Report for December 2018

Report Date
December 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


During December, a new project has started and completed planning:

Elsewhere work is progressing well and all projects are reporting a GREEN RAG status. We note that the analysis phase has been completed in MVM121: Reporting of Assessment Outcomes for External Bodies and recommendations will be identified next month.

Therefore the overall status of the MVMLAT programme is GREEN.

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 - December 2018


Section Two: Projects Not Started

The  un-prioritised projects from last session were reviewed at Programme Review Monthly Meeting - August & September 2018. Two projects were no longer relevant and have been withdrawn. The remaining projects are expected to start in 2018/19 as stated below:

Project Programme Manager's Commentary
MVM102 Innovative Technology review to start mid January 2019
MVM106: Student Print Strategy to start in March 2019
MVM109 Technology to support communications with potential students. to start in February 2019
MVM110 Technology to support Open Educational Resources (OER) to be reviewed in Q1 2019
MVM113 Technology to support student portfolios to start in March 2019
MVM125: Connectivity - Off-campus 2018/19 to be reviewed in Q1 2019


Section Three: Projects in Progress

MVM Learning and Teaching Projects Update

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

Report by Alan Gilchrist 

Achievements this period

  • Server for new Simulated Patient database has been identified to allow build to commence.
  • Have met with MVM Procurement regarding continued purchasing of simulation manikins (due to cost implications) and been advised that checking of market offerings must be carried out more regularly - can't just use an NCA to replace current manikins like-for-like at this point in time.

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.

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

Report by Paul De'Ath


  • SSP delivered options to the Project Team and they were fully explored
  • Sponsor and additional stakeholders updated with progress


  • N/A

Next steps

  • Follow up meeting scheduled for January 24 with PM, BA, SSP, business user and Development to review SSP options paper and identify a recommendation

MVM126 Upgrading of student computer labs, teaching and meeting room PCs 2018/19 - RAG Status: GREEN

Report by Alan Gilchrist


  • Presenter PC for Vet School room G.01 purchased early due to issues reported by local support team.

Next Steps

  • Identify suitable dates for ordering and delivery of PCs for all necessary sites.
  • WGH MEC will require careful consideration due to planned refurbishment of the floor which will remove storage locations for new PCs.

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

Report by Paul De'Ath
  • Presented a Practique presentation with BMTO colleagues to further assess product capability
  • Held end of year meeting with the Sponsor and project team to review progress and assess 2019 capability
  • Delivered V6.1 from Fry-IT


  • N/A this month

Next Steps

  • Assess OSCE pilot marks with academic and analytic staff and Fry-IT
  • Preparing to test new release V6.1 for both written and OSCE

MVM130 Upgrading of teaching spaces 2018/19 - RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

  • Met with LST and University Estates to discuss requirements for the upgrades for Kennedy Tower Division Lecture Theatre.
  • Met with engie to discuss requirements for the upgrades relating to Chancellor's Building rooms.


  • No update from Vet School regarding their room priority list.

Next Steps

  • Receive room priorities from Vet School.
  • Receive asbestos confirmation regarding Kennedy Tower Division Lecture Theatre as well as estimate of costs for Estates work for the room.
  • Create engie minor works orders for the Chancellor's Building room upgrades.

MVM131: Migration of 12 applications developed in Biomedical Sciences to central support - Analysis & Strategy - RAG Status: GREEN

Report by Geoff Cropley


  • End of planning has been completed and project is in progress 


  • None

Next steps

  • Continue with documenting options analysis for identified applications 

MVM Portfolio Projects Update

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

Report by Paul De'Ath


  • IGMM site created and initial phase 1 wiki content identified with some migrated as a pilot - they have obtained a resource 1 day a week until April 2019
  • Academic Admin site created


  • Continued SharePoint developer access - December 11 meeting held with Service Management
  • All project milestones are under review and will be determined in January 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

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: CLOSED

  • This project was started in September 2017 and was closed on the 28 September 2018. The Closure Report is available to view.

HSS022: CAHSS WAM Deployment  - RAG Status: GREEN

Achievements in the Last Period

  • SPS have completed UAT.  Economics UAT has been scheduled to late January.  This had created a delay with their UAT.   UAT ECA  HoA is scheduled for 23rd January.  COL build has been completed and UAT will be planned during January 2019
  • The Business School has requested a one month delay in performing their UAT
  • ECA's remaining subjects data has been gathered. SPS have provided a further two subject WAMS and this will be built into the system.  Additional external funding has been approved to support the additional subjects joining 
  • Additional administrator training courses have been arranged support new subject areas coming on-board in particular for Heads of Subjects
  • A very useful WAMS forum was held during December and a number of configuration improvements were identified
  • Further forums have been arranged for January and February

Next Steps

  • Complete UAT for Business School, ECA HoA, COL and Economics.
  • Arrange further training courses and hold the WAMS Forum. 

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
MVM127: Upgrading of teaching spaces 2017/18  This project was started in February 2018 and was closed on the 28 September 2018. The Closure Report is available to view.
MVM105: Strategy for the upgrade of our teaching spaces (annual) This project was started in September 2016 and was closed on the 28 September 2018. The Completion Report is available to view.

Section Five: Programme Meeting Minutes

Date Comments
4 December 2018  
2 November 2018 Programme Review Monthly Meeting - October 2018
27 September 2018 Programme Review Monthly Meeting - August & September 2018

Programme Info


Not available.