Report for December 2020

Report Date
December 2020

 

Report by Susan Ridder-Patrick (MVMLAT Programme Manager) for Philippa Burrell (MVMLAT Programme Owner) and Catherine Elliot (MVM Portfolio Owner)

Distribution:

  • 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

Commentary

Programme status: The overall status of the MVMLAT programme for December 2020 is AMBER. Availability/capacity for all staff groups involved is impacting progress on some projects, in particular MVM141 PathCAL/EROS and Labyrinth replacement project and MVM139  Curriculum Mapping Tool (COMMAND).

Risks

  • Novel Coronavirus (Covid-19): There is a risk this programme may be impacted by any measures that are implemented to reduce impact from the spread of Covid-19. The risk is held at portfolio level.

Project highlights

  • MVM125: RED - Delay in purchase of SIM cards,  resulting in starting term with students in NHS accommodation with no internet access and NHS teaching staff across Scotland who need to run online teaching sessions likely to have difficulties.
  • MVM136: GREEN - Admissions Assessment set up for remote sessions in January
  • MVM139: AMBER - Progress has been made but delivery has been revised to the end of February
  • MVM140: AMBER - Further delay in getting Service operations/processes agreed. Now expected end of March 2021
  • MVM141: RED - Ownership of CALs has been difficult to obtain and Flash is now no longer supported by all major browsers so there is a high risk that some teaching content may fail 
  • MVM142: GREEN - Agreement reached with Dentistry using SeatED App
  • MVM143: GREEN - Work progressed with Vets in December
  • MVM144: GREEN - Computers needing to be replaced this year have been identified and added into the project brief
  • MVM145: GREEN - New Project initiated at the end of December called Accessibility of MVMLAT applications

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 2020

Section Two: Projects Not Started 

 

Project Programme Manager's Commentary
House Hub TBC - not currently planned in 20/21; may be able to use software already available

 

Section Three: Projects in Progress

MVM Learning and Teaching Projects Update

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

Report by Alan Gilchrist  

Achievements this period

  • Contacted Eric Gordon in NHS Lanarkshire to request information on the specific issues with their implementation of eduroam, so that we can work together to resolve them.
  • MVM procurement managed to obtain some of the paperwork required for the new SIM cards, however the supplier is still looking for more.

Issues

  • We were notified of an unlimited data offering that ITI and Service Management had obtained for the wider student use, however our request wasn't included with this initial purchase and yet again we've had to argue our case to try and get a purchase raised.  This purchase would cover both of our use cases (students in NHS accommodation with no internet access and NHS teaching staff across Scotland who need to run online teaching sessions).  On the 18th December, we were informed that since there would be no one available to take delivery of the order over the Christmas break, the order (which was only created on the 17th) had been cancelled and would be recreated in the new year.  We will therefore be starting the new year with students still unable to get internet access from their NHS accommodation and teaching staff who will continue to have difficulties running online teaching sessions.

Next Steps

  • Wait for delivery of the mobile broadband devices and SIMs and then distribute these out to the various locations.
  • Contact NHS Borders to decide the best route for investigating issues in the student residences.

MVM136 Practique Roll-out - RAG Status: GREEN

Report by Susan Ridder-Patrick

Achievements this period

  • Change for control approved
  • Admissions team completed the process changes required to run the Admissions Assessments remotely
  • Circuit Managers recruited through Unitemps service
  • DPIA completed for revised processes

Issues

  • None

Next Steps

  • Completion of Admissions Assessments in January
  • Planning with Vets for use of Practique in 20/21

MVM139 Curriculum Mapping Tool (COMMAND) RAG Status: AMBER

Report by Arek Juszczyk

Achievements this period

  • Students access to mappings
  • Institutions functionality removed
  • Functionality to manage curriculum status and publishing, all functionalities done
  • Bug fixes

Issues

  • User Interface upgrade work stopped as not top priority

Next Steps

  • User testing phase

MVM140 CMVM eAssessment RAG Status: AMBER

Report by Alistair Wallace

Achievements this period

  • None

Issues

  • It became clear that the existing operational processes in BAU were not as effective as the business wanted.  A practical example with non UoE staff's names not feeding through evidenced that additional support was required in this area.  This issue has been highlighted again.  It has taken longer than anticipated to discuss and agree the operational processes required in BAU.  A change request has been raised to move the target date to end March 2021.
  • Problems have been identified with the data download associated with reporting from Pebblepad.  While filtering can take place within the app, the download contains all the data and therefore is substantial and requires manual effort.  Investigation is taking place into the use of Power BI to assist and Pebblepad are being approached to identify if the download can be more easily managed.  A meeting has taken place with Pebblepad although the solution proposed by them has been rejected by the Business.  The business has built a Power BI report that meets their needs however the overhead to format the data to be used is still significant.

Next Steps

  • Approval of Change to "Service operations/processes agreed" milestone to 30 March 2021

MVM141 Replacement for PathCAL/EROS and Labyrinth RAG Status: RED

Report by Susan Ridder-Patrick

Achievements this period

  • Planning milestone has been revised to 29th January (this was due to lack of PM capacity)
  • Some CAL owners have been identified along with when the teaching material is needed

Issues

  • Project has been unable to get owners for all the CAL modules, in particular those that contain Flash which is no longer supported. The College Head of IT has written to  all relevant groups in MVM advising that without owners, the project will not be able to revise the content. As some of this content has not been updated for many years,  ISG staff are not able to determine whether the medical content is still valid and required for teaching.
  • The expectation is that recruitment of an external resource will be required to update most of the CALs' Flash content.

Next Steps

  • Complete project brief
  • Estimate effort required to update Flash content and resource this work
  • Begin replacement of Flash content by priority of need for semester 2. The project is prioritising those that have a named owner who has advised when it is required for teaching

MVM142 CMVM Study Spaces RAG Status: GREEN

Report by Sheila Fraser

Achievements this period

  • In mid-December Dentistry rescinded the approval for moving to SeatEd, due to concerns that non-Dentistry students could book, although this was known when agreement was reached. This means manual work will be needed in January to remove the information in the current MS Bookings solution, rather than deleting the sites as previously agreed. This was reviewed in early January, with agreement on the space naming to make it clear on SeatEd that it would only be available to Dentistry students with swipe card access.

Issues

  • Delay due to rescinding then re-agreeing the move to SeatEd for Dentistry.
  • Reduced ability to undertake manual workaround due to new COVID restrictions impacting project manager availability.

Next Steps

  • Move Dentistry to SeatEd App and decommission existing MS Booking solution (will depend on workload of facilities team supporting testing).
  • Evaluate remaining PC spaces and undertake appropriate actions

MVM143 Upgrading of Teaching Spaces 2020/21 RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

  • Vet School have tested and raised a query regarding the stability of the camera in room G.45 (slight shake when it gets moved).  This is being checked with the manufacturer to resolve.
  • Had a discussion regarding the recording and streaming element of the Vet School 1.21 upgrade with the clinical skills staff, so that it can be designed and the required equipment can be procured.

Issues

  • None

Next Steps

  • Work with LST and AV installers to arrange installation dates for last year's rooms.
  • Decide on final list of rooms to upgrade this year based on limited funding.
  • Create AV designs and then tender documents for each of the new room upgrades.

MVM144 Upgrading of student computer labs, teaching and meeting room PCs 2020/21 RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

  • Computers needing to be replaced this year have been identified and added into the project brief.

Issues

  • None

Next Steps

  • Discuss replacements with local IT teams to identify suitable dates for delivery and install.
  • Peter to start to look at possible alternatives to the standard student computer lab devices.

MVM145 Accessibility for MVMLAT applications RAG Status: GREEN

Report by Karen Howie

Achievements this period

  • Prioritised list of services has been completed
  • Project initiated

Issues

  • None

Next Steps

  • Complete project brief

 

Projects outwith the MVM Portfolio Update

Report by Alan Gilchrist and Karen Howie (LTW):

EEMeC and EEVeC

The programme has been and continues to complete projects to close down functionality on both EEMeC and EEVeC with a view to eventually decommissioning.  There is a requirement to maintain (read only) access for a period and the programme is in the process of determining those dates for its 3 year plan.

 

TEL056: Edinburgh Surgery Online Learn go-live - RAG Status: CLOSED

DTP001: Apps to User Devices - RAG Status: CLOSED

HSS022: CAHSS WAM Deployment  - RAG Status: BLUE - Closed

TEL057: Learn Foundations - RAG Status: GREEN

Student Support

The Learn Foundations Summer Internship has now completed (final day: 16th October 2020).  6 of our interns have accepted a PT (fixed term) contract through to May 2021 to support in three key areas in preparation for AY 20/21 and 21/22:

  • Automation
  • Mapping
  • Adoption

Academic User Group

The project team have set up an Academic User Group which currently has represenation from circa 17 Schools across the University.  The aim of this group is to engage with academics to support in the adoption of the Learn Foundations project.  This group will be used to help understand academic needs and requirements, allowing Learn Foundations to continue to support both staff and students.

The first meeting was held on Friday 23rd October, attendee'd by academics from across the University.

Semester 2: AY 20/21

The project team are currently looking at Semester 2 preparations, specifically around training requrements across the University.  The project has now embarked on the next round of engagement in preparation for SEM 2 and beyond.

Phase Three

Now that the project has entered into Phase 3, the project focus is looking at how Schools can continued to be supported across the next AY, looking at adoption of Learn Foundations within partner Schools along with supporting those Schools who are not currently part of the project - with the view to gain 100% on-boarding by Summer 2021.

Section Four: Closed or Withdrawn Projects

Only those projects closed from 28th June 2019 onwards are included in this table. A full history of completed projects is available on the programme's website.

Project Info Project Manager's Commentary
MVM126 Upgrading of student computer labs, teaching and meeting room PCs 2018/19 This project started in October 2018 and closed on 28 June 2019. The Closure report is now available.
MVM129 Support for OSCEs in Practique for MBChB This project started in June 2018 and closed on 28 June 2019. The Closure Report is now available.
MVM131: Migration of 12 applications developed in Biomedical Sciences to central support - Analysis & Strategy This project started in December 2018 and closed on 28 June 2019. The Closure Report is available to view.
MVM133: CMVM Curriculum Mapping Tool - Requirements This project started in April 2019 and closed on 9th August 2019.  The Closure Report is available to view. 
MVM130: Upgrading of teaching spaces 2018/19 This project started in October 2018 and closed on 1st November 2019. The Closure Report is available to view.
MVM134 MBChB Evaluation System This project started in September 2019 and closed on 8th April 2020. The Closure Report is available to view.
MVM137 Upgrading of Student Computer Labs , Teaching and Meeting Room PC 19/20 This project started in December 2019 and closed on 6th July 2020. The Closure report is available to view.
MVM132 MBChB ranking reports in BI Suite This project started in April 2019 and closed on 31 July 2020. The Closure report is available to view.
MVM138 Vets EMS Placement Management This project started in January 2020 and closed on 29 September 2020. The Closure Report is available to view.
MVM112 Technology to support simulation teaching This project started in September 2017 and closed on 30 September 2020. The Closure Report is available to view.
MVM135 Upgrading of Teaching Spaces 2019/20 This project started in December 2019 and closed on 30 September 2020. The Closure Report is available to view.
MVM516 BMS - Honours Project Portal Future Support  This project started in May 2019 and closed on 19 October 2020. The Closure Report is available to view.

Section Five: Programme Meeting Minutes

Minutes for all programme meetings are available on the MVMLAT website. Only the most recent five meetings' direct links are included in this table:

Date

 Comments

15 December 2020   Programme Review Monthly Meeting - November 2020
10 November 2020   Programme Review Monthly Meeting - October 2020
13 October 2020   Programme Review Monthly Meeting - September 2020
7 September 2020    Programme Review Monthly Meeting - August 2020
10 August 2020  Programme Review Monthly Meeting - July 2020

Section Six: MVM Portfolio Projects Update 

The MVM Portfolio contains three programmes: CMVM Learning and Teaching - MVMLAT (this programme); CMVM Business Administration - MVMBUS and CMVM Research - MVMRES. Information on current work in MVMBUS and MVMRES are available on the following websites:

AttachmentSize
Image icon mvmlat_fl_dec_20.png104.17 KB
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No

Programme Info

Documentation

Not available.