OBJECTIVE

The project will deliver a SOLUTION capable of supporting Estates work to deliver a £1.2bn capital building works plan over the next 10 years by enabling management of complex portfolios of projects.

The solution will comprise the following elements:

1. Configuration of an Enterprise Project Portfolio Management (EPPM) software tool to support optimised Business Processes that cover these business activities:
   • High Priority – Programme Management, Cost Management, Capital planning & Portfolio Management
   • Medium Priority – Exceptions reporting, Change Control, Management Reporting
   • Low Priority – Resource planning, Project Management
2. Implementation of that EPPM software, providing these functions:
   • Effective scenario planning at capital planning and delivery stages.
   • Single source of truth of progress across all projects.
   • Visibility of progress against programme.
   • Improved reporting formats (graphical / dashboards / templates).
   • Increased visibility and control of expenditure.
   • Improved cost, time and risk management.
   • Consistent and comparable presentation of data.
   • Standardisation of cost and programme management.
   • Tracking and reporting project funding sources.
   • Develop controlled links with University financial systems
   • Significant reduction in time spent producing reports and administrating projects
   • Auditable activity trials
   • Promote procedural adherence and enhanced governance
   • Single repository for project documentation
3. Feed of financial data to Core system (e-Financials)
4. Implementation of Software licencing for 25 users of the EPPM application.
5. Implementation of SaaS hosting of the solution.
6. Training for users of the EPPM system.
7. Implementation of Business as Usual Support service for the EPPM solution.

CONTEXT

This Project part of the Estates Capital System Programme.  The programme is split into a number of work streams, including Enterprise Project Portfolio Management (EPPM).

EPPM seeks to develop a new technical solution to improve Estates capabilities in Capital and scenario financial planning and Project management within the Estates Development function. The EPPM workstream will be delivered by a series of IS projects:

• Estates Capital System Procurement (EST102)
• Estates Capital System Implementation (EST103)
• Estates Capital System Embed & Optimise (EST104)

This project follows Estates Capital System Procurement (EST102) which comprised:

• Identification of an EPPM application (including associated applications) to align with Estates Capital Programme Strategy goals;
• Purchase of software licenses for 25 Estates Project Managers and Support staff;
• Purchase of software (application and database) support for 3 years (plus an option to extend for a further 2 and 4 years);
• Purchase of Software-as-a-Service (SAAS) hosting solution for 3 years (plus an option to extend for a further 2 and 4 years).

LINK TO PROJECT SHAREPOINT:   https://uoe.sharepoint.com/sites/estatesis/_layouts/15/guestaccess.aspx?guestaccesstoken=r96ME7Wo03y8rYE1YQzWDkIgt3Aw7A8H%2FV8k4mvSAd4%3D&folderid=2_0bb4bc3cf4b614f15bd071504c719932e&rev=1&e=c57e7e8108ae400da9e123bcdd4f096e