Report for January 2021

Report Date
January 2021

 

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 January 2021 is AMBER. Successful delivery in January of the Admissions Assessment days.

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: AMBER - SIM cards were ordered and delivered after Christmas. Some of the devices were also delivered in January with the remaining being delivered in early February.
  • MVM136: GREEN - Admissions Assessments completed - fantastic achievement for the team given the challenges of completing remotely.
  • MVM139: AMBER - Meeting scheduled for start of February for stakeholder feedback.
  • MVM140: AMBER - Reporting issues continue to need support to resolve before project can close.
  • MVM141: AMBER - project Brief approved; recruitment process started for staff to convert Flash content; analysis for system(S) requirements underway
  • MVM142: GREEN - New COVID restrictions limiting what can be complete. 
  • MVM143: GREEN - Project progressing to plan with no issues
  • MVM144: GREEN - Confirmation that budget to replace this years computers has been approved.
  • MVM145: GREEN - Work has started on the accessibility statements for the prioritised services

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 2021

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: AMBER

Report by Alan Gilchrist  

Achievements this period

  • New mobile broadband devices and SIM cards with unlimited data provision finally got ordered and delivered after Christmas.  Student devices for NHS Lanarkshire and St Johns Hospital (Livingston) have been configured and were delivered to the hospitals by mid-January.  Student devices for Borders General have been configured and are to be delivered to the hospital early-February.
  • SIM cards for teaching tablets have been installed and tablets are being reconfigured to make use of these when connecting to the device management server hosted in the Chancellor's Building.

Issues

  • None

Next Steps

  • Deliver student devices to Borders General Hospital in early-February.
  • Finalise configuration of tablets with new SIM cards and deploy to teaching locations throughout February.

MVM136 Practique Roll-out - RAG Status: GREEN

Report by Susan Ridder-Patrick

Achievements this period

  • Admissions Assessment completed
  • Meeting with Vets and supplier arranged to discuss OSCEs this semester
  • Revised prices agreed with supplier for 20/21

Issues

  • None

Next Steps

  • Agree work required to enable live OSCEs in Vets
  • Support Vets
  • Closure

MVM139 Curriculum Mapping Tool (COMMAND) RAG Status: AMBER

Report by Arek Juszczyk

Achievements this period

  • work on hold awaiting users' feedback

Issues

  • no issues

Next Steps

  • User testing phase, awaiting feedback

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.  Target date is now 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

  • Engage with ITL to review IS processes relating to support for Pebblepad

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

Report by Susan Ridder-Patrick

Achievements this period

  • Project brief completed and out for review and approval
  • More CAL owners have been identified along with when the teaching material is needed
  • Requirements gathering for replacement system(s) is underway
  • ROAF submitted for approval to recruit students through Unitemps for converting Flash content
  • Temporary solution to enable viewing content being explored
  • College Registrar confirmed that only content that is claimed by an owner will  be converted from Flash

Issues

  • Project has been unable to get owners for all the CAL modules, in particular those that contain Flash which is no longer supported. 
  • Flash content is still to be converted

Next Steps

  • Complete project brief approval
  • Recruit staff for Flash work
  • Convert Flash content
  • Complete business analysis

MVM142 CMVM Study Spaces RAG Status: GREEN

Report by Sheila Fraser

Achievements this period

  • Re-application of SeatEd for Dentistry submitted to Facilities for inclusion.
  • New risk raised of non-Dentistry students booking restricted space.
  • Due to ongoing COVID restrictions remaining PC spaces are not being re-opened and so no further work is required on this.

Issues

  • 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).
  • Complete closure report
  • Close project

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

Report by Alan Gilchrist

Achievements this period

  • Vet School have been asked for suitable times for installations to be carried out, given the reduced on-campus teaching for the remainder of this academic year.
  • BMTO and MBChB exam staff have been asked for confirmation of their intended use of the Greenfield Suite between April and May, so that we can try and upgrade the facilities in those rooms during that period.

Issues

  • None

Next Steps

  • Confirm installation dates for last year's rooms and book in the AV installers.
  • Decide on final list of rooms to upgrade this year based on limited funding (if any is available).
  • 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

  • Confirmation that budget to replace this years computers has been approved.

Issues

  • None

Next Steps

  • Discuss replacements with local IT teams to identify suitable dates for delivery and install.
  • Purchase replacement computers.
  • 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

  • Work has started on the accessibility statements for the prioritised services

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

Communications and Engagement

Pre-Christmas 2020, the project team engaged with all Schools and Deaneries within the Univeristy to continue forging relations along with setting expecations for implementation preparations within 2021.

Plans are now in place to re-engage with all partner Schools to begin to discuss implementation requirements for June delivery.  For the four non-partner Schools, conversations are ongoing to understand their particular requirements/concerns with the view that all Schools will hopefully be on-boarded by Summer 2021.

Partner engagement due to commence - February 2021.

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 with the remainder of the dates for this year in place.  As part of the Comms and Engagement process, we are urging any Schools who are not yet represented to be a part of this group.

Next Academic User Group scheduled for Monday 15th February.

Project Work Streams

In preparation for AY 21/22, the project is focusing on the following areas on top of the core project work streams:

  • User Experience: Providing additional information around both student and staff requirements in relation to hybrid teaching (particularly virtual classrooms);

    • Two surveys have been undertaken with both staff and students which received over 600 responses (Circa 130 from staff and over 500 from students - UG, PGT and PGR).  These surveys were used to understand the additional requirements (top tasks) for both staff and students in light of hybrid teaching on Learn.  The data is currently being analysed.
    • Both Semi Structured Interviews and Usability sessions are in the process of being scheduled across the University for both staff and students to help understand the usability and requirements hybrid teaching has on the online learning and teaching space (Learn).
  • Support and Guidance: Looking at additional support and guidance when using Learning Technology to make the most of out each course;
  • Best Practise: Provision of sharing best practise to afford colleagues the opportunity to review other courses that may enhance the delivery of their own course (or in turn, share their best practise for others to benefit from);
  • Student Recruitment: Recruitment of student interns across the summer of 2021 to support with the delivery of the project.

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

14 January 2021 Programme Review Monthly Meeting - December 2020
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

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:

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Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No

Programme Info

Documentation

Not available.