EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 04/05/18 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: 1st May: Meeting with Polarisoft reached agreement on stage payments for project implementation. EST102: 4th May: Meeting with Polarisoft and Legal reached agreement on arrangements for transfer of the PPM Anywhere Saas in the event of Polarisoft becoming insolvent. This was the last point outstanding so we are now in a position to release the final version of the contract and proceed towards signing. 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. NEXT STEPS EST102: w/e 11th May: Release of final version of contract by Shepherd & Wedderburn. Review of Contract and sign off of Contract Check List with IS Senior Supplier (Mark Ritchie) and Estates Project Sponsor (Jane Johnston) EST102: w/e 18th May: Review and Sign of Contract on behalf of UoE by Gavin McLachlan (Chief Information Officer) and on behalf of Polarisoft by Scott Gemmell (Commercial Director). 9th May: Joint Planning Session with Estates. 17th May: Joint Planning Session with Polarisoft EST103: Enter formal resource requests in ASTA. EST103: Project Audit: Approach Andy Stewart to ask him to audit. 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 Strategy & Planning Phase 1 Stage 1 (end planning) 28/06/18 EST103 Design & Build Phase 1 Stage 2 01/11/18 EST103 Transition & Early Life Support Phase 1 Stage 3 & GO LIVE 29/11/18 EST103 Handover to Ops Phase 1 Stage 4 (End Technology Delivery) 10/01/19 EST103 BAU Operation Phase 1 Stage 5 (Technical Project Close) 07/02/19 EST103 Phase 2 07/03/19 EST103 Business Project Close 21/03/19 RISKS & ISSUES ISSUE 1: Late completion of procurement will delay implementation 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 mayh 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.