Closure Report
Project Summary
Background
This project was to deliver the annual upgrade of Moodle, to move the University from version 3.2 to the latest version (3.4).
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Objectives and Deliverables |
Objective met/ delivered? Yes/No |
Comments |
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O1 To ensure that the UoE instance is kept up to date with community supported software releases and GDPR requirements |
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D1. A fully tested and working upgrade of Moodle to the latest version of the 3.4 build, including all plug-ins |
Yes | As discussed below in the Key Learning Points, we upgraded to 3.4.3. |
| D2. An updated Technical Architecture Document | Yes | |
| D3. An updated Business Requirements Document | Yes | |
| D4. An updated System Design Specification | Yes | |
| D5. Documentation of deletion processes, privacy statement and considerations for GDPR | Partially |
Deletion process requires retention schedule; DEV and TEST datasets to be updated for GDPR; Privacy Notice with Anne-Marie and to be taken forward by Service Team. |
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O2 To deliver an enhanced user experience to learners and teachers through improved functionality |
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D1. A communication plan for Moodle users to inform them about upgraded features |
Yes | |
| D2. An updated user help and guidance materials | Yes | |
| D3. An integration with Office 365 (if feasible) | N/A | Not deemed feasible for a full integration as the connection didn’t have the hoped-for integrations – but will progress with OneDrive in Service. |
| D4. Feasibility of integrating with Office 365 | Yes | The connection was proved but did not have the expected functionality, so not deemed feasible for a full integration. |
| D5. Feasibility of using Behat automated testing (Moodle tool) | Yes | The feasibility study produced a report confirming the proof of concept, but the project team agreed that it would reqiure further discussion and recommendations on architecture and environments, so that the Moodle team have the information to plan implementing Behat under service. Note, Behat was decommissioned in DEV prior to closing the feasibility study. |
| D6. Feasibility of installing PDF annotation facility using Google Drive | Yes | The feasibility study deemed this not to be feasible. |
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O3 To update the web design theme as appropriate for version 3.4 |
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D1. An updated theme |
Yes |
Analysis of Resource Usage:
IS Staff Usage Estimate: 91 days
IS Staff Usage Actual: 78.6 days
IS Staff Usage Variance: 12%
Other Resource Estimate: 48 days (Digital Learning Applications and Media)
Other Resource Actual: Not declared (not time tracked)
Other Resource Variance: N/A
Outcome
Moodle was successfully upgraded to version 3.4.3 and is fully functional to users.
Explanation for variance
- The actual IS Development Technology Team effort spent was less than estimated:
- Load testing effort was significantly less than estimated, as we rationalised the load testing undertaken to meet the project deadline for the LIVE deployment, while providing sufficient assurance.
- Additional time had been estimated to guide Nik doing his first Moodle upgrade, however Nik quickly got up to speed and deployed the upgrades very speedily.
- The Technical Architecture Document took less effort than estimated, as there were not many aspects to update except the PHP v7 update.
- The actual IS Software Development Team effort spent was less than estimated:
- The actual effort spent on the 'TELSMI' data extract was significantly less than estimated - it was a relatively straightforward exercise for Software Development and Applications Management.
- Not many plug-ins were added to the new version of Moodle, so less effort was required than estimated based on previous upgrades.
- Overall, only a small amount of the project's contingency effort was used as the majority of tasks were completed within the expected effort and issues were resolved quickly by the team.
Key Learning Points
- The project incorporated two unplanned point releases for Moodle (3.4.2 and 3.4.3, after initially upgrading to 3.4.1) within the major upgrade to 3.4, both requested by the Moodle Service Team. Whilst the project successfully delivered the additional releases, they had not been within the scope of the project and added to the pressure on the project resources and timeline. The first of these point releases (3.4.2) could have been stated as a project deliverable at the outset - as Moodle had already published the details of this release, which contained some enhancements and aspects required for GDPR. The second point release (3.4.3) was unavoidable due to a security vulnerability reported in 3.4.2 and earlier versions. As a learning point, the project would like to recommend a discussion about release strategy between the Moodle Upgrade project team and the Moodle Service Team, with the agreement documented in the project scope including the impact on cost, benefits and timeline.
- The weekly 30 minute team meetings were effective and efficient. The agenda focused on issue resolution and, with consistently good attendance from the project team, decisions and actions were taken promptly.
- By having the Learning Services Advisor for Moodle (Wesley) attend the weekly team meetings, representing the user community, it was easier to make decisions on where fixes were required or workarounds available.
- The Business Lead (Steph) has suggested creating a more detailed user communications plan for Moodle users (similar to that used for Learn), which could be factored into the activity for future Moodle upgrade projects.
- The Behat feasibility study went further than a traditional feasibility, and became a proof of concept deployed in the DEV environment. Whilst this used more of the project budget than estimated, it meant a more fully tested feasibility to inform the future use of Behat as an automated testing tool for Moodle.
Outstanding Issues
- A few issues to be carried forward by the Moodle Service Team now the project is being closed (none that prevent the project from closing):
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A code error has been diagnosed with the Turnitin two plugin for Moodle in the LIVE environment, which has impacted the display of column data for markers on assignments. DLAM have reported the issue to Turnitin and it is being investigated. Once a resolution has been established, this will be implemented by the Moodle Service team after the project has closed.
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DLAM found a known issue in Moodle 3.4.3 which accounts for a notifications error, which will be documented and be resolved by Moodle Service team (there is a fix available in Moodle 3.4.4). The error has a workaround but impacts user experience.
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