1. EST102 & EST103 Estates Capital System Procurement & Implementation Project Report 04/05/18G
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: 1st May: Meeting with Polarisoft reached agreement on stage payments for project implementation.
EST102: 4th May: Meeting with Polarisoft and Legal reached agreement on arrangements for transfer of the PPM Anywhere Saas in the event of Polarisoft becoming insolvent. This was the last point outstanding so we are now in a position to release the final version of the contract and proceed towards signing.
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.
NEXT STEPS
EST102: w/e 11th May: Release of final version of contract by Shepherd & Wedderburn. Review of Contract and sign off of Contract Check List with IS Senior Supplier (Mark Ritchie) and Estates Project Sponsor (Jane Johnston)
EST102: w/e 18th May: Review and Sign of Contract on behalf of UoE by Gavin McLachlan (Chief Information Officer) and on behalf of Polarisoft by Scott Gemmell (Commercial Director).
9th May: Joint Planning Session with Estates.
17th May: Joint Planning Session with Polarisoft
EST103: Enter formal resource requests in ASTA.
EST103: Project Audit: Approach Andy Stewart to ask him to audit.
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 Strategy & Planning Phase 1 Stage 1 (end planning)
28/06/18
EST103 Design & Build Phase 1 Stage 2
01/11/18
EST103 Transition & Early Life Support Phase 1 Stage 3 &
GO LIVE
29/11/18
EST103 Handover to Ops Phase 1 Stage 4 (End Technology Delivery)
10/01/19
EST103 BAU Operation Phase 1 Stage 5 (Technical Project Close)
07/02/19
EST103 Phase 2
07/03/19
EST103 Business Project Close
21/03/19
RISKS & ISSUES
ISSUE 1: Late completion of procurement will delay implementation
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 mayh 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.