Report for June 2017

Report Date
June 2017
Report by Muriel Mewissen on behalf of Alan Gilchrist (MVMLAT Programme Managers)                             
for Sheila Lodge (MVMLAT Portfolio Owner)
and Paul Clark (MVM Portfolio Manager) and Catherine Elliot (MVM Portfolio Owner)

 

Section One: Programme Commentary, RAG and Resources Update

Commentary

During June, progress were made on all projects. Delays in the contract negotiation in MVM107: Procurement of an online application to support assessment and feedback for MBChB continue are may have an impact on MVM118: Deployment of FRY-IT Practique for MBChB and MVM119: Data Migration and Data Creation into FRY-IT Practique for MBChB if this is not finalised by the end of July.

The status for MVM122: Biomedical Sciences submission word count facility is RED due to a lack of dedicated PM which will impact on the planned milestones.

The overall status of the MVM Learning and Teaching programme is RED.

Please note that the project RAG status is following the revised guidelines: A one-page summary of the IS RAG status indicators is available on this page.

Forward Look - June 2017

Section Two: Projects Not Started

The remaining 10 projects below will not start  this year but  have been included in the planning for next year.

Project Programme Manager's Commentary
MVM102 Innovative Technology Review  
MVM103 Mobile Device Management  
MVM106 Student Print Strategy  
MVM108 Technology to support Attendance and Monitoring  
MVM109 Technology to support communications with potential students  
MVM110 Technology to support Open Educational Resources (OER)  
MVM112 Technology to support simulation teaching  
MVM113 Technology to support student portfolios  
MVM116 Video Strategy  
MVM117 Virtual Desktop and software access  

 

Section Three: Projects in Progress

 

Project Info Project Managers Commentary

MVM101: Connectivity - on-campus and off-campus

Category: Discretionary

 

Milestones
Target Date Title
31-Jul-17 Closure
 
RAG Status

GREEN

Report by Alan Gilchrist for June 2017

Achievements this period

Continuing issues regarding the eduroam connection speed in NHS Lothian are being raised.  The NHS proxy server is due to be replaced within the next month or so and NHS have asked if we would be willing to help fund an uprated device which would provide increased capacity and security (£20,000 per year).  Paul Clark will be meeting Iain Robertson (NHS Lothian IT) after Iain returns from annual leave on the 17th July.

 

Work has started in NHS Lanarkshire to implement eduroam on the wireless network and it is hoped that this work will be completed by close of play on Friday 7th July.

Issues
Next Steps

MVM104:

Strategy for the upgrade of our computer labs (annual)

 

Category Discretionary

 

Milestones
Target Date Title
31-Jul-17 Closure
 
RAG Status

GREEN

Report by Alan Gilchrist for June 2017

Achievements this period
  • No new since May '17.
Issues
  • Resourcing issues for identifying PM, allocating project and moving onto project scope and brief.
Updates
  • As noted in May '17, key stakeholder (UoE IS ITI Head of RS) asked project to hold until end of July '17, due to other infrastructure commitments (HPC and Backup refresh, DataVault infrastructure etc.).
  • Concepts to support MVM305 in draft with RI, with a view to Scientific Management group endorsing centralisation principles for project.
  • Some challenges with resourcing PM for project. Should ease at start July '17.
  • Feedback on re-drafted request for project template outstanding from Portfolio Manager and Programme Business Owner for MVMRES.
Next steps
  • To assign project manager and move towards project briefing.

  • Time scales for engagement with one main stakeholder (RS) moved back until Aug '17 but this doesn't adversely impact project from being scoped and brief formed.

 

MVM105:

Strategy for upgrade of our teaching spaces (annual)

Category Discretionary

 

Milestones
Target Date Title
30-Jun-17 Closure
 
RAG Status

AMBER

( Remaining at amber, as although all rooms have now been scheduled, there are no contingency days due to teaching starting again straight after the work. Cost has been changed to amber, since LST have taken money from the MVM budget to cover other project costs )

Report by Alan Gilchrist for June 2017

Achievements this period

Vet School

The initial proposed completion dates had to be moved due to some of the equipment not being available for delivery, however Streamtec have been working through the installations of all 7 rooms and ensuring that any previously booked sessions go ahead with functional rooms - Eddy O'Hare (project manager in LST) made himself available on these dates to provide on site support and initial 'hand holding' to the users.  The majority of the work is now complete, with only minor snagging items to be resolved.  The key Vet School staff have been kept up to date with progress throughout the installations.

Chancellor's Building

Microlabs 1 and 2

The exam partition screens have been delivered and installed in the rooms and provide a much nicer environment for students when they are taking exams.  There have been several issues with the fitment of the screens which has so far required Top-tec to come on-site 3 times and a 4th visit may still be required (unless parts can be manufactured and then sent up in the post).

Undergraduate Medical Teaching Room

This room is currently progressing well.  Cables have been run, the walls have all been painted and the carpet has been removed in preparation for the new one to be fitted (this should be by close of play on the 7th July).  Mediascape have informed us that the AV desk won't be delivered in time for their install and asked if there is an interim solution.  An identical desk (without the University branding) which was supposed to be installed in the Kennedy Tower by Alan Gilchrist has been placed in the room and Mediascape have been told that the desk they will be supplying must now be delivered to the Kennedy Tower instead.

Boardroom

Mediascape are booked to attend on 5th and 6th of July to install the new system.  The decoration work by engie has been carried out in preparation.

Lecture Theatre A

As with the Undergraduate Medical Teaching Room, Mediascape have informed us that the AV desk won't be delivered in time for them to use in the install.  It has been agreed that they will install all of the new kit into the existing corner desk within the lecture theatre to get the room up and running and then return to swap everything out into the new desk during August at their expense.

There have been continuing issues with Mediascapes submitted RAMS documents for building and working on scaffolding (engie not accepting them and sending them back).  The latest versions were submitted to engie on Friday 30th June, so it is hoped that these will finally be accepted.

 

SU209

Temporary furniture was delivered on Friday 30th July and a request for the video conferencing kit to be QA tested has been raised.  The new furniture and partition screen will hopefully be delivered during July, however the plan is to hand the room over to PG users as soon as the VC kit has been given the all clear.

MVM107:

Procurement of an online application to support assessment and feedback for MBChB

Category: Discretionary

 

Milestones
Target Date Title
30-Jun-2017 Deployment complete - Award Contract Milestone
28-Jul-2017 Project Completion Milestone
 
RAG Status

AMBER

Report by Paul De'Ath for June 2017

Achievements this period
  • Purchase order agreed, created and delivered to FRY-IT to support Legal review of T&C
Issues
  • Both of the remaining Milestones were moved out by approx. a month - agreed as new target dates, no dates have been agreed with Fry-IT to complete, though some pressure has been applied
  • No new risks emerged-Two risks remain around the contract and sign off, status viewable from the project link: https://www.projects.ed.ac.uk/unpublished/project/mvm107/risks
Next Steps
  • Procurement and Legal will now manage the T&C's from FRY-IT through to a successful contract
  • Create the closure report
  • This project will close

MVM111:

Technology to support short-notice communications to students

Category: Discretionary

 

Milestones
Target Date Title
31-Jul-17 Closure
 
RAG Status

GREEN

Report by Alan Gilchrist for June 2017

Achievements this period
  • Two meetings have taken place in June to showcase what the new notification service will be able to provide once it's deployed.  Use cases for MVM (mainly specific to MBChB students at the moment) have been supplied to the notification services project team, so that they can build the necessary functionality into the service.
  • Brendan Owers will be setting up a further meeting with Alan Gilchrist, Nicola Crowley and/or Lydia Crow to check if there are any other use cases not currently considered and to start discussion how the notifications need to be created - this meeting should hopefully take place in July (subject to people's availability).

MVM115:

Technology to support TransNational Education (TNE)

Category: Discretionary

Milestones

Target Date Title
21-Jul-17 2016 Tag change - all work complete
31-Jul-17 All Biomedical Teaching Organisation input received as of end of May 2017 - IT Handbook updated
18-Aug-17 Delivery complete
20-Oct-17 Complete closure report
 
RAG Status

AMBER

Report by Paul De'Ath for June 2017

Achievements this period
  • Commenced documenting the process
  • Identified an issue that the setup procedure was missing - issues encountered delaying the implementation, now due for July 03
Issues
Next Steps
  • Complete the new draft version of the IT Handbook and distribute for review
  • Obtain and insert material from Kate and Hugh - covering year 1 manual activity, lessons learned and full documentation of fix and testing

MVM118

Deployment of FRY-IT Practique for MBChB

Category: Discretionary

Milestones

Target Date Title
05-May-17 IS WIS approval for initiation and ASTA submission
02-Jun-17 End of Planning - Project brief approval
30-Jun-17 Environments ready to support Mock Exam content ready to run milestone for MVM119
30-Jun-17 Dependency MVM107 contract with FRY-IT signed
 
RAG Status

GREEN

Report by Paul De'Ath for June 2017

Achievements this period
  • June 27  'train the trainers' session had to be reformatted as a deep dive and was successfully held with representation from Fry-IT, MBChB and LTW
  • V0.2 Draft OLA reviewed by LTW and updated
  • Placeholder dates agreed for August for additional training, creation of environments and the first pilot run of an exam
Issues
Next Steps
  • Agree with FRY-IT the scope for August 21-22 workshop

MVM119

Data Migration and Data Creation into FRY-IT Practique for MBChB

Category: Discretionary

 

Milestones

Target Date Title
31-Jul-2017 Dependency MVM107 contract with FRY-IT signed
22-Aug-2017 Acceptance - Trial Exam content ready to run
31-Aug-2017 Implementation - Confirm ready with data
18-Sep-2017 Acceptance - Mock Year 6 Exam content ready to run
29-Sep-2017 Delivery Complete - Year 6 Formative Exam ready
30-Nov-2017 Delivery Complete - Year 5 Summative Exam ready
21-Dec-2017 Recommendation report created
31-Jan-2018 Closure
 
RAG Status

GREEN

Report by Paul De'Ath for June 2017

Achievements this period
  • MBChB staff have completed their OSCA and OSCA+ extracts
  • The creation of new content has commenced
Issues
Next Steps
  • MBChB and the Project team will commence data cleansing activity removing duplicates from the data extracted
  • Depending on contract negotiations with FRY-IT, it is hoped to agree a high level timeline with FRY-IT, activity list has been discussed (no dates agreed)

MVM121:

Reporting of Assessment Outcomes for External Bodies

Category: Discretionary

 

Milestones
Target Date Title
04-Aug-2017 Delivery
31-Aug-2017 Project Closure
RAG Status

GREEN

Report by Nicholas Graham for June 2017

Achievements
  • Business analyst assigned to project.
  • Business analysis planned and begun.
  • Initial interviews with principal stakeholders.   
Issues
  • None.
Next Steps
  • Continue and complete business analysis.

MVM122:

Biomedical Sciences submission word count facility

Category: Discretionary

 

Milestones
Target Date Title
TBC  
 
RAG Status

RED

Report by Alan Gilchrist for June 2017

Achievements
  • Pat Fleury met with Mayank Dutia on 7th June to go through his python tool and see if it could be re-implemented into a supported service.  The outcome of the meeting was that the following was being requested:
  1. The students log in to the submission service (via EASE)
  2. The service pulls the list of available assessments from Learn for the given student.
  3. They select which assessment they want to submit, and upload their 3 pdf's (Title Page, Body, Appendices)
  4. If the body is below the word count, the pdf's get automatically merged into a single document and then submitted to Learn on their behalf.
  5. They get a status notification (successfully submitted / error).
  • Pat sees that the word count as the most trivial part of the project and that the automated processes of merging the documents and uploading directly to Learn being the most difficult.  After discussions with several people within the LTW division, it doesn't currently appear to be possible to create an automated process for uploading documents to Learn.
Issues
  • Given the requested implementation date was to be the middle of August, the difficulties noted above and the lack of a proper project manager for this (it is still sitting with Alan Gilchrist who is heavily involved in a lot of other projects with very tight deadlines) it is highly unlikely that a solution will be found and implemented on time.

 

Section Four: Closed or Withdrawn Projects

Project Info Project Manager's Commentary
MVM024 Integration and adoption of ISFM This project started in 15/16 project, and was suspended in May 2016. This project was closed in January 2017. Any remaining activities will be completed as part of MVM120 Windows 10 rollout to computer labs within the Windows 10 Upgrade for Managed Desktops (W10).  
MVM032 Speedwell Service Implementation This project was closed on the 24 March 2017. The Completion Report is now available.

 

 

Programme Info

Documentation

Not available.