EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 23/03/18 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: Meeting with Shepherd & Wedderburn 19th March.  We have supplied further input to Contract negotiations. EST103: Lunchtime Seminar delivered 19th March.  Audience of 30 drawn from around the University.   EST103: Sharing of Implementation Plan with Estates PM 20th March.  EST103: Communications Plan now complete NEXT STEPS EST102: 30th March: First full draft for review issued by Legal.  EST102: 16th April 2018: Complete negotiation of contract Ts&Cs EST102: 26th Feb to 30th March: Lessons Learned Interviews & write up EST102: 16th April 2018:  Final Contract Award EST103: 30th March 2018: Refine resource calculation with IS section heads and enter formal resource requests in ASTA. EST103: Project Audit: Approach Andy Stewart to ask him to audit. EST103: 25th April 2018: Early Planning Session with Polarisoft. Polarisoft will take 6 weeks to mobilise after signing the contract.  In order to mitigate the effect of this we will have planning sessions during the 6 weeks so that we start Design and Build as early as possible. 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 16/04/18 EST102 Project Close 30/03/18 30/04/18 EST103 Initial Planning & Project Brief 29/09/17 10/11/17 EST103 Strategy & Planning Phase 1 Stage 1 (end planning) 14/05/18 EST103 Design & Build Phase 1 Stage 2 17/09/18 EST103 Phase 1 Go Live 15/10/18 EST103 Transition & Early Life Support Phase 1 Stage 3 12/11/18 EST103 Handover to Ops Phase 1 Stage 4 (End Technology Delivery) 17/12/18 EST103 BAU Operation Phase 1 Stage 5 (Project Close) 21/01/19 EST103 Phase 2 18/02/19 EST103 Project Close 28/02/19 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.