Overview - DRAFT

Background

This project follows on from the earlier project MVM114 Edinburgh Medical School Review of Support for Timetabling and Room Booking. At the end of the project, the following decisions were agreed

• To further explore migration to central timetabling and room booking services for the Medical School, with the intention of migrating to this service for the start of the 2019/20 academic year​

• Approval for the Project Team to investigate how engagement with the Service Excellence Programme might support the review of timetabling and room booking processes which will be undertaken as part of the migration. ​

• Approval for work to start on the development of a communication framework for the forthcoming migration project.

This new project has been initiated to take forward these decisions with a view to implementing central timetabling and room booking solutions which are aligned with the standard processes and resource model being progressed by the Service Excellence Programme.

Scope

Included in the scope​ for this implementation are

• Timetabling for both UG and PG including Student, Staff and Room Allocation for teaching purposes​

• Ad-hoc room booking​

• All areas in the 3 Deaneries of the Edinburgh Medical School which are not yet migrated to central solutions​. 

• The Medical Teaching Organisation (MTO) which has responsibility for the MBChB Medical Degree Programme

• NHS ​

Specifically agreed as out of scope​ for the project are

• Biomedical Teaching Organisation (BMTO) and the Deanery of Biomedical Sciences as they are already using the central timetabling and room booking systems

• Any review of timetables

• Any modelling ​exercises

• Decommissioning of the existing bespoke MVM Room Booking System

Objectives

Objectives​

• Offer staff/students the benefits of the timetabling linked services: Personalised timetables, scheduled lecture recording, modelling capabilities ​

• Bring consistency of the user experience by aligning with the objectives and goals of Service Excellence​

• Reduce the workload placed on administration staff within MVM College and NHS, allowing them to pick up other activities​

• Provide services that are centrally maintained and supported by Information Services (IS) with a roadmap for the future and therefore aligned with Digital Transformation​

Deliverables

Deliverables​

• Agreed Processes / Operating Model​

• Delivery of solutions to agreed gaps confirmed at the end of the Process Review ​

• Familiarisation / Training​

• Planned Communications

• Timetabling and Room Booking systems configured to support Edinburgh Medical School​

Benefits

Benefits​

• Students have access to personalised timetables for all years​

• Staff have access to personalised timetables​

• One system for all room bookings managed using same processes and rules (unless exceptions agreed)​

• Scheduling of Lecture Recording​

• Reduced admin workload relating to timetabling and room booking

Success Criteria

• Success Criteria​

• All timetables on central systems and accessible by students, staff and NHS colleagues as appropriate​

• All ad-hoc room bookings managed through central systems​

Project Milestones

(Please copy and paste from Milestones log)