Report for January 2019

Report Date
January 2019


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

MVM509 [Implementation of Vet Practice Management System]

Project Manager has highlighted concerns under entry 'issues'.

MVM522 [MVM Business Process Review for SharePoint Delivery]

Continued concerns over the clarity of resourcing with definitive outcomes. Further information needs to be gathered.  The project has been changed to amber as a result of some positive feedback.

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

Welcome report giving information on the positive steps made in this programme. Await full report for February

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

Project now reaching closure with opportunity to provide a lessons learned to use in future similar projects

MVM526 [Zhejiang Institute Repository ]

Whilst the project continues and there is an understanding that this requires delivery in an the timeline concerns from PM that we are entering similar issues as shown in MVM522. 




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

*Project to be replaced [Action] - Program Manager

MVM503 CMVM IT Finance costs portfolio

This project will be placed under review in Q3 2018

*Project to be replaced [Action] - Program Manager

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


Following meeting with the key stakeholders involved.

Whilst identifying the key risks of this project are the development, process and desicion making elements. The risk is such currently that it does not present a significant riks to the the service overall. It was agreed that due to a number of time changes that will significantly impact any progression of this project for 2019/20 to remove this project in February and set up a new project with a new brief based around seeking out alternative products and or taking a ground up approach to the service. It was agreed that rather than review the back end and front end presentations it would be more beneficial in the long term to project manage the 'service' itself. 

Active Projects
[MVM509Implementation of Vet Practice Management System RAG is AMBER

Achievements in Last Period

  • Internal work on Gap-analysis (Procurement requirements vs Dec 2018 delivery) in progress; this is proving quite time-consuming but is a necessary step to determine what is missing from the contract and producing a revised list of work for prioritisation. This means that the milestone Phase One Provet customisation complete (outstanding contracted items from original Phase One Scope 2017 de-scoped from MVP) has not yet been met - with knock on to the following milestones. PM has reminded the Project Board that project closure was scheduled for the start of March and this is now looking in doubt.
  • Work on locally replicated Provet database instance in progress.
  • PM has covered business rules for selection of staff in the proposed UoE user feed with Service Owner; expect to be able to run test extracts in February then work with FNS on the rules to be implemented on the Provet side.


  • No major issues. However, FNS's proposal to migrate the production platform is requiring coordination by the project manager to ensure there are no snags/dependencies in UoE as requested by the Project Board. This is consuming unplanned (not agreed) effort for PM and technical staff. There is also currently no consensus on the extent of the specific tasks to be completed before closing "implementation" despite the service now in place; this to be considered in more depth with the outcome of the gap analysis for prioritisation by the business.

Next Steps

  • Complete gap analysis, business to prioritise.
  • Complete setup of locally replicated Provet database instance; progress rules for Automated User Feed.
  • Review project plan, timeline, estimates for next scheduled Project Board.
  • Agree outstanding criteria for implementation project closure and what to be carried to a separate service improvement project.
  • Agree service transition tasks.
[MVM523]Pilot project for WHO's OFF online Staff Leave Management


  • WhosOff pilot has now been running successfully for a full year
  • Management and users are very happy with the system, its usage, administration, reporting and support
  • EDI have decided to continue using WhosOff until a replacement option is available through the new HR system which will be implemented through the Service Excellence Program
  • Payment details and responsibilities for WhosOff have been transferred to EDI, who have paid the invoice for the coming year
  • EDI has made the decision to now also record sick leave


  • None

Next steps

  • Project sponsor to provide full report to Programme board
[MVM522MVM Business Process Review for SharePoint Delivery  RAG is AMBER


  • Continue with IGMM and Academic Admin; reviewed research admin progress
  • Reviewed SharePoint resource capability


  • SharePoint resource availability - Service Management delivering a health check and recommendation early 2019
  • All project milestones are under review and will be determined in early 2019 at a re-planning meeting - date to be finalised

Next Steps

  • Clarify access to SharePoint resource
  • All other activity may well be impacted by this issue
  • Extend academic admin site pilot for Head of academic administration, Philippa Burrell
  • Progress IGMM
[MVM525Procurement of a Vendor Neutral Archiving (VNA) System for the Vet School RAG is AMBER

Achievements This Period

  • Project Closure 

    • A draft project summary has been prepared as input for the project lessons learned 


  • None 

Next Steps

  • Project Board 
    • Circulate project summary 
    • Arrange and hold lessons learned meeting 
  • Project Closure 
[MVM526] Zhejiang Institute Repository RAG is GREEN

Achievements this period

  • BMTO colleagues were unavailable in January, so no real progress has been made
  • SharePoint resource is being sought


  • SharePoint resource has been escalated, budget available, resource accessibility to be confirmed
  • Access to lead user was zero this month

Next steps

  • Review phase 1 status in January and February and plan to complete
  • Review Phase 2 and 3 alongside clarification of access to SharePoint resource


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



Not available.