Report for June 2018

ISG006

Establish GDPR Support Resources

Milestones

Project will close in July - delayed because of leave.

RAG Status

GREEN

Report by David Watters for June 2018

Achievements

• Prepared June report for readiness aspect
• Worked with project sponsor to arrange more DP Champion training
• Worked with DPO/GaSP to provide support for DPO
• Completed Sharepoint site for ISG staff

Issues

• None

Next steps

• Prepare closure report

ISG009

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

Milestones

RAG Status

GREEN: Due to the significant delays experienced within this project, we had identified that there is a risk that this project will not be completed within the current financial year and will require an additional 4.5 days budget in order to complete the business analysis and subsequent project management. This was approved by the Programme Manager on 28th June 2018 which has now allowed the RAG to revert back to green.

Report by Lee-Ann Simpson for June 2018

Achievements

• End of Planning stage approved via WIS on 15^th June with a budget of 50 days;
• Milestones amended to allow for ‘Business Analysis’ to be completed by 13^th July;
• Business Analysis workshops held with both Libraries and Finance to complete current process maps;
• Meeting held with Software Development to discuss the feasibility of potential future solutions;
• Meeting scheduled with Development Technology to review current infrastructure.

Issues 

• Project will not be completed within the current financial year which will mean additional budget will be required to allow for this to be completed at the beginning of FY 18/19 in August.

Next Steps 

• Complete Business Analysis milestone in preparation for the delivery of the requirements.

ISG010

MyEd Database Migration to Oracle 12

Milestones

RAG Status

GREEN

Report by Richard Bailey for June 2018

Achievements in last period

• DEV / BETA environments were reviewed and were still OK
• DB was upgraded on TEST
• Functional testing completed against TEST
• Load testing completed against TEST 
• UAT against TEST completed (Business Team)
• UAT window for Portal / Channel owners to complete testing opened

Issues

• None

Next Steps

• Complete the UAT window for Portal / Channel owners
• Deploy to Live - 19/07/2018
• Close Project

ISG011

IS Apps Procurement Question Set

Milestones

RAG Status

AMBER: Issue: Due to challenges with stakeholder availability, some of the minor milestones have slipped as a result.

Report by Lee-Ann Simpson for June 2018

Achievements in Last Period

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. Accessibility – It was discussed that whilst it had been identified that there is a potential challenge within accessibility between the various browsers and the solutions that the university currently has built/procured. This falls out with the scope of this particular project; however, it is something that may need to be escalated for consideration elsewhere.

3. Voice Integration – It was discussed and confirmed that this will be out of scope for the purposes of the current project as there is no immediate need.

4. Legacy procurement – A question has been raised around the compliance of legacy procurements that are still in use today. This is outside the scope of this project; however, DB will table at the OGG for discussion.

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) and 'Question Set Checkpoint 2 (after 8th question set review)'  has slipped due to current work capacity with SMT to review.

Next Steps 

• Complete Sign off of the first 8 question sets.

• Review remainder of the question sets and prepare for sign off.
• Obtain first draft of the PMO documentation at the end 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.

ISG012

Digitisation (Library) Process Analysis

Milestones

RAG Status

GREEN

Report by Sue Woodger for June 2018

Achievements in Last period

• Revised milestones agreed to compensate for additional time to talk to curators
•  To-be workshop completed 12 June with follow up prioritisation meeting 27 June for those who missed workshop of 12 June
• As-is interviews are continuing

Issues

• None

Next Steps

• Complete as-is interviews
• Write up recommendations and high level requirements and present these back to Library
• Close

The project status is GREEN as revised milestones have been approved

ISG014

IT & Library Readiness for Start of Year 18/19

Milestones

RAG Status

AMBER

Report by Colin Watt June 2018

Achievements in last period

• Project brief and planning milestone achieved
• Representatives from each IS Directorate attending regular catchup meeting
• Comms plan drafted for circulation to SMT w/c 09/07/18.
• Estates MIS Programme Manager added to the project team in order to build improved relationships with Estates and determine dependencies not only for AV start of year projects but other potential impact on IS.

Issues

• No major issues.
• Awaiting confirmation of L&UC representative so that Agreed IS Staff Involvement can be achieved, and to highlight any L&UC specific issues to the project team.

Next Steps

• Meet with Estates to determine dependencies on IS.
• Establish process for more frequent project reporting with Start of Year Project PMs.
• Agree that Agreed Tools, Processes and KPIs milestone has been achieved.
• Agree that Established List of Projects, Services, and Teams milestone has been achieved.

The project RAG status is currently AMBER (time) due to the Agreed IS Staff Involvement milestone not yet being achieved; (Project Sponsor and PM awaiting confirmation of representative from L&UC); Communications Plan milestone delayed due to USD staff availability. Expect status to return to GREEN next month.

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