Report for September 2024

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Discussed further requirements relating to the prescription element of the system with the Clinical Skills Team, so that it can all be passed onto the developer.

Issues

• None

Next Steps

• Provide information on prescription functionality to the developer.
• Continue developing the next phase of the system.

MVM158 Student Placements RAG Status: GREEN

Report by Sue Woodger

Achievements this period

• Agreed that project is to close  - just awaiting approval from some team members and will then be submitted to Apps Review

Next Steps

• Submit closure to AppsReview

MVM159 Upgrading of teaching spaces 23/24 RAG Status: RED

Report by Alan Gilchrist

Achievements this period

• Communication with NHS estates relating to the network installation required for Lauriston Learning Hub and Dermatology clinic has finally progressed and work will be scheduled in for the earliest weekend when the network contractor is available.
• Faulty student screen in Vet School room G.03A has been replaced and further programming has been carried out.  Water leak has been fixed and room was made ready for first teaching session to take place on Monday 16th September.
• The majority of the estates work for Biomedical Sciences East and West labs has been completed.  Remainder of work which relates to the teaching desk position will be completed just before AV contractor arrives - likely some time in December.
• Equipment relating to the mobile surgical light and camera for anatomy use has been received, so this can now be built and transported over to anatomy labs/lecture theatre.

Issues

• Confirmation of new network ports being made live for Small Anatomy Teaching Lab has yet to be received.  Project manager will chase this up with the network team.
• After requesting an update on equipment and furniture availability, the AV contractor for Lauriston Learning Hub has stated that they can't find the purchase order on their system, so nothing has been ordered yet.  This could lead to a further 8 week delay, due to lead times with the AV furniture.
• Uncertainty surrounding whether the money committed to Small Anatomy Teaching Lab and Lauriston Learning Hub will be transferred to the current financial year means we can't start to look at the 2024-25 room list.
• The NHS/PFI estates team at the Royal Infirmary continue to have issues getting a suitable contractor to supply and build the required scaffolding for the installation of the direct links between the Chancellor's Building lecture theatres.

Next Steps

• Schedule AV contractors for Lauriston learning hub, Dermatology Clinic, Small Anatomy Teaching Lab and Biomedical Sciences East and West labs once network work is complete.
• Schedule installation of direct links between lecture theatres in Chancellor's Building once NHS/PFI estates team can secure the services of a scaffolding company.
• Receive remainder of supply only equipment.

MVM162 Anatomy Database RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Agreed with anatomy lab manager that we will start to carry out an analysis of the current files used, rather than wait until a suitable date and time can be found to visit St Andrews to discuss their system.  Initial analysis is planned to begin in October, once start of new academic year has settled down.

Issues

• None

Next Steps

• Arrange meeting with Anatomy Lab manager to start analysing the existing data types and functionality of their existing files.
• Rearrange visit to St Andrews to discuss their current system.

MVM163 EPPSAT and Simulated Patient Databases RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• No major updates due to other priorities.  A brief discussion has taken place with the EPPSAT coordinator about planning in the first analysis meeting.  This will likely take place in October.

Issues

• None

Next Steps

• Arrange meetings with EPPSAT and Simulated Patient co-ordinators to begin the analysis and requirements gathering processes

MVM164 Upgrading of Teaching Spaces 24/25 RAG Status: RED

Report by Alan Gilchrist

Achievements this period

• Project initiated on website and project brief started.

Issues

• Since funding is currently unknown, generating the priority list of rooms can't be started. 
• If some of the funding from 23/24 hasn't been transferred to this year to complete the rooms that were delayed due to staff resource issues, room list for this year will be extremely small.

Next Steps

• Receive budget allocation for this year.
• Complete list of rooms requiring upgrades for the different campus locations and add to the project brief.
• Prioritise list of rooms to upgrade this year based on available funding.
• Create AV designs and then tender documents for each of the new room upgrades.

SAC105 Adapting ESC (Extensions and Special Circumstances) to support policy changes - RAG Status: GREEN

Achievements in Last Period

• Live implementation phase 1 done. The student and staff systems are now aligned with the Exceptional Circumstances Policy (approved in March 2024) see news on Exceptional Circumstances policy launched. This includes video, FAQ for students,  communications to School, student support and wellbeing advisers after the release, there is also a staff facing Sharepoint site, and further staff training 

Issues 

• n/a - no issues reported in Live

Next Steps​

• Complete developers' user testing and documentation post live
• Continue monitoring LIVE
• Planning the next phases of work: BI performance and requirements for reassessment: review cost/benefit. 

SCP004 Short Course Platform: Operational and Management Reporting - RAG Status: GREEN

Achievements this period:

• Project activities reinstated following suspension at the end of July 2024.

• 3 x meetings held with COL to review COL Operational Reporting for Release 2 and to discuss potential reporting gaps on the new platform. Documented at SEPT COL REPORTING REVIEW.xlsx (sharepoint.com)
• Meeting held with Software Dev team manager. Current estimation on effort required for local SCP DB = 100 days.
• Meeting held with Head of Development Services and Dev Tech team manager to discuss project requirements and next steps.
  • Although we have identified and documented stakeholder reporting requirements, the SCP project team are only starting to work on data modelling and mapping (high-level Eduframe API > UoE DB table map with identifiers/links).
  • As a result, we don’t foresee the project commencing with Development Services until January 2025.

Next steps:

• The Head of Development Services outlined an overview of next steps/tasks required to move the project forward:

  • Designing the data model.

    • Reporting layer database, driven by reporting requirements.
    • SCP Project team to engage with Enterprise Architecture.
  • Creating the database itself.
    • Dev Tech will connect the database (MariaDB?) to Eduframe’s PowerBI service.
  • Building the integration.
    • Connecting the APIs - how will this work? (Eduframe Power BI connectors).
    • Overnight or event driven? How up-to-date does the information need to be? Event driven preferred, but depends on their model.
  • Who will build reports for the SCP service?
    • Only COL have access to BI services via CAHSS
    • Development Services have training planned in this area for future service provision.

Risks/Issues:

• None.

SCP007 Short Course Platform: Payment Integration and PCI-DSS Compliance - RAG Status: GREEN

Achievements this period:

• Project activities reinstated following suspension at the end of July 2024.

• Updated timeline of outstanding project activities can be found here: September High Level Timeline.pptx (sharepoint.com)

• Drieam released a fix for a discount code/WPM-Education issue. The project team are in the process of running initial re-tests.
• Project task tracking will be migrated to Jira following launch of a new programme-level Jira space. In the meantime, outstanding tasks and test scenarios can be found here: Payments Test Scenarios.xlsx (sharepoint.com)
• As the project's Business Analyst has left the University, configuration and testing training has been undertaken with new project team members from LTW DLAM.
• Work underway with Online Marketing and Accessibility teams to ensure payment screens and email notifications are updated accordingly for the new platform.
• Terry Fox has confirmed (via email dated 11/09/2024) that regarding PCI DSS compliance, the launch of the SCP can proceed on the basis that it meets the same standards as the rest of the University at this time, and is consistent with the University's current approach.

Next steps:

• We need to do another round of Payments testing with Finance/Flywire following the Drieam bug fix, and then a second round of re-testing following a change via (FIN143) the Lloyd's MAS project (Currently coordinating with Finance and Flywire).

  • Oct 2024 - Payments with/without Discount Code and Refunds:

    • Round 1 (Dev8) re-test.

    • Inohub and P&M (Dev8) re-test.

  • Nov 2024 - Following FIN143 MAS project change:

    • Round 2 (De7) re-test.

    • Finance to progress early Nov or as soon as Dev 8 sign-off so no delay to Jan 2025 UAT.

  • Jan 2025 - Book Now workflow and end-to-end UAT (Dev7).

  • Feb 2025 - Go live activities and Support model in place.

Risks/Issues:

• None.

SCP008 Short Course Platform: Configuration of Email, SSO and IDM - RAG Status: GREEN

Achievements this period:

• Software Dev have implemented changes to the app following the Accessibility report.
• Software Dev have completed the SDD.
• Dev Tech have completed the Live environment build.
• Additional effort has been requested in ASTA for Software Dev to complete TAD/Abacus work, as well as the Deployment Checklist required to deliver and close the project.

Next steps:

• Dev Tech to complete TAD/Abacus work.
• Software Dev to complete Deployment Checklist for Apps Production Management.
• PM to complete project delivery and closure activities.

Risks/Issues:

• Apps Production Management have let us know that they should have been involved with the project from an earlier stage. The project team were not aware of this, as the SCP service is not yet live, and the SCP Teacher Admin (IDM) app is a new POC. The SCP PM and Technical Lead will be meeting with Apps Production Management this week to demo the app and discuss next steps.