1. EST103: Implementation Planning Underway
EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 15/09/17 R A 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
ACHIEVEMENTS
EST102: ITT Issued 27th July
EST102: Technical question sets feedback to Dave Berry for continuous improvement of the standard question sets.
EST103: WIS approval received 25/08/17
EST103: Implementation Planning Underway
EST102: Vendor Demonstrations completed 11th & 12th September and scoring completed after moderation meeting.
EST102: Scoring of written vendor responses underway.
NEXT STEPS
EST102: Scoring of written vendor responses to ITT 23rd Aug – 27th Sept
EST102: Consensus Meetings 28th Sept – 4th Oct
EST103: Prepare Implementation Plan.
EST103: Prepare Project Brief.
MILESTONES
Baseline
Actual/ Predicted
ITT Issued
27/07/17
Responses from Vendors Received
21/08/17
Indicative Contract Awarded
09/10/17
Contract Finalised
17/11/17
Initial Planning & Project Brief
29/09/17
Phase 1 DPI – Programme Management
May 2018
Phase 1 DP2 – Cost Management
Aug 2018
Phase 1 DP3 – Portfolio Management
Nov 2018
Phase 2 DP4 – Project Management
Jan 2019
RISKS & ISSUES
RISK 1: Late completion of procurement will delay implementation: Begin any possible   “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.