Report for May 2021

Report Date
May 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 May 2021 is GREEN. The Practique Roll-Out project completed this month, following successful use for Vets OSCEs. New risks noted below could affect programme's delivery over the next few months and may cause programme to reutrn to AMBER status.

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.

There were three new programme risks raised in May:

Project highlights

  • MVM125: GREEN - No progress due to delays from the associated sites noted in last month's report
  • MVM136: BLUE - Project closed in this month
  • MVM139: AMBER - Unable to secure time for final sign-off session
  • MVM140: GREEN - Good progress in May with delivery now expected in June
  • MVM141: GREEN - Build work underway; scope changed to include work from 21/22 project
  • MVM143: GREEN - work completed on multiple locations; further work scheduled and additional requests added into scope
  • MVM144: GREEN - Equipment deliveries have taken place and installation planning underway
  • MVM145: GREEN - No progress this month 
  • MVM146: GREEN - Live site being prepared for launch

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 - May 2021

Section Two: Projects Not Started 

Project Programme Manager's Commentary
None No further projects planned for the remainder of 20/21. Projects are being identified for the programme in 21/22

Section Three: Projects in Progress

MVM Learning and Teaching Projects Update

MVM125: Connectivity - Off-campus  - RAG Status: GREEN

Report by Alan Gilchrist  

Achievements this period

  • No updates received on the change of GP attachments, so no further progress has been made.

Issues

  • None

Next Steps

  • Continue to deploy teaching tablets to relevant locations.

MVM136 Practique Roll-out - RAG Status: BLUE

Report by Susan Ridder-Patrick

Achievements this period

Issues

  • None

Next Steps

  • None

MVM139 Curriculum Mapping Tool (COMMAND) RAG Status: AMBER

Report by Arek Juszczyk

Achievements this period

  • No development work done

Issues

  • Unable to secure time for final sign-off session

Next Steps

  • Final sign off by the stakeholders and hands on session

MVM140 CMVM eAssessment RAG Status: GREEN

Report by Alistair Wallace

Achievements this period

  • Pebblepad have delivered a spreadsheet means of interrogating the data to easily highlight the information required by MBcHB including incomplete assessments.  Initial feedback from MBcHB is that this delivers them what they need and is a much more effective way of operating.  Pebblepad have indicated that this functionality is on their delivery plan for next year to include within the application.  The spreadsheet short term fix can be used by MBcHB until the strategic solution is delivered.
  • ITIL have concluded their root cause analysis and are developing a potential process flow which should make improvements in call handling and identify areas where they can look at granting different permissions to people in order to ensure we handle calls with as few “hops” as possible between sections.
  • An issue with the webform was identified where e-mails about a locked e-mail account were being sent to the locked account.  The Helpline contacted with suggestions to change the form so the e-mail could be directed to a different e-mail address.  Within 24 hours wording on the form was changed and implemented by the Helpline.

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 May 2021.  ITIL have scoped out the areas to review to improve Problem Management and Knowledge Management

Next Steps

  • ITIL to develop a process flow which should make improvements in call handling and identify what’s possible from a permissions perspective.  This will be picked up in week commencing 7th June.

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

Report by Susan Ridder-Patrick

Achievements in this period

  • Design agreed for new solution - there will be one application replacing both PathCAL and Labyrinth
  • Scope changed to include the work in project planned for 21/22
  • Project re-estimated and re-planned following deisng agreement
  • Change control approved for scope, milestones and budget
  • Comms issued to CMVM regarding migration, editing and creation of data for new system

Issues

  • None

Next Steps

  • Support Surgery team in planning and prioritising their content editing, creation and migration
  • Continue with Build of new application
  • Identify testers for UAT in July
  • Recruit contractor for the difficult conversions

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

Report by Alan Gilchrist

Achievements this period

  • Work has completed for Vet School 1.4x rooms, Vet School Teaching Lab 1, Vets LAH Clinical Skills, Greenfield Suite side rooms and Henry Littlejohn rooms.
  • Purchase orders for the SMOTS systems for Chancellor's Building and Vet School 1.21 have been approved and sent over to Scotia.
  • Additional requests for the Vet School have been added into scope (Roslin Auditorium SMART podium, screen for HfSA G100, screen for surgical theatre 2, new mic for PM viewing area, preview monitor for mobile visualiser).
  • HRB room G6 has been added into scope.
  • Dates have been set for the Greenfield Suite main lab and Vet School 1.21 work to be carried out - Greenfield Suite will start in early June, Vet School 1.21 in July.

Issues

  • None

Next Steps

  • Organise installation dates for the remaining rooms.
  • Receive quotes and install dates for each of the new requests mentioned above.
  • Confirm remaining budget to see if extension to OMS pilot can be included - since we can't get any more AV contractors to carry out work before 31st July.

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

Report by Alan Gilchrist

Achievements this period

  • Desktop Mini computers for the Vet School, Greenfield and Henry Littlejohn teaching rooms have been delivered to Chancellor's Building, so Alan Gilchrist will distribute these out to the relevant locations for the local teams to install.
  • All-in-one PCs for the Anatomy museum have been delivered to the Chancellor's Building, so Alan Gilchrist will transfer these over to the central area so that the local team can deploy them.
  • Received email from courier that Vet School cafe PCs should be delivered during the 1st week of June.

Issues

  • Still waiting for confirmation on delivery date for the WGH meeting room computers.

Next Steps

  • Distribute PCs to local teams so that they can be installed.
  • 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

  • No progress made this month due to other projects

Issues

  • None

Next Steps

  • Complete project brief
  • Continue compiling full side audit
  • Continue working through accessibility statements

MVM146 MBChB Supported Student Database RAG Status: GREEN

Report by Richard Lawson

Achievements this period

  • Apps have setup the live feeds

Issues

  • None

Next Steps

  • Finish setup of hosting for live site
  • Migrate db from student-tools.vet.ed.ac.uk to student-tools.is.ed.ac.uk on launch
  • Closure

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: AMBER

Achievements in the last period

  • Continue Phase Three programme of engagement.

  • Continue Phase Three programme of user experience.

  • Continue with Phase Three workstreams, including:

    • 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.
  • Support the Learn User Base Navigation Project with user experience activities - pulling from the work undertaken by Learn Foundations in Phase One and Phase Three
  • Interviews and appointment of 12 x Learn Foundation intern positions completed and all posts accepted.
  • Creation of the training and induction plan for the Learn Foundations 2021 interns.
  • Creation of the initial version of the School implementation plans in preparation of the fial versions being created in advanced of the June delivery.
  • Initial preparations of the School specific work flows for the June delivery.

Issues

  • Project has been retained at Amber due to the recruitment freeze imapcting two core project team members being mitigated.

Next Steps

  • Continue Phase Three programme of engagement.

  • Continue Phase Three programme of user experience (For UBN).

  • Continue with Phase Three workstreams, including:

    • 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);
  • Support the Learn User Base Navigation Project with user experience activities - pulling from the work undertaken by Learn Foundations in Phase One and Phase Three.
  • Delivery of the Learn Foundations template to 22 Schools and Deaneries across June, July and August.

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

Last month.

  • The restricted procurement process, which began on the 3rd of April, ended as scheduled on the afternoon of the 27th of May.

  • As planned the process began with an initial 30-day period where suppliers would provide the team with example of their experience along with evidence of core attributes such as financial stability.  These were evaluated by the core team to restrict the number of suppliers to five.

  • Additionally, during this period we also gave suppliers access to our Invitation to Tender (ITT) document as a draft so they could understand the range of our procurement questions. 

  • As per our plan we expected a substantial number of initial bids during the restricted process.  In the end we received 5 bids.  Suppliers known to the university did not bid.

  • With 5 bids and a published process that would evaluate 5 suppliers, this resulted in all suppliers being taken through to the ITT round.  The core team did still evaluate the suppliers experience submissions, but none of the 5 would be excluded at that stage

  • ITT Response Submissions have been submitted and we have worked with procurement to understand which bids can be taken through to evaluation.  This will be significantly less than the 5 companies within the restricted process

Issues

  • Smaller number of bids to evaluate than anticipated

Next steps

  • Complete the evaluation

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

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

This project has completed with the delivery of the MS Teams Options Appraisal in May 2021.  

 

TEL072: Zoom integration for Teaching - RAG Status: BLUE

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

This project has completed with the delivery of the MS Teams Options Appraisal in May 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.
MVM142 CMVM Study Spaces This project started in October 2020 and closed on 3 May 2021. The Closure Report is available to view.
MVM136 Practique Roll-Out This project started in September 2019 and closed on 21 May 2021. 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
13 May 2021 Programme Review Monthly Meeting - April 2021
22 April 2021 Programme Review Monthly Meeting - March 2021
8 March 2021 Programme Review Monthly Meeting - February 2021
18 February 2021 Programme Review Monthly Meeting - January 2021
14 January 2021 Programme Review Monthly Meeting - December 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:

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

Programme Info

Documentation

Not available.