Report for March 2019

Report Date
March 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 March, one project completed successfully:

Most projects are progressing to plan and have 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 - March 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 Two projects were no longer relevant and have been withdrawn.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
MVM132 MBChB ranking reports in BI Suite To start in April 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

  • Only some minor updates to the development of the Simulated Patient database, due to the need to prioritise the AV design work of the Medical Education Centre at the Western General Hospital.

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: Closed

Report by Paul De'Ath


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

Report by Alan Gilchrist

Achievements this period

  • Two existing PCs (with new hard drives purchased) have been identified for installation in the Princess Alexandra Eye Pavilion (PAEP) library and these will have broadband dongles installed behind a secure panel to stop anyone removing them.  As PCs will not be connected to University network, configuration needs to be designed and agreed prior to PCs being deployed.
  • Khipu have confirmed their quoted cost is correct and that they had always quoted for a 1 year supported service.  Need to find out what happens after the year of support is up - i.e. will hardware be removed, will additional costs be incurred to keep the service running.
  • Have tried to organise a meeting with NHS Lanarkshire IT staff to discuss current issues with their offering 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.
  • Chase up meeting with NHS Lanarkshire IT staff.
  • Confirm what 1 year service contract with Khipu would include and what happens after that year.

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

Report by Alan Gilchrist

Achievements this period

  • Procurement of the 30 PCs for the Dental Institute has taken place and short term storage has been agreed with local staff.
  • Due to the possible risk associated with no delivery during the refurbishment of the Medical Education Centre, procurement of the PCs has taken place and they will need to be squeezed into the limited storage space we have within the Medical Education Centre.   

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
  • Progressed Vet School and Bio-Medical Teaching Office reviews of Practique to Portfolio Owner and Portfolio Manager
  • Prepared presentation for MBChB assessment team to deliver at Fry-IT practique user group


  • N/A

Next Steps

  • Scanner will be taken by Vet school shortly
  • Project review meeting scheduled for April 2; review status, next steps and potential to close

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

Report by Alan Gilchrist

Achievements this period

  • Vet School have decided which type of screen they want in G.45, so AV design has been adjusted for this room.  Following a discussion with one of the room users, a suitable solution for the camera mount in G.45 needs to be found.  The rest of the design paperwork for the 6 Vet School rooms has been completed and will be sent out to contractors asap (at which point we'll receive some suggestions from them regarding the camera mounting).
  • Kennedy Tower Division Lecture Theatre will have estates work commence on the 10th June which will allow AV installation to take place at the beginning of July.
  • Numerous meetings have taken place regarding the Western General Medical Education Centre refurbishment, which has meant that there have been numerous design changes to the spaces.  Although building contractor hasn't been appointed yet, it has been written into the tender that the appointed AV contractor will be allowed on site to carry out installation work from the beginning of August.  Completion of main teaching spaces needs to be Friday 23rd August.
  • Engie are investigating costs for the work associated with the Clinical Skills rooms within the Chancellor's Building.


  • An interim Estates project manager has been put in place for the Western General Medical Education Centre refurbishment, due to previous project manager being signed off work.  During some of the meetings this month, some uncertainty was raised regarding what the NHS IT department have been told about the refurbishment (if anything).
  • Workload from LST project manager who resigned has been spread out between Eddy O'Hare and Alan Gilchrist.

Next Steps

  • Confirm final design of Western General Medical Education Centre with interim Estates project manager and stakeholder group so that AV designs can be sent out to AV contractors for tender.
  • Arrange suitable dates for upgrades of Chancellor's Building rooms once engie have responded to the minor works order requests.
  • Assign AV contractor to Kennedy Tower Division Lecture Theatre upgrade.
  • Confirm that the NHS IT department have been informed about the Western General Medical Education Centre refurbishment and that they have been provided with the relevant information regarding NHS PC, network port and telephone port locations.

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

Report by Geoff Cropley


  • Review of take-on Estimates completed and timeframe confirmed.


  • None.

Next steps

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

MVM Portfolio Projects Update

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

Report by Paul De'Ath


  • Progress locally by IGMM and Academic Admin
  • SharePoint team have delivered an MVM site health check and recommendations


  • Under review

Next Steps

  • Review health check and recommendations with Sponsor and key stakeholders
  • 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
MVM121: Reporting of Assessment Outcomes for External Bodies This project was started in May 2017 and was closed on the 22 March 2019. The Closure Report is available to view.
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 CommentsMVM121: Reporting of Assessment Outcomes for External Bodies
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.