Closure Report

Project Summary

As one of the top Universities in the world, digital visual communications and creating a lasting, professional, “first impression” is a key desire.

Within the University of Edinburgh, there is no standard way of managing the content, look, feel and messages which are displayed on digital screens outside of meeting, tutorial, seminar and lecture areas. This also extends to large screens in foyers and in reception areas.   Additionally,  there is no agreed administrative operating model in place to manage the content.  Some locations are using all-in-one PC’s to display content, some areas are using “OneLAN” management system

This project will review existing, and define and deliver digital display standards and guidelines for use cases using an agreed standard approach to the “look and feel” of digital display screens including a “menu” of agreed content types.  The content standards will be reviewed in consideration with the EdGel Web Content Management strategy.  Content type includes existing Timetabling data, local school content and other information feeds.

It will investigate the most appropriate technology platform(s) together with the potential cost implications.

It will deliver a number of design layouts for live deployment.

Objectives & Deliverables

Analysis of Resource Usage:

Staff Usage Estimate: 30 days

Staff Usage Actual: 33.6 days

Outcome

Whilst this was a small project its has a significant impact on staff and the student experience.

Having accessibility and usability tested a number of use case designs has engaged staff and students alike.  The designs and templates have elevated the student and visitor experience through better communications. It is now possible to showcase a much richer range of content that had been possible previously.  Awareness has been boosted through communicating messages more effectively.  There is much greater flexibility to display anything from news to adverts to social media feeds. It is now much easier for schools to manage their content locally in a professional manner and have their own community branding within the school.

As the result of the project, Communications & Marketing have built a completely new brand chapter for digital signage, Brand Essentials Chapter 8 Digital.

In keeping with the demands of the project the existing design standards established for using EdGel have been preserved when creating digital design standards.  These have also been augmented with the inclusion Patter Lab to extend the choices for content publishers.

As a part of the project and to show progress towards the deliverables a pilot of the new web room booking template was established and has been running in several locations across the University. Excellent feedback has been received for this use case and this display use case is being rolled-out across all appropriate displays.

The target operating model has been completed describing how the service works with associated roles and responsibilities documented. Similarly, service levels have been documented and SLA's have been produced.

A technology options roadmap covering the period 2018 - 2021 has been created and this will be owned by IS LTW.

Project Outputs

Digital Marketing Standards and Guidelines

https://www.ed.ac.uk/communications-marketing/resources/digital-marketing  

Digital Design Standards

Pilot

A pilot of the most common use case is ongoing in four locations. These are the 22” meeting room displays outside of lecture, seminar and meeting rooms.  Good feedback has been received to the extent that this design is being rolled out across the University.

Pilot locations are;

• SPS
• Divinity
• DHT
• LLC
• HCA
• PPLS

The Business School is using this design as standard for all its meeting rooms.

Use Cases

Five identified use cases for digital signage across the University:

1. Showing current and future Web Room Bookings around lecture spaces 22”
2. Building Welcome displays 32”+
3. Displaying welcome messages for events in Reception areas 32”+
4. Displaying information about future events & Advertising – Large displays
5. Departure Boards

Target Operating Model

Target operating model has been built and is owned by LTW.  Supply chain and RACI is documented.

Service Definition

Service definition has been completed. SLA’s to be agreed with providers.  OneLan Service and how to consume documented.  

Design Templates

Design Templates have been completed for all use cases. These can be downloaded from C&M website.

Technology Options Roadmap

Technology Options Roadmap has been produced covering three years up to 2021.

Communications & Marketing

Communications & Marketing have created a new brand chapter to support Digital Signage – Brand Essentials Chapter 8 Digital.

Key Learning Points

Not all content publishers have welcomed the new designs preferring to continue with their existing content. 

Outstanding Issues

Whilst not part of the project, the identification of the business owner is to be established.  The candidates for design and standards is currently C&M whilst the technical services including infrastructure will be LTW.  The service owner and sponsor will drive this forward beyond the end of the project as a business as usual activity.  A further key accountability, in business as usual, is the ownership and commitment to the Digital Signage Roadmap.  The sponsor and LTW will jointly own this moving forward.

It is recommended that service be added to the University service catalogue and the service owner is driving this forward beyond the closure of the project.

Attachment	Size
05-02-2019_dsp_presentation_.pdf	1.67 MB
digital_signage_tom.pptx	44.48 KB
raci-signage.xlsx	143.09 KB
service_level.docx	12.57 KB
digtal_signage_templates.pptx	7.17 MB
digital_signage_strategy_roadmap_v1.pptx	46.03 KB
draft-digitalsignage-v2.2.docx	46.09 KB
onelan_service.docx	108.72 KB
welcom_screen_design.pptx	266.66 KB
brand-essentials-chapter-8-digital-brand-version-1-sep-2017.pdf	2.34 MB