1. EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 14/09/18G
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
6th-11th September Estates Design Workshops with Polarisoft. Successful coverage of all topics, but more to be covered for Financial & Capital Plan reporting. We will extend the Conference Room Playbacks to a third day to allow for this. Positive view of the application from the Estates core design team and good collaboration between all parties – Polarisoft, IS and Estates.
Environment Questionnaire completed and submitted to Polarisoft.
First Review eFIN Integration BRD complete.
NEXT STEPS
EST102: Lessons Learned Write Up & Formal Project Close Submission to WIS.
EST103: Conference Room Playback 1 with Polarisoft 8th – 10th October 2018
EST103: Sign Off e-FIN Implementation BRD
EST103: First Draft of Security requirements Summary (IS)
EST103: First Draft end-to-end Testing Approach Write up (IS)
EST103: First daft of Service Model Document (IS)
EST103: First Draft of Training Needs Analysis Document (Polarisoft)
EST103: Next version of Data Migration Plan following design workshops (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.