Report to 21-Nov 2017
- Report Date
- November 2017
Achievements this period ( last 2 weeks to 21-Nov-17)
- Exam Scheduler DEV env refreshed after EUCLID DEV refresh
- Exam Scheduler TEST env refreshed after EUCLID TEST refresh
- Another cycle of testing completed in TEST
- New workflow job '03ESCreateUpd_Students' delivered by Scientia into DEV to enable students with new NEP schedules to be added to Exam Scheduler , after initial load at start of scheduling each exam diet
- Resources secured to extend integration testing by 4 weeks to 'Go / No-Go' decision on 15-Dec 2017
- SEP SA&S project board met on 20-Nov and agreed the following
- in principle approved the SAS005 Phase 2 work subject to a more detailed estimate of effort required from Schools
- noted extension of integration testing to 15-Dec 2017
- agreed governance for SAS005 'Go / No-Go' decision - decision delegated to Gavin Douglas, Barry Neilson, Fraser Muir and Scott Rosie
Issues
Opened issues [These are issues still opened at the time of writing report]
- RED Issue - Scientia Technical consultancy resources - Thomas Battle on paternity leave for 2 weeks from Mon 20-Nov - limited cover available within Scientia team - issues escalated to Natalie Bruce ( head of Scientia consultancy)
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RED issue - Student Systems Connector - Multiple new issues with incoming data have been highlighted after first week of integration testing - more re-work required by Scientia (Iteration 2) - this will push out milestone for completing integration testing ACTION taken - Acceptance sign-off and Go / No-Go decision for SAS005 Phase 1 moved to 15-Dec 2017 - this has extended integration testing by 4 weeks.
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Office 365 Calendar - SAS005 can't deliver personalised Exam timetables for all students for all exams , until some business process changes are implemented for MVM
- Main diets - May and Dec - OK
- NEP students - OK
- Exams outwith Main exam diets / fixed date exams for MVM, School of Education, Business School - would require changes to Business process first - before SAS005 could deliver personalised exam timetables for students taking these exams. These exams managed locally within schools - Scheduling is done by number of students
- Connect Portal - need additional jobs to pull in only changes to NEP students , and to pull in missing Course Exam requirements. For NEP students , may need to commission extra work from Scientia ( chargeable?) to provide list of changes to NEP students , on each synch of NEP student data ( to replace email notification from legacy Radium Disability system )
- Reporting - Disability data quality and invigilator reports - there are going to be challenges to provide reports to invigilators on student special arrangements - as the exam special arrangements are embedded / hidden in free text wider learning and teaching special arrangements
- Reporting Tech tasks - SSRS standard reports not available - ? https / certificate issue with SSRS URLs?
Resolved issues [These are issues resolved in the last reporting period]
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SAS005 Phase 2 - Resits and Fixed Date Exams - Extra requirements for August re-sits - these are best dealt with as a separate additional Phase 2 of project delivery , with another iteration of build and testing - will require extra budget
- requires business process changes for Vet school and School of Medicine in MVM
- may require associated changes within EUCLID
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estimated as small to medium project for ISG planning purposes in range of 50d to 100d ISG effort
( Phase 2 approved in principle by Project Sponsor and SEP SA&S board at mtg on 20-Nov 2017)
Risks
[top 3 risks, taken from RAD log https://uoe.sharepoint.com/sites/SEP/_layouts/15/WopiFrame.aspx?sourcedoc=%7B70804ABC-C9FA-4337-BD4F-35D3D1AB4FB8%7D&file=UoE_SAS_RAD%20Log.xlsm&action=default under corporate format]
For escalation
| Risk Id | Risk Description | Consequences |
Inherent Impact (1-Insignificant to 5- Severe) |
Residual Impact (1-Insignificant to 5 Severe) |
Residual Probability (1-very low to 5- Very High) |
Rag |
RAG movement since last month (increased, decreased, no movement) |
Mitigation | Owner |
|---|---|---|---|---|---|---|---|---|---|
| 4 | Risk of disruption to MVM exams - fixed date and resits exams - due to exceptions that may need manual workarounds for initial go-live period until more budget has been authorised to deal with these exceptions as part of a Phase 2 of the SAS005 project | Extra effort required to support manual workaround in MVM Schools and USG Exams team | 5- Severe | 5-Severe | 3 | AMBER | Scott Rosie | ||
For information only
| Risk Id | Risk Description | Consequences |
Inherent Impact (1-Insignificant to 5- Severe) |
Residual Impact (1-Insignificant to 5 Severe) |
Residual Probability (1-very low to 5- Very High) |
Rag |
RAG movement since last month (increased, decreased, no movement) |
Mitigation | Owner |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Risk of disruption to May 2018 exam diet , when new systems are introduced |
Sub optimal Exam timetable - with clashes for some students Poor student experience with incomplete or incorrect exam timetable published to some students Reputational damage |
5- Severe | 5-Severe | 3 | AMBER | Scott Rosie | ||
| 2 | Risk of impact on delivery schedule if there are resource conflicts within business area, schools , Information services or within the external supplier ( Scientia Ltd consultancy and training team) | If the delivery date slips, the consequence would be slower realisation of benefits. The go-live of the new system could be delayed until the Aug re-sit diet or the Dec main diet in 2018. | 3- Medium | 3-Medium | 3-Medium | AMBER | Jamie Thin | ||
| 3 | Connect Interface development - dependency on other business-as-usual projects across Student Systems and Timetabling in DEV and TEST | Delays to integration testing , while working around the refreshes of EUCLID DEV aand EUCLID TEST as part of SAC061 | 3- Medium | 3-Medium | 4-High | AMBER | Jamie Thin |
Next Steps
- Phase 1 - complete testing of exam scheduling for NEP and non-NEP students ( in progress in TEST)
- Phase 1 - Complete design work for new BI Suite universe
- Phase 1 - Complete design work for outgoing feed to Calsync
- Phase 1 - Review lessons learned from Teaching timetable Calsync performance at the start of Semester 1 - Sept 2017 - issue with missing events , and lag to delete events
- Phase 1 - Complete design work on replacement Web Exam Timetables
- Phase 2 - get detailed estimate of extra effort required between Feb and April 2018