EST 102 EST 103 Estates Capital System Procurement

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EST 102 & EST 103 Estates Capital System Procurement & Implementation Project Report 31/08/18

EST 102 & EST 103 Estates Capital System Procurement & Implementation Project Report 31/08/18 LATEST ACHIEVEMENTS • Decision to use Shibboleth technology to enable Single Sign On with PPMA • Gavin Pennycook, Software Developer, on-boarded to project. • Alister Web, Dev Tech Analyst, on-boarded to project. • Continued workshops to prepare for Design workshops with Polarisoft • First draft of BRD issued to Project Manager • First Draft of Data Migration Document issued by Polarisoft R A G Project Sponsor & Business Owner : Jane Johnston & Anna Stamp Business Project Manager: Jane Cameron IS Estates Programme Manager: Derrick Matheson IS Project Manager: Lyn Thomson NEXT STEPS • EST 102: Lessons Learned Write Up & Formal Project Close Submission to WIS. • EST 103: Review e. FIN Integration BRD (IS) • EST 103: First Draft of Security requirements Summary (IS) • EST 103: First Draft of Training Needs Analysis Document (Polarisoft) • EST 103: 6 th-11 th September Estates Design Workshops with Polarisoft. MILESTONES Baseline Actual/ Predicted EST 102 ITT Issued 27/07/17 EST 102 Responses from Vendors Received 21/08/17 EST 102 Notify Vendors of Decision 13/10/17 31/01/18 EST 102 Indicative Contract Awarded 24/10/17 12/02/18 EST 102 Contract Finalised 09/03/18 22/06/18 EST 102 Project Close 30/03/18 27/07/18 EST 103 Phase 1 Stage 1 Strategy & Planning ends (Sign Off End Planning 10/08/18 Milestone) [10% Phase 1 Payment] 27/07/18 EST 103 Phase 1 Stage 2 Design & Build (Sign Off End Analysis & Design Milestone) (End of PPM Anywhere Design) [25% Phase 1 Payment] 23/11/18 EST 103 Phase 1 Stage 2 Design & Build ends (Sign Off End Build Milestone) (Technical Go LIVE) [25% Phase 1 Payment] 28/02/19 EST 103 Phase 1 Stage 3 Transition & Early Life Support ends (Sign Off End Training Milestone) (Business GO LIVE) [15% Phase 1 Payment] 27/03/19 EST 103 Phase 1 Stage 4 Handover to Operations ends (Sign Off End Delivery Milestone) [15% Phase 1 Payment] 26/04/19 EST 103 Phase 1 Stage 5 BAU Operation ends (Sign Off End Phase 1 Business Transformation Milestone) (Phase 1 Close Milestone) [10% Phase 1 Payment] 24/05/19 EST 103 Phase 2 Ends (Sign Off Project Close Milestone) [100% Phase 2 Payment] 21/06/19 RISKS & ISSUES RISK 3: Assumption that there will be no integration of financial data from Archibus may be wrong. Estates state that all the financial data required can be derived from e. FIN. RISK 4: Assumption that there will be no integration of Building/Facilities/Asset data to Archibus is wrong. RISK 5: Assumption that the "integration" with Share. Point is not via an API requiring development is wrong. We expect it will be a "co-operation based on business process and structure. RISK 6: Assumption that there will be no integration with EDW at this stage is wrong. RISK 7: Assumption that Service Management will sit in Estates (possibly their new PMO or with their Helpdesk Manager) and that they do not require IS Service Management is wrong. RISK 8: We are dependent on the Estates Share. Point project to provide overall folder structure, meta data guidelines, naming conventions and records management policies and there is a risk these will not be ready in time. Risk 9: Continuity of Resource: IS Project Manager will leave 28/2/19. RISK 10: e. FIN is being upgraded from the current version (4. 1) to v 5 in November. We intend to develop an integration with v 5 and no interim interface for v 4. 1 will be considered. There is a risk that v 5 will not be available in time (it’s original timeline for deployment was May 2018). RISK 11: Availability of IS Resource. RISK 12: Availability of Estates Resource. RISK 13: Availability of Share. Point Resource.