Report for August 2021

Report Date
August 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 August 2021 is GREEN. It was agreed that the COMMAND project could close and the new Pathways application was deployed to LIVE, with known fixes required before start of Semester. The programme priority for development work remains with Pathways  until delivery of phase 2 at the end of 2021.

Additionally, work was undertaken at programme level for the Vet School. The Vet School SRC Tutor Appointments has been configured using MS Bookings. The DPIA & LIA have been agreed with the tutors and by the DPO. A help guide has been produced to explain to students how to book. A brief guide for tutor use has been written, which, together with a recording of a run-through of the configuration and demo of the relevant functionality gives the basis for ongoing maintenance of the system to enable the tutors to add appointment slots.

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 two open programme risks:

Project highlights

  • MVM125: AMBER -Additional GP MDM profile required before delivery completed
  • MVM139: BLUE - Project Closure completed in August
  • MVM140: GREEN - MBChB have confirmed that the spreadsheets providing data from Pebblepad are working but Delivery date extended to March 2022
  • MVM141: GREEN - Pathways delivered in live with some furhter updates required before the start of term
  • MVM143: GREEN - Progress made on installations with snagging issues being resolved
  • MVM144: GREEN - Vets school cafe PCs have been installed with no issues.
  • MVM145: GREEN - No progress reporting 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 - August 2021

Section Two: Projects Not Started 

Project Programme Manager's Commentary
COMMAND User Interface To be started with resourcing no longer required on MVM141
Upgrade of Teaching Spaces 2021/22 To be started following MVM144 delivery
Upgrading of student computer labs, teaching and meeting room PCs 2021/22 To be started following MVM143 delivery
Clinical Audit To be estimated, prioritised and scheduled
Rotations feedback To be estimated, prioritised and scheduled
Student Results & Results Uploader To be estimated, prioritised and scheduled
Staff and Student list Need to be determined. Then to be estimated, prioritised and scheduled

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

  • None

Issues

  • GP requirements includes more than just the MS Teams client.  Configuration change made last month will potentially have caused confusion with tablet users in Lanarkshire who wouldn't have expected a change.  Need to create a separate MDM profile for the GP requirements.

Next Steps

  • Receive feedback on the MS Teams client.
  • Create new MDM profile for the GP requirements and transfer necessary tablets into that.
  • Find out if any other MDM profiles are required or if one will suit all uses.

MVM139 Curriculum Mapping Tool (COMMAND) RAG Status: BLUE

Report by Arek Juszczyk

Achievements this period

Issues

  • None

Next Steps

  • None

MVM140 CMVM eAssessment RAG Status: GREEN

Report by Alistair Wallace

Achievements this period

  • MBChB have confirmed that the spreadsheets providing data from Pebblepad are working.

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 functionality be prioritised for delivery before Christmas this year.  Pebblepad advised they would seek the view of their lead developer about when they might deliver this functionality.  Since then, and despite chasing, no response has been received.
  • 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 have been issued to key stakeholders and a meeting is to be organised in September to discuss the proposals.

Next Steps

  • Lisa McDonald will be setting up a meeting towards the end of September to discuss the proposals in the ITIL paper.
  • 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.  Decision on project closure date depending on when the functionality will be delivered
  • A discussion regarding the End Date for the project proposed that it should be set to end March 2022 to allow the delivery of the key functionality by Pebblepad once they have confirmed the target delivery date.  Once the ITIL paper has been discussed it would seem sensible to pause the project until such time as the key functionality has been delivered.

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

Report by Alyson MacDonald

Achievements in this period

  • Completed phase 1 build.
  • Completed phase 1 UAT.
  • Deployed Pathways phase 1 (with outstanding issues) so that users can access it before the start of term and update links to CAL resources.

Issues

  • UAT identified a number of technical issues, including the fact that data required for some of the Labyrinth modules to function correctly was stored in a legacy VLE rather than in Labyrinth (as the legacy VLE was not part of the original project scope, this has required a scope change). 
  • Additional work is required to resolve the issues and this is ongoing.
  • The phase 1 delivery milestone was not met and has been changed to 13 September. 
  • It has not yet been possible to recruit a contractor to convert the difficult flash objects.

Next Steps

  • Resolve outstanding issues to complete delivery of phase 1
  • Review phase 2 requirements 
  • Recruit contractor for difficult flash conversions

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

Report by Alan Gilchrist

Achievements this period

  • All AV equipment in Greenfield Suite and Henry Littlejohn rooms has now been installed and working.  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.
  • HRB room G6 has all equipment other than a new control panel installed.

Issues

  • Henry Littlejohn room with 2 Nureva screens installed requires some additional configuration work due to the required resolutions.
  • Vet School room 1.21 (Clinical Skills) still requires a return visit from AV contractor to install remaining equipment.
  • HRB room G6 is remaining as a TestEd facility for the foreseeable future.

Next Steps

  • Complete estates snagging for Greenfield Suite.
  • Resolve resolution issue in Henry Littlejohn room.
  • MS Teams client approval for teaching spaces to be decided by 2nd September by the University Desktop CAB.
  • Complete install for Vet School room 1.21.

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

Report by Alan Gilchrist

Achievements this period

  • Vet School cafe PCs have been installed.

Issues

  • None

Next Steps

  • AIOs for Anatomy Museum to be installed.
  • Desktop minis for Greenfield and Henry Littlejohn teaching rooms to be installed.

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);
  • Delivered the Learn Foundations template to 22 Schools and Deaneries across June, July and August.
  • Completed Mapping and Accessibility checks for Schools who have requested support in these areas.
  • Begun accessibility analysis for all Schools in preparation for the accessibility reports being created.
  • Extended 3 x interns until May 2022.  Two of the interns will support with the Evaluation work stream.  Evaluation analysis underway.
  • Begun closure activities (scheduled Lessons Learned) in preparation for the Learn Foundations project closing.

Issues

  • No current issues identified.

Next Steps

  • Continue Phase Three programme of engagement.
  • Complete analysis for the 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);
  • Complete Mapping and Accessibility checks for Schools who have requested support in these areas.
  • Continue with the Learn Foundations Closure Activities.
  • Begin the 'Upgrade to Learn Ultra' initiation activities.

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

Last month.

  • The final Project Board went ahead.  Several actions were taken so the work can be taken forward now that the project has closed.

Issues

  • No issues to report.

Next steps

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

  • The guidance has been through it's final draft.
  • The technical solution has been agreed and developed.
  • Technical work approved at Special CAB.

Issues

  • No additonal issues.

Next Steps

  • Deploy the guidance and the technical solution.

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.
MVM139 Curriculum Mapping Tool (COMMAND) This project started in January 2020 and closed on 13 August 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 August 2021 Programme Review Monthly Meeting - July 2021
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

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.