Project Brief

Document Sign Off

Name Project Role Date Signed Off
Jo Craiglee/Gosia Such Project Sponsor 01 September 2020
Karen Beggs Project Manager 01 September 2020
Steve Taylor Project Manager (Study Space Booking System Project) 01 September 2020
Simon Chapple Senior Supplier 01 September  2020
Kevin Haddow Facilities Representative (Senior User) 01 September 2020
Amy Murray Estates Representative 01 September 2020
Shaun Burnett Communications Lead 01 September 2020

Overview 

A short life study spaces working group was formed by the Estates & Digital Infrastructure Adaptation and Renewal Team to provide recommendations and plans on Study Space provision for the start of Term 2020. A project was set up to ensure the work to open study spaces at the start of term 2020 could be planned and managed effectively as the work is being completed in an extremely short timescale. There are four main strands of work that will be included in the Study Spaces Provision project:

  1. Complete the planning work to enable centrally managed study spaces to open at the start of Term 2020
  2. Develop and launch a mechanism to manage study space occupancy and bookings in centrally managed study spaces (EID006 Space Study Management Project)
  3. Identify and open additional study space centres to maximise available spaces 
  4. Provide guidance to enable locally managed study spaces to open in line with centrally managed spaces

This project will oversee the completion of these four strands of work for the new Academic Year 2020.

Scope

  • The overarching objective is to provide students with as many study spaces as possible on return to campus at the start of Term 2020 while adhering to Scottish Government guidelines, principles and legislation around safe use of space.
  • This project will oversee the implementation of new technology to help manage study spaces and will provide guidelines on how we ensure safety and consistency in the operation of student study spaces, irrespective of whether they are managed centrally by ISG or locally by Schools/subject areas. 
  • To mitigate the impact of physical distancing, it is proposed that we have a target to create up to 1,000 new study spaces within a number of new temporary study centres. These centres will typically be re-purposed buildings or office buildings owned by the University. This would include spaces in Schools which are deemed too small for teaching and could be repurposed, as well as other suitable, larger space areas. 

Definitions

  • Study space – comprising a mix of individual and group spaces with desk, chairs, wifi, power and for group spaces, collaboration tools
  • Centrally managed – study spaces managed by Information Services Group
  • Locally Managed – study spaces managed by Schools and/or subject specific areas 

Out of Scope

The project will focus on centrally managed study spaces, but there will be close liaison with Schools to ensure that there is a consistent approach to study space management across the Institution, and Schools are supported in opening as many local study spaces as possible.

Objectives and Deliverables

 

 

Description

Priority (MoSCoW)

O1

Open centrally managed study spaces in a safe and controlled way at the start of Term 2020

 

D1.1

Ensure up to date drawings of all centrally managed study spaces are available, with layout and proximity clearly marked

M

D1.2

Identify all study space desks to input to the study space management system

M

D1.3

Agree a schedule for opening study spaces

M

D1.4

Once each building has been approved for opening by Estates, complete the study space preparation work

M

D1.5

Provide guidance on study space management to building managers

M

D1.6

Provide information to students so they are able to use a study space if available

M

O2

Develop technology to manage study space occupancy and bookings and make this available to students

 

D2.1

Adapt the EDINA Finding Study Spaces app to enable students to locate and book a study space

S

D2.2

Provide an alternative mechanism to book study space for students not able to download the app, or if the app is not available

M

D2.3

Pilot the space management system with a small group of students before rolling out to other study spaces

S

D2.4

Provide information to students so they know how to book a study space

M

O3

Identify and open additional study space centres to maximise available study spaces 

 

D3.1

Confirm additional study space centres have been approved by the Estates and Digital Infrastructure Group

M

D3.2

Agree a schedule for opening additional study space centres

M

D3.3

Once each additional study space centre has been approved for opening by Estates, complete the study space preparation work

M

D3.4

Ensure up to date drawings of all additional study space centres are available, with layout and proximity clearly marked

M

D3.5

Identify all study space desks to input to the study space management system

S

D3.6

Provide guidance on study space management to building managers

M

D3.7

Provide information to students so they are able to use a study space if available

M

O4

Provide guidance to enable locally managed study spaces to open in line with centrally managed spaces

 

D4.1

Agree principles for study spaces

M

D4.2

Agree an approach to prioritisation to help balance the study needs of students fairly across the community

S

D4.3

Ensure information is disseminated to locally managed study spaces

S

 

Benefits

Benefit

We should make available as much study space as possible for students on campus, whilst keeping both our staff and students safe in these challenging times

We will use current spaces as effectively as we can, maximising the number of spaces in line with Scottish government physical distancing guidelines 

We will identify, evaluate and open additional study centres

The requirement for students to check-in and check-out of study spaces will enable us to manage space allocation fairly

For some students, for example those from a widening participation background, prioritised access to study spaces will be accommodated to ensure that they have fair access to the technology and wifi necessary to enable them to undertake their studies

Information will be shared with locally managed study spaces so that a consistent approach is applied across the institution

Adaptation of managed spaces process across the entire university spaces will help in effective management and consistency of those spaces in the future

 

Success Criteria

Open centrally managed study spaces in a safe and controlled way at the start of Term 2020

An agreed reopening process and schedule for centrally managed study spaces, underpinned by up to date modelling data to enable centrally managed study spaces to open in phases from 14th September 2020

Identify and open additional study centres to maximise available study spaces 

A number of additional study centres should be opened from September 2020, underpinned by up to date modelling data and approved by the Estates and Digital Infrastructure Group

Develop technology to manage study space occupancy and bookings and make this available to students

Students are able to find, book, check in and check out of study spaces

Provide guidance to enable locally managed study spaces to open in line with centrally managed spaces

Guiding principles, prioritisation criteria and communication messages agreed centrally and shared with colleagues in locally managed study centres

Student satisfaction (considering current limitations)

Student questionnaire/survey or any other form of feedback (EUSA)

 

Priority and Funding

  • Priority – High
  • Funding – Corporate budget – tbc 

Impact and Dependencies

Study spaces are a key aspect of student experience although around 10,000 study spaces were available prior to Covid-19, student feedback reflected a need to increase the number of available spaces in key locations, particularly at exam study time in December and April/May. The requirement to ensure 2m physical distancing in study spaces means that the availability of study spaces will be severely restricted from September 2020 and we anticipate that only 20-25% of current study spaces will be open. This is likely to have a significant negative impact on students.

Up to date building and layout plans are not available for all buildings. Before the number of study spaces can be confirmed, each building has to be surveyed and drawings produced. A modelling exercise is then done in consultation with local building managers who understand building facilities and flows. The number of study spaces available in each building can then be confirmed.

Buildings have to be approved for opening by the Estates and Digital Infrastructure Group before the final setup of study spaces can be completed. There is a dependency on the label supplier to produce the labels and having staff available to stick labels to desks.

The Scottish Government has produced Coronavirus (COVID-19) guidance for Universities[1] and our approach will have to be flexible to take into account any changes over time.

The work to open additional study centres is being done alongside the planning work to open centrally managed spaces. It is likely that there will have to be a phased approach to study space reopening as there is additional work needed to repurpose space and plan new floor layouts, seek approval to open and organise staff to complete the study space desk preparation.

This project has a dependency on the Study Spaces Management System project (IED006) providing the technology to manage study space bookings.

Key dates

SeatEd system pilot (web form)      24 Aug
Schedule agreed for additional study centres opening 31 Aug
Guiding Principles agreed for study spaces 31 Aug
Guidance available for local study centres   07 Sep
Schedule agreed for central libraries opening     14 Sep
SeatEd system pilot (app)   14 Sep
SeatEd system V2 (app + pre-booking)  14 Sep
SeatEd system V2+ schedule agreed      21 Sep
Agree plan to take forward other study centres 28 Sep
Project closure   09 Oct

 

Work/Task Breakdown

A detailed Project Plan is used for task management:

https://plan.tomsplanner.com/#doc=kDSDzytEsOTLSDwESsHW

MAJOR MILESTONES

Date

Project Start Date

28 Jul 2020

End of Project Planning Stage

28 Aug 2020

End of Delivery Stage

02 Oct 2020

Project Closure

09 Oct 2020

 

Resources, Skills and Costs

Project Management 45 days

Project Governance

  • The Project will follow the standard Project Service governance processes with monthly reports on the Projects website.
  • The Project Team will meet twice-weekly from 10th August 2020 and the Project Sponsor will fulfil Project Board functions in the interest of expediency.
  • Any changes to major milestones (initiation, planning, delivery, closure) will be approved by the Project Sponsor and Project Team.
  • Any issues that can’t be resolved by the Project Team and Project Sponsor will be escalated to Gavin McLachlan, who chairs the Study Spaces ART Working Group.
  • A weekly update will be provided to the Study Spaces ART Working Group.

Project Stakeholders

  • Project Team (Gosia Such, Jo Craiglee, Karen Beggs, Stephen Taylor, Simon Chapple, Kevin Haddow, Amy Murray, Shaun Burnett, Kezia Dale)
  • Members of the Study Spaces ART Working Group
  • Students (EUSA representatives attend the Study Spaces ART Working Group)
  • IS Disability Officer will test the app and web form to ensure compliance with accessibility legislation
  • Local building managers will rely on comms from this project to ensure their approach is consistent with centrally managed study spaces
  • Colleges (attend the Study Spaces ART Working Group)

 

 

[1] https://www.gov.scot/publications/coronavirus-covid-19-guidance-for-universities/pages/key-principles/

 

 

Project Info

Project
Study Spaces Provision Project
Code
ISG019
Programme
ISG Portfolio Projects (OTHISG)
Management Office
Service Excellence PMO
Project Manager
Karen Beggs
Project Sponsor
Jo Craiglee
Current Stage
Close
Status
Closed
Project Classification
Transform
Start Date
28-Jul-2020
Planning Date
28-Aug-2020
Delivery Date
30-Oct-2020
Close Date
06-Nov-2020
Overall Priority
Higher
Category
Compliance

Documentation

Plan