1. EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 06/04/18G
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: 29th March: First draft of contract for review by Polarisoft issued. 
EST 102: 5th April: Call with Shepherd and Wedderburn to finalise format of schedules 3 to 12
EST102: 6th April: Meeting with Legal & Procurement to clarify the form material from AWARD should take in the contract schedules.
EST103: 5th April: Communications Plan shared with Estates PM, Jane Cameron
EST103: 5th April: Resource Plan taken to the next level of detail
NEXT STEPS
Continued input to Contract Reviews in response to feedback from Polarisoft and IS Senior Supplier
EST102: 30th April 2018: Complete negotiation of contract Ts&Cs and Final Contract Award
EST103: 30th April: Refine resource calculation with IS section heads and 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
30/04/18
EST102 Project Close
30/03/18
14/05/18
EST103 Initial Planning & Project Brief
29/09/17
10/11/17
EST103 Strategy & Planning Phase 1 Stage 1 (end planning)
28/05/18
EST103 Design & Build Phase 1 Stage 2
01/10/18
EST103 Transition & Early Life Support Phase 1 Stage 3 &
GO LIVE
29/10/18
EST103 Handover to Ops Phase 1 Stage 4 (End Technology Delivery)
26/11/18
EST103 BAU Operation Phase 1 Stage 5 (Technical Project Close)
31/12/18
EST103 Phase 2
04/02/19
EST103 Business Project Close
18/02/19
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.