Report for January 2018

MVM114

MVM Timetabling and 

Room Booking for Medical School

Discretionary

RAG Status: Green

Report by Susan Duff for January 2018

Achievements in Last Period

• Further work  to be carried out at the request of Project Board on 5/12/17: 
  • Clarification of fit/gap RAG status
  • NHS access
  • Production of personalised timetables in integrated option
• Further workshop held on 17/1/18 to present the central timetabling and room booking option to key stakeholders 
• Project Board decided at the meeting held on 25/1/18 to move forward with the intention of migrating to the central timetabling and room booking system

Issues

• None

Next Period

• Close project

Note: 90d in ASTA against this project are for the follow on migration project. This reflects previous agreement that 2.5d of PM and 2.5d of BA time per week would be assigned to the work to migrate Medical School onto a new Timetabling and Room Booking solution for September 2017. The project was then split into 2 projects - one for review and one for migration. As only the review project is started, the days through to September which will be needed for the migration are flagged in ASTA against this project for resource planning purposes. Both projects are sponsor funded as part of the Lecture Capture Programme.

MVM123

MVM Timetabling and 

Room Booking for Vet School

Discretionary

RAG Status:

Green

Report by Susan Duff for January 2018

Achievements in Last Period

• Semester 2 live

Issues

• Issues with the start of semester 2. Indications are that these relate to process, possibly timescales. A full review is needed once the immediate work to check semester 2 data has been carried out.

Next Period

• Plan and carry out a review
• Project closure may require to be pushed back to accommodate this

Milestones

MLE004

Lecture Recording Expansion Phase

Discretionary

RAG Status

Green

Report by Annie Heaney for January 2018

Summary of Progress

Rooms

Last period

· The installation of the rooms in phase 2.1 is due for completion by the week ending the 23rd of Feb.

· All rooms are being installed without signage and Delcom lights. The Echo360 hardware is being placed onto the Test environment. This will be useful later when we are testing the Scheduling developments.

· Work is currently progressing as planned.

Issues, risks and decisions.

· Risk: Rooms being ready for Lecture Recording.

o 7 Bristo Square may not be available for teaching as it is scheduled to be refitted for alternative use. This is in addition to other estates projects which may not meet the start of the academic year completion targets. This may affect the number of rooms available.

Next month

· Phase 2.1 installation finishes.

· Phase 2.2 planning.

Data Management

Last period

· A GDPR projects group has been setup in Project Service and representatives from the Programme team will attend these meetings.

· We have proposed a two-year retention period for data within Echo360.

· Echo360 are scheduled to complete their developments to comply with GDPR in April 2018.

Issues, risks and decisions.

· None.

Next month

· Further contact with Echo360 to confirm their plans.

· GDPR compliance analysis.

UoE Service Structure

Last period

· There is a Teaching Spaces review being led by Timetabling. The above meeting is to establish where our needs match and where we may need to fill in the gaps.

Issues, risks and decisions.

· None.

Next month

· Activity analysis comparing our requirements to the deliverables of the Teaching Spaces review being led by Timetabling.

Reporting

Last period

· Currently there is no way programmatically to extract data from Echo360 for reporting purposes.

· At a reporting specifications workshop on the 11th of January, the following was discussed:

o MI data where we combine Echo360 data with data already available within learning teaching and Web. This will support our day to day operational reporting and help to underpin the realisation of benefits from the Business Case.

o Aspirational data use around Learning Analytics

· It was agreed that the learning Analytics data is a secondary concern. MI data is a must.

· As such we will split the Reporting conversation with Echo360 into two distinct areas, making sure they understand the urgent requirement for high quality MI data.

· To assist, once we have our reporting specifications complete we will look to engage Echo360 alongside colleagues from Warwick and UCL who we believe will have similar reporting aspirations.

Issues, risks and decisions.

· None.

Next month

· Reporting specifications from the workshop will be written up.

· Once we have those specs we will contact other institutions to explore ways of presenting a united front to Echo360.

· Our communication strategy for contacting Echo360 will be noted in the wider communication strategy.

Training

Last period

An update will be given on this at the meeting.

Issues, risks and decisions.

· Risk: The impact of the policy consultation on existing demand profile for training provided by the Programme.

Next month

· Continued school visits.

· Initial trial of Strand 3 Training.

Migration

Last period

· After contacting Echo360 we know there are no current plans to deliver a Podcast style download of a recording where cameras are side by side.

· The service team have examined the interfaces available in Media Hopper Create (Kaltura) and is investigating ways to programmatically upload the downloaded Media Hopper Replay (Echo360) files into Media Hopper Create.

Issues, risks and decisions.

· None.

Next month

· System design where possible.

Scheduling

Last period

· College workshops, school meetings, whiteboard sessions and meetings with developers has resulted in the production of process maps and data flows.

· The analysis has seen two types of discussions taking place. One through the teaching organistaion, or those representing academic affairs of the three colleges. The other with the development team in information Services.

· Process maps and data flows will be reviewed when the Steering Group meets on the 24th of January.

Issues, risks and decisions.

· There is a potential issue around the additional administration that will be required to implement future policy around Lecture Recording.

Guidance on how to address this from the Programme Board would be helpful

Next month

· Communication from Timetabling is sent out to all timetabling users at the beginning of Feb.

· The analysis will be signed off and the design phase will begin.

· The workstream will be re-estimated.

Milestones

MLE001

Media Service Refresh Project

Funded

MLE002 

Lecture Recording Procurement

http://www.projects.ed.ac.uk/project/mle002/completion-report

MLE003

Lecture Recording Implementation

https://www.projects.ed.ac.uk/project/mle003/closure-report