Information Services Division
Project progress report
MONTHLY PROJECT PROGRESS REPORT
Project name:
UCL School of Pharmacy Merger
- IT & Data Programme
Project number P110108-00
A Programme to ensure all IT & Data elements of the
Project description: UCL SoP Merger are co-ordinated & delivered to fulfil
business priorities.
Reporting period: December 2011
Project start date: 01 Dec 2011
Project end date: 30 August 2012
Project Executive S Massiah
Project Manager N Woods
Account No: RD87
ISC Functional Committee: N/A
Author: N Woods
Date of next board meeting: 19 January 2012
Overall Project Status
e.g. Red, Amber, Green
GREEN
O VERALL B ENEFIT
Phase 1 – Strategic Outcomes (Jan 2012)
UCL & School of Pharmacy merger is visibly ‘real’ from 01 Jan 2012
‘UCL SoP’ starts to exist as a UCL department from 01 Jan 2012
SoP Staff & Students are welcomed to UCL
SoP Staff & Students experience some benefits of being part of UCL from 01 Jan 2012
Any negative perceptions of joining UCL are proven to be unfounded.
Phase 2 – DRAFT Strategic Outcomes (Aug 2012)
‘UCL SoP’ has the same core-essential services, as any other UCL department from the 2012/13 academic year
Duplication in Phase 1 core-essential services is phased out (e.g. ID Cards, Email addresses)
SoP Staff & Students experience further benefits of being part of UCL from the 2012/13 academic year
Any negative perceptions of joining UCL continue to be unfounded.
Project Progress Reporting Template v2.6
© UCL 2011
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Information Services Division
Project progress report
H EADLINES
A CHIEVEMENT DURING REPORTING PERIOD :
Phase 1 – All Detailed Objectives were achieved – See Milestones
•
A CTIVITIES AND OBJECTIVES FOR NEXT REPORTING PERIOD :
• Phase 2 – Joint-UCL Prioritisation & Agreement of Objectives for 30 August 2012 (2012/13 academic year)
• Phase 2 – Detailed scoping of work & workstreams to meet Objectives
• Phase 2 – Budgetary & Resource forecast & negotiation
S LIPPAGE AND REMEDIAL ACTIONS :
• The logical VPN connection of the JANET networks failed on 21 Dec.
Network connectivity has been remedied with the early completion of the joining of the physical networks on 04 Jan.
C URRENT
STATUS SUM M ARY FOR
ISD
CONSOLIDATED REPORT
( NOT
M ORE THAN
1,000
CHARACTERS , NO BULLETS )
A successful co-ordinated effort across UCL HR, Registry, Estates, Libraries, ISD, and counterparts in School of Pharmacy achieved the Phase 1
objectives of all staff & student data loaded into UCL systems, UCL ID cards issued, and UCL userid and email addresses created. Plus a network link
between UCL & SoP to allow staff and students to access eResources & eJournals from the main SoP buildings.
P ROJECT M ILESTONES
Milestone name
Milestone
date from PID
or business
case
Last forecast
date
Current
forecast date
Actual Date
Comments including details of any slippage and remedial action taken
PHASE 1
Student data in Portico
15 Dec
15 Dec Complete
Student UPIs created
16 Dec
16 Dec Complete
Student userids created
16 Dec
16 Dec Complete
Student email accounts created
16 Dec
16 Dec Complete
Student ID cards created
23 Dec
22 Dec Complete
Staff data into Resourcelink
01 Dec
01 Dec Complete
Staff UPIs created
19 Dec
19 Dec Complete
Project Progress Reporting Template v2.6
© UCL 2011
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Information Services Division
Milestone name
Project progress report
Milestone
date from PID
or business
case
Last forecast
date
Current
forecast date
Actual Date
Comments including details of any slippage and remedial action taken
Staff userids created
19 Dec
19 Dec Complete
Staff userid slips printed
20 Dec
20 Dec Complete
Staff email accounts created
19 Dec
19 Dec Complete
Staff ID cards created
23 Dec
22 Dec Complete
(basic) Staff data into IRIS
23 Dec
23 Dec Complete
Staff & Student ID cards & slips
delivered to SoP
23 Dec
23 Dec Complete
Logical VPN connection of
Janet networks
21 Dec
Physical dig and fibre
connection of networks
12 Dec
12 Dec Complete
Logical connection of Physical
networks
04 Jan
04 Jan Complete
SoP Student Comms
22 Dec
22 Dec Complete
SoP Staff Comms
03 Jan
03 Jan Complete
- Failed following several tests
PHASE 2
Phase 2 Objectives Agreed
19 Jan
Phase 2 PID Produced
30 Jan
Visitor data in Services System
30 Jan
Visitor UPIs created
30 Jan
Visitor userids created
30 Jan
Visitor email accounts created
30 Jan
Visitor ID cards created
30 Jan
Honorary data into
Resourcelink
30 Jan
Honorary UPIs created
30 Jan
Honorary userids created
30 Jan
Honorary userid slips printed
30 Jan
Project Progress Reporting Template v2.6
© UCL 2011
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Information Services Division
Project progress report
Milestone name
Milestone
date from PID
or business
case
Honorary email accounts
created
30 Jan
Honorary ID cards created
30 Jan
Email Migration to single
account
Last forecast
date
Current
forecast date
Actual Date
Comments including details of any slippage and remedial action taken
May
Draft - Tbc by Programme Board
Eduroam WiFi in SoP
Apr
Draft - Tbc by Programme Board
Migration to UCL Payroll
system
Aug
Draft - Tbc by Programme Board
Migration to UCL Staff
Recruitment system
Aug
Draft - Tbc by Programme Board
Migration to UCL Finance &
Procurement system
Aug
Draft - Tbc by Programme Board
Migration to UCL Student
Records system
Aug
Draft - Tbc by Programme Board
Migration to UCL Timetable
system
Aug
Draft - Tbc by Programme Board
Migration to UCL student
recruitment system
Aug
Draft - Tbc by Programme Board
Migration to UCL Alumni
system
Aug
Draft - Tbc by Programme Board
Migration to UCL library
management system
Aug
Draft - Tbc by Programme Board
Migration to UCL ID Card
management system
Aug
Draft - Tbc by Programme Board
Project Progress Reporting Template v2.6
© UCL 2011
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Information Services Division
Project progress report
B UDGET / E XPENDITURE – P HASE 1 ONLY
Current financial year spend
Description
Sub-total
(£k) (f=d+e)
Future
years total
spend (£k)
(g)
Project
total spend
(£k)
(h=c+f+g)
Variance
between
budget
released to
date and
costs to
date (£k)
(j=b-c-d)
0
70
0
70
0
0
11
0
11
0
11
0
0
0
81
0
81
0
81
33
33
0
81
0
81
0
81
33
33
Agreed
total
budget (£k)
(a)
Budget
released to
project so
far (£k)
(b)
Previous
year’s total
spend (£k)
(c)
FY to date
(£k)
(d)
Rest of FY
(£k)
(e)
70
70
0
70
11
11
0
81
114
81
114
Variance
between
total
budget and
forecast
total spend
(£k)
(i=a-h)
ICT Costs
Hardware (s)
Software (t)
Additional external staff (u)
(could be fixed term staff or
contract staff)
Other (v)
Sub-total (w=s+t+u+v)
Internal staff cost (x)
(no. days x £200)
Total (y=w+x)
N OTES
ON
B UDGET /E XPENDITURE
Initial ISC budget of £114k was awarded, to initiate & complete work in Phase 1 – this is complete at a cost of £81k.
As detailed scoping of Phase 2 is undertaken further costs & resource requirements will be identified and submitted.
It is already anticipated the remaining £33k initial budget will not cover Phase 2 work until Aug 2012.
S TAFF
RESOURCE
A LLOCATED T O T HE P ROJECT
Role name
Project Progress Reporting Template v2.6
Resource name
Start date of
assignment
© UCL 2011
End date of
assignment
Total no. of
person-days
allocated to the
project
Total persondays this period
Cumulative total
person days to
date
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Information Services Division
Project progress report
Role name
Start date of
assignment
Resource name
End date of
assignment
Total no. of
person-days
allocated to the
project
Total persondays this period
Cumulative total
person days to
date
PHASE 1
UCL ISD Director Support Services
S Winmill
01 Oct 2011
06 Jan 2012
30
25
25
Programme Manager
N Woods
01 Dec 2011
06 Jan 2012
21
17
17
UCL Networks Team
M Turpin
01 Nov 2011
06 Jan 2012
10
5
5
UCL IAM Team
N Homawala
01 Nov 2011
06 Jan 2012
10
7
7
UCL HR Team
N Clayton
01 Nov 2011
06 Jan 2012
20
15
15
UCL Registry Team
O Magro
01 Dec 2011
06 Jan 2012
10
5
5
UCL Estates Team
M Dawe
01 Dec 2011
23 Dec 2011
7
5
5
SoP IT Team
N Clark
01 Oct 2011
06 Jan 2012
20
15
15
Programme Executive
S Massiah
09 Jan 2012
30 Aug 2012
0.5 per week
Programme Manager
N Woods
09 Jan 2012
30 Aug 2012
5 per week
PHASE 2
Rest TBC during planning
S IGNIFICANT I SSUES
ID
I1
Date raised
Title and description
Severity
21 Dec
Logical VPN connection of Janet networks failed
I2
23 Dec
Not all staff & student ID cards were produced
due to mismatch between photos & records
(between 4-10% error rate)
Low
M Dawe
I3
23 Dec
Not all staff userid slips were printed due to
mismatch in records (error rate approx. 2%)
Low
L Holden
Project Progress Reporting Template v2.6
Med
Owner
M Turpin
Target
resolution
date
Status
04 Jan
Completion of physical connection of
networks brought forward
Green
03 Jan
All affected staff have received
communication informing them how to
obtain an ID card. Student comms will
follow.
Green
All affected staff have received
communication informing them how to
obtain a userid card.
Green
03 Jan
© UCL 2011
Update log
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Information Services Division
Project progress report
S IGNIFICANT R ISKS
ID
Title and Description
R1
UCL aggregate resource expectation across
multiple data sets and systems will exceed ISD
teams’ availability, and deadlines will not be
met. All impacting UCL reputation with new SoP
colleagues.
R2
Joint-prioritisation will not be agreed at the IT &
Data Programme Board, and competing
priorities continue to disrupt co-ordinated
delivery, and dependencies are not managed.
All impacting UCL reputation with new SoP
colleagues.
Project Progress Reporting Template v2.6
Likelihood
5
Impact
4
Severity
20
Owner
Update log
S Massiah
Programme Manager appointed and IT &
Data Programme Board established to
balance & sequence delivery, within resource
availability. Also to identify additional budget
requirements to achieve targets.
S Massiah
IT & Data Programme Board to request
Strategic Requirements direction from SLMS
leadership. Core-essential services to be
delivered first.
Status
AMBER
AMBER
3
4
12
© UCL 2011
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