November 2018

Report Date
November 2018

Replay Scheduler – Launch Summary

The launch of Replay Scheduler had to match the following four requirements.

  • The system must be simple to use.
  • The mid-semester launch must not have an impact on the live lecture recording service.
  • The earliest possible deployment date must be achieved to allow the most time possible for opt-outs to be recorded.
  • We must have comprehensive and clear communications surrounding the launch.


Simple to Use

The board asked the team to deliver a straightforward system and the feedback we have had so far would say that we have achieved this.  Although highly complicated underneath, once logged in Replay Scheduler runs over just three pages.  Course Search, Course Level Opt-Out and Lecture Schedule Opt-Outs.

Impact on the Live Service

It was decided that the launch should be maintained by the development team for the first month rather than going straight into service.  This meant that if an unforeseen incident occurred those that developed the system would be on hand to implement a fix in the shortest duration.  There was also a comprehensive series of back-up done. In the end the deployments we completed went as planned and had absolutely no impact on the live lecture recording service.

Earliest Deployment Date

One of the key risks of implementing opt-out for January the 1st of 2019 was that users would not be seen to have enough time to enact their right to opt-out.  To achieve the earliest deployment date we choose to deliver our deployment in stages.  At the end of October we launched the live service for internal data checking only.  No users were given access at this point.  This allowed us to verify the system with live data.  This was important as it is difficult to replicate the large course and timetabling data sets in a test environment.  Certainly not in the timescales we had. As targeted, after one week of data checks we were able to open Replay Scheduler to users allowing opt-out preferences to be enacted. 

Comprehensive Communications

Beginning in October, throughout November and ongoing into semester 2 we have a clear set of communications.  These will advise and inform those who will use the system, plus be cascaded to all stakeholders across the Schools and the Programme.  


The deployment has gone well.  No technical issues and users are able to opt-out of recording.  Additionally, requests for new users other than a Course Organiser or Course Secretary to have access are being processed through Unidesk service calls as per the plan.

Start of Semester 2

Student Helpers

We will run the Student Helpers initiative for one week at the start of term.  Student Helpers has been a positive initiative both in terms of the service and student employment. With the change in policy and from experience of running the initiative before we will provide additional training to the helpers on policy and audio visual support.


As part of our communication plans we will be running drop in sessions across the campus.  Members of the project and service team will be on hand to support the use of the Replay Scheduler application.

MLE004 Closure/MLE005 Initiated


As planned MLE004, which is the project for the Expansion Phase should close when the deployment period for Replay Scheduler is concluded. Expansion Phase rooms have been in place since the start of term.  Reporting on scheduling activity is also possible as the service team have a Business intelligence link to the information within the Replay Scheduler application.


The Transformation project coded MLE005 has been opened.  It will consist of:

MLE005 Workstream

Delivery Notes

Phase 3 Room installations.  

Rooms to be in place for the start of term.

V2 of the Replay Scheduler application.  

As planned we will update the Replay Scheduler application once it has been operational and heavily used. We anticipate doing the development around Easter to be deployed before next year’s timetabling information becomes available.  

Developments to remove content from the service programmatically. This will also include the final deployment of the tool to migrate between Replay and Create which is moving into Test.  

As per the policy the service will be required to remove content from Media Hopper Replay after a period of time.  The ideal scenario is to have this done programmatically. The migration tool to support moving content between Replay and Create will be finalised as part of this work.

Updates to our Reporting capability.  

Our capability from MLE004 is the ability to report in the appropriate manner on the data within the Replay Scheduler application. The long term requirement is to establish our requirements to combine this data with other appropriate data sets to provide strategic reporting for the university.  This will require Echo360 to expand their reporting capabilities and potentially for us to develop a suite of reports.  

Transfer from Project to Business as Usual.  

The Programme and Project are fixed term.  We will not be open beyond the 19/20 start of term.  We must make sure that all activities are complete and signed off into business as usual.   


Project Status
RAG Status
Change Status
No Change
No Change
No Change
No Change
Has formal escalation taken place?
Approved budget
0.0 days
Activity this month
44.8 days
Activity this year
211.4 days
Activity to date
561.8 days
Estimate to complete current year
40.0 days
Estimate to complete future years
0.0 days

Project Info

Lecture Recording Expansion Phase
ISG - Lecture Recording (MLE)
Management Office
Project Manager
Colin Forrest
Project Sponsor
Anne-Marie Scott
Current Stage
Project Classification
Start Date
Planning Date
Delivery Date
Close Date
Programme Priority
Overall Priority