This project will deliver a robust technical and process driven solution that reduces the manual work and data protection risks currently associated with maintaining the wiki, shared drive and associated Zhejiang work, and facilitates collaboration and exchange of information between staff at Edinburgh and staff at Zhejiang. This is just to highlight that the project needs to work for staff in both locations – if it doesn’t work for staff at Zhejiang and they don’t use it, it will not remain up to date.


This project builds on activities in:


  • A project brief will be developed based on the following themes

    • Document management – including version control – will need to identify creators, editors, viewers etc
    • Golden source – identify the key existing content that will need to be migrated and from where
    • Automate process flows – can we identify, record and deliver improvements
    • Additional email usage – consider news/general communication/events – seek to identify improvements
    • Zhejiang – review whether there are any other requirements out there EG documents held locally
    • Ensure GDPR compliance
    • China Ministry of Education policies – be aware, take account of
    • Test performance of SharePoint from Zhejiang to UoE
    • Permissions and various areas of privacy to be created
    • Ease of use for all users


Shared drive is priority #1

  • Approx. 5 or 6 local UoE colleagues use it
  • Then email data to ZJE, not sure how they preserve it
  • At Zhejiang there is the main campus and also the institute – so likely 2 different email domains, not sure if there will be more
  • Consider migration activity from shared drive – at that stage elements like retention can be considered
  • At some point the Project team would want some high level initial testing to take place from ZJE to a UoE SharePoint, connectivity and access etc


Automated process flows is priority #2

  • Project team to explore after the presentation of Speedwell and Practique to the Biomedical Teaching Organisation in November
  • All workflow development should be assessed to establish opportunities for re-use, even if minor business change is required


WIKI is priority #3

  • Purely internal with lots of documents – many of which are legal and or corporation – shared with senior UoE colleagues and lots of how to docs for colleagues visiting China
  • So, 2 distinct audiences

Current project status

Report Date RAG Budget Effort Completed Effort to complete
July 2019 BLUE 15.0 days 0.0 days 0.0

Project Info

Zhejiang Institute Repository
MVM Business Administration (MVMBUS)
Management Office
Project Manager
Paul De'Ath
Project Sponsor
Michael Shipston
Current Stage
Project Classification
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