The project has gathered all the requirements and the documentation is ready for Procurement to publish.
However, a major issue (closely related to the risk raised around budget at the outset of the project) has arisen that puts the status of the project as RED as project cannot continue and may well be significantly changed in scope or even not longer have a business case.
SCE College has indicated that they want to move away completely from the use of physical handsets, instead going for a 'virtual solution' that requires students to use their own mobiles (or potentially, supplied mobiles).
Some in the MVM College also are supporting this, whereas HSS have still to decide any change in their position.
The primary motivator for this is the cost of the physical handsets.
The project team was asked to procure within the parameters of a mixed solution (its remit was not to set out business cases for each option), and so a move to a 'virtual-only' purchse would mean not only changes to the requirements, but also a different procurement from Open to Restricted (requiring a PQQ phase) as the number of suppliers would increase.
The PM's own view is that due to many other risks around going for this new approach, the best option would be to continue with the procurement of a solution that offers physical handsets and own device, and allowing colleges/schools to decide if they want to stop using handsets. A shorter contract period could also be considered.
However, this issue is for the Project Sponsor Mark Wetton to work through with the Colleges. Wesley Kerr will be meeting various groups and senior managers in the schools over the next week or two and reporting back to Mark on outcomes.
Meantime, the project team will complete its work and have everything ready to go if the decision is taken to keep to current procurement parameters.
Any delay makes it increasingly unlikey that we can procure and install a system for start of term.
However, there is a possibility that a virtual-only option is so inexpensive that a procurement is not required. Whereas the cheapness of any such solution is reflected in the functionality offered is not clear. Certainly, the function-rich solutions demonstrated by the most likely bidders in the current procurement would be unlikely to be successful against virtual only options.
PM suggests that with some many unknowns and opinions now being thrown into the ring it may be best to suspend the project and wait for a feasability or somesuch study to be done properly by the colleges.
PM has indicated to programme owner and programme manager that due to the delay, there may be too many days allocated in 13/14 to the procurement and installation projects which could be assigned to other MVM work instead.
A new milestone for completion of the Tender is now set so we have an end date for the preparation of the procurement documents at least. The remainder are suspended until decision on funding and type of sytem wanted.
No impact on budget if we stay within current procurement parameters.
Project Sponsor, Programme Manager, Programme Owner, (there is no Senior Supplier) have been asked to review this PICCL and get back to PM if they do not wish to approve it by 26/3.
