EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 08/06/18 G Project Sponsor & Business Lead : Anna Stamp & Jane Johnston Business Project Manager: Jane Cameron IS Estates Programme Manager: Derrick Matheson IS Project Manager & BA: Lyn Thomson LATEST ACHIEVEMENTS EST102: 25th May: Contract signed by Gavin McLachlan CIO on behalf of the University. EST102: 4th June: Lessons Learned interview with Jane Johnston EST103: 6th June: Joint Planning Session with Polarisoft. Good progress on the Implementation plan. NEXT STEPS EST102: 13th June: Contract now with Polarisoft for signature. They have agreed to sign this copy. EST102: 14th June: Lessons Learned Write Up & Project Close. Submission to WIS. EST103: 13th June: Nest release of implementation plan incorporating all outputs from planning session of 6th June. EST103: 28th June 2018: Aligned & Agreed Implementation plan with Estates & Polarisoft. EST103: 13th June: Submission to WIS of baselined project milestones. EST103: 28th June 2018: First stage Gate; End of Planning; Sign off of Checklist; Trigger first payment to Polarisoft of 10% of Phase 1 amount. EST103: w/c 11th June: Continued next round of engagement and resource planning meetings with IS Section Heads – Paul McNulty (resource manager); Alistair Fenemore (CISCO) EST103: 13th June: Next meeting of SharePoint WorkStream MILESTONES Baseline Actual/ Predicted EST102 ITT Issued 27/07/17 EST102 Responses from Vendors Received 21/08/17 EST102 Notify Vendors of Decision 13/10/17 31/01/18 EST102 Indicative Contract Awarded 24/10/17 12/02/18 EST102 Contract Finalised 09/03/18 31/05/18 EST102 Project Close 30/03/18 14/06/18 EST103 Initial Planning & Project Brief 29/09/17 10/11/17 EST103 Phase 1 Stage 1 Strategy & Planning ends (End Planning Milestone) [10% Phase 1 Payment] 28/06/18 EST103 Phase 1 Stage 2 Design & Build (End of PPM Anywhere Design) [25% Phase 1 Payment] 29/09/18 EST103 Phase 1 Stage 2 Design & Build ends (Technical Go LIVE) [25% Phase 1 Payment] 02/11/18 EST103 Phase 1 Stage 3 Transition & Early Life Support ends (Business GO LIVE) [15% Phase 1 Payment] 30/11/18 EST103 Phase 1 Stage 4 Handover to Operations ends (End Delivery Milestone) [15% Phase 1 Payment] 11/01/19 EST103 Phase 1 Stage 5 BAU Operation ends (Phase 1 Close Milestone) [10% Phase 1 Payment] 08/02/19 EST103 Phase 2 Ends (Project Close Milestone) [100% Phase 2 Payment] 08/03/19 RISKS & ISSUES ISSUE 2: Estates have "cleansed" live project data to their new template in readiness for the PPM Anywhere system, but they have made no decision as yet about historical project data RISK 7: 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 eFIN. RISK 8: Assumption that there will be no integration of Building/Facilities/Asset data to Archibus is wrong. RISK 9: Assumption that the "integration" with SharePoint is not via an API requiring development is wrong. We expect it will be a "co-operation based on business process and structure. RISK 10: Assumption that there will be no integration with EDW at this stage is wrong. RISK 11: 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 12: We are dependent on the Estates SharePoint 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.