Report for April 2024

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Remaining 2 weeks of Assistantship sessions ran with the use of the system.  Feedback continued to be very good.
• A development area for the next phase of the system has been created to allow existing version to continue to be used in teaching sessions without risk.
• The team received two nominations for the MVM Staff Recognition Award for Innovation.
• The Clinical Skills team received a "Highly Commended" certificate for Innovative Education and Technology at the NHS Education for Scotland Medical Directorate Awards.

Issues

• None

Next Steps

• Continue developing the next phase of the system.

MVM158 Student Placements RAG Status: RED

Report by Sue Woodger

Achievements this period

• Analysis completed

Issues

• Just awaiting the analysis walkthrough prior to it being signed off. Resourcing is still an issue for phase 2 and is now impacting the analysis signoff 

  • There is still no clarity in the near future as to when the build work can take place and this has already been escalated
  • There is a programme risk relating to this project risk: https://secure.projects.ed.ac.uk/unpublished/programme/mvmlat/risks/16 

Next Steps

• Resourcing resolved so analysis  can be signed off

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

Report by Alan Gilchrist

Achievements this period

• Visited the Biomedical Sciences East and West wet labs to discuss requirements for upgrading both rooms.
• Site visit with estates and the AV contractor have taken place at the Vet School lecture theatres and rooms G.03 and G.03A.  Proposed dates for work to commence have been sent to estates and the AV contractor for confirmation.
• Search continues for a portable surgical camera and light system for use between the Anatomy teaching rooms.

Issues

• NHS estates have not installed a number of infrastructure cables and have wrongly assumed some other cabling requirements for the Lauriston learning hub, which have caused delays in arranging an AV contractor to carry out the work.
• Staff resourcing in the University network team are causing delays with the Lauriston learning hub, Dermatology clinic and Small Anatomy Lab projects.  The unknown time frame puts these projects at risk of not being competed by the end of the financial year.

Next Steps

• Put out tender for the Dermatology learning hub once we know when the infrastructure cabling issues are resolved.
• Receive quote for direct links between lecture theatres in Chancellor's Building and schedule in install.
• Put out tender documents for the Small Anatomy Teaching Lab once a time frame for the network cabling installation is received.
• 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

• Deliveries have started to arrive for the student computer lab replacement PCs.  Further deliveries have been scheduled for early May.

Issues

• None

Next Steps

• Plan the moving of all-in-one chassis PCs purchased last year, so that they can be reused in rooms that don't have flip-top style desks.
• Purchase the remaining replacement computers.

VLE002 Learn Ultra: Technical - RAG Status: CLOSED

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

The project Closure report for the VLE004: Training and Support project can be located on the Learn Ultra SharePoint.

SAC095 Student Support Enhancements - RAG Status: GREEN

Achievements in Last Period

• Handover to BAU actions progressed; One issue still in project to ensure visibility only

Issues 

• None

Next Steps​

• Closure - Only actions remaining are to transfer small number of JIRA to SSP EUCLID enhancements backlog, and finalise closure report

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

Achievements in Last Period

• Signed off brief
• Completed requirements (high level)
• Completed technical design
• Refined front end designs for the systems pages to apply for extensions. Conducted usability testing with 5 students from the Student Panel to iteratively improve designs for the initial page and extension application process

• Capturing and communicating user requirements to the team via estimation meetings which have led to collaborative efforts on backend calculations, specifically on the limit for 3 self certifications for extensions

• Started development work on student extensions applications, back end work, database work

Issues 

• None

Next Steps​

• Continue with requirements and design validation with users, seek sign off
• Continue build

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

Achievements this period:

• Another round of SCP process workshops were carried out with key stakeholders and led by the SCP Business Analyst and Technical Lead. A number of areas have been identified where current operational and management functions may require workarounds in Eduframe. These end-to-end processes have been documented and are under discussion to ensure reporting capabilities are fit for purpose via the new platform.

• A new series of 'back office' course and learner data workshops took place within the project team to iron out recommendations which were then presented by the Senior Project Manager at the Implementation Steering Group on 29/04/2024

Next steps:

• Confirm the data items (that have been identified in the initial stakeholder workshops) can be populated and reported in Eduframe and/or Canvas.
• Discuss potential reporting gaps with Drieam to determine the future state of the reporting solution.
• Identify any new reporting requirements based on the new SCP solution/processes that will be adopted (i.e. 'opportunities' – prospects/waitlists).
• Determine what BI solution is required, and the support/operating model required.
• Organise further technical consultancy sessions both within UOE and with the vendors, to confirm operational reporting readily available on-platform; ensure best practice is applied when designing the overall data strategy; and plan for any new Short Course Platform databases.

Risks/Issues:

• We are learning that Eduframe is more complex under the hood, so additional time is required to iron out any/all configurations needed to support all stakeholder requirements. As this project was started far ahead of the Delivery date, this does not pose an immediate risk, but will be monitored by the project team.

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

Achievements this period:

• The first phase of Eduframe to WPM-Education integration and testing has successfully been completed by the project team; Flywire; and Drieam. (This is the phase that ensures prospective learners of the new SCP can purchase courses online via the course catalogue using card payment).

• The second phase of WPM-Education to InoHub and P&M processing and testing is underway by the project team; Flywire; and ISG Finance Sys Admin / P&M Service team. (This is the phase that ensures the business can account for online payments received via the new SCP)

Next steps:

• Plan out a full run of end-to-end payments testing, and align with the Implementation (SCP006) project timeline.
• Review PCI DSS compliance processes at the University.

Risks/Issues:

• We haven't been able to identify a contact in Finance who can grant or advise on PCI DSS compliance sign-off. Whilst WPM-Education and Worldpay are already PCI DSS compliant, and neither Eduframe nor Canvas hold payment details in their systems, we still need to deduce if PCI DSS sign-off is required for the project.

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

Achievements this period:

• The SSO bug identified as a risk in last month's reporting - which was resulting in an Eduframe to Canvas pass back issue - has been resolved.

• SSO is now successfully being used by early adopter staff (via project SCP010 COL VLE Early Adopters).

• IDM solution development is underway for a Python app developed by ISG Apps Software Dev using the Eduframe API.

Next steps:

• ISG Apps Software Dev to complete development of the IDM solution.
• LTW DLAM to assist with UAT.

Risks/Issues:

• We have learnt that Eduframe is more complex under the hood, so additional time has been required to iron out a couple of issues regarding pulling the O-ID from Azure AD (Entra ID) as part of developing the IDM solution. A milestone change request will be submitted to extend the project's Delivery and Closure dates by one month, as although development is nearing completion, more time is required to complete UAT and sign-off.