1. EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 08/06/18G
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: 25th May: Contract signed by Gavin McLachlan CIO on behalf of the University.
EST102: 4th June: Lessons Learned interview with Jane Johnston
EST103: 6th June: Joint Planning Session with Polarisoft. Good progress on the Implementation plan.
NEXT STEPS
EST102: 13th June: Contract now with Polarisoft for signature. They have agreed to sign this copy.
EST102: 14th June: Lessons Learned Write Up & Project Close. Submission to WIS.
EST103: 13th June: Nest release of implementation plan incorporating all outputs from planning session of 6th June.
EST103: 28th June 2018: Aligned & Agreed Implementation plan with Estates & Polarisoft.
EST103: 13th June: Submission to WIS of baselined project milestones.
EST103: 28th June 2018: First stage Gate; End of Planning; Sign off of Checklist; Trigger first payment to Polarisoft of 10% of Phase 1 amount.
EST103: w/c 11th June: Continued next round of engagement and resource planning meetings with IS Section Heads – Paul McNulty (resource manager); Alistair Fenemore (CISCO)
EST103: 13th June: Next meeting of SharePoint WorkStream
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 Phase 1 Stage 1 Strategy & Planning ends (End Planning Milestone) [10% Phase 1 Payment]
28/06/18
EST103 Phase 1 Stage 2 Design & Build (End of PPM Anywhere Design) [25% Phase 1 Payment]
29/09/18
EST103 Phase 1 Stage 2 Design & Build ends (Technical Go LIVE) [25% Phase 1 Payment]
02/11/18
EST103 Phase 1 Stage 3 Transition & Early Life Support ends (Business GO LIVE) [15% Phase 1 Payment]
30/11/18
EST103 Phase 1 Stage 4 Handover to Operations ends (End Delivery Milestone) [15% Phase 1 Payment]
11/01/19
EST103 Phase 1 Stage 5 BAU Operation ends (Phase 1 Close Milestone) [10% Phase 1 Payment]
08/02/19
EST103 Phase 2 Ends (Project Close Milestone) [100% Phase 2 Payment]
08/03/19
RISKS & ISSUES
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 may 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.
RISK 12: 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.