Alistair Goodall – Head of Applications

Isao Matsumoto – Senior Project & Portfolio Manager

Suhran Miranbeg – Solutions Architect

The end of the line for Crossrail IT Archiving Europe’s largest infrastructure project

15 March 2018

The Elizabeth Line

Deliverables

Archive

Lessons learned

Questions

Agenda

The Elizabeth Line

£14.8 billion – currently Europe’s largest infrastructure project

Over 1,000 apprenticeships created during delivery of the programme

Each train is over 200 metres long, 1 ½ x longer than existing tube trains

60 miles end to end with 41 stations of which 10 are new

The Crossrail Journey

2008 Crossrail Bill

2010 Construction Starts

2012 Tunnelling Starts

2015 Crossrail Place Opens

2018 Elizabeth Line Train voyage through tunnels

Physical Deliverable

Commercial Deliverable

Commercial Deliverable

Commercial Deliverable

Commercial Deliverable

Digital Deliverable – Common Data Environment)

GIS eB Reporting

People

SharePoint

Stakeholder/

3rd Party

Mgt.

Saleslogix

Design

Control

Projectwise

Asset Mgt.

eB

Records

Mgmt

eB

Risk Mgt.

ARM

Schedule

Primavera

Contract

Admin.

eB

Cost Mgt.

Prism

Finance

SAP

Health &

Safety

RIVO

Requirements

Reporting Layer

OLAP Cube

Property

Register

Excel

Analysis

Sector

Directors

Report

Programme

Directors

Report

Sponsors

Dashboard

Management

Reporting

Construction/

Delivery

Industry

Partner Data Weekly Report Daily Report

HR Pro

Cross Train

AWARD

COWD

(Directs)

COWD (In-

Directs)

Pert Master

Image Library

DOORS Crossrail Mgt

System (CMS)

Titles

Management

(TMS)

Manhattan

Estates Mgmt

Crossrail

Access

Request Log

(CARL)

Micro-Station

Specialist

Engineering

Apps. BRAVO

Crossrail

Assurance

Reporting

(CARE)

Commitments

Delivery

Tracker

Crossrail

Connections

Corporate

Affairs

Extranet

HoleBase

Legal Extranet

NewsFlash

Oasys Scope Book

SharePoint

Team Sites

Vehicle

Movement

Planning

(VMPS)

Underground

Construction

Information

Management

(UCIMS)

Performance

Management

X1 (Inflation)

Application for

Payment

Innovation

Management

Drugs &

Alcohol

Register

ESRI GIS

Document

Control (DC)

Asset

Information

Management

(AIMS)

Bentley Maps

Agreement

Management

System (AMS)

Master Data

Management (MDM)

Contract

Admin (eBCA)

eB

Project

Technical

Requests

(PTR)

Material

Compliance

(MCR)

Snagging

(Punchworks)

Observation

Reports

Operations &

Maintenance

manuals

(O&M)

EB Web

Services

Gateway

(WSG)

Rolling Stock

& Depot

Contract

Key: Bespoke developed

application

Crossrail configured

off the shelf

application

Core application & modules

“BIM Level 2 requires all project and asset information, documentation and data to be electronic, which supports

efficient delivery at the design and construction phases of the project. At the design stage, designers, clients and

end users can work together to develop the most suited design and test it on the computer before it is built. During

construction BIM enables the supply chain to efficiently share precise information about components which

reduces the risk of errors and waste” http://bim-level2.org/en/faqs/

CDE - Final Destinations

London Underground

Rail for London (Elizabeth Line)

Transport for London

Maximo Asset Management

Ellipse Asset Management

SAP Materials/ Resource Planning

Opentext Document Management

Livelink Document Management

ETL Process

Data mapped/ migrated to operator systems for on-going use (Applications not in use at Crossrail)

Projectwise CAD Models

ESRI GIS Layers

PRISM Cost

SAP FI

Mig

rate

A

pp

licat

ion

Data migrated to operator systems for on-going use (Both parties use the same application)

As processes end/migrate applications are turned off

Timing & sequencing is a key challenge to manage !

TfL Archive

ETL Process

One-off transfer of point in time snapshot to TfL Archive at end of application life

Handback to

Contractors

Some shared project information in the BIM environment can be requested by Tier 1 contractors

CDE - Archive

Stakeholder/

3rd Party

Mgt.

Saleslogix

Asset Mgt.

eB

Records

Mgmt

eB

Risk Mgt.

ARM

Schedule

Primavera

Contract

Admin.

eB

Cost Mgt. Finance Health &

Safety

RIVO

Requirements Property

Register

Construction/

Delivery

DOORS Crossrail Mgt

System (CMS)

Titles

Management

(TMS)

Manhattan

Estates Mgmt

Crossrail

Access

Request Log

(CARL)

Crossrail

Assurance

Reporting

(CARE)

Commitments

Delivery

Tracker

Corporate

Affairs

Extranet

Scope Book

Vehicle

Movement

Planning

(VMPS)

Underground

Construction

Information

Management

(UCIMS)

X1 (Inflation)

Application for

Payment

ESRI GIS

Document

Control (DC)

Asset

Information

Management

(AIMS)

Bentley Maps

Agreement

Management

System (AMS)

Contract

Admin (eBCA)

eB

Project

Technical

Requests

(PTR)

Material

Compliance

(MCR)

Snagging

(Punchworks)

Observation

Reports

Operations &

Maintenance

manuals

(O&M)

EB Web

Services

Gateway

(WSG)

Rolling Stock

& Depot

Contract

Key: Bespoke developed

application

Crossrail configured

off the shelf

application

Core application & modules

Archived application datasets

Design

Control

Regulations/Contracts/Compliance HSE 40 years for jobs or tasks involving exposure to identified substances

Ground Settlement liabilities for 2 years from end of tunnelling

Typical 2 year defects liability period from contract completion

Filling in the gap Final design/documentation/data is migrated to operational systems

Archive holds the background, decisions and lead-up to this point

Learning Legacy Complete datasets (e.g. Crossrail Management System)

Inter-linked datasets over time (e.g. Vehicle bookings, project plans, NEC3 actions, ground movements etc.)

Complement narrative of learning legacy website

Archive Purpose

Minimise cost Crossrail Ltd doesn’t provide for an enduring archive so opex budget required

Recipient BAU organisation not necessarily focussed on project data

No as-is system appropriate for data volumes/formats

Accessible to TfL users with no experience of Crossrail Users will be Subject Matter Experts but not Application Experts

Understanding of Crossrail specific business processes will diminish over time

No remaining Crossrail experts to translate data formats/structures

Preserve data integrity BIM data objects and datasets are extensively inter-linked so should not be split up

Avoid the common previous solution of ‘gifting’ applications/data to separate teams

Provide a unified search interface across archived data

Maintain chain of custody and comply with GDPR around data retention

Archive Requirements

Minimise cost Cloud based Platform as a Service and Software as a Service – zero infrastructure

Opportunity for archive level storage to further reduce on-going cost as usage decreases

Adopt process/procedures of future support organisation whilst developing archive

Migrate data off licensed applications/legacy infrastructure

Accessible to TfL users with no experience of Crossrail Provide simple unified text & map based search with “consumer style” facets/filters

Turn normalised data into a single information record at transaction level

Use Crossrail team to create/validate archive records prior to handover

Adopt a simple JSON format for information records (human readable)

Preserve data integrity Store information records and associated file objects in a single database/storage area

Convert references/relationships to new archive objects as part of build process

Classify information on build according to security level and personal data level

Professional archivists take on responsibility for the archive on handover

Archive Solution

Example Archive Process - eB

Number of classes/

categories

Number of instances

as at Feb 2018

Assets – Tags 912 600,000

Change Requests 7 100

Document Control 188 3,000,000

Events – Actions 8 39,000

Events - NEC3 Contract Admin 38 518,000

Events – PSC Contract Admin 6 18,000

Events – Project Technical Requests 4 98,000

Locations 20 5,000

Organisations 5 2,000

Projects/Contracts 3 500

People 2 18,000

Relationships 259 8,500,000

Structures (Virtual Items) 31 12,000

Workflows – Actions 8 35,000

Workflows – Documents 3 165,000

Workflows – NEC3 40 466,000

Workflows – PSC 6 16,000

Workflows - PTR 4 7,400

Total instances held in the eB database (across 400 tables)

13,500,000

Physical files (held separately) 1 4,400,000

Total instances of objects

17,900,000

Identify reasons for retention Compliance

Learning legacy

Define and document information objects 12 discrete business objects (document, event, tag etc.)

Complete data assessment for each information object Rules developed to derive security classification

Rules developed to derive likelihood of personal data

Agree initial retention periods

Agree scope for archive

Agree business owner within TfL

Define, develop and document import structure Build JSON structure to match information object

Reconcile JSON object to end user application screens

Develop ETL code/process

Review Chain of Custody

Build viewers within archive application Add 10 business objects to archive framework

Add search/view for each object

Test & Deploy

Example Archive Process - eB

Archive strategy from the outset Categorise all data (particularly unstructured data) and assign owners/retention periods

Delete data which is no longer required/relevant

Apply GDPR and data best practises from the outset

Archive data which is not required day to day but should be retained

Supports dispute resolution, discovery process etc

Needs a change in mindset

Continue with the CDE through to operational systems (BIM) Understand the target information/operating model as early as possible

Identify mappings, gaps and take action accordingly so that the CDE supports operations

Consider using the project BIM data as an enduring data source for on-going operational systems

If we could turn back time….. (Lessons learned)

Questions

Crossrail learning legacy

https://learninglegacy.crossrail.co.uk/

ODA learning legacy

http://learninglegacy.independent.gov.uk/#

TfL Corporate Archives

https://tfl.gov.uk/corporate/about-tfl/culture-and-heritage/corporate-archives

Useful links