Monthly Progress Report

Report Date

December 2014

 Achievements

• Work has continued with regards completing the actual business requirements
  • The Support Services Operations Manager has confirmed that due to the small number of specific cleaning requests, cleaning should not be included as part of the project scope
  • Discussions have been held with the Furniture team to establish requirements.  Whilst the system appears to be suited to deliver specific furniture requests, further work is required to clarify if larger moves or refurbishments are applicable and if they can be incorporated
  • Discussions have been held with Landscaping representatives and it would appear that the system will meet their requirements regarding requests
• 1-day workshop run by Mass to enable the project team to get a full overview of the functionality of the On-Demand module, As a result of the workshop, it would appear that the default 'out of the box' application will immediately meet the vast majority of the business requirements
• Communications
  • First draft of the project communication bulletin has been circulated to selected audience to review and feedback
  • Arrangements are currently being put in place for zone briefings to be carried out by members of the project communication team
• Commenced project workshops to define details associated with
  • application roles and responsibilities. In general each individual will be assigned to a specific role
  • 2-tier hierarchical definition of problem types. Commenced by using the outline blue print received from Dave Coward
  • SLA's and associated workflow processes associated with the problem types
• For additional information, it is the intention of the project team to only enter sufficient configuration data into the Test system to enable user demonstrations and familiarisations, whilst recording all the actual data required on spreadsheets to enable a full sanity check of the data to be applied prior to entering
• Issues with the mobile application, unable to access the system appear to have been resolved

Issues

• Further clarity is required with regards to decision making with regards areas within Estates and Buildings who are not represented on the project team, such as Furniture
• There has been the requirement to extend the time period to complete the business analysis, as it was not possible to consult with the representatives from Furniture and Landscaping until after the festive break
• The project manager has indicated that additional business analysis resource will be required to assist with the collation of the system configuration data, and this is currently being estimated
• Whilst not necessarily an issue, further investigations will require to be undertaken to determine how orders and internal stock control processes can be incorporated into the new On-Demand module
• It has been noted that further system admin training may be required and this is currently being investigated

Next Steps

• Complete and sign-off the Business Requirements document 
• Continue collation of the required system configuration data
• Complete sample configuration to enable system demonstrations and evaluations to be undertaken
• First of the monthly communication bulletins and zone briefings to be completed

Due to the delay in the completion of the business requirements, the project has been assigned a RAG status of Amber