September 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 Sep 2019

Achievements in Last Period

• Roadmap received from Journyx with indicative dates for the features requested by UoE.
• Test hosted instance made available to ITI.
• Project Brief remains in draft pending agreement on plan and clarity on project days.
• DPIA drafted.
• 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).

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.

SMI024

UniDesk Procurement

Category: Discretionary

Milestones

RAG Status:

RED

Report by Colin Watt for Sep 2019

Achievements in Last Period

• PUG meeting 11/09/19; this included a review of feedback on TOPdesk responses.
• Working on contract checklist.
• DPIA completed and approved.
• UoE Information Security section review of TOPdesk responses completed; there were no areas of concern.
• TOPdesk provided a SAAS instance for UniDesk Service Management and PUG reps to carry out an accessibility review. Accessibility review completed w/c 23/09/19.
• Progress made on the specifics of Terms and Conditions with TOPdesk to align with the expectations of the UniDesk members. However, there is not agreement on the logistics of the call-off contract (see Issues below). 

Issues 

• Potential delay to contract award and subsequent migrations: Procurement have indicated that an alternate procurement approach may be required and that a procurement options strategy is required for approval by the Director of Procurement and CIO/Deputy CIO.  It was noted that there are several options for purchasing TOPdesk through procurement framework agreements. The Project Team have been asked (01/10/19) to request a further proposal from TOPdesk aligned to the G-Cloud Framework. Procurement have indicated that without a second proposal they will be unable to progress approval of the procurement strategy. 

Next Steps

• Procurement signoff on approach.
• Complete negotiations on contract and pricing.
• Produce draft implementation plan.
• Ensure internal signoff.
• Award contract.

SMI023 UniDesk for Malta