Report for January 2024

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Templates for additional patients to be added to the system have been sent out to the organiser of assistantship and to the nursing school.  These patients are expected to be added during February early to mid-February, with uses being end of February and early March.

Issues

• None

Next Steps

• Set up meeting with developers to start building the prescribing parts of the simulation system.
• Receive additional patients for assistantship and nursing simulations.

MVM158 Student Placements RAG Status: GREEN

Report by Sue Woodger

Achievements this period

• Project approved by Apps Review for starting on 24 Jan 24  
• Kick Off meeting arranged for 8 Feb 24
• First draft of project brief circulated

Issues

• None this month

Next Steps

• Project Brief to be signed off by 14 Feb 24
• Business Analysis to start

MVM159 Upgrading of teaching spaces 23/24 RAG Status: AMBER

Report by Alan Gilchrist

Achievements this period

• Designs of both lecture theatres and rooms G.03 and G.03A in the Vet School have been completed, following feedback received from their academics.  Tender documents are to be sent out to AV contractors in early-February.
• NHS have confirmed that the Dermatology learning hub estates fabric and infrastructure work is to go ahead and be completed by 31st March.  Meeting with the NHS project manager has been scheduled for early-February to discuss locations of required AV and IT infrastructure.  Procurement and installation of AV facilities has been requested for as soon as possible after 31st March.
• Request for direct links between Chancellor's Building lecture theatres A and B, due to the increasing need for whole year teaching sessions to be carried out oncampus and increased student numbers now being larger than the capacity for lecture theatre A.

Issues

• Estates led upgrade of the Anatomy lecture theatre has been put on hold, with the plan to carry out the upgrade now being changed to summer 2025.  This means that some MVM funding through central IS will now have to be used to carry out minor upgrades to the room, in order to tide things over until the major upgrade takes place.
• NHS funding for the creation of the Dermatology learning hub does not include the AV facilities, therefore some MVM funding through central IS will now have to be used for this purpose.

Next Steps

• Provide drawings for Dermatology learning hub to NHS project manager as soon as possible after the meeting scheduled for early-February.
• Design solution for direct links between Chancellor's Building lecture theatres.
• Complete list of rooms requiring upgrades for the different campus locations need to be identified and added to the project brief.
• Prioritise list of rooms to upgrade this year based on available funding.
• Create AV designs and then tender documents for each of the new room upgrades.

MVM160 Upgrading of student computer labs, teaching and meeting room PCs 23/24 RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• No updates due to work associated with online exams taking priority.

Issues

• None

Next Steps

• Create full list of PCs for replacement.
• Discuss replacements with local IT teams to ensure they are aware of the locations receiving upgrades.
• Purchase the replacement computers.

VLE002 Learn Ultra: Technical - RAG Status: GREEN **Update from December 2023**

Last month

• VLE002:  Work on our list of Phase 2 developments for the 23/24 academic year is compete as per the plan.  
• VLE002:  All integration work is complete to the extent the team can.  QMP is awaiting the migration of QMP project to finish. 

Issues.

• No new issues.

Next steps.

• VLE002:  Close the year 2 Technical workstream.
• VEE002:  Highlight any scope required to be planned into year 3.  

VLE003 Learn Ultra: Learn Foundations - RAG Status: CLOSED

Achievements

• VLE003: Continued with the Evaluation phase of the programme.  Project VLE007 has been created to manage this project;
• VLE003: Continued with closure activities of the Learn Foundations project;
• VLE003: Draft closure report approved;
• VLE003: Learn Foundations internship handed over to be delivered via service;
• VLE003: Project officially closed.

Issues

• No issues due to closure of the project.

Next Steps

• VLE003: No further steps required.  Project closed - January 2024.

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

• VLE004: Continued with the delivery of the planned training across January for 10 Things and tasks focused training courses;
• VLE004: Promotion of January training courses to encourage uptake across January;
• VLE004: Continued analysis of training data;
• VLE004: Closure activities to initiated with project expected to be closed in February 2024.  Draft project closure documented created and shared with the team for review.

Issues

• No issues currently identified as the project training completed at  the end of January with all face to face sessions moved to alternative locations where required.

Next Steps

• VLE004: Final analysis of training data to be completed;
• VLE004: Project closure documentation to be approved and project to be closed;
• VLE004: Project trainer secondment coming to an end at the end of February.

SAC095 Student Support Enhancements - RAG Status: GREEN

Achievements in Last Period

• R3.2 (model leadership functionality in mix of Test/TRN)
• Academic flag change for Student Advisers tested (allows distinguishing from legacy Personal Tutors)

Issues 

• N/A

Risks:

• None above Green (risk log updated 10/01/24)

Next Steps​

• Model Leadership development - R3.2 deployment to Live (due 08/02/24)
• Manual work in SRO to amend SA records to distinguish those without an academic flag; Re-assign academics formerly allocated to PTLEG status

SCP004 Short Course Platform: Operational and Management Reporting - RAG Status: GREEN

Achievements this period:

• Project has progressed to Green as we complete re-planning, and work toward subsequent plan approval

• Wider stakeholder engagement continues – meetings held with representatives from Health & Safety; Business School; Clinical Research; Medical Education; Bayes​

• Engagement with vendors has begun - meetings held with Instructure regarding operational reporting readily available in Canvas (VLE) as well as their Canvas Data 2 repository. Introductory meeting also held with UOE Power BI Service Manager and Drieam, regarding their Power BI connector and templates

• Work continues with BA and project team to define the University's enterprise and data architecture for operational and financial reporting, including the creation of a data dictionary and other project assets for future consideration

Next steps:

• Wider stakeholder engagement to continue as the project team documents data required for learner registration; course administration etc. This work feeds into other projects in the programme (e.g. SCP006 Implementation) but must be documented as part of the overall data strategy in this project

• Organise further technical consultancy sessions both within UOE and with the vendors, to ensure best practice is applied when designing the overall data strategy and planning for any new Short Course Platform databases

Risks/Issues:

• No new risks/issues identified for this period, but overall risks identified as part of the overall project are now recorded at SCP004 Actions, Risks & Issues Tracker.xlsx

SCP007 Short Course Platform: Payment Integration and PCI-DSS Compliance - RAG Status: RED

Achievements this period:

• Work continues with BA and project team to complete the documentation of the changes required across the online card payment process to support the rollout of the new Short Course Platform, as well as the review of the resulting Payment Integration Impact Assessment document​

• Combined workshop has been scheduled with representatives from Flywire (WPM-Education), UOE Finance Operations, and Drieam (Eduframe course catalogue) to confirm high level design, activities, and final estimation of work required

Next steps:

• Further understanding of VAT/Sales Tax rules is required for the design of the SCP payment integration and any downstream processing 

• Complete the review and sign off of the SCP007 Payment Integration Impact Assessment document​

• Finish planning work required by Flywire and Drieam to enable the WPM-Education integration

• Determine who will be (1) setting up the payments test environments and supporting end-to-end payments testing and (2) implementing required config. changes in InoHub/P&M​

Risks/Issues:

• This project has progressed to Red due to ISG Finance Sys Admin & Support team resource constraints resulting in delays to the completion of project planning and subsequent plan approval. This team is required to support with configuring and testing changes to the payment gateways and onward data flow into P&M. The matter has been escalated to ISG SLT and the project team are monitoring the risk

• Overall risks identified as part of the overall project are now recorded at SCP007 Actions, Risks & Issues Tracker.xlsx

SCP008 Short Course Platform: Configuration of Email, SSO and IDM - RAG Status: GREEN

Achievements this period:

• Project has progressed to Green as we complete re-planning, and work toward subsequent plan approval

• Introductory meeting held with Drieam and UOE Software Dev and Dev Tech team managers to discuss and confirm both the SSO and IDM staff feed design/configuration approaches ​

• Dev Tech resource has been assigned and engaged for SSO configuration work. Meeting scheduled with the team member and Drieam to plan next steps and initiate the work

Next steps:

• Ensure both the SSO and IDM staff feed design/configuration approaches ​are recorded in their respective TADs, reviewed and signed-off

• Configure and test SSO for staff 

• Secure Software Dev and Dev Tech resource to initiate work on IDM staff feed solution

Risks/Issues:

• No new risks/issues identified for this period

• The email component of this project may no longer take part, as both vendors (Instructure and Drieam) only support email from their own domains. The testing of email notifications from the platform would then take part under SCP006 Implementation. Once confirmed, a scope change will be logged for this project