Meeting Title: / Symphony SCR Upgrade
Date & Time: / 23/06/2010 – 11:00 UK time
Location: / Teleconference
Attendees: / Doreen Okiri (DO), Nikki Vassall (NV) Wendy Sibley (WS) Richard Henderson (RH) Paul Norris (PN)
Apologies: / Martin Rumsey (MR) Richard Henderson (RH) Paul Norris (PN)
Purpose: / Weekly review of the Symphony SCR upgrade project
/ Agenda Item / Notes / Action By / Date Due /
1.  / Project Plan
11/11/2009
18/11/09
25/11/09
02/12/09
09/12/09
16/12/09
23/12/09
06/01/10
13/01/10
20/01/10
27/01/10
03/02/10
10/02/2010
17/02/2010
03/03/2010
10/03/2010
22/03/2010
31/03/2010
07/04/2010
14/04/2010
21/04/2010
12/05/2010
19/05/2010
26/05/2010
02/06/2010
08/06/2010
16/06/2010
23/06/2010 / The project plan was reviewed together with the comments WS raised prior to the meeting.
NV explained that the dates in the plan had been brought forward from the dates in the previous plan, and that there were still ongoing discussion with CfH around the Trust local confidence testing and UAT.
WS raised concerns over the time in the plan for purchasing and installing new hardware. NV confirmed that this task could be carried out by the Trust anytime prior to Mid February. WS to provide dates for the installation of hardware tasks.
WS also raised concerns around the time allocated to the Trust to review and amend the training documentation. NV confirmed that the training documentation could be issued to the Trust once Ascribe had produced it so the Trust could have additional time to review.
NV confirmed the phased approach only applied to the rollout of SCR functionality; at the point the live environment is upgraded to 2.29 the PMI/PDS functionality would be available to everyone.
WS confirmed that NV would have a copy of the PID prior to the 23rd November.
WS raised concerns around the dates in the plan for the hardware to be in place as the procurement process can take considerable time. NKV confirmed that the hardware needed to be in place mid Feb in order to meet the current Go-live dates.
WS needs to escalate if this is going to be an issue. CfH offered assistance.
WS also raised concerns around the training scheduled for mid-march as this is a busy time for the Trust, she would rather it was scheduled for the beginning of April. This would obviously push forward the go-live date.
WS would like an additional task added into the plan for requesting that the smartcards are created for the users at the Trust.
The actual task for creating the smartcards has been added and scheduled for 14 days.
WS has also requested an additional task for requesting the installation of the smartcard hardware 3 weeks prior to the task and that the task is also scheduled for 14 days.
NKV to update the plan to reflect this
The plan has been updated to take Easter into consideration this has moved the go-live date to 6th April.
Further discussion took place around the time allocated to creating the smartcards for all the users. This task has been increased to 60 days in the plan. CfH offered assistance in creating the smartcards.
Procuring the hardware was discussed; this task will need to be closely monitored to ensure that it will be in place for mid February.
NKV to provide WS with the list of RBAC roles and activities.
NKV explained the changes made to the plan which included, the smartcard creation task increased to 60 days and tasks where the end date had past being moved forward.
A number of tasks where marked off as being complete.
A new task was added ‘Trust to complete procurement procedure’ before the order can be placed.
The place hardware order task should be scheduled for 15th December.
The Trust trainers coming to Ascribe office for training was discussed further. Starting this training earlier would mean that training on site could start as soon as Ascribe have completed the connectivity testing. NKV to update the project plan to reflect this.
WS confirmed that the N3 IP address would be confirmed after a meeting scheduled for 15th December.
The procuring hardware task has started. The new servers should be in place by mid Feb
WS will provide the actual date that the order for the hardware will be placed so that this can be recorded on the plan.
The connecting for health communication task should be extended to the end of January.
NKV sent an updated version of the PID last week; MR will review and pass back any comments. We will aim to sign the PID off at the end of the week
The Data Quality task is on track to finish 11th Feb.
NKV explained the date she provided for the Trust Trainers was incorrect and should be a week later; the project plan reflects the actual date.
The tasks in the plan for the End User training will be amended once feedback has been received from Ascribe regarding e-learning.
WS asked about Ascribe on-site support for the 3rd and 4th go-live.
NKV to confirm with SR
The project plan was updated to reflect the following:
N3 IP address delay to next week – Task 28
Hardware order delay to next week – Task 26
PID sign off timescale extension – Task 41/42
The 2.29 upgrade section has also been updated to reflect the additions made to the 2.28 plan. A section for hardware (test workstations) and performance testing has been added.
The N3 IP address task has been moved to the 31/12/09, as this is currently with the IT team at the Trust.
PID Sign Off task has been extended to 15/01/10, this is due to the Steering Group meeting being postponed due to the bad weather.
Task 25 and 26 marked as complete.
The hardware delivery task 63 changed to 11/01/10.
Task 32 communication strategy has been extended to 08/01/10.
Additional Task added for the Trust to review and provide input into the Training Strategy. This task has been rescheduled for 05/01/10
NKV to confirm the proposed training dates at the next meeting
The complete the sandpit forms tasks have been moved to 06/01/10.
A section on UAT has been included in the plan, this section will also cover the task for Ascribe to train the trainers.
The Sign off of the PID task had been moved forward by another week to 21/01/10 as a date has not yet been confirmed for the Steering Group.
The Trust to provide input in the Training Strategy task has been moved to 1st February as the Training Manager at the Trust is on leave. Wendy confirmed that this would not affect scheduling the training session.
NKV to update the plan to include the use of e-learning
The changes made to the plan to incorporate the e-learning were reviewed in version 21 of the project plan.
WS asked for the training and UAT to be moved to 23rd, 24th and 25th as the trainers do not work on a Monday and Friday
The date for the communication strategy has been extended.
NKV to include in the plan the tasks around the rollout of the clients on the workstations.
The Communication Strategy is still outstanding; this is due to other work taking a higher priority. It is hoped that this document can be completed by 05/02/10
A significant issue was raised around the training. WS confirmed that the Trust Trainers would require 6 week preparation between receiving the training from Ascribe and delivering the training to the end users. This has been added to the Master Risk Log.
The client install task added to the project plan will be changed to match the tasks on the 2.28 upgrade plan
Task 33 has been marked as complete, this is however an on-going task.
The Sign off of the PID has been marked as complete.
An additional set of tasks have been added to the plan to ensure the system is configured in the way the Trust require.
PN will complete the Communication Strategy
Tasks 29, 30 and 90 were set to complete.
Durations were increased in Training Process Initiation section to reflect the delay to the Trusts review of the training strategy.
The section on Data Quality has been expanded upon.
The following have been updated:
·  2.28 upgrade work is complete
·  Dates for connectivity testing has been added
The end point registration forms have not been submitted but the dates on the pp will not be updated as it will affect the overall dates.
Communication Strategy: PN sent it to NK for comment. PN aims to have something in the next steering committee review meeting.
Latest version of the plan reviewed.
Task 32 and 34 moved to the end of March
Task 47, 48, 49, 52, 94, 111, 113, 114, 117, 125 marked as complete
Task 53 moved to 15 March
Task 54 moved to 19th March
Task 67 will be reviewed after the meeting taking place on 4th
The automation tasks have been removed
Task 86 moved to 15th March
Task 91 moved to 15th March
Task 95 moved to 4th March
Task 118,119, 120, 122 changed to 8th March
Reviewed last version of the plan, dependency added between handing over to the trust and Ascribe receiving the DevMAc.
The risks associated with putting the software down to site prior to Ascribe receiving the DevMAC were discussed.
The 2.29 upgrade testing dates have been moved :
Desktop testing has been moved to start on 22/03/2010.
CDS moved to start 22/03/2010
It is likely that the Interface testing will need to moved to 31/03/2010 (although the plan has not been updated to reflect this yet)
In order to keep to the planned dates the testing would need to be completed in a shorter period of time – (5 days less). Matt’s departure could result in a three week delay to the project.
The plan also assumes that the desktop and SCR testing can be run in parallel.
WS to consider what resource she requires for this testing.
The tasks required for the upgrade were reviewed.
A new task has been added – Live upgrade- scripts to rebuild indexes. This is likely to take 30 minutes
WS has reviewed the communication strategy and is happy to sign off. The task
has been marked as complete in the plan.
The Trust Policy and Guidance documents are being written by the Central Systems Manager – Kathy Beartsley.
The NHS number cleansing tasks have been modified. The FS will be sent 18/03/2010
WS to let the people on the PAS side that we will require an extract.
The test data has been received but the smartcards have not yet been received – NKV to speak to Paul.
WS to confirm that there is a smartcard reader and software installed on the machine with e VNC, Ascribe will need this for the connectivity testing.
The smartcard roles are being reviewed by the Caldecott Guardian – the end date for the creation has been moved to 26/03/2010
The workflow and configuration documentation is being reviewed. There is another workshop booked for 24/03/2010.
NKV to send WS a copy of the UAT scripts.
The scripts have not been sent. MR to send them.
Trainers were to access test sandpit from w/c 05/04 but due to SCR delays it will be 12/04. As further delays are to be avoided at this stage, the config should be prepared as early as possible on w/c 05/04. The Trust will still have the 12 days to review as the training begins on 28/04.
The project plan was reviewed and updates made.
The SCR functionality will be deployed to site 08/04/2010.
Rollout e-learning package moved to start on 19/04/2010
The submit Live endpoint registration and live test data moved to 19/04/2010.
It was agreed during the meeting that there should be two separate databases created to allow the regression testing of 2.29.1.1 and one which provided access to the SCR functionality which would primarily be used for the training.
This means that the local confidence testing would need to be run prior to the training taking place. The local confidence testing should be reduced down to one day which takes place prior to the training. The plan will be updated to reflect this.
WS was concerned about having two databases. The reasons behind the need for two were explained.
The only issue identified was that there would only be one PAS feed into Symphony, which would go into the regression testing database. This means that any changes which are triggered from the PAS will not be reflected in the SCR database.
Wendy would like to stop using the regression testing database and only use the SCR database for all testing and training.
The updates in the project plan were reviewed.
No changes were made to the plan
Task 69 – marked as complete
Tasks added for deploying and testing 2.29.1.2.
The local confidence testing date moved to complete on 25th June.
The go-live tasks moved to 30th June
No update
No update
No update / WS
WS
NV
NV
NKV
WS
NV
MR
NKV
NKV / 23/11
25/11
25/11
04/12
09/12
16/12
30/12
16/12
06/01
13/01
2.  / Hardware
18/11/09
25/11/09
02/12/09
09/12/09
16/12/09
23/12/2009
06/01/2010
13/01/2010
20/01/2010
27/01/2010
03/02/2010
10/02/2010
17/02/2010
03/03/2010
10//03/2010
31/03/2010
07/04/2010
14/04/2010
21/04/2010
12/05/2010
19/05/2010
26/05/02010
02/06/2010
08/06/2010
16/06/2010
23/06/2010 / The hardware Visio diagram was reviewed, WS would like some additional information included in the diagram.
NV to update the diagram and to include what each of the new servers would be used for.
NV confirmed that .net 3.5 and IIS was required on AScR production server as the server will be used as an application server for the SCR as well as a database server.
NV clarified that the GSM should not be considered as a separate piece of software, it is part of the AScR software.