Report for April 2018

MVM128

Edinburgh Medical School Timetabling and Room Booking Migration 

Discretionary

RAG Status: Green

Report Date

April 2018

 

Milestones

Next Period

Complete planning and arrange sign off Hold initial Service Excellence workshops and follow up any actions outstanding to define and agree exceptions to standard processes Review Project Brief and plans at end of initial workshops and amend to include agreed process/system change tasks Report back on initial workshops to the Project Board

Issues

None

Achievements in Last Period

MVM123

MVM Timetabling and 

Room Booking for Vet School

Discretionary

RAG Status:

Green

Report Date

April 2018

Achievements in Last Period

• None

Issues

• None

Next Period

• Plan and carry out a review, focussing on timing issues for start of semester 2 and any further work which may become part of Service Excellence project to move to standard processes
• Agree closure report and formally close project

Milestones

MLE004

Lecture Recording Expansion Phase

Discretionary

RAG Status

Green

Report by Colin Forrest for April 2018

Project Status

Status:  All work streams are currently Green

Rooms

Last period

• Phase 2.2 has been completed as per the schedule.
• Delivery date for the Echo360 hardware has been confirmed.
• Tenders for all work being managed by Learning Spaces Technology have been successfully completed.
• As we know the number of rooms in Phase 2 has altered due to some Estates changes.  The updated room list has 131 rooms on it and can be found on our wiki here. https://www.wiki.ed.ac.uk/display/LRec/Phase+2+%28Sept+2018%29+Teaching+Spaces
• Progress so far:

Key:       LCP = Large Capital Projects (new builds and refurbs)

SCW = Small Capital Works (small Estates projects)

LST = Learning Spaces Technology (regular yearly upgrades)

Issues, risks and decisions.

• Decision: There is an option to target specialist spaces in Phase 3 instead of our current plans.  Please decide on any action(s) required so an informed choice can be made.

Next month

• Installations will continue as per the schedule.
• Signage audit as we prepare the Phase 2 order.
• Echo360 hardware will arrive.

Data Management

Last period

• Echo360 confirmed completion of developments required for GDPR compliance
• Compliance work will be completed manually for the 2018/19 academic year rollover
• Future target is to automate processes which will include an integration with the University identity management service.
• Echo360 have provided the following details for their manual process this year: 
  • If a user exercises the right to be forgotten, or they are no longer a staff member/student then any Q&A data, etc. will be anonymised. 
  • Students when removed will have any uploaded content deleted straight away and this action is non-recoverable.
  • Staff when removed there will be the option to delete or transfer any content to another staff member.
  • This delete action cannot be completed using the API, in the short term, so a process will have to be established until we get this as a feature of the API.

Issues, risks and decisions.

• None.

Next month

• Mapping out the tasks and timeline for out manual process.

UoE Service Structure

Last period

• As we know a Teaching Spaces Review is being driven forward by the Timetabling department.  We have agreed that we should receive regular updates on the review from Euan Murray who is a member of that team. 

Issues, risks and decisions.

• None.

Next month

• Any actions derived from Euan’s update.

Reporting

Last period

• As previously reported we are examining the technology options currently.  A meeting between our sponsor and the service owner for reporting tools (Susan Cooke) is scheduled for the w/b 30^th April.
• At the Echo360 site visit during April some indication of future plans in this area were given.  Echo360 plan to enhance the admin interface to allow users to download a broad range of statistics in CSV format.  We will bring more detail to the group when we receive it.
• As stated previously Echo360 have agreed to supply us with a monthly data extract.
• We have the basis of our reporting specification. 

Issues, risks and decisions.

• None.

Next month

• Further development of required reports in both areas will require access to School resource to ensure completeness.
• We will make some informed choices on technology.
• Agree the data points to be included in the data extract.

Training

Last period

• Strand 1 and Strand 2 continue to be delivered as planned.  The number of attendees has been low in relation to the spaces available at each event, strike action and the exam boards will be having an impact on attendance.  The events are being widely advertised.  Training is available and will continue to be available in multiple formats to those that want it.
• Strand 3 is underway. 

Issues, risks and decisions.

• None.

Next month

• Continue to monitor the three training strands that are now in service.

Migration

Last period

• We have settled on our solution for Phase 2.

Issues, risks and decisions.

• None.

Next month

• The development team are ready to begin work and have indicated this could start in May.

Scheduling    

Last period

• Development has begun.  The Bamboo deployment plan was completed and successfully deployed.
• All the environments and necessary users have been created.
• Stand Up meetings are working well and keeping the team informed of progress, with easy access to up to the moment information for IS Production staff who have been attending a number of the meetings.
• Our task list and (JIRA) monitoring board have been setup.
• The risk we noted last month that some aspects the policy wording may be impossible to implement technically was resolved.  The policy group noted our concerns and adjusted their wording to a default delay of 24 hours until the publishing of lecture recordings.
• We have had initial meetings within MVM on the subject of scheduling for those not on central timetabling.
• We met with the CAHSS Head of Academic Affairs to discuss scheduling and have meetings setup for w/b 01^st May across the campus.

Issues, risks and decisions.

• Risk:  We are building a new application.  Although the technology we are using is well known there are inherent risk will all new applications. 
• Risk:  Running side by side with Policy means we are targeting an outcome that can change.  For example the change from ‘agreed’ to ‘inform’ in the policy document will change people perception of the roles and responsibilities in the end to end scheduling process.  That could have an impact on who uses the system and subsequent impact on our development specifications.
• Risk:  The project team are being asked to assist with process mapping of the non-technical areas around scheduling.  This activity is unsustainable as we progress into a crucial period in terms of development.

Next month

• Development continues.
• Write our testing scripts, including confirming which rooms will be used.
• Complete our part of the non-technical process mapping work.

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