E&B IT Steering Group
30th March 2009
Paper A
Progress Report as at 27th March 2009
Asbestos Module
The asbestos channel is now live again. The new survey has started with 16-24 George Sq
surveyed but will be quality checked before the data is displayed through Myed.
https://www.myed.ed.ac.uk/uPortal/extReDir.jsp?uP_fname=AsbestosInformation is an easier
way to access only the asbestos channel.
Visits have still to be arranged to check what the problems contractors are experiencing with
access to the Myed Asbestos Information.
A new suite of web asbestos management reports is being developed by Mass funded by the
Ebis Development Fund. The initial set were shown to the Asbestos Team ¾ Feb
Student Study Space
The students study space module has been relaunched. Since the start of Semester 1 there
have been over 100 bookings
Easter Bush
A dedicated standalone website has been set up for the building works at Easter Bush.
Webcams will stream the building work at http://www.easterbush.estates.ed.ac.uk/ and this is
now live.
Archibus V17
The system upgrade went live on 22nd December and everyone has now been upgraded, with
exception of Gillian Nicoll. The drawing converter tool needs to be upgraded and Tailormade
are implementing a fix now. There were several sequence problems after go-live that were
missed in testing. These were caused by the Oracle upgrade that was needed for Archibus
V17.
Space Management
Information Services have started work on The NPRAS project. This will save many manual
spreadsheets being created from the space dataset.
Works Division Trade Review
Changes are now needed to incorporate PPM Cyclic into the new system. Initial trade’s team
training for the Team Leaders/Assistant Team Leaders has been carried out.
The new work order and timesheet training will be carried out when software has been
amended.
E&B Web
The revamp of the E&B web is now underway as part of the University Web Project with
Room Booking being rewritten during Feb/March. Works Division will be next. The web
Task survey is now on the E&B web pages at http://www.estates.ed.ac.uk/Survey/survey.html
This will assist with the design of the new web site making commonly used pages easier to
find.
A meeting has been arranged with the University Web Editor to update the map site
http://www.ed.ac.uk/maps with all university properties.
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E&B IT Steering Group
30th March 2009
Paper A
Access Permits
The contract access permit system has now been operational for over a year. A review of
those not complying is being undertaken. The permit to work has been amended to show
phone numbers of reception centres to save contractors having to visit.
Utilities Costs Devolution
The project has been split into 2 phasesPhase1 -The installation of the Metering and Target software was carried out in January 2009.
Due to server crashes and loss of functionality, the two applications are now being transferred
to a client PC with the data only on the server.
Phase 2 – the installation of Optima software will be delayed a year so that the contractor has
easy access to help and carry out the development work for devolution of the budgets. A
linking process to transfer the meter data from university servers to Optima will go live mid
will be linked to Optima system here when it is not hosted by Optima.
The devolution of costs and budgets to Schools is still planned to go live August 2009.
Fire Equipment
The Fire Act Scotland Project Terms of Reference should be approved by end March with the
work planned in June.
A new system is needed for Fire Alarm testing as the current system is no longer supported by
IS – a meeting was held with Mike Moore on 20th Feb. An estimate will be provided by Mass.
Lease Module
The core data – tenant contacts, dates, rent etc has now been uploaded into Ebis. New reports
have been set up and users trained in data entry side. This will provide Tickler reports for rent
reviews and lease dates. The billing part of the system still needs more specification work as
there issues about factored properties.
Capital Projects
A meeting was held with Mohan on 16th March to go over the Capital Planning project
specification and agree dates for implementation.
External Audit
An external audit of the current system has been carried out and the finalised report will be
circulated shortly.
Room Booking
A system change for out of hours booking alerts was backed out due to volume of emails. A
more efficient change is being investigated.
Visitors
Aberdeen, Oxford Brookes, St Andrews and Stirling University have all visited to see the
system in operation.
There will be a UK Archibus User Group meeting at the university on 20th May 2009.
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