EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 26/01/18 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 ACHIEVEMENTS EST102: 7th and 11th Dec 2017: Clarification meetings held with Polarisoft, F&G and CAMMS. EST102: 13th Dec 2017:  Formalisation of clarifications required by IT using input from the meetings and analysis of AWARD data. EST102: 18th Dec 2017:  Formal entry of Business & Technical clarifications required on AWARD. EST102: 22nd Dec 2017:  Receipt of written responses from vendors. EST102: 8th to 11th Jan 2018: Assessment of clarification materials supplied by vendors. EST102: 12th Jan 2018: Moderation meeting and agreement of final scores. EST102: 15th Jan 2018: Recommendation to select Polarisoft to Estates SMT. EST102: 17th Jan 2018: Formal agreement at Estates Tender Review Panel to appoint Polarisoft. EST103: 07/11/17: Meeting with Mark Ritchie to review project brief & plan, proceed to WIS for approval. EST103: 06/11/17: EqIA completion NEXT STEPS EST102: 15th Jan to 17th Jan: Analyse Polarisoft responses to inform Ts & Cs. (Assistance on InfoSec from Alistair Fenemore) EST102: 15th Jan to 9th Feb: Prepare matrix of success criteria for stage payments to inform Ts & Cs EST102: 30th Jan 2018:  Notify vendors of decision. EST102: 30th Jan to 5th Feb Feb 2018: 10 day Standstill EST102: 5th Feb 2018:  Indicative Contract Award. EST102: 5th Feb to 2nd Mar 2018: Negotiation of contract Ts&Cs EST102: 2nd Mar 2018:  Final Contract Award EST103: 29th Jan to 7th Feb 2018: Update draft plan in light of Polarisoft selection EST103: 29th Jan to 7th Feb 2018: Refine IS resource plan EST103: Early Feb 2018: Further engagement meeting with IS team leads. 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 30/01/18 EST102 Indicative Contract Awarded 24/10/17 05/02/18 EST102 Contract Finalised 17/11/17 02/03/18 EST103 Initial Planning & Project Brief 29/09/17 10/11/17 EST103 Phase 1 DPI – Programme Management May 2018 EST103 Phase 1 DP2 – Cost Management Aug 2018 EST103 Phase 1 DP3 – Portfolio Management Nov 2018 EST103 Phase 2 DP4 – Project Management Jan 2019 RISKS & ISSUES ISSUE 1: Late completion of procurement will delay implementation: Minimum of 6 weeks delay to EST103 including Delivery Packages GoLive. We started “generic” planning and design in advance of knowing the identity of the application that will be installed to smooth and speed the implementation. RISK 2: Too much change happening at the same time in Estates limiting the availability of Estates Resource at the right time: Good governance and stakeholder management. RISK 3: Unable to recruit new staff into Estates in time to support the new operating model which is required to successfully transition to the new application: Working on TOM, roles & responsibilities matrix leading to gap analysis to identify existing colleagues that can cover the work were possible. RISK 4: Existing data will not be of required quality to migrate to the new system: Thorough data analysis   exercise supported by 3rd party experience, early start to data cleansing, clear plan for cut-over. RISK 5: Technical Integrations may be more extensive & difficult than expected: work with identified third party supplier as early as possible to understand the number of integrations required and options. Set expectations with the business. RISK 6: 3rd party risks –   cultural, relationship, availability: Full OJEU procurement exercise (EST102) and contract, Support agreement, Hosting agreement, focus on   experience of 3rd party team during the procurement cycle.