are intended for procurement projects where a full ITT process is required.  For any smaller procurement projects (less than £50K), the procurement question sets may be used; however, there becomes a need for a cost/benefit trade-off to be considered (albeit, there is a clear need for certain elements to be included: Support & Maintenance, InfoSec and Accessibility.
• Guidance for small projects to be created in order to support the use of the Procurement questions in those situations.

3. It was discussed with the project sponsor the possibility of cloud based solutions and whether we would be happy for departments (out with IS) to buy any cloud based solutions without the need for input from IS or whether we would require an IS Gateway to verify any systems in question (in particular, if there were a need to integrate with an existing IS solution).  It was agreed that:

• This would be a question for procurement which would be outwith the scope of this project.

Issues

• The project has continued to run slightly behind due to the in depth requirements of the initial set of procurement questions.  Whilst this has caused a delay to the initial milestones, it is accepted that all remaining question sets will not require the same degree of resource to review and thus will potentially allow for some time to be made back.
• Potential increase in budget required to be requested in order to complete project as a result of the additional work required to undertake the initial procurement question set.
• Milestone 'Question Set Checkpoint 1 (after 4th question set review) has slipped due to current work capacity with SMT to review.

Next Steps

• Complete Sign off of the below question sets:

• Support and Maintenance
• SaaS Applications
• Metrics and Dimensions
• Technical Appendix
• Accessibility
• Information Security
• Review remainder of the question sets and prepare for sign off.
• Obtain first draft of the PMO documentation at end the of June and circulate for review prior to final version being created.
• Format of the procurement questions to be amended and re-created in line with current procurement requirements.
• Legacy procurement to be tabled with OGG.
• Voice integration request to be reviewed as part of the project.

ISG012

Digitisation (Library) Process Analysis

Milestones

RAG Status

AMBER

Report by Sue Woodger for April 2018

Achievements in Last period

• Met with all stakeholders. Started workflows for DIU

Issues

• Was apparent at meeting with curators that all their workflows were different so will need to set up separate meetings with each of them. PM to work out id=f additional days are required.
• Workshop for to-be is not until 12 June which will put back delivery plus as-is writes not completed by milestone date . PM to review dates

Next Steps

• Write ups of as-is interviews
• To-be workshop scheduled for 12 June

The project status is AMBER as PM has to review milestones

ISG014

IT & Library Readiness for Start of Year 18/19

Milestones (subject to planning approval)

RAG Status

GREEN

Report by Colin Watt May 2018

Achievements in last period

• Project handed over to new PM
• Project Brief drafted
• Presentation to SMT
• Representatives from each IS Directorate identified

Issues

• None

Next Steps

• Complete identification of Stakeholders and Representatives outside ISG.
• Complete project brief and planning

The project status is GREEN

ISG003

Projects Website Migration

Category: Compliance

Project Closed on 12 May 2017.

ISG005

Monitoring IT and Library Business Service Readiness For Start of Term 2017/18

ISG007

Architecture Repository Implementation