Report for May 2023

MVM140 CMVM eAssessment RAG Status:  SUSPENDED

Report by Alistair Wallace

Achievements this period

• None

Issues

• This project is suspended until delivery received from supplier

Next Steps

• None

MVM148 Upgrading of teaching spaces 2021/22 RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• None, as remaining work is scheduled for dates in July

Issues

• None

Next Steps

• Complete AV in Chancellor's lecture theatre B.
• Receive estimated installation dates from the AV contractors for the remaining work in EDSCCU.
• Receive update on the for Vet School electrical and network work for the remaining rooms and then organise completion of AV work.

MVM153 Upgrading of student computer labs, teaching and meeting room PCs 2022/23 RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Requisitions were raised for all required computers.

Issues

• Requisitions were returned after a week, since system apparently can't send over customised configurations to supplier without a quote being manually created and attached - there doesn't appear to be any notification within the system about this limitation.   Quotes were created, attached and requisitions authorised again.  Currently waiting for purchase orders to be generated by the procurement team and sent to the supplier.  This procurement process has so far added 2 weeks to what was previously something that could be completed within minutes.

Next Steps

• Procurement to raise purchase orders for the replacement computers.
• Receive computers at the associated sites.
• Local teams to schedule replacement work.

MVM154 Upgrading of teaching spaces 2022/23 RAG Status: AMBER

Report by Alan Gilchrist

Achievements this period

• AV contractor has completed minor installation work in FU305.  May require one further visit to perfect the system.
• Quotes have been received by 2 companies for Anatomy Lab surgical lights and cameras, but require site visits to ensure necessary mounting can be accommodated.
• Estates work has started in Anatomy Lab.
• Estates work has been requested for Mackenzie Medical Practice and site visit will be arranged for early-June.
• Various AV maintenance and replacement parts have been ordered for multiple rooms across the College.
• Initial discussion with NHS estates for Dermatology clinic in Lauriston Building has taken place.  Site visit is scheduled for early-June.
• Replacement screens for Vet School post-mortem viewing area have been installed by AV contractor.
• Vets F block rooms have been scheduled in with AV contractor for mid-July.

Issues

• Unsure if NHS funding for Lauriston learning hub is still available due to the delays with the building warrant being approved.
• Estates work for Anatomy lab didn't progress as quickly as quickly as it should have, so several jobs will need to be carried out once room is made available to the AV contractor in mid/late-June.  None of the new network cabling has been installed and network project manager goes on annual leave before the AV contractor is due to start, so certain contingencies will need to be put in place to make the AV system "work" until the network project manager returns and can commission the new ports.
• Lead times for some of the major equipment has been updated by the suppliers, which means some equipment is unlikely to arrive before the end of the financial year.  This includes the surgical light and camera systems, as well as the AV cabinets for many of the rooms.  There are a few spare AV cabinets available within the College that can be repurposed in the short-term, but not enough to cover all rooms that are to be refurbished.  This will lead to delays in the upgrades, as well as the potential need to book the spaces out once teaching starts again, to complete the work.
• NHS estates team have asked us to request the network cable/ports directly from our data contractor, rather than them including them with the rest of the cable installs they will complete for us.

Next Steps

• Request network cable/ports for Dermatology clinic direct from data contractor and then update the associated netjob.
• Consider what equipment can be purchased in advance, in preparation for next years upgrades, given that certain large items for the rooms included in this project, now won't be delivered before the end of the financial year.

MVM155 BMS Honours Portal RAG Status: GREEN

Report by Chantal Reilly

Achievements in last period

• Confirmed data deletion requirements with BMTO & DLAM teams
• Prioritised Requirements
• Estimations for next development sprints

• Project Manager handover

Issues ​

• None

Next Steps ​

• UAT planning

• Development completion

MVM156 Medical Schools Council - Online Exams BYOD RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Medical Schools Council contact has been off work for several weeks, so priority has been given to other projects until response is received regarding iOS.

Issues

• None

Next Steps

• Receive response regarding the iOS time frame.
• Create the configuration file and instructions for iOS devices.

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Initial meetings have taken place with the clinical skills team and the IT staff who will be developing the simulation systems.  Agreement that the electronic patient information system would be prioritised until the start of August.
• Work has begun on the creation of the simulation electronic patient information system.

Issues

• None

Next Steps

• Clinical skills staff to generate more 'patients' for the system, so that IT staff can continue with the development.

OCP004 CPD Platform - Requirements, Market Analysis and Business Case - RAG Status: CLOSED

• The  "Short Courses Platform - Requirements, Market Analysis and Business Case" project is now closed and has been superceeded by "SCP001 – Short Course platform procurement". A post project review will be completed

Please note that SCP001 is a secure project and will only be visible to those working on it.

VLE002 Learn Ultra: Technical - RAG Status: AMBER

Last month

• VLE002: The new academic year process ran as agreed.  Live course sites are available approximately 6 weeks earlier than a standard year.
• VLE002:  Work on our list of Phase 2 integrations for the 23/24 academic year is well underway as per the plan. 
• VLE002:  Development work in preparation for the full switch to Ultra during the summer is also well underway with all developments in testing.
• VLE002:  The Automation process, which will be run later in the summer is in test.

Issues

• VLE002: Staff resourcing limitations within the DLAM, LTW Team means that there are periods where project work, other than Learn Ultra is being deprioritised to focus on maintaining service reliability.  Any increasing demand on resource in that area is a risk against the project.  DLAM are actively pursuing an increase of resources in the team by moving people around LTW where possible and re-advertising where they’ve been unable to fill posts.

Next steps

• VLE002:  Continue developments and integrations as per the schedule.
• VLE002:  Automation process testing to be completed.

VLE003 Learn Ultra: Learn Foundations - RAG Status: AMBER

Achievements

• Continued migration of complex courses.
• Continuation of the implementation work for the move to Learn Ultra (Implementation plans/Learn Foundations Internship);
• Training and indiction plan for the of the Learn Foundations interns for the summer of 2023 ;
• Completion of the migration patterns project;
• Delivery of the live course instances in early May.

Issues

• Industrial action is currently underway and may have an impact upon aspects of the project - This is a risk that is actively being mitigated against.

Next Steps

• Continued migration of complex courses.
• Continuation of the implementation work for the move to Learn Ultra (Implementation plans/Learn Foundations Internship);
• Creation of the Learn Checklist and updated glossary of terms.

VLE004 Learn Ultra: Training and Support - RAG Status: RED

Achievements

• We have now completed the first two months of the Learn Ultra ’10 Things to get started in Learn Ultra’ training.
• For the ’10 Things’ training between weeks 1 – 9, we have organised 110 training sessions which have been attended by 640 colleagues.
• The regular Learn training programme including task-focused sessions (for a deep dive into specific Learn Ultra processes) has been launched. Over 20 task-focused sessions have taken place so far.
• The first reports on attendance of the ’10 things to get started in Learn Ultra’ training sessions have been sent out to the Schools and Deaneries.
• Change of resourcing within the DST with Satu Kapiainen stepping in to support Jenni Houston from an operational perspective. Satu will be responsible for operational delivery of the training work stream whilst Jenni will continue to be strategically involved where necessary.

Issues

• The availability of the Digital Skills team has had an impact on the delivery of the training plan.
• The availability of the Training Consultant has had an impact on the delivery of project tasks.
• There are 5 risks for VLE004 currently noted as either AMBER or RED. These include:
  • R.10: Availability of Digital Skills team staff due to other commitments
  • R. 56: Lack of engagement with Learn Ultra training
  • R. 77: Lack of Digital Skills availability to create the weekly data reporting on training from May
  • R. 78: Training attendance not meeting project KPIs
  • R. 80: Training not being attended, particularly by academic colleagues

Next Steps

• Finalise and receive sign off on the at-scale training plan and circulate to key stakeholders.
• Schedule new training sessions for August and September, including drop-in sessions at the different campuses which will commence from July.
• Provide the internal project report tracking attendance statistics versus KPIs.
• Provide weekly reporting to Schools and Deaneries to showcase training uptake within each area.
• Delivery of at least 25 ‘10 Things’ training sessions and 7 task based training sessions across all campuses in June.
• Encourage engagement/attendance of training sessions in preparation for the start of term.
• Engage with DST to look at SoT activities and where we can dovetail to support students.
• Decisions required around student resources for the SoT.

SAC095 Student Support Enhancements - RAG Status: AMBER

Achievements this period

• Project Brief approved (with updated milestones)
• Development analysis and technical foundation work for PT references in Path, EUCLID, MyEd channel completed (and then suspended as focus shifted to Cohort Lead requirements until closer to deployment due date)
• Consultation sessions for cohort lead requirements carried out and development requirements prioritised; Cohort Lead requirements approved by project team and management group (Milestone)

Issues

• Model leadership elements of overall student support model still in development, so analysis work pushed back. Allows focus on Cohort Leadership roles in meantime
• Milestones updated after Project Brief sign-off

Risks:

• Risk updated that effort required may be underestimated as significant areas need specified (especially model leadership roles)
• Resource risk updated with conflicting demands on developer/BA time for Marking and Assessment Boycott, and summer resit boards work

Next Steps​

• Cohort leadership stories written, estimated and sorted in to development sprints; Development started
• Start investigation work for MScR students, and for Bulk email requirements