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Report for July 2019

Report Date
July 2019

Report compiled by Muriel Mewissen (IS Apps Programme Manager) for Jim McGeorge (USG), Kate Brook (D&A), Jenny Shaw (D&A), Gillian Simmons (SRA), Jim Galbraith (GaSP) and other interested business area owners.

 

Section One: Programme Commentary, RAG and Resources Update

Commentary

During July, preparations for USG013 Clearing 2019 continued. Some SharePoint developments were agreed at the last minutes. These were successfully done to the scripts but time was limited for additional training. Infrastructure is ready for the Scottish Clearing.

Agreement has been reached on the technicla development for USG012 ThankQ Infrastructure Upgrade. The timeline was reviewed and will continue to support the scheduling of the external supplier resources.

The procurement strategy for USG014 Development and Alumni CRM Procurement has been agreed and approved by the CORE Board. An open procurement will now start.

All projects are reporting a GREEN RAG status. The overall USG Other Programme status is GREEN.

Please note that the project RAG status is following the guidelines available on the Project RAG status guidance page.

 

Forward Look - July 2019

 

Resources to end July 2019

The budget for session 2018/19 is currently 270 days:

  • 166 days for USG portfolio projects
  • 104 days for the USG portfolio management

 

Section Two: Projects Not Started

All projects for this session have been started.

 

Section Three: Projects in Progress

 

Project Info

 Project Managers Commentary

USG012 ThankQ Infrastructure Upgrade

 

Category: Discretionary

Milestones

Acceptance Sign Off 05-Aug-2019
Deploy to LIVE 08-Aug-2019
Deployment Sign Off Review 22-Aug-2019
Closure 30-Aug-2019
RAG Status

GREEN

Report by Chris Konczak for July 2019

Achievements in Last Period

  • Agreement to pursue "plan b" which is upgrading the o/s and database on the current virtual infrastructure.
  • TEST build completed
  • UAT commenced
  • Deployment date agreed for 08/08/2019

Issues

  • None

Next Steps​

  • UAT sign off to be achieved
  • Deploy to LIVE
  • DSOR to be achieved
  • Closure report written and distributed

USG013 Clearing 2019

 

Category: Compliance

Milestones

Target Date Title
02-Aug-2019 Scottish Clearing Training Complete
02-Aug-2019 Readiness for Scottish Clearing Sign Off
05-Aug-2019 Telephony - Final Load Test
05-Aug-2019 A level / International Training Completed
06-Aug-2019 UCAS Clearing - Scotland

 12-Aug-2019

 Readiness for A Level / International Clearing Sign Off
15-Aug-2019 UCAS Clearing rUK
19-Aug-2019 Remove Clearing Infrastructure
30-Aug-2019 Debrief / Closure Meeting
13-Sep-2019 Closure
RAG Status

GREEN

Report by Victoria Weinsberg for July 2019

Achievements in Last Period

  • All combined Clearing & Embargo Meetings took place with most parties participating
  • Telephony Set up & Load Testing was successfully carried out
  • TeachingSpaces Testing was successfully carried out
  • SharePoint Development was discussed and finalised with some last minute changes
  • SharePoint form was combined with an existing form from CAHSS aiming to improve staff and applicants experience. There is now one form for all different lines.  This should also avoid asking an applicant the same question twice.
  • All Documents were updated and uploaded into the Clearing 2019 Website
  • Postcode Checker was updated and went Live successfully

Issues

  • SharePoint Development took place at a short notice, which was not ideal for Training before the actual Clearing day. The Call Handlers were not trained with the new form as further changes were requested to be made afterwards as some final requirements were not meeting the expectations for the Firstline part.
  • Load Testing of the SharePoint form was not taking place in  the week before training
  • Booked Rooms had to be re-arranged for the week before Clearing to ensure that Telephony can carry out

Next Steps​

  • Clearing to take place on 6th August 2019
  • Summary and Feedback for Closing should start to be gathered

 

USG014 Development and Alumni CRM Procurement

 

Category: Discretionary

Milestones

Target Date Title
30-Aug-2019 Requirements Specification
15-Nov-2019 Contract Award completed
13-Dec-2019 Delivery (Contract signed)
31-Jan-2020 Closure
RAG Status

GREEN

Report by Ben Armstrong for July 2019

Achievements this period

  • Secured approval to proceed with procurement from Core Systems Programme Board; decision made to follow an open procurement procedure
  • Drafted procurement strategy for review by project team

Issues

  • None noted - small adjustments to requirements specification, contract award and delivery milestones approved by project sponsor following delay (now resolved) in gaining approval from Core Systems Programme Board

Next Steps

  • Sign off procurement strategy
  • Complete requirements specification for tender; including approval from Core Systems Programme Board

 

Section Four: Closed or Withdrawn Projects

Project Info Project Manager's Commentary
USG011 Legal Services SharePoint Site This project was started in February 2018 and was closed on the 26 April 2019. The Closure Report is available to view.
USG010 Clearing 2018 This project was started in March 2018 and was closed on the 21 September 2018. The Completion Report is available to view.
Programme Status
Has formal escalation taken place?
No
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Programme Info

Programme
USG Portfolio Projects (OTHUSG)
Programme Manager
Muriel Mewissen
Programme Owner
Jim McGeorge
Status
Open
Management Office
ISG PMO

Session 25/26

Documentation

Not available.