Report for February 2019

Report Date
February 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 February, work has progress well with a new project starting:

and delivery in two projects:

Most projects have a GREEN RAG status, however two have been changed to AMBER:

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 - February 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 Two projects were no longer relevant and have been withdrawn.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 be reviewed in Q1 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


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

  • No progress this month due to priorities surrounding finals exams.

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
  • Delivery milestone complete
  • Agreement to initiate a new project to manage the creation, testing and rollout of the recommendation


  • All closed

Next steps

  • Prepare closure report, review, approve, and close project

MVM125: Connectivity - Off-campus 2018/19 - RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

  • Project initiated due to work already being carried out.
  • Met with Karen Muir to look at the Princess Alexandra Eye Pavilion (PAEP) library.  Wifi provision is through eduroam offered over the NHS network.  Current issues of IP allocation to devices is experienced here.  Suggested two PCs be installed in the library using existing mobile broadband dongles as a short term measure, whilst investigation takes place into what University network provision could be installed.
  • Contacted Khipu to discuss issues associated with the quote they have provided for the installation of a managed eduroam service for NHS Forth Valley.  Cost is higher than expected and only proposed for 1 year rather than 3 years.
  • Have tried to organise a meeting with NHS Lanarkshire IT staff to discuss current issues with their offereing of eduroam, so that a proposed solution can be generated and implemented.

Next Steps

  • Create a suitable PC build configuration for the PAEP library and install on the computers on site.
  • Organise the meeting with NHS Lanarkshire IT staff.
  • Chase up Khipu and proceed with managed service installation.

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

Report by Alan Gilchrist

Achievements this period

  • Discussed storage issue for Western General Medical Education Centre with the project manager of the refurbishment.  No additional storage space is currently available, so purchasing of new computers will need to be carefully planned, either to coincide with the handover date from the building contractor or for the building contractor to allow delivery direct to the rooms once they have been redecorated.  Since building contractor hasn't been appointed yet, decision can't be made.


  • Amount of funding available for this project has been reduced, therefore the 17 presenter computers for the WGH teaching/meeting rooms will now be replaced in the next financial year.

Next Steps

  • Contact Easter Bush IT team to coordinate the best times to deploy their new computers.

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

Report by Paul De'Ath


  • Year 6 OSCE finals delivered successfully over two weeks, including a release prior
  • Vet School and Glasgow Uni both visited to assess during this period
  • Progressing Vet School review of Practique
  • Published IS news item


  • N/A this month, most risks have been closed in readiness for project review

Next Steps

  • Scanner will be taken by Vet school next month, we will review costs etc
  • Project review meeting organised for early April

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

Report by Alan Gilchrist

Achievements this period

  • Amended designs for the Chancellor's Building rooms to better suit the requirements of the users.
  • Created the initial AV designs for the Vet School rooms being proposed for upgrades (G.45, Langhill Farm, 1.27, 1.26, 1.25, 1.24).  Sent query regarding most suitable screen to go into G.45 to Vet School.
  • No asbestos issues for the work to be carried out in Kennedy Tower Division Lecture Theatre.  Planning for work to commence early June.
  • Formalising design paperwork for Western General Medical Education Centre has been started.


  • The Western General Hospital Medical Education Centre refurbishment has been postponed a month (beginning mid to end of May).  Unsure of when an AV contractor will be allowed on-site to carry out the installations as the building contractor hasn't been appointed yet, so AV tender can't be sent out until an indicative time frame can be included.
  • Waiting for estimates and staff availability from engie for work to be carried out in Chancellor's Building.  
  • LST project manager has resigned post, so workload will have to be spread out between existing staff.

Next Steps

  • Complete design paperwork for Western General Medical Education Centre upgrades and send out to AV contractors for tender (once we know when they will be allowed on-site to carry out work).
  • Arrange suitable dates for upgrades of Chancellor's Building rooms once engie have responded to the minor works order requests.
  • Complete tender documents for the Vet School rooms and send out to AV contractors.
  • Assign AV contractor to Kennedy Tower Division Lecture Theatre upgrade.

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

Report by Geoff Cropley

Achievements this period

  • Functional analysis, Options analysis and Estimates completed.
  • Request to IS Apps to confirm take-on estimates


  • None

Next Steps

  • Agree with BMS next steps for each option presented.
  • Project closure.  

MVM Portfolio Projects Update

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

Report by Paul De'Ath


  • Minimal progress locally by IGMM and Academic Admin


  • 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 - MVM and PM meeting March 6
  • The project is unable to re-plan until receipt of a health check and recommendation which was due in January, and now will be March 22. After that date MVM are seeking permission to own their site and develop it themselves.

Next Steps

  • Clarify access to SharePoint and MVM resource
  • Review milestones and re-plan
  • Maintain engagement with IGMM and Academic Admin

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.