Report for July 2021

Report Date
July 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 July 2021 is AMBER. With some slippage in projects, while not causing projects to be RED, the delays will impact when projects can start in 21/22. The programme is also impacted by the No Award outcome of TEL068.

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 are three open programme risks:

Project highlights

  • MVM125: GREEN - Addition of Teams to tablets and testing of impact underway
  • MVM139: AMBER - Unable to secure time for hands-on and final sign-off session
  • MVM140: GREEN - Supplier has advised that key application updates may not be available in 21/22. Closure drafting underway.
  • MVM141: AMBER - Build progressed sufficiently to enable initial testing to take place. Issues were identified and are being assessed for impact to delivery of phase 1
  • MVM143: AMBER - Majority of work on track but delay from supplier in provision of key equipement for SCRM delaying final completion and impact 21/22 budget
  • MVM144: GREEN - Progress in 1.21 in Vet School and WGH meeting room computers
  • MVM145: GREEN - No progress reported 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 - July 2021

Section Two: Projects Not Started 

Project Programme Manager's Commentary
None No further projects for 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

  • Web version of Teams did not work sufficiently - Teams app added to tablets for testing, now in multi-app mode to enable Chrome and Teams to run.
  • NHS representative has a configured device and is testing.

Issues

  • None

Next Steps

  • Determine if there are potential issues with size due to addition of Teams client, and roll out to end users.

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

  • A fix was applied by Pebblepad to resolve the issue of the ability to identify who had posted anonymous feedback.

Issues

  • We were advised by Paul Duvall in Pebblepad that some key updates to the application that we had been previously been told would be delivered this academic year would probably be delivered in academic year 2022/3.  The key area for the MBChB is for tutors to easily be able to see any changes that have been made.  As it stands, the lack of this functionality is generating hundreds of hours of additional (unnecessary) work, going through every portfolio to see if there is a change, and then writing detailed instructions for the tutors to point them to where they need to look in PebblePad.  We have gone back to Pebblepad asking that this fgunctionality be prioritised for delivery before Christmas this year.
  • A mysterious item was appearing on the spreadsheet summarising reports.  All the summarised data appears to be correct, but an unexpected item also appears on the output although there is no data against it.  This has been raised with Pebblepad.
  • 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.  Due to resource being diverted onto a major incident, work has not progressed as fast as hoped.  The full root cause diagnosis has been completed and has eliminated any issues with the second line service management of PebblePad. It is expected there will be more can be done with First line call processes that should improve the experience for the Clinicians, though there is some reliance on the MBChB administrator to do some checks and potentially some proactive work).  The recommendations are expected this month.

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 this month.
  • Response from Pebblepad regarding the request for the functionality to be delivered before Christmas to allow tutors to easily see any changes that have been made.
  • Resolution to remove the unexpected data item appearing in the summarised reports.
  • Prepare project closure report

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

Report by Alyson MacDonald

Achievements in this period

  • Development work progressed and mitigation measures introduced to ensure that the DLAM team were able to dedicate time to the project. 
  • Communications sent from College Head of IT to recruit testers for UAT.
  • Test script drafting progressed alongside development work. 
  • New system provisionally named 'Pathways' and stakeholders have been invited to comment/propose alternatives.
  • Handover to new Project Manager completed

Issues

  • Recruitment of academic staff for UAT has been low. 
  • Additional flash objects have been identified for conversion. These include both modules that owners claimed before the deadline but where the flash objects were not previously identified, and modules where the flash had been identified but have only recently been claimed by the owner.
  • It has not yet been possible to recruit a contractor to convert the difficult flash objects.
  • During the development work it was discovered that the legacy content from Labyrinth included .avi files which will need to be converted into a newer format,  word/xml/pdf files that users will need to download, and MCQs that use negative marking. Additional developer time is required to convert the .avi files and add functionality for file download and negative marking. 

Next Steps

  • Continue with build for expected phase 1 go live in August
  • Complete test scripts 
  • Recruit contractor for difficult flash conversions

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

Report by Alan Gilchrist

Achievements this period

  • Goods receipt the SMOTS equipment (LST) - COMPLETE  (LST)
  • LST. 2 rooms in WGH COMPLETE - on time and below budget. Online Meetings page updated to reflect new equipment.
  • Installation work in Greenfield and Henry Littlejohn rooms completed but snagging remains: some PCs require network outlet to be made live to be usable and 2 of 7 Nureva wall systems require replacement part to correct a fault.

Issues

  • Vet School installs that required some prior Estates work - status unclear from LST & EB
  • Some installed equipment not yet able to be used with meeting room build due to lack of Teams, however it can be used with laptops
  • PM is on long-term planned leave, return delayed to mid-August

Next Steps

  • Complete snagging for Greenfield and Henry Littlejohn rooms.
  • Check completion status of HRB room G6.
  • Complete remaining Estates work and installs for Vet School and SCRM.

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

Report by Alan Gilchrist

Achievements this period

  • 2 desktop Mini computers for 1.21 in the Vet School have been installed.
  • WGH meeting room computers have been installed.

Issues

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

Next Steps

  • AIO for Anatomy Museum to be installed.
  • Check completion status of Vet School cafe PCs and installation of Desktop minis for Greenfield and Henry Littlejohn teaching rooms.
  • 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

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.

 

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.
  • Completion of the Terminology workflow for Phase Three with the addition of the 'Virtual Classroom' definition.
  • Accessibility reviews underway for requested Schools.

Issues

  • Project had 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/continue Mapping and Accessibility checks for Schools who have requested support in these areas.

TEL068: e-Assessment Procurement and Implementation - RAG Status:  AMBER  ***Update as at June 2021***

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

TEL076 Support and Guidance for Teams for Teaching - RAG Status: AMBER

Last Month

  • Draft guidance completed by the contractor.  This is under review.
  • A draft design for the bulk upload of a cohort to a MS Team identified.  The team are now working through the permissions and technical activities to get this in place reliably.

Issues

  • We are Amber due to working towards a shotrtened timescale to deliver a process to automate the enrolment of students to a MS Team for those in our schools that require assistance.  This part of our scope is not mandatory. 

Next Steps

  • This month the guidance and technical solution must be finalised and delivered.

Section Four: Closed or Withdrawn Projects

Only those projects closed from August 2020 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
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
20 July 2021 Programme Review Monthly Meeting - June 2021
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

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.