Report for September 2018

Report Date
September 2018


Report by Mark Hay, MVMBUS Programme Manager.

for Jim Nisbet MVMBUS Programme Owner.

CMVM Head of IT (MVM Portfolio Manager) and Catherine Elliot (MVM Portfolio Owner)  


  • Campus / Deanery meetings.
  • College Operations Group (COG) meeting
  • Excerpts taken into CSG report.

Section One: Programme Commentary, RAG and Resources Update

Programme Managers Commentary

MVM508 [CMVM Staff and Visitor print consolidation]

This project has been turned to amber.  The principal stakeholder in  the Chancellors, due to unforeseen circumstances in unable to commit to a roll out currently to the building.   The current deadline will not be met.  Ongoing discussions are continuing to help get this moving forward. 

MVM509 [Implementation of Vet Practice Management System]

The project continues and results are being seen. 

MVM522 [MVM Business Process Review for SharePoint Delivery]

Ongoing issues with  the SharePoint element continue to delay this project. 

MVM523 [Pilot project for WHO's OFF online Staff Leave Management]

No report required 

MVM525 [Procurement of a Vendor Neutral Archiving (VNA) System for the Vet School]

Continued progress a revision of project and cost to take place.



Section Two: Projects Not Started

Project Info   Programme Manager's Commentary


CMVM College IT communications strategy This project will be placed under review in Q3 2018
MVM503 CMVM IT Finance costs portfolio This project will be placed under review in Q3 2018
MVM507 Risk, Business Continuity and Disaster Recovery Linked primarily CIS002 - Oct 2016 - MVM518 - This project will be placed under review in Q3 2018
MVM510 CMVM Digital literacy staff and student development This project will be placed under review in Q3 2018
MVM514 CMVM Bioquarter Infrastructure & IT Services Development This project will be placed under review in Q3 2018


IS - Honours Project Portal move to central resources Currently at the review stage by Programme Manager - Agreement to move forward - More detailed report for Q4
Active Projects

[MVM508]: CMVM Staff and Visitor print consolidation


  • Agreement to close project - after one building printer in chancellors is ordered
  • QMRI roll out finished


  • 20 rooms are getting reorganised in chancellors which has led to the need for decisions to be made about the rationalising of printing needs. However as rooms and occupancy have not been finalised making concrete decisions about what the requirements are cannot be made. The time frame suggested is 11 weeks at the latest, and the users have indicated that this could be done by 11th December dependent on Xerox delivery time frames.

Next Steps

  • Project set to amber
  • Working closely with building administrators to see if this time frame for decsions can be reduced.  

[MVM509Implementation of Vet Practice Management System RAG is AMBER

Achievements in Last Period

  • FNS have delivered most main features for HFSA (split into MVP1 and MVP2), with no major showstoppers;  however some regression defects have appeared and again this eats into the time scheduled for UAT and preparation tasks for HFSA launch.
  • Agreement with Project Board on revised timeline, now that the main key functionality has been delivered by FNS. It was not previously possible for the PB to have confidence in a launch timeline with FNS missing previous milestones. It was agreed at the Project Board meeting 20/09/18 that a November launch would be excessively disruptive to R(D)SVS's operations and its staff due to a combination of staffing issues compounded during that time. The recommendation therefore was to plan to launch at the start of December to nable sufficient lead time for the necessary UoE work to make that possible; the project team have emphasised to FNS that this additional time is not to be used to allow a slow down in addressing issues emerging from UAT, or any necessary rework, but it is to allow UoE to have a stable version on TEST for several weeks; a "Go / No-Go decision" milestone is scheduled for 12/10/18. FNS have confirmed their understanding of this.
  • Accessibility Health Check 2 milestone achieved.
  • Accessibility Acceptance milestone (achieved subject to Project Board agreement with FNS on specific issues raised by University's Disability Information Officer).
  • Progress with FNS towards delivering a procedure for regular refreshing of the DEMO environment with data from the LIVE environment; UoE to inform FNS when ready for this to be established (first want to ensure the user accounts on LIVE are loaded for HFSA and that price and treatment lists are as up to date as possible.
  • Senior User and one of the Superusers possibly to visit Gothenburg to meet with representatives from more established Provet Cloud customers mid-October and compare experiences of Provet implementation and operational use.


  • No major issues.
  • Concerns remain on availability of key R(D)SVS staff to cover critical aspects of the project especially coordinating UAT; Sue Murphy is aware of this so no escalation necessary at this stage; Business Lead taking responsibility for coordinating UAT and targetted training requirements for staff. Senior User is supporting this by helping move commitments from Business Lead to facilitate the 1-2-1 training sessions.
  • Some concerns on FNS delivery, with some further QA issues and prioritisation of developer resource. Business Lead, Senior User and PM escalating this to FNS's CEO.
  • PM awaiting clarification on security issue impacting on the launch in HFSA (see item 27); Senior Supplier dealing with this issue; no escalation required at this point.
  • Further extensions to the project timeline will require additional budget for IS Apps effort; revised timeline agreed verbally at Project Board 20/09/18 so no escalation necessary at this stage; agreement pending on additional days.

Next Steps

  • Working to revised plan: R(D)SVS staff to complete testing (coordinated by Business Lead) of MVP1 and MVP2 features ahead of a Go / No Go decision in October for the HFSA launch in December.
  • Review project plan, timeline, estimates for next Project Board 25/10/18.
  • Review budget, resourcing, timeline and milestones.


[MVM522MVM Business Process Review for SharePoint Delivery  RAG is RED


  • Pilot work being prepared via MVM526 as proof of concept
  • Initiate work against research standalone requirements
  • Commenced discussions around requirements for new Head of academic administration, Philippa Burrell


  • Progress stalled on all SharePoint elements
  • Start of a new academic year has restricted access to team

Next Steps

  • Review test site  

[MVM523]Pilot project for WHO's OFF online Staff Leave Management

No report required  

[MVM525Procurement of a Vendor Neutral Archiving (VNA) System for the Vet School RAG is AMBER


Project Board meeting was held on 13th September resulting in the go-ahead to continue the requirements gathering exercise

  • A part of the process to capture business requirements, four requirement gathering sessions have been held covering areas such as  

    • Storage, Import, Export and indexing of dicom and non dicom images

    • Cardio respiratory analysis

    • Opthamology

    • Cell Counting

    • Dicom viewers

    • Role based permissions

    • Retention and Archive of images

    • Migration of data

  • Early market engagement has been undertaken to determine possible options and potential costs

  • Commenced collation of potential system volumes

  • Work has commenced on the procurement strategy

  • Andy Stewart has been assigned as the new project manager


  • No current issues

Next Steps

  • Continue with business requirements gathering covering the following areas
    • Teaching and Research requirements

    • Anonymisation

    • Pathology

    • LARIF and Roslin Bio-Imaging

    • Management Information

  • Revised project plan and estimate to be prepared and circulated

  • Finalise procurement strategy

  • Project communications strategy to be prepared and circulated

  • Project team and project board meetings to be scheduled

  • Review of project risk register



[MVM526] Zhejiang Institute Repository RAG is GREEN

Achievements this period

  • Project initiated
  • Initial meetings held to identify core requirements
  • SharePoint resource assigned and developing a proof of concept


  • N/A

Next steps

  • Create the project brief, set milestones, review and update all risks  


Section Four: Closed, Withdrawn or Suspended Projects (For legacy information)


Project Info Project Managers Commentary
MVM009 Closed
MVM512 Closed
MVM513 Closed
MVM519 Closed
MVM501 Closed


Project Info Programme Managers comments
[MVM511] CMVM College WWW Presence development Withdrawn
[MVM717] CMVM Developing the CMVM Intranet environment Withdrawn
[MVM521] Scientific Linux 7 (SL7) - Psychiatry Withdrawn
[MVM504] CMVM Digitisation of paper records Withdrawn
[MVM506] CMVM Reporting and data intelligence Withdrawn
[MVM503] CMVM Corporate Business Services review Withdrawn


Project Info Programme Managers comments
[MVM523] Pilot project for WHO's OFF online Staff Leave Management Project suspended until December 2019



Not available.