Report for February 2024

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• 9 additional 'patients' have been added to the system.
  • 4 of these are for sessions run by nursing studies and were used successfully at the end of the month.
  • 5 of these are for the assistantship sessions being run in March.
• Meeting request set out for early March to discuss the next developments.

Issues

• None

Next Steps

• Meet with developers to start building the prescribing parts of the simulation system.

MVM158 Student Placements RAG Status: RED

Report by Sue Woodger

Achievements this period

• Project Brief completed, signed off and submitted to AppsReview on 28 Feb 24 https://secure.projects.ed.ac.uk/project/mvm158/brief/overview
• Analysis started

Issues

• Resourcing

  • There is an issue with DLAM resourcing for the design and build work which is causing the RED project status:

    • There is no clarity in the near future as to when the build work can take place and this has been escalated
    • Discussions were held with Programme and MVM IT where it was agreed that the project continues in full. Having requirements will enable a better estimate of the work to be completed which will be helpful for resourcing
    • There is a programme risk relating to this project risk: https://secure.projects.ed.ac.uk/unpublished/programme/mvmlat/risks/16 
  • There is a risk around resourcing for the feed from/to SSP work
    • At this point it is unsure if a feed will be required from SSP and if it is what type of feed will be required. This will be determined during analysis and will be revisited then. The risk if a feed is needed is around SSP resourcing. Agreed with SSP team manager that SSP will be brought into the project once details around a feed are clearer

Next Steps

• Analysis – requirements gathering

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

Report by Alan Gilchrist

Achievements this period

• Tender documents have been received for both lecture theatres and rooms G.03 and G.03A in the Vet School and AV contractor has been appointed.
• Meeting with NHS project manager for the Dermatology learning hub took place at the beginning of the month.  Design drawings have been created for the rooms and relevant netjobs have been raised.
• Meeting took place with data contractor to discuss the direct links between Chancellor's Building lecture theatres A and B.  Quote will be sent through to us, with work to be scheduled in sometime before end of July.
• Met with Anatomy department to discuss requirements for upgrading the Small Anatomy Teaching Lab (previously teaching rooms 10 and 11).
• Requirements for minor upgrade to Anatomy lecture theatre have been gathered.

Issues

• None

Next Steps

• Arrange on-site visit with AV contractor for the Vet School rooms.
• Put out tender for the Dermatology learning hub.
• Receive quote for direct links between lecture theatres in Chancellor's Building and schedule in install.
• Create designs for the Small Anatomy Teaching Lab and then put out to tender.
• 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 remaining 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

• List of PCs has been created and added to the project brief.  Plans are being developed to reuse all-in-one chassis PCs purchased last year in rooms that don't have flip-top style desks (due to design change made by PC manufacturer).

Issues

• None

Next Steps

• Plan the moving of all-in-one chassis PCs purchased last, so that they can be reused in rooms that don't have flip-top style desks.
• 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 January 2024***

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. 
• VLE002: The Tech Imp Group has met to evaluate whether an updated structure would be more valuable moving forward.    

Issues.

• No new issues.

Next steps.

• VLE002:  Close the year 2 Technical workstream.
• VLE002:  Allocate resource to Year 3. 
• VLE002: Update paper for the tech Imp Group.

VLE003 Learn Ultra: Learn Foundations - RAG Status: CLOSED

The project Closure report for the VLE003: Learn Foundations project can be located on the Learn Ultra SharePoint.

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

Achievements

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

Issues

• No issues due to closure of the project.

Next Steps

• VLE004: No further steps required.  Project closed - February 2024.

SAC095 Student Support Enhancements - RAG Status: GREEN

Achievements in Last Period

• R3.2 deployed to Live environment
• Academic flag change for Student Advisers tested (allows distinguishing from legacy Personal Tutors)

Issues 

• N/A

Risks:

• None above Green

Next Steps​

• Closure review

SAC105 Adapting ESC (Extensions and Special Circumstances) to support policy changes - RAG Status: GREEN

Achievements in Last Period

• Continuing mapping the system capabilities and creating rough designs needed for the policy rollout in 2024/25.
• System capabilities for the policy were also presented to service owner and academic policy manager to ensure nothing was missed.
• Continuing to refine designs and understand the code changes needed.
• BAs assimilated their learnings from the User sessions with Student Advisors, some of which have been shared with the team and are incorporated in the product roadmap.
• BAs fed into the draft policy proposal paper for APRC approval mid March.
• Work is progressing on understanding the current pain points around the use of the ESC Dashboard by Student Advisors and Teaching Office Staff.

Issues 

n/a

Next Steps​

• Provide development estimates for work required, to confirm that work can be done within timeline, will inform APRC paper
• Engage with users from working group after policy is approved
• Complete brief once policy has been approved

SCP004 Short Course Platform: Operational and Management Reporting - RAG Status: GREEN ***Update from January 2024***

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 ***Update from January 2024***

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 ***Update from January 2024***

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