Completion Report
Project Summary:
The project has successfully installed and configured the Webcentral based Compliance Management module for use by the Estates Department Technical Services Group. Having installed the module, all monthly compliance checks associated with Emergency Lights, Water Temperatures are now being scheduled and monitored on a monthly basis. In addition, the staggered periodic checks of all lifts are now being scheduled and monitored. The roll out of the remaining periodic checks will be subsequently controlled by the Technical Services Group. In addition, it should be noted that the added requirement to upgrade Archibus to version 21.2 has also been successfully completed.
In reviewing the business objectives and project deliverables;
No | Description | Comments |
O1 | Identify the business requirements with regards to cyclic maintenance in relation to both statutory compliance inspections and planned maintenance of plant assets throughout the University estate incorporating subsequently identified remedial work. | Delivered |
D1 | To produce a detailed business requirements document incorporating all associated workflow processes | Completed |
| D2 | Prioritise all identified business requirements with regards to the following classification; mandatory, highly desirable, desirable | Completed |
| D3 | Define acceptable level of business requirements to be delivered | Based on must have requirements |
| D4 | Prepare a technical recommendation regarding the existing infrastructure being sufficient to deliver business requirements | Not required, having subsequently determined that very low system usage by four members of staff in Technical Services Group |
| O2 | Ascertain if the current 'out of the box' version of WebCentral would provide a solution that meets the acceptable level of business requirements | Delivered |
| D1 | Prepare a gap analysis in relation to the defined business requirements classifications and the functionality offered by the standard WebCentral (currently version 20.2) | A Gap Analysis report was prepared with the assistance of external consultancy and it was determined that the Compliance Management module would deliver the basic requirements to schedule, monitor and report on compliance related activities |
| D2 | Prepare time and cost based estimation to implement any additional configuration requirements relating to WebCentral to meet acceptable level of business requirements | Not required |
| O3 | Determine possible alternatives if the gap analysis determines that WebCentral is deemed not fit for purpose | Not required |
| D1 | Identify and review alternative externally supplied solutions and determine costs | N/A |
| D2 | Prepare detailed time and cost estimation to implement an agile based development associated with the business requirements | N/A |
O4 | Propose recommended strategy that meets the acceptable level of business requirements | Not required having determined that the Compliance Management module would deliver the basic requirements |
D1 | Prepare revised project plan to implement solution | Project plan was prepared to implement Compliance Management module |
| O5 | Implement WebCemtral on the basis that it meets the meets the acceptable level of business requirements | Delivered |
| D1 | Provide the ability to hold the all the required building details and associated assets | Existing building details utilised. Deciision taken to only utilise assets for periodic compliance checks |
| D2 | Automate the schedule of building visits on an annual periodic basis with regards to both planned maintenance and statutory compliance inspections | Schedule has been configured by the Technical Services Group |
| D3 | Provide work instructions details on both paper and electronic format | This is in place and was put together by John Shields. It is specific to the steps required within the compliance Module to set-up regulations and events. It is not fully complete but almost there |
| D4 | Provide a workflow process regarding planned and any associated remedial work from initial recording through to completion and sign-off | Completed by business analyst and approved b project team |
| D5 | Provide the ability to either manually record compliance data or electronically import relevant documentation | Utilising existing processes to record compliance data with option to link compliance data relating to each specific compliance event |
| D6 | Provide alerts regarding overdue building visits and outstanding planned and associated remedial work | Detailed via RAG status view |
Analysis of Resource Usage:
Staff Usage Estimate: 111 days
Staff Usage Actual: 122 days
Staff Usage Variance: 10%
Other Resource Estimate: 0 days
Other Resource Actual: 0 days
Other Resource Variance: 0%
Explanation for variance:
In reviewing the overall project resourcing, the reason for the discrepancies are as follows:
- Project Management - additional project management time due to project carrying over into 2014-15 and the monitoring of the pilot between August and October
- Business Analysis - additional time required to assist with additional process flows and presence during the elongated pilot period
- Development Technology - whilst additional time utilised, it should be recognised that the time set aside (but not utilised) to invesigate the mobile technology was offset by the additional time required to undertake the upgrade to Archibus 21.2
- Development - no development requirements were identified as part of the project
| Team | Estimted Resource | Actual Resource | Difference |
| Project Management | 48 | 59 | +22% |
| Business Analysis | 16 | 40 | +150% |
| Development Technology | 15 | 18 | +20% |
| Development | 20 | 1.5 | -92% |
| Applications Management | 6 | 3 | -50% |
| Technical Management | 1 | 0.5 | -50% |
| QA Sign-off Meetings | 5 | ||
| Total | 111 | 122 | +10% |
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Key Learning Points:
When selecting package solutions, ensure there is a full understanding within the project team of the functional capabilities within the package.
- The selected Compliance Module us a relative new member of the WebCentral product suite and whilst appeared to deliver the overall requirements, the assumption made during the inital evaluation, namely the full connectivity between The Compliance Module and the On-Demand (work order) functionality was subsequently proved to be incorrect. To overcome this, the project could have undertaken an initial proof of concept within a workshop environment using a set of predefined requirements
User Training
- Insufficient product awareness after the initial user training elongated the initial configuration within Test environment. To overcome this, additional external consultancy resource could have been utilised to provide help and guidance during the configuration phase
Noted Improvements regarding the technical installation (as part of the upgrade to 21.2).
- MASS usually deliver the latest version of the application, in the form of a war file to be unpacked on tomcat. They also deliver a set of scripts for making any changes to the AFM schema and its data. Both these steps worked quite well. However, it has been suggested that a project be set up in SVN, to contain anything that we receive from MASS.
- MASS also provided a number of Excel spreadsheets required to be loaded, which are not included in the deployment plan (and need to be done by someone with access to the LIVE application).
- There were a number of minor issues encountered post deployment that required to be resolved that have since been documented and will be taken into account for any subsequent upgrades
Outstanding issues:
Whilst ther are no outstanding issues, it has been recognised that furtehr analysis of teh reporting capabiliy supplied by the standard 'out of teh box' version has to be fully evaluated .