PROJECT: Online Shop STATUS REPORT September Key Project Roles Project Sponsor: Paul Dowler Project Director: Program Manager: Project Manager: Ryan Giltrap Solution Coordinator: Ivan Saric Business Analyst: Irfan Bhojani Project Priority: High Supporting Strategic Domain: Student Experience Current Project Phase (if applicable): Current Project Stage: Analysis Are there any dependencies 1/01/2014 Date Entered Stage on other projects: Have any milestones been missed: (If YES list Issue id and Milestone name) Project Legend There are no identified issues impacting on the project There are identified issues in the project that are being monitored but are not impacting the project There are identified issues in the project that are impacting on the project requiring corrective courses of action to be taken Overall Project Project Schedule Project Budget Project Progress Summary Overall Progress 65% Budget Spent 63%
Project Schedule and Milestone Summary Information To view the detailed schedule supporting the delivery of the project please contact the project manager Schedule : Supporting Comments: Project Start Date: 1/01/2014 Project End Date: 30/09/ Estimated End Date: 30/06/2016 Project Milestone Schedule and Current Purchase approval Resource Allocation Recommendation for Internal vs External Completion Approval Project planning with Vendor Discovery Agree project approach Agree timeline Contract with Vendor Review Draft contract with Legal Finalise Contract Approve Contract Technical Solution Design & IDD Integration service access to Canada Design Approval Web Methods External Access Solution Preliminary work from Neon Planning Kentico v8 review and devl Authorisation No longer Required No longer Required No longer Required Q1 2014 Q2 2014 Q3 2014 Q4 2014 Q1 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Q2 Q3 Q4
Payment Gateway Internal Purchases Taken of the SOW Project Milestone Schedule and Phase 1 System Enablement Work Package 1: Build Application Work Package 2: Authentication Integration Work Package 3: Authorisation Integration Work Package 4: Banner Finance Integration Work Package 5: Refund Integration Work Package 6: General Ledger Integration Work Package 7: Store Templates Work Package 8: Credit Card Payment Gateway Work Package 9: Paypal Gateway Work Package 10: CSU Card Gateway Work Package 11: Reporting Q1 2014 Q2 2014 Q3 2014 Q4 2014 Q1 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Q2 Q3 Q4
Project Milestone Schedule and Full Schedule Phase 1 System Enablement Phase 2 - Clubs Phase 3 School of Animal & Vet Science Phase 4 Student Accounts & Parental payment (Aus & Canada) Phase 5 Student Admin / Services Phase 6 Academic Dress Hire Phase 7 Science Stores Phase 8 Printery Phase 9 CSU Shop Phase 10 Computer Shop Phase 11 CSU Training Phase 12 CSU Uniforms Phase 13 Winery Phase 14 Alumni Phase 15 Donations Phase 16 Non Student Debtor Acc. Q1 2014 Q2 2014 Q3 2014 Q4 2014 Q1 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Q2 Q3 Q4 Phase 17: Staff Club, has been taken off schedule as it is closed until further notice. Phase 13: Winery, No further work will be done until the review of operations has been completed.
Supporting Project Milestone and Schedule Notes: Current Months Notes September Notes: Templates are almost complete and testing and review has commenced. Content population will commence in October as we continue to work through the Integration testing. August Notes: Testing on Banner Integrations (Journal, Delegations, Chart of Accounts) is continuing along with testing the workflow for Internal purchases, this should be completed in September. The vendor is taking much longer than expected building the site templates, it is expected we will have a testable version available in September for the web team (Maya Borom, Paula Woodhouse) to begin testing and revisions. June Notes: Banner integrations for the Chart of Account and Delegations are all but complete, the workflow to manage the Delegations is currently being reviewed on request of the Lab Stores, UAT for these Integrations should commence in the next week. The integration to post Journals back to Banner will be completed next. Issues with the CSU Card API have been discovered and we are currently working with DIT and the vendor to resolve. May Notes: Banner integrations is underway and progressing well. Current work is around Internal Purchases encompassing the Delegation table from Banner, we are also working on integrating the Chart of Accounts and doing some background work on Journals and Student Payments. April Notes: Vendor site visit has helps with developing template and site design, it has also resulted in new risks to the project with Snr Manager, Web Strategy, Maya Borom noting a completely redesigned CSU Web Presence will be rolled out in Sept this year. This could mean the Online Shop would need to be reconfigured to match the new templates, currently unbudgeted. We are currently working with the vendor on a revised roll out schedule, at which point a Change Request will be submitted to ISIP for a time extension. March Notes: UAT completed for Credit Card Gateway, Refund Processing, and Authentication. Still in UAT phase to be completed next month: Paypal, PDF Generator, CSU Card, Reporting. Testing has been slower than anticipated due to the higher than expected errors/bugs identified. February Notes: UAT on Integrations is continuing, progress has been slower than predicted with several minor issues identified, most of which have been rectified and testing has recommenced. January Notes: Vendor has completed work on 6 work packages mainly around the payment gateways (Credit Card, CSU Card, Paypal) which are with CSU for testing. Next major piece of work will be Banner Integration. November Notes: User Experience Testing The consultant, Objective Digital, have completed the first round of testing with CSU students. 78 students completed testing over 3 key areas. Results have been collated and will be presented to CSU within 2 weeks. October Notes: Forefront and Objective Digital were onsite on the 20 th October for a workshop with the Store Owners and technical discussion with the DIT Project Resources. A survey was carried out with the Store Owners and the results presented to them during the Workshop. Objective Digital will be providing tests to 100 CSU students from 31 October following the completion of the exams. September Notes: Kick-off meetings have commenced and the vendor has taken on additional resources to move things along. The vendor/contractor is currently reviewing our current Information Architecture and will provide advice where the Online Shop would best fit in the current structure. Enablement and Integration work is commencing. August Notes: Contract is now signed and initiation work has begun. July Notes: Contract development and review continuing with CSU Legal and Forefront. June Notes: The handover of PM and BA has been completed with Ryan Giltrap (PM) and Irfan Bhojani (BA) taking over from Emma Tyndall and Bruce Crawford. Contract negotiations are continuing and appear to be in the final stages. May Notes: The PM was notified on 1st May 2014 that Neon Creative may be winding up the company and confirmation was made on the 13th May, 2014 that Neon Creative have elected to wind up company this financial year. Project Sponsor, Legal, Paul McLeod (Procurement Board) & Steering Committee were all notified. No impact to project as the RFP submitted was a joint response from both Neon Creative & Forefront Digital. The project has not worked with Neon Creative as yet. April Notes: Draft contract was received 3 rd April for review by Emma & Bruce; Reviewed by CSU staff and completed 16 th April; emailed to Vendor Neon Creative on 17 th April. Neon will have two weeks to review. Final sign off to be completed 9 th May.
March notes: While waiting for contract CSU has emailed a Neon Creative a Confidentiality Agreement. This has not been signed or returned to CSU. Summary Project Budget Information To view a detailed breakdown version of the project budget please contact the project manager Budget Supporting Comments: Overall Budget $ 1,170,000 $ 731,330 63% Summary Project Budget Beyond Next Qrt Actual and Forecast Previous Actual Spend Reporting Period Spend Total Spend Next Month 2nd Month 3rd Month Forecast Total forecasts Total Actual and Forecast Salaries $ 313,117.14 $ 16,465.20 $ 329,582.34 $ 14,500.00 $ 14,500.00 $ 14,500.00 $ 43,534.80 $ 87,034.80 $ 416,617.14 Travel $ 16,067.96 $ - $ 16,067.96 $ - $ 2,500.00 $ 2,500.00 $ 5,000.00 $ 10,000.00 $ 26,067.96 Conference $ 2,037.39 $ - $ 2,037.39 $ - $ - $ 2,000.00 $ - $ 2,000.00 $ 4,037.39 Minor Equip $ 2,758.87 $ - 2,758.87 $ 1,500.00 $ 1,500.00 $ 1,500.00 $ 3,500.00 $ 8,000.00 $ 10,758.87 License Fees $ 38,600.00 $ - 38,600.00 $ - $ - $ - $ - $ - $ 38,600.00 Internal Services $ 4,208.85 $ - 4,208.85 $ - $ - $ - $ - $ - $ 4,208.85 Project Contingency $ - $ - 0.00 $ - $ - $ - $ 45,000.00 $ 45,000.00 $ 45,000.00 Total SSAF (A318) $ 376,790.21 $ 16,465.20 $ 393,255.41 $ 16,000.00 $ 18,500.00 $ 20,500.00 $ 97,034.80 $ 152,034.80 $ 545,290.21 Contractor $ 30,000.00 $ - $ 30,000.00 $ - $ - $ - $ - $ - $ 30,000.00 Vendor Costs $ 299,375.31 $ 8,335.35 $ 307,710.66 $ 27,000.00 $ 27,000.00 $ 27,000.00 $ 171,664.65 $ 252,664.65 $ 560,375.31 Vendor Travel $ 364.14 $ - $ 364.14 $ - $ 364.14 Vendor Contingency $ - $ - $ - $ - $ - $ - $ 30,000.00 $ 30,000.00 $ 30,000.00 Total ISIP (A420) $ 329,739.45 $ 8,335.35 $ 338,074.80 $ 27,000.00 $ 27,000.00 $ 27,000.00 $ 201,664.65 $ 282,664.65 $ 620,739.45 Total $ 706,529.66 $ 24,800.55 $ 731,330.21 $ 43,000.00 $ 45,500.00 $ 47,500.00 $ 298,699.45 $ 434,699.45 $ 1,166,029.66 3,970.34 Supporting Project Budget Notes:
Summary Project Key Risk and Issue Information For a full listing of project risks and issues refer to the project risk and issue log maintained by the project manager Project Risk: Project Issue: Is an uncertain event or set of events that if they eventuate will have an effect on the project realising its objectives. Impact can be either positive or negative. Can be rated as high, significant, moderate, low or no risk. Is a problem that has actually occurred and will either have a positive or negative effect on a project realising its objectives. Can be rated high, medium or low priority. Key Risks Resourcing Developer (WebMethods) and Web Developer not allocated to project. Risk is to schedule and budget 001 Ref No Risk Owner Risk Mitigation Actions Solution Coordinator Open/Closed Date Closed Constant liaison with resource manager. Refer to 003 Closed 28/2/14 Steering Committee to decided outcome Resource Decision to be made if Project Manager is to continue to be resourced from Finance or if DIT is going to allocate a PM. Very high risk if PM is charged to project as no budget allocated. 002 Web Methods Resource Allocation Risk the project being it will run overtime if not allocated correctly. Requested 80%. Richard Chapman has been allocated but will be only Paternal leave from end of May to Start of July. Risk is if Richard is not replaced during this time. 003 WebMethods Canadian instance not yet exposed for Banner AR. Who is responsible: Project if so add to 004 Sponsor Project Manager / Solution Coordinator Project Manager Meeting held with Paul Dowler, Darrell Martin, Ryan Giltrap and Emma Tyndall. Recommendation to be taken to next Steering Committee meeting. Recommendation was made that Ryan Giltrap would take over as PM. Steering committee endorsed. Closed 15/5/14 Constant liaison with resource manager. Allocation of 50% 3/4/14 Richard is now assigned to another project with Ben Tilson allocated to Online Shop. Richard will continue the design until he is on leave and Ben will code. Risk is that Richard has the knowledge of the project and yet another critical resource has been taken off. Closed 23/4/14 Confirm who is responsible for this. Project or is it a general DIT task. Closed
project plan. DIT track the dependency Phil Roy advised at SC meeting (5/2/14) that it will be part of project and its all one bucket of money IDM Project Online shop is dependent on Group Management within IDM. IDM stage 1 only in QA. Group Management to be implemented in April May. Online Shop requires Group Management for 1 st shop. IDM is not able to cater for Online Shop group management at this stage. 005 Project Manager Delay in contract negotiations 006 Project Manager LDAP Upgrade 007 Project Manager 3 rd Party Proxy Payments 008 Project Manager Web Redesign Project 009 Project Manager Constant liaison with Project Manager of IDM for time updates. Meetings with both parties to discuss requirement, options and outcomes. The extended delays in contract negotiations have put the project behind in time. We are working with the vendor to find some time savings but there will be delays in the original rollout schedule. Some groups are dependent on an LDAP upgrade not due to be completed until June. This may mean we will have to launch some stores with reduced functionality. We were looking to utilise Banner 3 rd Party Proxy functionality to allow students to assign permissions to 3 rd parties (Parents/employers) to view and pay their accounts. We are on an outdated version of Banner Web General which is prerequisite to using 3 rd Party Proxy in Banner. Requires an update to the Banner module. The CSU website is being redeveloped, due for release in September. The change in style/template will have implications for the template used for the Online Shop. Potential issues around timing, template will be released within a few months of the shop templates being completed. Possibility of rework (unbudgeted) Open Closed Open Open Open September 2014
Key Issues Ref No Assigned To Issue Response/Resolution Project is looking at a product UCROO (youcrew) This has a module for managing club memberships and events, but not payment gateway. Issue is that the project will add to Student Connectedness Project 001 Emma scope and not consider Online Shop Open/Closed Closed Date Closed October 2014 Supporting Risk/Issue Notes:
Summary of Approved Project Change Requests Change Request Number Description Reason for Change Impact of Change