Report for September 2021

Report Date
September 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 September 2021 is GREEN with all projects progressing well in September. 

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: GREEN - Project progressing without issue
  • MVM140: GREEN - the key Pebblepad actions have delivered regarding data interrogation and ITIL activity is on course. This change has no business impact as the key delivery (the application) was issued to students and assessors in August 2020 and is in use.
  • MVM141: GREEN - Phase 1 delivery has been completed and the Build for Phase 2 is is progress.
  • MVM143: GREEN - Greenfield Suite and Henry Littlejohn rooms complete. AV supply issue has delayed the final installation of remaining equipment.
  • MVM144: GREEN - Project progressing without issue
  • MVM145: GREEN - Work on site audit recommenced

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 - September 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: GREEN

Report by Alan Gilchrist  

Achievements this period

  • New profile created in MDM for non-GP devices, so that they can be configured separately.
  • 12 tablets distributed to GPs for use with teaching.  Instructions on the use of MS Teams (including the importance of logging out) have been provided with the tablets.

Issues

  • None

Next Steps

  • Additional testing of new MDM profiles is required for non-GP usage.
  • Possible additional app required for GP use - request for Attend Anywhere to be installed.

MVM140 CMVM eAssessment RAG Status: GREEN

Report by Alistair Wallace

Achievements this period

  • None

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 have now responded to say they have appointed a new Chief Product Officer and he is going through their entire existing development roadmap and reprioritising requirements which are aimed at being an enterprise ready solution for large organisations such as UoE.  They still state they are unable to provide a delivery timescale and have said they will respond when the CPO has had an opportunity to consider his future plan but have not put a date on when we might expect a response.
  • 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 we await a meeting to be organised to discuss the proposals

Next Steps

  • Lisa McDonald will be setting up a meeting to discuss the proposals in the ITIL paper.  The aim will be for this meeting to take place in October.
  • Response from Pebblepad regarding the delivery date for the functionality 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: GREEN

Report by Alyson MacDonald

Achievements in this period

  • Phase 1 delivery completed.
  • Requirement review for phase 2 completed.
  • Phase 2 build started.

Issues

  • When students started using Pathways they reported some issues with access and functionality, however these have now been resolved.
  • A CAL owner discovered that they had not requested migration of all the CALs they need. The CALs can still be used in Labyrinth, so the project team decided that these should not be migrated until after the phase 2 build is complete in order to prioritise the build. 
  • It has not yet been possible to recruit a contractor to convert the difficult flash objects.

Next Steps

  • Recruit contractor for difficult flash conversions.
  • Continue phase 2 build.

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

Report by Alan Gilchrist

Achievements this period

  • Remaining snagging in Greenfield Suite and Henry Littlejohn rooms is now complete. 
  • MS Teams client has been deployed to all MVM LECT computers.

Issues

  • AV supply issues remain, so some rooms in the Vet School and HRB G6 still require a return visit from AV contractor to install remaining equipment.

Next Steps

  • Complete install for Vet School room 1.21 one remaining AV kit is available.
  • Complete install in HRB G6 once control panel is available.

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

Report by Alan Gilchrist

Achievements this period

  • AIOs for Anatomy Museum to be installed.

Issues

  • None

Next Steps

  • 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

  • Site audit work has recommenced

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

  • Completed analysis for the Phase Three programme of user experience (For UBN).
  • Continued with Phase Three work streams, including:
    • Support and Guidance: Looking at additional support and guidance when using Learning Technology to make the most of 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);
  • Continued with the Mapping and Accessibility checks for Schools who have requested support in these areas.
  • Continued with the Learn Foundations Closure Activities.
  • Begun the 'Upgrade to Learn Ultra' initiation activities.
  • Held project lessons learned meeting
  • Hosted the Learn Foundations Academic User Group and Board Meeting.

Issues

  • No current issues identified.

Next Steps

  • Begin the ‘Evaluation’ work stream – CEQ and Unidesk call evaluation.
  • Continue with the Learn Foundations Closure Activities.
  • Continue with the 'Upgrade to Learn Ultra' initiation activities.

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

The project has closed. Closure Report is available.

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 ***Report for August 2021***

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
16 September 2021 Programme Review Monthly Meeting - August 2021
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

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.