1. EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 24/08/18G
Project Sponsor & Business Owner : Jane Johnston & Anna Stamp
Business Project Manager: Jane Cameron
IS Estates Programme Manager: Derrick Matheson
IS Project Manager: Lyn Thomson
LATEST ACHIEVEMENTS
EST103: 22nd August: Design Inputs Consensus Workshop
EST103: 22nd August: Solution name proposed.
EST103: e-Fin Integration BRD – first interviews held and writing begun
EST103: 23rd August: Security requirements – kick off meeting
EST103: Continued planning & resource engagement activities
NEXT STEPS
EST102: Lessons Learned Write Up & Formal Project Close Submission to WIS.
EST103: 31st August: First draft of eFIN Integration BRD (IS)
EST103: 31st August: First Draft of Security requirements Summary (IS)
EST103: 31st August: First Draft of Data Migration Approach document (Polarisoft)
EST103: 31st August First Draft of Training Needs Analysis Document (Polarisoft)
EST103: 6th-11th September Estates Design Workshops with Polarisoft.
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 Phase 1 Stage 1 Strategy & Planning ends (Sign Off End Planning Milestone) [10% Phase 1 Payment]
10/08/18
EST103 Phase 1 Stage 2 Design & Build (Sign Off End Analysis & Design Milestone) (End of PPM Anywhere Design) [25% Phase 1 Payment]
23/11/18
EST103 Phase 1 Stage 2 Design & Build ends (Sign Off End Build Milestone) (Technical Go LIVE) [25% Phase 1 Payment]
28/02/19
EST103 Phase 1 Stage 3 Transition & Early Life Support ends (Sign Off End Training Milestone) (Business GO LIVE) [15% Phase 1 Payment]
27/03/19
EST103 Phase 1 Stage 4 Handover to Operations ends (Sign Off End Delivery Milestone) [15% Phase 1 Payment]
26/04/19
EST103 Phase 1 Stage 5 BAU Operation ends (Sign Off End Phase 1 Business Transformation Milestone) (Phase 1 Close Milestone) [10% Phase 1 Payment]
24/05/19
EST103 Phase 2 Ends (Sign Off Project Close Milestone) [100% Phase 2 Payment]
21/06/19
RISKS & ISSUES
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.
RISK 12: Availability of Estates Resource.
RISK 13: Availability of SharePoint Resource.