EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 29/06/18 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: 22nd June: Counter-Signed Contract received from Polarisoft EST103: All attendees now confirmed for IS Design workshops w/c 9th July. EST103: New revision of high level timeline in response to Estates request to move their design workshops out by a month from August to September. This is to allow Anna Stamp to prepare papers for the Estates Committee by 5th September. This has now removed all contingency from the plan. In addition, there is an ongoing risk of lack of availability of key Estates personnel. For this reason, the RAG status of the project has been set at AMBER as at 29th June 2018. NEXT STEPS EST102: 27th July: Lessons Learned Write Up & Formal Project Close. Submission to WIS. w/c 2nd July: Feedback from Polarisoft on latest issue of the high level implementation plan is expected. 10th – 12th July: IS Design Workshops with Polarisoft w/c 16th July: Issue of final aligned and agreed implementation plan. EST103: 27th July: Submission to WIS of baselined project milestones. EST103: 27th July 2018: First stage Gate; End of Planning; Sign off of Checklist; Trigger first payment to Polarisoft of 10% of Phase 1 amount. Estates are negotiating with Polarisoft to increase the number of licences for PPM Anywhere from the contracted 25 to 100. This will increase the annual operating cost from £34,992 to £65,523. 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 22/06/18 EST102 Project Close 30/03/18 27/07/18 EST103 Initial Planning & Project Brief 10/11/17 EST103 Phase 1 Stage 1 Strategy & Planning ends (End Planning Milestone) [10% Phase 1 Payment] EST103 Phase 1 Stage 2 Design & Build (End of PPM Anywhere Design) [25% Phase 1 Payment] 30/11/18 EST103 Phase 1 Stage 2 Design & Build ends (Technical Go LIVE) [25% Phase 1 Payment] 08/02/19 EST103 Phase 1 Stage 3 Transition & Early Life Support ends (Business GO LIVE) [15% Phase 1 Payment] 08/03/19 EST103 Phase 1 Stage 4 Handover to Operations ends (End Delivery Milestone) [15% Phase 1 Payment] 05/04/19 EST103 Phase 1 Stage 5 BAU Operation ends (Phase 1 Close Milestone) [10% Phase 1 Payment] 31/05/19 EST103 Phase 2 Ends (Project Close Milestone) [100% Phase 2 Payment] 28/06/19 RISKS & ISSUES ISSUE 1: Unavailability of key Estates Personnel has resulted in the Estates design workshops being moved out a month to September. However, Garry Jebb instructs that the Business GO LIVE date for the project must be no later than end of February 2019. In addition this hard stop date is advisable because IS Project Manager contract ends then. There is now absolutely no contingency left in the timeline between the design workshops and Business GO LIVE. In addition, there is an ongoing risk of lack of availability of key Estates personnel. For this reason, the RAG status of the project has been set at AMBER as at 29th June 2018. 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 eFIN. 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 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 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 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. Risk 9: Continuity of Resource: IS Project Manager will leave 28/2/19 RISK 10: eFIN is being upgraded from the current version (4.1) to v5 in November.  We intend to develop an integration with v5 and no interim interface for v4.1 will be considered.  There is a risk that v5 will not be available in time (it’s original timeline for deployment was May 2018). RISK 11: Availability of IS Resource.