September 2014

Report Date

September 2014

Achievement in Last Period

During the reporting period, the focus has centered on completing the Gap Analysis resulting from further system investigations and the preparation of the final conclusions report.

Gap Analysis. 

As a result of the following activity, the Gap Analysis report has been updated and formally signed-off by the project team and subsequently by the project board at the latest board meeting on 8th October

• Further investigations regarding how single invoices with multiple payments could be incorporated within the current central finance systems were undertaken through a workshop attended by representatives from Procurement, Finance, Accounts Payable and Estates and Buildings.  Resulting from teh workshop It would appear that in principle all requirements can be achieved, but will require a change to procedures within Estates particularly around staged payments
• A demonstration of the eFinancials stock module and eStores was attended by representatives from the project team. The application appears to fulfill all stock related activity, however, if utilised, there would be the requirement to incorporate the facility to align stock costs with the associated work order to enable the job to be correctly costed and re-charged where applicable
• A demonstration of the Archibus supplied WebCentral module Capital Budgeting was presented by Paul Munro (Mass). Initial feedback regarding project management forecasting was positive although further investigations / workshop will require to be organised
• A brief demonstration of Collaborative Planner by Finance was arranged.  Whilst this  seemed feasible for revenue, there appears to be some configuration obstacles to be overcome with the Fixed Asset Register, before a solution regarding capital budgeting could be delivered

Final Conclusions Report

• The first draft of the final report outlining conclusions and recommendations has been produced and circulated to the project team for approval
• This report was also presented at the latest project board meeting on 8th October and approved by those present.  It was noted that three of the project board members were not in attendance, but will be communicated to by the project sponsor to confirm acceptance

Project Governance

• As additional time has been taken to complete the Gap Analysis, it has been agreed that the remaining project milestones be adjusted to enable sufficient time to; review and approve the project closure review

• Business Case recommendations report  - 10/10/14
• Closure 24/10/14

• The project board met on 8th October with no major concerns raised

Issues

• At the project board meeting on 8th October
  • In reviewing the Gap Analysis, a few challenges were raised against specific functional items classified by a Red rag status, as they were considered them to be Amber.  As a result, the project manager will further consult with the project team
  • In reviewing the final conclusions report, the aspect that Collaborative Planning could not deliver Capital Budget reporting requirements was raised. As a result, the project manager will further consult with the project team

  Next Steps

• Review and respond to the project board regarding the items raised associated with the Gap Analysis and Collaborative Planning
• Formally sign-off the the final conclusions and recommendations report  
• Complete project review and closure activity

As progress continues to be made and with the remaining activities the project retains a RAG status of Green