T5 Programme Controls

Request for Approved Funding in respect of ACME (Artemis Change Management Extension)

Purpose

This paper identifies a business requirement for the development and delivery of a workable change
management tool.    This will take the form of a re-engineered ACME solution in line with agreed
amendments to the existing functional specification.

Background

The management of change on T5 is currently based on a suite of excel spreadsheets.    These are
providing a very basic management tool, are open to modification and to date are not providing high
confidence reporting.    The introduction of the proposed changes to ACME will provide an opportunity
to track changes within Artemis and provide a much needed audit trail.    The use of a standard tool for
requesting and logging change will provide much better clarity of change status, although it must be
recognised that it will be the responsibility of the Change Manager to ensure that each approved
change is correctly implemented within the Artemis Views using the approved procedures.

The attached proposal represents the current set of proposed modifications to the current ACME
system, which will require the implementation of Artemis Views 7.    The changes to ACME will allow
the generation of specific change codes for Budget transfers, Change Orders, Project Leaders
Instructions and Study Orders.    ACME will also handle Early Warnings and Opportunity Advice
Notices, but without reference to data elements within Artemis Views.

The reporting of change from ACME could be generated using Crystal Reports, for which Artemis
have provided an estimate.    The exact definition for these reports needs to be developed and at this
point in time we need to consider all options for reporting.

The project teams have been consulted on the proposed ACME development as have the other
functional heads within Programme Controls.

Schedule

The Artemis proposal identifies 28 days of effort required to incorporate the proposed ACME changes,
test and install.    This represents a period of six weeks, after which a period of internal testing and
data migration will be required, as well as training to the project change managers.    These activities
could be completed in three to four weeks, giving a proposed timescale of ten weeks from approval to
implementation.   

From a base date of 01/02/04 this programme would take us to the first week of April 2004.    It should
be noted that the implementation of the revised ACME is dependant upon the implementation of
Artemis Views 7, which is forecast to occur during April 2004.

Resource & Costs

The primary activity of software modifications, testing and installation will be provided by Artemis who
have provided a detailed commentary of the proposed changes and a breakdown of their costs.

Internal resources (within the T5 Programme) will undertake other testing and training activities in
order to implement the new system – their costs are already budgeted for within their individual
project teams.

A breakdown of anticipated costs is provided in the table below.    The key exclusions are:

 Additional software licenses – at this point in time a programme wide review is underway which
will identify any issues associated with Artemis access.
 Costs associated with the design and production of standard reports – this issue is currently under
review and it is hoped that internal resources can be used to create standard reports.    Artemis
have provided an estimate of £11K to develop a set of Crystal reports which, at this point in time,
 is not considered appropriate.    An allowance of £2K has been included in the cost summary
below.

Ref Item Resource Cost (excl VAT)

1 Requirements documentation Artemis 1,700
2 Update of functional specifications Artemis 2,550
3 ACME amendments 1 Artemis 5,100
4 ACME amendments 2 Artemis 5,950
5 ATLM amendments Artemis 1,275
6 ATPM amendments Artemis 2,125
7 Testing Artemis 2,550
8 Installation Artemis 850
9 Migration Artemis 1,700
Sub-Total 23,800
Testing by T5 IT T5 - IT 2,000
Training provision by Artemis Artemis 2,000
Training – Change Managers’ time T5 Excluded
Process revisions T5 Excluded
Creation of standard reports To be ascertained 2,000
Software licenses To be ascertained To be ascertained

Sub-Total 6,000

Total 29,800

The development of a revised ACME solution must be considered in terms of the overall service level
agreement provided by Artemis to the T5 Programme.    This issue will be investigated further.

Approval

Purpose Signature Name Date

Paper produced by Stephen Walker 27/01/04

Endorsed by

Approved by