Report for February 2021

Report Date
February 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 February 2021 is AMBER due to the volume of work required for projects in progress and uncertainty about remaining work required on MVM139. The programme is also starting a new project to create a MBChB supported student database.

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 - Student devices for Borders have been delivered. Deployment of tablets is in progress.
  • MVM136: GREEN - Vets preparations for March OSCEs progressing.
  • MVM139: AMBER - Vets confirmed happy with solution; MBChB raised concerns which the project is seeking to understand.
  • MVM140: AMBER - Delivery date revised to end of April.
  • MVM141: AMBER - Project brief approved, requirement analysis progressing, recruitment of students to convert Flash content progressed.
  • MVM142: GREEN - Solution for Dentistry  study spaces agreed
  • MVM143: GREEN - Project progressing with what can be done this year but budget is going to be required to replace some SMOTS boxes and have failed and are irreparable.
  • MVM144: GREEN - No progress due to other priorities this month
  • MVM145: GREEN - 7 sites have had accessibility tests completed

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 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  - RAG Status: AMBER

Report by Alan Gilchrist  

Achievements this period

  • Student devices for Borders General have been configured and delivered to the education centre.
  • Teaching tablets have have started to be deployed to relevant locations along with instructions for use and basic troubleshooting tips.

Issues

  • None

Next Steps

  • Continue to deploy teaching tablets to relevant locations.

MVM136 Practique Roll-out - RAG Status: GREEN

Report by Susan Ridder-Patrick

Achievements this period

  • Vets and supplier continued with preparations for March OSCEs

Issues

  • None

Next Steps

  • Supplier to confirm "critical stop/failing" plan for OSCEs
  • Complete DPIA
  • March OSCEs
  • Complete revised costs with supplier
  • Closure

MVM139 Curriculum Mapping Tool (COMMAND) RAG Status: AMBER

Report by Arek Juszczyk

Achievements this period

  • No development work done

Issues

  • MBChB Users raised concerns about requirements potentially not yet met

Next Steps

  • Working with the users to prepare best usage strategy

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 April 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.
  • Due to other priorities, ITIL have not responded to to the request for engagement regarding IS processes

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 in this period

  • Project brief was approved
  • More CAL owners have been identified along with when the teaching material is needed
  • Requirements gathering for replacement system(s) continued
  • Temporary solution to enable viewing of the majority of Flash content was tested and implemented
  • ROAFs were approved to recruit students to convert Flash content
  • Working with Unitemps branch manager, selection, interviewing and appointment of some students took place

Issues

  • Flash content is still to be converted

Next Steps

  • Complete Recruitment of students for Flash work
  • Induction and training for students
  • Convert Flash content
  • Complete process to identify owners of content that does not contain Flash
  • Complete business analysis requirements gathering with College and produce the Business Requirements Document (BRD)
  • Design of future state for replacement of PathCAL/EROS and Labyrinth

MVM142 CMVM Study Spaces RAG Status: GREEN

Report by Sheila Fraser

Achievements this period

  • Application of SeatEd for Dentistry approved for inclusion by Facilities, target date of 15th March for switchover agreed
  • Documentation for students to understand how to book from 15th March drafted, including what will be different between the temporary solution and SeatEd
  • Risk of non-Dentistry students booking restricted space will remain in place until July, when restrictions will be included in functionality. Until that time the naming of the spaces includes "[**ONLY DENTAL ACCESS**] to reduce risk.

Issues

  • Continuing - reduced ability to undertake manual workaround due to new COVID restrictions impacting project manager availability.

Next Steps

  • Complete 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 library rooms (1.42 - 1.46) are scheduled to be refurbished between 5th and 16th April.  Estates have been contacted to provide costs and timescales for work to be completed in the other Vet School rooms, so that the AV installations can then be scheduled.
  • Greenfield Suite side rooms and Henry Littlejohn rooms are being planned for upgrades in April or May (dependent on estates and network work being carried out).
  • Greenfield Suite main lab upgrade is being scheduled for the summer, due to MBChB exams being held within the room towards the end of the semester.

Issues

  • Several SMOTS boxes located in the Chancellor's Building Clinical Skills Centre have failed and can't be repaired, therefore any spare funds available from this years AV budget need to be used to replace these items first. 

Next Steps

  • Confirm installation dates for the remaining rooms from last year's list 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

  • No progress due to other priorities this month.

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

  • 7 sites have had accessibility tests completed now 
  • Work has commenced to fix the issues on one of those sites.

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

Achievements in the last period

  • Finalised lessons learned reports for each College.

  • Continued Phase Three programme of engagement.

  • Continued Phase Three programme of user experience.

  • Continued with Phase Three workstreams, including:

    • User Experience: Providing additional information around both student and staff requirements in relation to hybrid teaching (particularly virtual classrooms);
    • 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.  Still to be undertaken once go-ahead from IS confirmed.

Issues

  • None to report

Next Steps

  • Continue Phase Three programme of engagement.

  • Continue Phase Three programme of user experience.

  • Continue with Phase Three workstreams, including:

    • User Experience: Providing additional information around both student and staff requirements in relation to hybrid teaching (particularly virtual classrooms);
    • 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.
    • Template: Final decisions to be made on the next iteration of the template in preparation for the Phase Three build being created.

TEL068: e-Assessment Procurement and Implementation - RAG Status: GREEN

Last month.

  • The Invitation to Tender has been drafted and is being reviewed.
  • The budget has been approved.  The purchase of this QMP replacement will come from existing funds.
  • Although delayed as the budget was approved we remain on schedule to deliver the replacement service in the summer of 2021.

Issues

  • No new issues.  

Next steps.

  • Approve and release the ITT.

TEL071: Provisioning of Teams for Teaching - RAG Status: RED

An interim options appraisal report updated on the 19th of Jan can be found here. https://www.projects.ed.ac.uk/project/p0345

Last month

  • The Team agreed to a project name change to Provisioning Teams for Teaching.  It is felt this more accurately reflects the work we are doing.
  • Due to the current service setup for Teams being more limited than for teaching applications such as Learn work within Apps Service Management must be prioritised.
  • The team are prioritising the fix required to the Zoom Single Sign On implementation so that it can be integrated with Learn at the earliest possible date.
  • 10 days from the ART fund have been allocated to this Teams project to help deliver our work on provisioning Teams for teaching.
  • The scope of our analysis will include what work is required, who can do this work (which may include development staff in colleges rather than ISG) and what support model can best support the Teams service if it is to be used more extensively for teaching.
  • A lot of these requirements will need a far greater investment into Teams and Teams support than is currently available across ISG.
  • We are in the process of reviewing our Business Requirements Document.
  • We have started a Teams Technical Working group that includes colleagues from CSE and CAHSS.  The remit of that group is to identify the best way to get provisioning data in Teams.
  • This will result in a design proposal and also a project proposal to expand support.  

Issues

  • As stated previously, the lack of service management resource that can be currently allocated to Teams work will inevitably delay, or stall this work.  This should be addressed.
  • Currently, other than the 10 ART days assigned to analysis there is no design and development budget associated with the project.  We are working with colleagues in ISG and the Colleges to detail what funding approval will be required. 
  • Teams is not supported across ISG as a tool for teaching in the standard way other tools are.

Next Steps

  • We continue to work through our analysis to deliver a cross campus coordinated approach to the development of Teams for teaching.
  • A design proposal.
  • Completed requirements.  

 

TEL072: Zoom integration for Teaching - RAG Status: AMBER

An interim options appraisal report can be found here. https://www.projects.ed.ac.uk/project/p0345

Last month.

  • Working with Zoom we have a process to fix the Single Sign On (SSO) issue identified in December.
  • This requires setting up a Zoom Test environment and verifying that our changes to UUN@ed.ac.uk as the SSO will not impact users.
  • We are confident, as are Zoom that the fix will work and we will be able to deliver the required Zoom integration with Learn.

Issues.

  • Other than the SSO issue, there is nothing new.

Next Month.

  • Test the update.
  • Plan/make the changes to the Zoom Live instance.  

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

18 February 2021 Programme Review Monthly Meeting - January 2021
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

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_feb_2021.png74.08 KB
Programme Status
RAG Status
Overall
AMBER
Has formal escalation taken place?
No

Programme Info

Documentation

Not available.