August 2019

SMI022

Journyx Service

Category: Compliance

Milestones

Decision required on funding of migration project and scope of service. Milestone dates cannot be confirmed.

RAG Status:

RED

Report by Colin Watt for Aug 2019

Achievements in Last Period

• Project Brief remains in draft pending agreement on plan and clarity on project days.
• Revised proposal from JournyX to migrate current on-premise platform during the current term for no additional license costs (provided that UoE commit to an additional two years on an agreed rate - this rate varies depending on the numbers of licenses and therefore the overall cost to UoE is dependent on the commitment from each business area for 3 years).
• Decision in principle from Edina and DCC to move to JournyX hosted platform providing that their requirements are covered (this appears to be the case with confirmation from JournyX and Edina).
• Business Lead has confirmed with Software Services that JournyX can be purchased directly and that they are on the supplier list.

Issues

• Project does not have budget for 2019/20. PM and Business Lead spending minimal time on project while awaiting a steer from SLT.
• Without internal agreement, a contract or statement of works for pre-migration work cannot be signed with JournyX. Pending this agreement the proposed migration is postponed until at least after the Change Freeze. Project team have confirmed that JournyX have availability for the work in October.
• DCC have indicated that they would be looking for a service supported by IS; Edina have not committed to this arrangement so this needs clarity.

Next Steps

• Decision on project scope and timeline (if funding into 19/20 clarified), or close project.
• If agreement to continue, internal signoff required to commit to costs and request JournyX to schedule migration work.
• Agreement with PMO on ownership as a project outcome.

SMI023

UniDesk for Malta

Category: Discretionary

Milestones

RAG Status: GREEN

Report by Richard Bailey for Aug 2019

Achievements in Last Period

• LIVE Person Import completed on LIVE
• Handover of LIVE to UM completed
• Training for UM staff  completed
• Documentation  completed
• UM successfully went live 26-Aug-2019

Issues

• None

Next Steps

• Complete Person Import maintenance tasks on LIVE
• Complete UM maintenance period (06-Sep-2019)
• Obtain Sign Off of Live from Malta
• Draft Closure Report and hold Closure Meeting
• Agree / sign off Project Closure

SMI024

UniDesk Procurement

Category: Discretionary

Milestones

(to be re-calibrated)

RAG Status:

GREEN

Report by Colin Watt for Aug 2019

Achievements in Last Period

• TOPdesk response to requirements received 23/08/19 and project team carried out initial review w/c 26/08/19.
• UoE Legal team engaged with TOPdesk T's and C's.
• Working on contract checklist.
• Project team in regular contact with TOPdesk.
• TOPdesk response and clarifications pushed out to wider group of evaluators for feedback (expected w/c 09/09/19). This group includes Information Security, records Management, Development Services, Enterprise Architecture, Production Management, UoE's Disability Information Officer, and the PUG representatives (to assist with an accessibility review).
• PUG meeting scheduled for 11/09/19 to review feedback of TOPdesk responses and agree approach for accessibility review.
• TOPdesk have provided a SAAS instance for UniDesk Service Management and PUG reps to carry out an accessibility review.
• Request made to Academia for copy of their standard T's and C's.
• PUG meeting scheduled for 11/09/19 to review feedback of TOPdesk responses and agree approach for accessibility review.

Issues 

• No major issues.
• potential delay as unknowns with logistics of signing call off contract with reseller. 
• The process of evaluation is likely to take longer than anticipated resulting in approx 1  month change to timeline and this will be  reflected in changes to the milestones (PM to agree with Project Sponsor).

Next Steps

• Complete negotiations with supplier on agreed requirements and pricing.
• Produce draft implementation plan.
• Ensure internal signoff.
• Engage reseller on contract completion.