Report for August 2018

Report Date
August 2018


Report by Muriel Mewissen on behalf of Alan Gilchrist (MVMLAT Programme Managers) for Philippa Burrell (MVMLAT Programme Owner) and Catherine Elliot (MVM Portfolio Owner)


  • Vet and Medical School sub-group IT meeting
  • College Administration Team (CAT) meeting
  • College Undergraduate Learning and Teaching (CULT) committee
  • Post Graduate Learning and Teaching (PGLTC) committee
  • Excerpts taken into CSG report


Section One: Programme Commentary, RAG and Resources Update


This new 2018/19 session starts with five ongoing projects. Three projects have a green status:

One projects has an AMBER status due to risk to the delivery because of short time scales:

One project is suspended but will restart in September:

There are nine projects proposed in previous sessions to be reviewed and prioritised, either for this session or for a future session. It is unlikely that all 9 of these will be able to be completed in 18/19. Therefore the overall status of the MVMLAT programme is AMBER.

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 - August 2018


Section Two: Projects Not Started

These projects were left un-prioritised last session and are to be reviewed for start in 2018/19:

Project Programme Manager's Commentary
MVM102 Innovative Technology review Prioritisation and start date to be reviewed
MVM103 Mobile Device Management Prioritisation and start date to be reviewed
MVM106: Student Print Strategy Prioritisation and start date to be reviewed
MVM109 Technology to support communications with potential students. Prioritisation and start date to be reviewed
MVM110 Technology to support Open Educational Resources (OER) Prioritisation and start date to be reviewed
MVM113 Technology to support student portfolios Prioritisation and start date to be reviewed
MVM116 Video strategy Prioritisation and start date to be reviewed
MVM125: Connectivity - Off-campus 2017/18 Prioritisation and start date to be reviewed
MVM126: Upgrading of student computer labs 2017/18 Prioritisation and start date to be reviewed


Section Three: Projects in Progress

MVM Learning and Teaching Projects Update

MVM105: Strategy for the upgrade of our teaching spaces (annual) - RAG Status: AMBER

Report by Alan Gilchrist from July ***NO AUGUST UPDATE ***

Achievements this period

  • The 7 replacement SMART podiums have been installed in the Vet rooms and the extended desktop settings have been applied where necessary.
  • The Kennedy Tower 2nd floor room has been completed.

Next Steps

  • Complete the replacement of AV kit in the Hugh Robson Building PG Viva room.

MVM112: Technology to support simulation teaching - RAG Status: GREEN

Report by Alan Gilchrist from July ***NO AUGUST UPDATE ***

Achievements this period

  • Nothing due to other project priorities 

Next Steps

  • A new Simulated Patient database will be created, providing increased security and functionality.
  • Create an initial draft report outlining the University’s simulation equipment currently available within the Chancellor’s Building Clinical Skills Centre and WGH MEC.  Include proposed maintenance costs, annual recurring costs and replacement cycles.
  • Ensure PIAs are completed for the two database systems.

MVM121: Reporting of Assessment Outcomes for External Bodies - RAG Status: SUSPENDED

Report by Paul De'Ath


  • The project remains suspended as SSP remain out of contact during August
  • Whilst a new PM has been assigned and supportive papers have been received from the Sponsor, no progress has been made with SSP, this remains escalated


  • SSP engagement

Next steps

  • Status to be reviewed in September

MVM127: Upgrading of teaching spaces 2017/18 - RAG Status: GREEN

Report by Alan Gilchrist from July ***NO AUGUST UPDATE ***

Achievements this period

  • Work has still been ongoing with the upgrades of the 3 Vet School teaching rooms.
  • The replacement of the Kennedy Tower DLT desk is more complex due to the hardwiring of electricity and network to the existing desk.  This room will receive a full refurbishment in the new financial year, which will include installing the desk funded this year.
  • A new project manager has been appointed to the WGH MEC upgrade project and a meeting was held with Estates, WGH campus staff (UoE and NHS) and the Internal Medicine staff located in the WGH MEC to discuss the refurbishment work.  The WGH MEC refurbishment work will be carried over to the new year and recorded in that session's project reports.


  • There are still concerns that one or more of the seminar rooms in the Chancellor's Building could be repurposed now that the upgrades have taken place (no timescale has been given yet) which would lead to a reduction in teaching space and discussions about reimbursement of funds.
  • Still waiting for confirmation of resolution for 4K projection issue in Chancellor's Building lecture theatre A.
  • The upgrade work for the 3 Vet School rooms has been taking a lot longer than originally planned.
  • Internal Medicine staff have raised concerns over the WGH MEC refurbishment work, which if unresolved could lead to the whole floor needing to be redesigned.

Next Steps

  • Transfer AV equipment from temporary desk in WGH D25 to new teaching desk - this will be carried out when other furniture is being replaced to minimise downtime of room, so will be carried over to new project.
  • New AV kit to be moved from temporary desk in Chancellor's Building seminar room 4 into new teaching desk.
  • AV contractor to complete work in the Vet School teaching rooms.  Propose a meeting with AV contractor and LST to discuss the issues around the amount of time it has been taking to complete the work.
  • Close project once confirmation is received regarding completion of Vet rooms.

MVM129 Support for OSCEs in Practique for MBChB - RAG Status: GREEN

Report by Paul De'Ath
  • Scheduled dates for the pilot
  • Agreed item content for the pilot


  • N/A this month

Next Steps

  • Deploy and test V6 on Staging

MVM Portfolio Projects Update

MVM522: MVM Business Process Review for SharePoint Delivery - RAG Status: RED

Report by Paul De'Ath


  • Received quote from one external vendor
  • Zhejiang removed from scope and a new project is being created to support that requests - MVM526
  • Scheduled project working group update meeting in early September


  • Progress stalled on all SharePoint elements

Next Steps

  • Present to project working group and set priorities - target induction, golden source identification and continue to break out elements where possible

Projects outwith the MVM Portfolio Update

Report by Alan Gilchrist and Anne-Marie Scott (LTW):

P0267: The EEMeC Administration Migration Project - RAG Status: GREEN

A number of issues related to content within the VLE have been identified post-migration. A report has been provided to the Programme Director, Head of School and College Registrar summarising the issues.

Given the GMC visit in early November, additional resource has been made available to the College. Staff from LTW are spending time based in Little France and are offering one-to-one sessions with academic colleagues to check links, tidy formatting and other changes as required. 16 sessions have been booked.

Discussions with Library and University Collections colleagues have agreed how best to manage Leganto Resources Lists for the MBChB. First content has been added to the Knowledge Hub site.

P0264: The eeSurg VLE Migration Project - RAG Status: GREEN

Knowledge base main pages now migrated and with academic team for checking. Knowledge base 140 'orphan' pages identified and ESSQ team have confirmed which pages to be migrated.

Course prototype reviewed by Project Board 28 Aug. Second prototype (Academic Surgery) populated. Reviewed and signed off at Programme Board on 06 November. Focus is now on gathering content to be migrated via Word documents. Content will be added to Learn as web content. Academic team raised the potential for additional support in their team required during this process. Will monitor and flag if it becomes an issue. Academic team to discuss with College Office process around issuing tutors with EASE credentials for access to the VLE.

DTP001: Apps to User Devices - RAG Status: AMBER

A major impact has been that due to the deployment of Windows 10 being postponed from start of term (DTP008/13), key desktop colleague Mark Wiseman is now required to help with preparing Windows 7 for extended use in 2017/18, which will keep him off the project until end of 2017.

Meantime, the high level design for the new solution to replace Atlantis has been approved, and a workshop was held to kick off the low level design so that the VSAN build can be done before end of 2017.

MLE003: Lecture Recording Implementation - RAG Status: CLOSED

The first phase launch of Media Hopper Replay is complete and the project will be moving to closure. 138 rooms were equipped for September 2017 and a number of CMVM rooms were prioritised during the rollout.  Use in Veterinary Medicine and Biomedical Sciences is increasing. The School of Medicine were not historic users of the previous service and the second phase of the project will be focussed on supported expanded use in such Schools. There are some particular challenges in the School related to confidential content and the level of access in Learn which will be the focus of the next phase in terms of support.

MVM123: Vet School Timetabling and Room Booking Migration - RAG Status: GREEN

Successful start of term for UG using central timetabling and room booking, including personalised timetables. Lessons learned from Semester 1 to be discussed and planning for Semester 2 to begin.

MVM128: Edinburgh Medical School Timetabling and Room Booking Migration - RAG Status: GREEN

Project is handed over to Service Excellence SAS013/14. Project Closure Report drafted.

HSS020: CAHSS WAM Extended Pilot - RAG Status: GREEN

  • The Simitive project to extend the pilot to the additional subjects; Classics, Archaeology, Philosophy and Language Sciences is complete.
  • Moray House remaining institutes are on track for delivery during May
  • Evaluation completion dates have been received for the pilot schools and when the dates are met the project will be closed (August 2018).

HSS022: CAHSS WAM Deployment  - RAG Status: GREEN

  • Commercial discussion are ongoing for the opt-in schools and expected to complete mid May 2018.
  • New schools have been prepared to accelerate use of the new system and schools framework gap analysis is underway.
  • Vendor support has been arranged to support existing and new on-board schools.  
  • A user forum has been established and the first meeting has convened with very positive outcomes.

Other Updates

ISG Innovation fund

Project funding allocations have been made and decisions are being communicated. A list should be available for future meetings.

TEL049: VLE Minimum Standards - RAG Status: RED

Paper has been sent to Senate LTC 15 November meeting outlining the scope of the project. Project manager has been assigned and project brief will be available on Projects website shortly. This will be a multi-year project.

Section Four: Closed or Withdrawn Projects

Project Info Project Manager's Commentary
N/A No Project as been completed this session yet

Section Five: Programme Meeting Minutes

Date Comments
31 May 2018 Programme Review Monthly Meeting - May 2018
27 April 2018 Programme Review Monthly Meeting - April 2018
26 February 2018 Programme Review Monthly Meeting - February 2018
26 January 2018 Programme Review Monthly Meeting - January 2018
4 December 2017 Programme Review Monthly Meeting - December 2017
4 November 2017 Programme Review Monthly Meeting - November 2017
30 October 2017 Programme Review Monthly Meeting - October 2017
29 September 2017 Programme Review Monthly Meeting - September 2017

Programme Info


Not available.