14 May 2015
Official Information Request No. 9000135011
(Please quote this in any correspondence)
Mr K John Brown
Via email: fyi.org.nz
Dear Mr Brown
Local Government Official Information and Meetings Act 1987
Re: NewCore Project
I refer to your email, which we received on 13 April 2015, requesting the 2 most recent
project reports for NewCore; the date this project started and the projected completion date;
and the original budget authorised for the project and most recent cost to date.
The NewCore project was original y approved by the council’s Strategy and Finance
Committee in November 2012 with a budget of $71 million. The project commenced in
Quarter 1, 2013.
In November 2014, after a review of the project and reset period, the following amendments
were made to the original scope and budget:
a number of areas where the original business case assumptions were challenged or
modified leading to the need for increased investment ($60 million variance)
an increase in the quality assurance and testing programme to meet best practice
($13 million variance)
ten fully funded IT projects outside of NewCore were transferred into NewCore to
ensure efficiencies are maximised ($20 million moved between budgets)
efficiency savings found within the project (reduction of $7 million)
the programme was extended by 12 months
future expenditure of some $25 million was avoided. This was to be spent on
transitioning to the SAP platform from current legacy Pathway solution.
The 20 November 2014 Finance and Performance Committee approved the rephrasing and
increase of budget, revising the overall cost of NewCore to $157 million. The revised budget
is being met from within the existing council IT budget of $500 million budget with no
increase in money required in the overall council budget.
In December 2014 Auckland Council’s Chief Operating Officer reported to the Audit and Risk
Committee that the project would provide ongoing regular reporting through to the Finance
and Performance committee on time, budget, scope and issues – with a planned ‘go live’
date of June 2016 for the first stage of its implementation, and a second stage in June 2017
was also noted.
Private Bag 92300, Auckland 1142 |
aucklandcouncil.govt.nz |
Ph 09 301 0101
The project team now reports to the Finance and Performance Committee on a quarterly
basis aiding understanding for elected members, the public and council staff. The first
quarterly report was delivered to the Committee in February 2015 and is available online,
along with independent monitoring reports and an action log of actions taken based on the
recommendations. You can find this on the council’
s website. Further information regarding
NewCore update releases can be found under
LGOIMA responses. Please find attached the most recent project reports for the NewCore project:
Status Report 10.04.2015
NewCore Exec Steering Committee Update 23.04.2015
Status Report 13.03.2015
NewCore Exec Steering Committee Update 17.03.2015
Please note that some of the information has been withheld under section 7(2)(a) of the Act,
to protect the privacy of natural persons.
If you have any further queries please contact me on 093010101, quoting Official Information
Request No. 9000135011.
Should you believe Auckland Council has not responded appropriately to your request, you
have the right by way of complaint, under section 27(3) of the LGOIMA, to apply to the
Ombudsmen to seek an investigation and review of the decision.
Yours sincerely
Kate Macpherson
Information Advisor
Public Information Unit
Private Bag 92300, Auckland 1142 |
aucklandcouncil.govt.nz |
Ph 09 301 0101
Project Status Report
Report Date
17/Apr/2015
Report Period
04/Apr/2015 - 10/Apr/2015
Project Details
Sentient #: 2870
Project Name
10 - NewCore Programme
Sponsor
Dean Kimpton
Delivery Phase
2. Initiaton (PRG)
Business Owner
Dean Kimpton
Estimated Start Date
11/May/2012
Project Manager
Estimated Finish Date
31/Oct/2017
Portfolio
AC IS Transformation
Programme
Percent Project Complete
45
Percent Phase Complete
0
Status Overview for This Period
Programme (Amber)
- Business Working Group Fortnightly session held
- Programme management priorities outlined and refreshed weekly
- Project Managers meeting has been changed to focus on priorities and escalations
- External dependency register still needs work - will look to load into Sentient after alignment with IS
- Programme management - Programme Stand up - continues and a feedback session is to be carried out shortly
- Value stream alignment work continues with functional streams
- Data Governance Forum needs to continue.
- Recruitment is underway for EDRMS PM, Security Lead and Infra Lead
- P&C Project Manager recruitment - reference checks.
CLIC (Amber)
- CLIC standup progressing well
- 1 Online Blueprint left that will be signed off this week
- 1 Blueprint left that will be signed off this week
- Working with Hybris team to ensure alignment around dates - Working with Procurement to nail down rates for SoW
- SAP Geo.e remediation work is underway
- Next steps in place for ACC CRM, Contractor Interaction Exchange and BookIT.
P&C (Amber)
- Sprint 2 for Property underway
- Sprint 1 for Consents finished on 10/4/15
- Work is being done with the Consenting team to get them aware of the Agile approach and to align expectations
- eSpatial assessment of current GIS processes underway
- Discussion underway with SAP re SOW beyond end of lean blueprint looking at moving to a more appropriate risk/share balance as compared
to just time and materials
- Recruitment for P&C Project manager in progress - reference checks underway.
PIPs (Amber)
- 3 Business workshops scheduled for week commencing 13/04/2015
- Working with business re issues around moving large numbers of documents in/o TRIM - being impacted on readiness of EDRMS team to
discuss given review currently underway
- IUS Demo scheduled for next week
- Property File Viewer CR to be presented at NCCB next week
- PIP Blueprint is progressing to be completed by end of April 2015
- Work to be done with the GFMO team to ensure alignment around delivery.
CFM (Amber)
- Looking for resource to assist with project delivery role
- Constrained by CLIC dependencies - Working with CLIC and Program Management team to get this under control
- Some slippages occured as the PM was away on leave. Work is being done to bring them back in line.
DATA MIGRATION (Amber)
- Data Load Cycle 2 completed
- 7 Key issues idenfitied that need Data Governance input
19/04/2015
Page 1
Status Overview for This Period
- Profiling dashboard circulation underway - Business Leads to be taken through this then Business Owners
- Impact assessment for Data Hub and SAP Environment CR is underway
- Data redbook requirements are to be socialised with functional streams
- Work is being done to clarify historic consents data migration scope
- Work with leads to ensure the build/deliverables are in place for data migration.
WIRED (Red)
- Recruitment underway for Infra Lead, Security Lead and EDRMS Project Manager
- Waiting on dates for SAP PO Upgrade QA/Prod from IS
- Task Force in place for EDRMS to get a 4-6 week outline of what activities need to be carried out
- Development team making good progress. Still some uncertainty re P&C and potential impacts flowing on to CLIC. Currently forecasting an
additional 2 resources will be require being CRM and ERP/PSCD/REFX.
OCM/Testing/Deploy/Quality/PMO (Amber)
- Continue with testing work packages
- GL4 Business Impact outlined and first overview carried out with PMs
- Transport and release management process to be socialised with the NewCore Project Teams
- Further Work is being done to assist firm up the overall programme plan.
Next Steps
Programme
- Managing Programme Plan and incorporating detail where appropriate
- Working on outlining the Gates and deliverables for the programme and projects
- Help
to start operationalising data governance
- Ensure focus across the projects on the SIT Milestone 03/08/2015
- Address any resourcing / seating challenges (Hiring where required)
- Consents/Property sprints progress
- Finalise SoW with Hybris
- Managing dependencies (Sybase, Hybris, BookIT, ACC CRM)
- Working with EDRMS stream to ensure focus is on addressing EDRMS issue
- All programme team meeting
- Recruitment progressing.
Flags
Overall Status
Amber - At Risk
We are tracking to plan overall but until we have resolved and/or mitigated some key risks
below we will remain amber. Focus is to ensure the team are focused on the overall
timeframes and working with each other to deliver.
Cost
Green - On Track
Risks
Amber - At Risk
Focus is ensuring all deliverables and constraints are being addressed. Key risks are
being focused on.
Issues
Amber - At Risk
Key issues are being addressed with the respective projects.
Resources
Amber - At Risk
Recruitment challenges for P&C Project Manager role, Infra Lead role, Security Lead role
& EDRMS PM role.
Time
Amber - At Risk
Quality of plan is significantly improved and reviewed/updated on a weekly basis. Still
amber as we assess the progress of the "sprints" for Property and Consents.
Scope
Green - On Track
Milestones
Green - On Track
Dependencies
Amber - At Risk
Large volumes of dependencies within the programme are being managed. External
dependency register is helping to manage external dependencies. New dependencies are
coming to light from other areas.
Key: Green- Meets or Exceeds expectation Amber - Partially off track Red - Does not meet expectation
19/04/2015
Page 2
Key Risks (with controls)
ID
Description
Mitigation
Owner
Flag
Status
7137
There is a risk of mismatch of business
Data Governance Forum is a key role
Green
Open
expectation around data quality at the
here to set standards and make key
time of Go Live.
decisions. A decision needs to be made
on business ownership and scope of
activities around data quality / cleansing.
Linked to issue 216.
7139
There is a risk with the amount of
Work with the other known programmes
Amber
Open
activity occuring that other projects will
to understand what they are planning.
significantly impact on NewCore.
Develop and share an external
Known is Digital, Value for Money,
dependency register with those parties.
Sharepoint upgrade
Raise risk at steering committee.
7140
After Lean Blueprint will we have
Early in Lean Blueprint assess the risk
Green
Open
enough time for sprints
of this and plan accordingly. Consider
- Programme critical path impacted
starting sprints early and staggering
and/or potential increases in the cost
these. Look at options to prioritise and
model
stage the release of P&C into SIT
Key Issues
ID
Description
Issue Update
Owner
Flag
Status
7135
Change in behaviour required across
17/4
- Continue to reinforce through
Amber
Open
and within all teams re the need to
whole of team meetings and other
deliver to the new integrated programme
forums. Daily stand ups continue to
plan and what is now required given the
grow in their use.
level on inter-dependencies across the
24/3
: Work is being done to
project teams.
restructure teams to ensure the skillset
and people are aligned to the right sort
of work to ensure best results. Daily
stand up are being introduced to assist
with focus and delivery.
13/3
- introducing some elements of
agile across the programme - stand up
meetings daily. Also reviewing some
structural improvements.
2/3/15
- The team are being focused
on delivering and the overall and further
clarity is being provided around
workpackages
25/2
- Continue to reinforce. Monthly
whole of team meetings scheduled to
begin in March.
30/1
- Continue to drive and reinforce
values thru recognition at team monthly
team meeting. Some new and more
visible measures on progress to be
displayed.
19/12
- Values/principals covered in
whole of team meeting on 11 December.
Continue to drive
7141
The EDRMS project have had
13/4
: Focus group in place. High
Red
Open
challenges around standardising
level problem statement and approach
requirements across the programme.
to addressing these to be outelined by
This resulted in varying qualities and
15/04/15.
levels of detail in designs. As a result of
7/4
: Work is being done to get a
reviewing these designs it was evident
focus group to address EDRMS
that an enterprise view had to be taken
deliverables.
to to implement EDRMS.
31/3
: EDRMS Concept paper
approved by TRB.
24/3
: EDRMS Concept paper
presented to NewCore architects and
TRB this week.
13/3
- EDRMS Architect on board,
Working with SAP to carry option
finalisation, Work is being done to
finalise the design with engagement of
19/04/2015
Page 3
Key Issues
IS EDRMS Team and Enterprise
Architects
Key: Green- Low Risk / Issue
Amber – Medium Risk / Issue
Red – High Risk / Issue
Key Milestones
Milestone Name
Forecast Date
Actual Date
Variance
Status
Design to Build - P&C
31/Mar/2015
31/Mar/2015
0
Complete
Build to Test
03/Aug/2015
0
Green
Test to Deployment
02/May/2016
0
Green
Production System Live
06/Jun/2016
0
Green
Handover to Operations
05/Sep/2016
0
Green
Benefits
Name
Owner
Type
Forecast
Measure
Comment
End Date
Change Control
ID
Change Name
Description
Status
Owner
Change Type
2615
Capital Deferral
CR to defer $2.0m of capex from fiscal year 14/15 to
0. In Progress
Budget
FY14/15
fiscal year 15/16
Change
Project Actions
Name
Description
Status
Priority
Assigned to
Due Date
19/04/2015
Page 4
Project Status Report
Report Date
13/Mar/2015
Report Period
6/Mar/2015
Project Details
Sentient #: 2870
Project Name
10 - NewCore Programme
Sponsor
Dean Kimpton
Delivery Phase
Blueprint
Business Owner
Dean Kimpton
Estimated Start Date
11/May/2012
Project Manager
Estimated Finish Date
31/Oct/2017
Portfolio
AC IS Transformation
Programme
Percent Project Complete
40
Percent Phase Complete
40
Status Overview for This Period
Programme (Amber)
- Still working to complete the loading of budgets and forecasts. Progress is being made but still some open issues with the IS prj files
- Projects have started resource forecast for April - June 2015
- External dependency register updated - will look to load into Sentient as per IS request
- Significant improvement made to the structure of the programme plan re linkages especially across dependencies. The plan is in the final
stages of being firmed up to ensure all the projects are aligned and the right level of details are captured.
- CRs are still coming through. Work is being done across the programme and business to clearly communicate that the scope is set and that no
CR's should be coming through relating to Design. A more stringent CR process is in place (Minor/Major both need to carry out assessments).
Design CR Freeze is in place
- Data Governance proposal will be socialised with BWG
- EDRMS Project manager appointment fell through. Looking at options to address this
- Working is being done to finalise Infrastructure/Security PM from IS.
CLIC (Amber)
- Blueprints - working with CS and LCS re final signed off on Friday 6/3/15 - Still have some gaps that need to be finalised
- Working through to finalise what NewCore will be able to commit to re Bylaws. After 31 March it will only be very simple changes.
- Hybris team in place. Work is being done to finalise dates and lock down SoW
- Some challenges being faced in the resouring area due to Blueprint Design Walkthroughs
- SAP Geo.e remediation work still hasn’t commenced- Working with SAP to finalised SoW.
P&C (Amber)
- First sprint (Property 0) completed successfully with handful of activities brought into Sprint 1
- Documented the "one view of property" requirements
- Consent process design workshops to be completed by 13/03/2015
- SoW is worked on with
to source a resource to perform a current state assessment of GIS integration points - NewCore cost is
capped at $25K
- Commenced initial discussion with SAP re SOW beyond end of lean blueprint looking at moving to a more appropriate risk/share balance as
compared to just time and materials
- Task Based User Interface requirements finalised
- Consents First Sprint (Consents 0) to commence on 16/03/2015.
PIPs (Amber)
- Working with business re issues around moving large numbers of documents into TRIM - being impacted on readiness of EDRMS team to
discuss given review currently underway
- PFP proposed solution architecture to be presented to TRB on 13/03/2015 (Friday)
- Online On-Account ordering to be incorporated into CLIC scope.
CFM (Amber)
- Constrained by CLIC activities - Working with CLIC and Program Management team to get this under control
- Management of dependencies across streams
- Finalised SoW with Hybris.
15/03/2015
Page 1
Status Overview for This Period
DATA MIGRATION (Amber)
- Finalised Data Migration Scope / Plan by 13/03/2015
- Work with leads to ensure the build/deliverables are in place for data migration.
WIRED (Amber)
- Hana upgrade progressing
- Development team making good progress. Still some uncertainty re P&C and potential impacts flowing on to CLIC. Currently forecasting an
additional 2 resources will be require being CRM and ERP/PSCD/REFX
- Work is being done by P&C team to finalise approach aorund which technology layer will be used for 4 of the P&C interfaces with GIS solution
- SAP resource on board this week to review proposed design for EDRMS
- Error handling framework for integration ready to take to TRB this week
- SAP PO move to Sybase will have an impact on Integration - dates are not yet confirmed and working through the potential impacts and
alternatives
- CR required to upgrade SAP PO to address an issue in SAP PO Landscape
- Key decision required around which technology layer will be used for integration around Hybris (Gateway Hub or SAP PO Gateway) - POC to
be completed by 11/03/2015 (Wed)
OCM/Testing/Deploy/Quality/PMO (Amber)
- Continue with testing work packages
- Training lead role advertised
- Deployment strategy reviewed and feedback provided
- Further Work is being done to assist firm up the overall programme plan.
Next Steps
Programme
- Continue refining the overall plan
- Start working on April - June Budget Forecast
- Start operationalising data governance
- Ensure focus across the projects on the SIT Milestone 03/08/2015
- Address any resourcing / seating challenges
- Consents Sprints Commence next week
- Working through the Hybris dates and outlining gaps
- Working with BAU team to get a plan in place for SAP PO Dev upgrade
- Managing dependencies (Sybase, Hybris, BookIT, ACC CRM).
Flags
Overall Status
Amber - At Risk
We are tracking to plan overall but until we have resolved and/or mitigated some key risks
below we will remain amber. Focus is to ensure the team are focused on the overall
timeframes and working with each other to deliver.
Cost
Green - On Track
Risks
Amber - At Risk
Focus is ensuring all deliverables and constraints are being addressed.
Issues
Green - On Track
Resources
Green - On Track
Time
Amber - At Risk
Quality of plan is significantly improved and reviewed/updated on a weekly basis. Still
amber as we assess the progress of the "sprints" for Property and Consents
Scope
Green - On Track
Milestones
Green - On Track
Dependencies
Amber - At Risk
Large volume of dependencies within the programme are being managed. External
dependency register is helping to mange external dependecies. New dependencies are
coming to light from other areas.
Key: Green- Meets or Exceeds expectation Amber - Partially off track Red - Does not meet expectation
15/03/2015
Page 2
Key Risks (with controls)
ID
Description
Mitigation
Owner
Flag
Status
7137
There is a risk of mismatch of business
Data Governance Forum is a key role
Green
Open
expectation around data quality at the
here to set standards and make key
time of Go Live.
decisions. A decision needs to be made
on business ownership and scope of
activities around data quality / cleansing.
Linked to issue 216.
7138
There is a risk that business needs will
Incoporate a check point with business
Amber
Open
change during the delivery time due to
to confirm requirements and factor in
Bylaws Implementation.
rework time
Updated 16/12
): Collaborate with
the FAT project to gain early visibility of
timelines as these are made public. Also
resources can be redeployed when &
where necessary
7139
There is a risk with the amount of
Work with the other known programmes
Amber
Open
activity occuring that other projects will
to understand what they are planning.
significantly impact on NewCore.
Develop and share an external
Known is Digital, Value for Money,
dependency register with those parties.
Sharepoint upgrade
Raise risk at steering committee.
7140
After Lean Blueprint will we have
Early in Lean Blueprint assess the risk
Green
Open
enough time for sprints
of this and plan accordingly. Consider
- Programme critical path impacted
starting sprints early and staggering
and/or potential increases in the cost
these. Look at options to prioritise and
model
stage the release of P&C into SIT
Key Issues
ID
Description
Issue Update
Owner
Flag
Status
7135
Change in behaviour required across
13/3
- introducing some elements of
Amber
Open
and within all teams re the need to
agile across the programme - stand up
deliver to the new integrated programme
meetings daily. Also reviewing some
plan and what is now required given the
structural improvements.
level on inter-dependencies across the
2/3/15
- The team are being focused
project teams.
on delivering and the overall and further
clarity is being provided around
workpackages
25/2
- Continue to reinforce. Monthly
whole of team meetings scheduled to
begin in March.
30/1
- Continue to drive and reinforce
values thru recognition at team monthly
team meeting. Some new and more
visible measures on progress to be
displayed.
19/12
- Values/principals covered in
whole of team meeting on 11 December.
Continue to drive
7141
The EDRMS project have had
13/3
- EDRMS Architect on board,
Amber
Open
challenges around standardising
Working with SAP to carry option
requirements across the programme.
finalisation, Work is being done to
This resulted in varying qualities and
finalise the design with engagement of
levels of detail in designs. As a result of
IS EDRMS Team and Enterprise
reviewing these designs it was evident
Architects
that an enterprise view had to be taken
to to implement EDRMS.
Key: Green- Low Risk / Issue
Amber – Medium Risk / Issue
Red – High Risk / Issue
15/03/2015
Page 3
Key Milestones
Milestone Name
Forecast Date
Actual Date
Variance
Status
Design to Build - P&C
31/Mar/2015
0
Green
Build to Test
03/Aug/2015
0
Green
Test to Deployment
02/May/2016
0
Green
Production System Live
06/Jun/2016
0
Green
Handover to Operations
05/Sep/2016
0
Green
15/03/2015
Page 4
Document Outline
