Completion Report

Objective

(as stated in original Brief)

Objective Status

(Achieved / Partially Achieved / Not Achieved).

Commentary.

O01

Migrate all PECOS users onto SciQuest by the end of November 2015.

Not Achieved.

Actual migration of users to PECOS was de-scoped from project.

O02

To migrate the required suppliers that are on PECOS onto SciQuest.

Achieved.

O03

To implement any interface improvements identified during analysis phase.

Achieved.

O04

To decommission PECOS

Not Achieved.

Actual migration of users to PECOS was de-scoped from project.

Deliverable

(as stated in original Brief)

Deliverable Status (Delivered / Partially Delivered / Not Delivered).

Commentary.

D01

Requirements gathering and analysis with key stakeholders.

Delivered.

D02

Existing interfaces documented.

Delivered.

D03

Gap Analysis for eProc(eFin)/ SciQuest.

Delivered.

D04

Investigating, and if possible, implementing an option for a Good’s Receipting facility.

Delivered.

D05

A facility for ensuring the use of valid and current codes.

Delivered.

D06

A method of maintaining user accounts and ensuring valid authorisation.

Delivered.

D07

Communication plan for rollout and advising users of the change.

Not Delivered.

Roll-out de-scoped from project.

D08

User Training provided and eProcurement Help documentation updated.

Not Delivered.

Roll-out de-scoped from project.

D09

Decommissioning of PECOS.

Not Delivered.

D10

All the required suppliers moved over from PECOS to SciQuest prior to the Go-Live date.

Partially Delivered.  

Key suppliers set up in Sciquest, but not exhaustive list.

D11

All users moved across from SciQuest to PECOS

This deliverable should be stated as moving users from PECOS to SciQuest.

Not delivered.

Roll-out de-scoped from project.

Scope

(as stated in original Brief)

Scope Status (Scope Delivered / Partially Delivered / Not Delivered).

Commentary.

S01

The outcome of PPS003 has recommended the retention of SciQuest, so the project will primarily be concerned with moving users who use PECOS to SciQuest. As PECOS will no longer be supported by the Procurement Office, this system will be decommissioned.

Partially Delivered.

Migration of PECOS users to SciQuest has been de-scoped.

Decommission of PECOS has been de-scoped.

S02

PECOS offers some functionality that is not isn’t currently provided by SciQuest. As the analysis progresses, the project will determine which functionality can be replicated in SciQuest.

Delivered.

S03

PPS003 informed the business decision to make SciQuest the system of choice but there still remains some analysis into how the desired integration with existing Finance and Procurement systems will be achieved. This work was de-scoped from PPS003 and will now form the first phase of the eCommerce Implementation. The initial request for signoff is therefore for the budget to complete the analysis to complete the integration requirements with a further milestone to request authorisation for the remainder of the project to proceed following once this is complete.

Delivered.

S04

As well as transferring users from PECOS, a number of integrations are desired to allow for the most efficient operation of SciQuest, both from a user and a support perspective. Although eProcurement would like to investigate these integrations and if possible implement them, they are not considered essential to the success of the project. The current business processes can support the transfer of the users from PECOS to SciQuest without any changes.

Delivered.

Integrations included into scope of project.

S05

An analysis of the requirements for these integrations and how the interfaces and functionality can be achieved, will be undertaken to produce more detailed requirements and identify any opportunities to standardise interfaces, and reduce support effort.

This work is needed to provide more detailed requirements into how the project objectives can be achieved and an overarching project plan can be produced.

Delivered.

S06

Not in Scope This project will not cover:

Any investigation or contribution to the decision between SciQuest and PECOS. SciQuest has already been chosen as the system the Procurement will support and this was covered by project PPS003.

Not Delivered.

SciQuest chosen as the procurement solution.

Key Milestone

Baseline Date

Final Date

Planning

26/03/2015

26/03/2015

Acceptance sign-off

24/03/2016

19/08/2016

Deployment

04/04/2016

26/08/2016

Deployment sign-off

25/04/2016

17/02/2017

Date changed

Budget (days)

1. Original estimate

180

2. Project re-plan

30/11/2015

257

3. Project re-plan

23/03/2016

275

4. Project re-plan

29/09/2016

319

5. Project re-plan

21/10/2016

355

Team

Sum of Actual Effort/1d

Application Development

187

Application Mgmt

21

DT

14

Business Analysis

8

Project Mgmt

103

Tech Mgmt

1

Grand Total (days)

334

Phase

Sum of Actual Effort/1d

Build

197

Close

0

Initiation

7

Overhead

130

(blank)

Grand Total (days)

334

Issue

Details

01

Excessive length of project

The planned project duration was approximately 12 months, and eventually ran for 29.

- The early phases of the project were delayed significantly due to the original PMs extended sick leave. A new PM should have been assigned at that time.

- 3 different project managers assigned at various stages of the project.  

- The design phase suffered from a lack of direction with a large number of days being spent with very little output.

- The length of time from the start of the project and the build tasks resulted in missed or poor specifications during the build.

- With the extended duration, a disproportionate amount of time was spent on project management activities (31%).

- The extended duration led to a lack focus and resourcing issues within development organisation.

- Lack of focus within the procurement organisation.

02

Lack of End-to-end testing of finance systems

Issues were encountered with the live printing of purchase orders within finance. The issue was relatively easy to fix, but highlighted the need to be able to run end-to-end tests across procurement and finance systems.

03

Complexity encountered around parallel and competing estates project EST083

A number of issues arose with the interaction between this project and an Estates project designed to re-align procurement and financial processes.

Issue

Details

01

Migration of PECOS users to SciQuest.

Migration removed from scope of project. However, all the enablers are in place.

The procurement organisation can plan a migration schedule without the need to involve IS.

02

De-commission of PECOS system.

De-commission removed from scope of project.

A small project or application management activity will be required to pick this up once all users have migrated off PECOS.

03

PO Interface Changes

Development work has been done but not implemented.

These changes are to support the transfer of enhanced data into the finance systems.

See https://www.jira.is.ed.ac.uk/projects/PPS008/issues/PPS008-99