Report for June 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: AMBER

Report by Alan Gilchrist

Achievements this period

• Purchase orders were finally sent from procurement to supplier for all computers.
• Received the PCs for meeting/teaching rooms.

Issues

• None

Next Steps

• Receive student computer lab computers at the associated sites.
• Local teams to schedule replacement work.

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

Report by Alan Gilchrist

Achievements this period

• Site visit for surgical light and camera company took place and purchase order raised.  Delivery will hopefully be before the end of July, but this can't be guaranteed.
• Estates and network work in Anatomy Lab had to be extended into the AV installation dates, but has now been completed.
• AV contractor completed the installation of equipment in the Anatomy Lab.
• Site visit to Mackenzie Medical Practice with estates took place and work is due to start at the beginning of July.
• Additional AV equipment for multiple supply only projects across the College has been ordered.
• Site visit with NHS estates took place in Dermatology clinic in Lauriston Building.
• Replacement screens and control panels for Vet School Study Landscape pods have been delivered.
• Replacement screens for CRM rooms have been delivered.
• Touchscreens for teaching/meeting rooms information screens have been ordered (to take advantage of touch facilities in new timetabling/booking system scheduled for release in 2024).

Issues

• Unsure if NHS funding for Lauriston learning hub is still available due to the delays with the building warrant being approved.
• Furniture for Anatomy Lab has been delayed at the manufacturer, so furniture from Chancellors Building has had to be used temporarily.  Return visits to replace temporary equipment will need to be scheduled in.
• Programming of control system for Anatomy lab was not completed during the installation period, so additional room visits will need to take place.  This will not be easy due to exams and booked sessions in the room.
• Furniture for Mackenzie Medical Practice rooms has been delayed at the manufacturer and wont be delivered to the AV contractor until 31st July.  AV installation will therefore need to be scheduled in for August - i.e. after the financial year ends.
• Network cable/ports for Dermatology be requested until NHS estates confirm removal of cabinets and installation of the new trunking.  This will likely mean network will not be in place before AV contractor arrives in early-July.

Next Steps

• Request network cable/ports for Dermatology clinic direct from data contractor and then update the associated netjob.
• Look for Anatomy Lab availability to allow LST Ops team to continue programming control panel.
• Book in AV contractor to carry out installations in Mackenzie Medical Practice rooms as soon as possible after they receive the furniture.
• Have Vet School F Block rooms upgraded during July.
• Consider what additional equipment can be purchased in advance, in preparation for next years upgrades, given that the Mackenzie Medical Practice rooms will now not be upgraded before the end of the financial year.

MVM155 BMS Honours Portal RAG Status: AMBER

Report by Chantal Reilly

Achievements in last period

• Development continues to progress
• Estimation of development work complete
• Staggered delivery to achieve business dates agreed and in planning
• UAT planning commenced and test script draft created

Issues ​

• Change to staggered delivery due to total time to complete developments exceeding business deadlines

Next Steps ​

• Finalise test script for Phase 1

• Phase 1 development completion

• Phase 1 UAT

• Milestones change to be submitted once team has confirmed dates 

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Work has continued on the creation of the simulation electronic patient information system.
• Clinical Skills staff have supplied some sample patient data for their upcoming Year 5 teaching sessions.

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: GREEN

Last month

• VLE002:  Work on our list of Phase 2 integrations for the 23/24 academic year is well underway as per the plan.  PebblePad, Linkedin Learning, QMP and Gradescope are being tested with LTI1.3.
• 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: RED

Achievements

• Continued migration of complex courses.  11 Schools have been in touch to discuss support requirements with over 100 courses being migrated via the project resource.
• Continuation of the implementation work for the move to Learn Ultra - Most of the migration activities via the internship have been completed with the final Schools in discussions currently.
• Creation of the Learn Checklist and updated glossary of terms.
• Attended the IAD conference to showcase the move to Learn Ultra - Poster created and displayed along with a display table to walk colleagues through the new Ultra Course View on Learn Ultra.

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 as the UCU have just announced that their mandate has been renewed which confirms further potential strike action on the horizon for September.

Next Steps

• Continued migration of complex courses.
• Continuation of the implementation work for the move to Learn Ultra (Focus on accessibility);
• Creation of a new work package for out of scope uses of Learn - change to the project scope to include this piece of work;
• Completion of the Learning and teaching Implementation Group (governance) due for 6th July 2023;
• Planning for the Technical Implementation Group and Project Board (both scheduled for August 2023);
• Planning to begin for the Evaluation phase of the Learn Ultra project.

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

Achievements

• In June, 32 centrally delivered training sessions were hosted with 176 people attending from across the University.
• The course checklist to guide colleagues through good practice when creating a course has been launched on SharePoint as an additional resource.
• Worked in partnership with colleagues from across the University to deliver tailored training sessions (particularly, CMVM) for staff.
• Analysed qualitative data received from post training surveys, being responsive to feedback, creating resources – where required.
• Provided Schools SMT with weekly training data, providing an overview of engagement with training from within the Schools.
• Scheduled new training sessions for August and September, including drop-in sessions at the different campuses which commenced from July.
• Provided the internal project report tracking attendance statistics versus KPIs.  
• Encouraged engagement/attendance of training sessions in preparation for the start of term by working in partnership with Schools and Deaneries, supported by communications and engagement activities.
• Engaged with DST to look at SoT activities and where we can dovetail to support students.
• Decisions made around student resources for the SoT.

Issues

• The availability of the Digital Skills team has had an impact on the delivery of the training plan.
• There are 8 risks for VLE004 currently noted as either AMBER or RED. These include:
  • R. 56 - Lack of colleague engagement with Learn Ultra training
  • R. 78 - Training attendance not meeting project KPIs
  • R. 79 - Lack of Learn Ultra preparedness causes reputational damage for Schools and Deaneries
  • R. 80 - Training not being attended, particularly by academic colleagues
  • R. 81 - Colleagues not engaging with training until the last minute
  • R. 86 - Lack of trainers to deliver '10 Things' and task-focused training
  • R. 88 - Lack of at-scale strategic planning of Learn Ultra training and lack of College engagement on opportunities around training and support
  • R. 89 - Lack of strategic planning around the trainers’ resource
• 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 as the UCU have just announced that their mandate has been renewed which confirms further potential strike action on the horizon for September.
• Due to issues highlighted above and the number of AMBER and RED risks, the project is currently sitting on a RED RAG status.

Next Steps

• Finalise and receive sign off on the at-scale training plan and circulate to key stakeholders.
• Finalise resource planning for all Learn Ultra training (including the drop-ins) across August and September.
• Deliver scheduled training across July and commence the drop-in sessions at the different campuses.
• Provide a weekly internal project report tracking attendance statistics versus KPIs.
• Provide a report on what Schools/Deaneries are organising themselves in terms of training and support so these stats can feed into our project reporting.
• Further encourage engagement/attendance of training sessions in preparation for the start of term.
• Liaise with the Schools/Deaneries to review whether they could benefit from any additional resources or engagement opportunities.

SAC095 Student Support Enhancements - RAG Status: AMBER

Achievements in Last Period

• Cohort Lead bulk allocation requirements agreed and development started; Release schedule agreed
• Prototype screens for Cohort Lead allocation demonstrated to users, with constructive feedback (on functionality and user group permissions)
• Decision taken on use of development tools
• MScR analysis completed; Technical input still required to allow user story documentation and de

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
• Development capacity in July - Mitigated by additional developer to focus on PT References

Risks:

• Risk remains that effort required may be underestimated as significant areas need specified (especially model leadership roles)
• Resource risk still live 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; R1 scheduled early August