August 2020 report

Report Date
August 2020

Work completed

  • Project Brief first draft agreed; some detail still tbc by Project Sponsor
  • Project Plan and risk register agreed by Project Team, and reviewed by Study Spaces ART Working Group 18th August
  • Guiding Principles document agreed by Study Spaces ART Working Group 26th August
  • Pilot underway - Vet School library study spaces opened on 24th August (30 desks) with web form to check in and check out
  • V1 of the SeatEd app has been approved by Apple/Google
  • V2 scope for the SeatEd app has been agreed by the Study Spaces ART Working Group
  • Drawings / surveys completed for the majority of study spaces; Facilities team to review on site and confirm
  • Additional Study Centres approved by Estates and Digital Infrastructure and Principals' Group
  • Priority list and timeline approved by Project Sponsor and Gavin McLachlan
  • Seating plan has for the Main Library has been provided by Facilities team, ready to generate desk labels
  • Cleaning schedule and approach to face coverings agreed for study spaces

Issues

  • A phased timeline for opening study spaces has been agreed by the Study Spaces ART Working Group as it is not possible to enable pre-booking for all study spaces on 14th September 2020 (over 2,000 study spaces in 27 locations). This is because of the time needed to complete seating plans (with 2m distancing), confirm these with on-site visits, enter this data, produce printed labels and stick labels on desks. Additional resources have been identified via the Estates and Digital Infrastructure Group to complete high-volume tasks (e.g. populate spreadsheets and stick labels on desks).
  • A decision has been made to comply with Scottish Government guidance that study spaces have to be managed i.e. staff must be on site whenever study spaces are open. Additional staffing requirements and opening hours have to be understood to achieve this.

Next

  • Ed Web, MyEd and EdHelp information to be updated
  • Information about study spaces to be included in CAM information being sentt to students
  • Produce and stick desk labels for Main Library opening on 14th September
  • Guiding Principles to be shared with local study space providers to ensure a consistent approach
  • Drawings to be completed for all sites, to allow study space desks to be confirmed
  • V2 app development to be completed and tested to enable pre-booking (by 11th September)
  • Agree opening schedule, staffing requirements and study space availability for all buildings with centrally managed study spaces
Project Status
RAG Status
Time
AMBER
Cost
GREEN
Scope
GREEN
Overall
AMBER
RAG Commentary
It will not be possible to open all study spaces on 14th September 2020 due to the volume of work needed to ensure spaces are ready to open and can be booked in advance. Study spaces must be managed, which means staffing and opening hours must be agreed and this work is still underway. A phased timeline has been agreed but there are dependencies on the technology being available (Study Space Management System Project) and tested, physical preparation of the space and staffing agreed.
Change Status
Time
Within Tolerance
Cost
Within Tolerance
Scope
Within Tolerance
Overall
Within Tolerance
Has formal escalation taken place?
Yes
Escalated to
Project Sponsor, Study Spaces ART Working Group and ISG co-ordination group (Workplace Risk Planning)
Activity
Approved budget
45.0 days
Activity this month
16.0 days
Activity this year
16.0 days
Activity to date
16.0 days
Estimate to complete current year
29.0 days
Estimate to complete future years
0.0 days

Project Info

Project
Study Spaces Provision Project
Code
ISG019
Programme
ISG Portfolio Projects (OTHISG)
Management Office
Service Excellence PMO
Project Manager
Karen McPhail
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