Report for June 2021

Report Date
June 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 June 2021 is AMBER. The MBChB Supported Student database project (MVM146) delivered and closed in June. All  In Progress projects have a GREEN status other than the two software development projects, MVM139 and MVM141, which are the reason for the overall RAG of the programme being AMBER.

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 - Time agreed with NHS representative to test some of the devices
  • MVM139: AMBER - Unable to secure time for hands-on and final sign-off session
  • MVM140: GREEN - Closure changed to July to accommodate supplier's work to resolve access issue
  • MVM141: AMBER - Slight delay in development which will monitored weekly to assess if mitigation steps are preventing further delay
  • MVM143: GREEN - Installation laregly in progress and on track. There may be a delay in prior Estates work in Vet School
  • MVM144: GREEN - Equipment received which will enable installation work to proceed
  • MVM145: GREEN - No progress this month
  • MVM146: BLUE- Closure completed this month

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 - June 2021

Section Two: Projects Not Started 

Project Programme Manager's Commentary
None No further projects planned for the remainder of 20/21. 

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

  • NHS representative agreed time to test some of the devices

Issues

  • Teams is being requested for use on the devices, but has not been configured as a client

Next Steps

  • Determine if the web version of Teams will work sufficiently, in addition to the Collaborate option already tested, and give devices to NHS to distribute.

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

  • None

Issues

  • During testing of the release of anonymous peer feedback it was discovered that there was a route to see who the author i.e. assessor was.  This is a back door to the information which should be anonymous.  This has impacted the release of peer feedback and marks to the students.  It has been escalated within Pebblepad who are actively working on a fix.
  • 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.   ITIL have scoped out the areas to review to improve Problem Management and Knowledge Management.  Target date is 19 July 2021 to implement recommendations

Next Steps

  • ITIL to develop a process flow which should make improvements in call handling and identify what’s possible from a permissions perspective.  The proposal has been drafted and is due for delivery w/e 12 July.
  • Pebblepad to resolve the visibility of the author of comments
  • Prepare project closure report

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

Report by Susan Ridder-Patrick

Achievements in this period

  • Development work progressed (but see increased risk to project noted in issues section)
  • Final communication within college from Head of IT to request owners for content which is so far unclaimed
  • Agreement reached with Surgery support team to include second migration as part of phase 2. Semester 1 content approach agreed.
  • Testing approach agreed and test plan script drafting underway
  • Agreement that more difficult flash conversions can be completed ahead of phase 2, rather than phase 1.

Issues

  • One of the DLAM team was unable to complete planned level of work due to quanitity of support calls. This is putting the project's milestones at risk and is the main cause of the AMBER status this month. As noted in the updated risk, mitigation measure has been put in place by the team manager and this will be monitored on a weekly basis.
  • new risk regarding academic availability to test the new application has been raised

Next Steps

  • Continue with build for phase 1 go live in August
  • Identify testers for UAT
  • Complete test scripts
  • Recruit contractor for the difficult conversions

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

Report by Alan Gilchrist

Achievements this period

  • Installation work in Greenfield and Henry Littlejohn rooms has been progressing to plan
  • Installation dates for the remaining rooms have been ongoing with LST. 2 rooms in WGH are on track to complete by mid-July.

Issues

  • Vet School installs required some prior Estates work, which was planned in but may not have been completed - LST & EB team will check this w/c 12th July to enable on-site installs the following week
  • PM is on long-term planned leave, return delayed to mid-August

Next Steps

  • Goods receipt the SMOTS equipment (LST)
  • Finalise install dates for each of the new requests mentioned above

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 roomsand All-in-one PCs for the Anatomy museumare now with the local teams to install.
  • WGH meeting room computers have been received

Issues

  • PM is on long-term planned leave, return delayed to mid-August

Next Steps

  • 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: BLUE

Report by Richard Lawson

Achievements this period

  • Project closure completed

Issues

  • One issue noted in Closure report which is being resolved.

Next Steps

  • None

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

  • Continued Phase Three programme of engagement.
  • Continued Phase Three programme of user experience (For UBN).
  • Continued 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.
  • Implementation plans for Schools finalised and signed off in advanced of the School’s scheduled migration delivery.

Issues

  • Project has been retained at Amber due to the recruitment freeze which impacted two core team members.  Once team member has been extended; however, the second left the project and has not been replaced.  The position is being support with the help of the LTSO’s within the EDE team across June, July and August.  Project currently sitting as Green due to the mitigation currently.

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);
  • Delivery of the Learn Foundations template to 22 Schools and Deaneries across June, July and August.
  • Undertake Mapping and Accessibility checks for Schools who have requested support in these areas.

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

Last month.

  • Evaluation has taken place

  • Consensus meetings are underway

Issues

  • A shortage of staff within Procurement has meant our work has been delayed for 2 weeks as other projects took priority.  Final consensus expected in July.

Next steps

  • The procurement process will be finished

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.
MVM146 MBChB Supported Student Database This project started in March 2021 and closed on 22 June 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
10 June 2021 Programme Review Monthly Meeting - May 2021
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

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
AMBER
Has formal escalation taken place?
No

Programme Info

Documentation

Not available.