Report for June 2024

MVM157 Medical Simulation - Electronic Systems RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• No progress due to other projects taking priority this month.

Issues

• None

Next Steps

• Provide information on prescription functionality to the developer.
• Continue developing the next phase of the system.

MVM158 Student Placements RAG Status: SUSPENDED until 23 August 2024

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

Report by Alan Gilchrist

Achievements this period

• Network contractor was able to carry out part of the work required in Lauriston Building, however the NHS had not provided us with the necessary information that their estates department would require, so the installation of new ports is having to be rescheduled.
• Work started in Vet School lecture theatres and rooms G.03 and G.03A.
• Work in Anatomy Lecture Theatre has had to be rearranged for the start of July due to AV contractor availability.
• Purchase order raised for the installation of the remaining infrastructure cabling that the NHS contractor didn't complete in the Lauriston learning hub.
• Received tender response for Small Anatomy Lab and purchase order has been raised to the AV contractor.  Estates contractor has visited the room and purchse order has been raised to cover the cost of the work required.
• Received tender response for Biomedical Sciences East and West labs.
• A suitable camera has been found that can be shared between the Small Anatomy Teaching Lab and the Anatomy Lecture Theatre.  The purchase order has been raised for this, along with the associated surgical lighting and trolley system.

Issues

• The unknown time frame for the completion of network and estates work for Lauriston learning hub, Dermatology clinic, Small Anatomy Lab and Biomedical Sciences East and West Labs projects now means that these will not be completed by the end of the financial year.
• The NHS/PFI estates team at the Royal Infirmary have had issues getting a suitable contractor to supply and build the required scaffolding for the installation of the direct links between the Chancellor's Building lecture theatres.  This is now at risk of not being completed before the end of the financial year.

Next Steps

• Receive quote for estates work to Biomedical Sciences East and West labs
• Schedule AV contractors for Lauriston learning hub, Dermatology Clinic, Small Anatomy Lab and Biomedical Sciences East and West labs once estates and network work is complete.
• Receive quote for direct links between lecture theatres in Chancellor's Building and schedule in install.
• Look at suitable supply only equipment that could now be purchased, given the issues with several projects that won't complete before the end of the financial year.

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

Report by Alan Gilchrist

Achievements this period

• Last PCs for this year have been purchased after an issue between the punch out catalogue and finance system caused a delay..
• PCs in WGH MEC have all been replaced.
• PCs in Chancellor's Building Microlabs, Vet School and the Greenfield Suite have started to be replaced.

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.
• Complete the replacement of the remaining PCs in CHancellor's Building, Greenfield and Vet School.

MVM162 Anatomy Database RAG Status: GREEN

Report by Alan Gilchrist

Achievements this period

• Project initiated on website and project brief written
• Request sent to St Andrews to visit their facility and look at the system they use

Issues

• None

Next Steps

• Arrange meeting with Anatomy Lab manager to start analysing the existing data types and functionality of their existing files

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: CLOSED

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

Achievements in Last Period

• The changes to the Assessment and Progression Tools (APT) to handle the new extension periods (as required by the Exceptional Circumstances Policy) have been signed off in Test, waiting for sign off in TRN for release in July. Since schools appear to have started editing assessment structures for next year, we are now planning to release these changes after the Progression deadline , this will help schools set up their assessment structures in time for the key term dates in September and will significantly reduce the time that they will need to update the extension periods.
• Student landing page has been signed off in Test
• EC application front end is being tested 
• The team has started the fifth Sprint and are currently on track, handing over work in progress ahead of annual leaves. Build of the student dashboard, Student Extensions Application are being peer reviewed. Development of the backend changes to the SCEC database and APIs have been completed, enabling further front end work to progress 

Issues 

• (ongoing) Staff requiring Vue training have not completed it yet due to other ESC work

Next Steps​

• Continue with finalising requirements (CMS backlog, notifications), user testing (students) and build/testing
• Release APT changes

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

Achievements this period:

• Following discussion and approval at the most recent SCP Board, next steps for the implementation of the SCP are currently being planned via (SCP006) the Implementation project. From mid-July until the end of October, a second iteration of Process workshops will be run, with the objective of agreeing the overall process design, data requirements, and configuration.

• Due to the pending new timeline, this project is still under review for suspension.

Next steps:

• Decide whether the project should be suspended or not. (The following tasks will be completed following the suspension period, if so.)
  • Confirm data items identified in both the initial and second iteration of 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.
  • 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:

• None

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

Achievements this period:

• The second phase of WPM-Education to InoHub and P&M processing and testing was completed 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).
• As the University is switching Merchant Acquirer Services from Worldpay to Lloyds, it has been decided (with wider Finance stakeholders) that the new SCP MID will not be set up via Worldpay - instead, the project team will liaise with (FIN143) Merchant Acquiring Services Implementation so that the new SCP MID will be set-up with Llyods.

• Following discussion and approval at the most recent SCP Board, next steps for the implementation of the SCP are currently being planned via (SCP006) the Implementation project. From mid-July until the end of October, a second iteration of Process workshops will be run, with the objective of agreeing the overall process design, data requirements, and configuration.

• Due to the  pending new timeline, this project is now under review for suspension.

Next steps:

• Decide whether the project should be suspended or not. (The following tasks will be completed following the suspension period, if so.)
• 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.
• Agree content and branding of payment process related assets (e.g. WPM-Education payment confirmation screen, footers, and email; Eduframe receipt and email etc.)

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. Discussions are underway with Finance management.

• It has recently been discovered that discounts are not working via Drieam's Eduframe to WPM-Education integration. This issue is under review with Drieam and the SCP's Business Analyst and Technical Lead.

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

Achievements this period:

• IDM solution development continues for a Python app developed by ISG Apps Software Dev using the Eduframe API.
• LTW DLAM have been testing the solution with our development resource, resulting in some UI and process flow changes to the first iteration of the app.

Next steps:

• Submit milestone change request to extend the project's Delivery and Closure dates in line with new programme timeline agreed at most recent SCP Board. (Project not reported as Amber for Time, seeing as overall programme timeline is shifting, and resource is not impacted.)
• ISG Apps Software Dev to complete development of the IDM solution.
• LTW DLAM to complete UAT.

Risks/Issues:

• None