Report for January 2019

Report Date
January 2019


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 January, all projects are progressing according to plan and have a GREEN RAG status. 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 - January 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 Two projects were no longer relevant and have been withdrawn.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 be reviewed in Q1 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

  • Base model of the Simulated Patient database has been created and development continues.
  • Received demonstration of comparable manikins from alternative supplier, as part of the tender process to replace existing manikins.

Next Steps

  • Continue development of Simulated Patient database.
  • Discuss next steps of replacing manikins with procurement and then complete tender.
  • 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


  • Recommendation approved by Project and key stakeholders


  • All closed

Next steps

  • Follow up meeting scheduled for February 5 with PM, Business Lead and Programme Owner to review recommendation and prepare for resource/prioritisation meeting with Lisa Dawson
  • Prepare closusre report, review, approve, and close project

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

Report by Alan Gilchrist

Achievements this period

  • BioQuarter/Central IT team have been contacted to look at best times to deploy new computers to their areas.  Peter Crooks has been assigned to this.

Next Steps

  • Contact Easter Bush and Western IT teams to coordinate the best times to deploy their new computers.
  • Decide best solution for the delivery/storage of the new PCs for the Western General Medical Education Centre.

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

Report by Paul De'Ath
  • Presented a Practique presentation with VET colleagues to further assess product capability
  • Delivered V6.1.0.2 from Fry-IT, also updated Practique on the iPads in preparation for finals in February
  • Part of team delivering an update on the UoE use of Practique with Limerick University


  • N/A this month

Next Steps

  • Assess OSCE pilot marks with academic and analytic staff and Fry-IT
  • Preparing for finals in February

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

Report by Alan Gilchrist

Achievements this period

  • Amended designs for the Chancellor's Building rooms to better suit the requirements of the users.
  • Written room requirements for the Chancellor's Building rooms and forwarded to buildings management to arrange engie minor works orders.
  • Received room priorities from Vet School.
  • Visited several Vet School rooms with LST to evaluate current setups and to start designing new solutions.


  • The Western General Hospital Medical Education Centre refurbishment has now been planned for this year (beginning mid to end of April) which will apply more pressure to workloads and a need to assign AV contractors at a very busy period.

Next Steps

  • 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.
  • Evaluate funds to decide how many Vet School rooms on the priority list can be upgraded this year.

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

Report by Geoff Cropley


  • Functional analysis, Options analysis and Estimates completed


  • None

Next steps

  • Agree with BMS next steps for each option presented
  • Confirm timing of potential IS take-on for selected applications

MVM Portfolio Projects Update

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

Report by Paul De'Ath


  • 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

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: GREEN

Project board has agreed that we will look to launch the service in Summer 2019, with first student groups using the service from start of Semester September 2019.  The project and college teams are to focus on completing functional testing as soon as possible, with further phase of performance testing to follow once 10Gb network and technical testing activities have concluded.  The service name is to change from AppsAnywhere and we are looking to have final name chosen by end of February to allow for the necessary changes to be made to projects materials and artefacts (e.g. logos, training videos etc).

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: CLOSED

Project was closed September 2018.

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

  • The Business School and SPS are ready to commence UAT.  
  • Economics have appointed a new head and deputy head of school.  This has created a delay with UAT.  
  • Build for ECA is complete and data cleansing is in progress.  
  • COL build is in progress and is expected to complete by mid November 2018.
  • ECA's remaining subjects are now joining the roll-out.  This change will extend the college delivery by one month.  A change request has been submitted to support ECA extension and the additional budget. 
  • SPS have provided a further two subject WAMS.  If this is to be built into the system, this would mean additional costs. This needs to be agreed with the sponsor.  
  • Additional administrator training courses have been arranged to support new subject areas coming on-board and for other schools requiring training.   .

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
15 January 2019  
4 December 2018  
2 November 2018 Programme Review Monthly Meeting - October 2018
27 September 2018 Programme Review Monthly Meeting - August & September 2018


Not available.