EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 20/04/18 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: 16th March: Meetings with Shepherd & Wedderburn & Polarisoft to incorporate Polarisoft feedback into the contract. Key outstanding points are ESCROW and Payment schedules. EST102: 17th March: Proposed approach for treatment of additional documents in the contract.  EST103: 19th April: Complete refining resource calculation with IS section heads NEXT STEPS EST102: 31st May 2018: Complete negotiation of contract Ts&Cs and Final Contract Award. Slippage of date due to open issues – ESCROW, Payment Schedules EST103: 30th April: Enter formal resource requests in ASTA. EST103: 30th April : 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 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.