Report for December 2019

Report Date

December 2019

Exec review

As part of discussions betwen IS and Estates on 11^th December, Project was asked to suspend the Estates Document Management Project (EST110) activities and instead to refocus effort onto analysis of the current project status, specifically finance and business requirements gathering.  Project activities have ceased and Project manager (Shirley Blyth) and Business Analyst (Josephine mcDonald) are undertaking this analysis based on Tables A and B, below.  We expect to provide a document showing this analysis by the end of Jan ’20, assuming availability of key resources.  Shirley will look to schedule a review meeting between IS and Estates soon after.  In addition, Shirley is handing over Project Management to Josephine as part of the agreed handover plan.

Regarding formal suspension of the project, a review meeting has been proposed to consider the resource plan – and look at reallocation of dedicated and non-dedicated resources to other activities.  Initial meetings are scheduled for 8th and 15th Jan 2020.  Attendees TBC, based on availability around holidays.

In the meantime, Estates are undertaking a strategic review, considering Estates Information and Document management – the outcomes and expected dates for this review are to be confirmed.  In addition, a 3^rd party has been engaged to help with Estates strategic business direction.  Scope and timescales for the business strategic review are, as yet uncomfirned.

Next steps

• 20/12/19: Provide resources to analyse documents created to date.  Provide support from existing team for backfill (due to lack of SharePoint resources). DM has assigned Josephine McDonald to perform analysis.  Underway
• 20/12/19: Confirm action plan to IS and Estates.  DM Completed with the delivery of this mail.  Complete
• By 10/01/20: Perform analysis and complete Table A, ensuring that supporting documentation is accurate and up to date.  JMcD
• By 17/01/20:  Validate analysis (Table A & B) and supporting documentation.  Review with SharePoint team.  CB (supported by JMcD and SB)
• Scheduled by 23/01/20: IS SLT meeting to be scheduled by 23/01/20 date TBC.  SB (supported by CB and JMcD)
• By 30/01/20: Update analysis (Table A &B) after IS SLT review.  SB (supported by CB and JMcD)
• By 07/02/20: Estates SLT meeting to be scheduled – date TBC. SB  (supported by CB and JMcD)
• By 14/02/20:  Suspend EST110 All resources cease activity. SB
• By 14/02/20: Hand over EST110 Project Management to JMcD. SB
• TBC: Review business strategy with Estates and agree updates scope for project.  JMcD

Project review

• Overall finance status 672 days budget approved.  280 days effort to date (to end Nov ’19)
• Business requirements gathering status (below) We will provide details as per tables A & B below – as discussed in our meeting Dec 11^th:

Table A: Business Requirements gathering status table

Exec summary of the table above

Table B: Exec summary of Business Requirements gathering

Funding.

You have requested that we suspend this project.  We anticipate taking the costs below to achieve the scope above.  Note that these costs were not budgeted as part of the EST110 project:

• Project Management and PM handover from SB to JMcD.  0.5 FTE until w/c 03/02/20
• Business Analysis.  0.4 FTE until w/c 03/02/20
• We have requested support from Claire’s team (0.5FTE) for weeks commencing 13/01/20 to 03/02/20.  Availability will not be confirmed until w/c 13/01/20 (yellow highlight below)
• I have started to engage a 3^rd party to provide strategic guidance and support for Estates.  I’ll confirm further details early in 2020.

Further details are shown in Table C, below

Table C: Funding to complete analysis