Phase Two Terms of Reference

Document Sign Off

 

Name

Project Role

Date Signed Off

Lee-Ann Simpson

Project Manager

11/10/2019

Stuart Nicol

Business Lead

16/10/2019

Paul Smyth

Project Team Learning Technology Advisor

16/10/2019

Jon Jack

Business Advisor

16/10/2016

Karen Howie

Business Advisor

16/10/2019

Lorraine Spalding

Communications Manager (Academic)

16/10/2019

Melissa Highton

Project Sponsor

11/10/2019

 

Overview

 

Background

 

In 2018, as part of the University’s strategy to be a world leader in digital education, Phase One of the Learn Foundations project was undertaken.  The project was set up to provide students with courses on Learn that meet their needs and provide the staff who design courses with the relevant skills, knowledge and guidance to do so.

Our vision is that: “Courses in Learn are accessible, and relevant information is easy to find by students.  Staff find Learn easy to use, and are well supported to make and deliver rich courses online.”

Phase One of the Learn Foundations project ended in August 2019 with Phase Two commencing September 2019 where we will continue to focus on:

  • Enhancement of Learn courses for both staff and students via structure improvements and automation;
  • The support of staff via the structure checklist and programme of training;
  • Embedding of consistent terminology;
  • Evaluation of Phase One;
  • Continued communications and engagement with all Schools within the University;

Within Phase Two, the Learn Foundations project will continue to contribute towards the improvement of student experien­­ce and is closely aligned with the University Learning and Teaching Strategy particularly:

 “Pursuing the aspiration that every educator is a digital educator, and that all teaching staff are supported in the appropriate use of the full breadth of learning technologies”.

This project also supports the mainstreaming adjustments detailed in the University Accessible and Inclusive Learning Policy and will support the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 which became law in September 2018 and came into force in September 2019.

 

Principles

 

The core principles identified when TEL057 was initiated are the principles that we will still adhere to within Phase Two:

  • Remove unnecessary complexity;
  • Bring together all the information needed to do a task;
  • Use simple language, without jargon and acronyms;
  • Use task-based navigation (the same model used by GOV.UK);
  • Show students what they need, when they need it;
  • Show ‘Just in time’ contextual help, reminders or prompts;
  • Integrate existing data sources to present information that is useful to each individual student;
  • Allow students to use whatever device they want;
  • Use accessible design from the ground up.

 

Scope

 

As the project has evolved, the scope has remained unchanged with the exception of one addition identified as part of the User Experience work undertaken within Phase One.

In Scope

 

  • All campus based courses on Learn;
  • Design and implementation of a solution that provides students with courses on Learn that meets their needs;
  • Design and implementation of training/support that will provide staff who upload course content with the relevant skills, knowledge and guidance to do so;
  • Improved integration of existing tools/systems into course design;
  • Review of the Own Work Declaration process within the assessment workflows;
  • Communications and Engagement as a means to support adoption of the Learn Foundations project.

 

Out of Scope

 

  • Online only courses;
  • Moodle and other Virtual Learning Environments (VLEs) although, as much as possible, solutions will be designed so that they are agnostic to any platform;
  • Redesign of the Blackboard Learn user interface;
  • Changes to existing 3rd party systems which are integrated;
  • Changes to integrations for 3rd party functionality/systems;
  • Development of new tools/systems that could be integrated with Learn with the exclusion of Eesysoft.

Objectives/Deliverables

 

Objective/Deliverable Ref

Description

Major Milestone

MoSCoW

In Scope

O1

Phase Two project delivered with appropriate governance

No

M

Y

D1.01

Approved Phase Two Terms of Reference

No

M

Y

D1.02

Phase Two project Plan created

No

M

Y

O2

Identify and Deliver solution(s) based on user needs and best practise

No

M

Y

D2.01

Hold Lessons Learned for Phase One

No

M

Y

D2.02

Gather requirements from users for all work streams

No

M

Y

D2.03

Identify and define potential solutions for all work streams based on user requirements

No

M

Y

D2.04

Deliver potential solution(s) for all work streams

No

M

Y

O3

Continued Communications and Engagement across Phase Two

No

M

Y

D3.01

Define communications and Engagement plan for Phase Two

No

M

Y

D3.02

Engage with all Schools

No

M

Y

O4

Next stage User Experience to validate decisions made within Phase One

No

M

Y

D4.01

Define User experience plan for Phase One

No

M

Y

D4.02

Engage with all Schools to progress with the User Experience plan within Phase Two

No

M

Y

D4.03

Write up all User Experience activity within Phase Two.

No

M

Y

D4.04

Plan, schedule and advertise all Phase Two user groups

No

M

Y

D4.05

Write up the outputs from all Phase Two user groups

No

M

Y

O5

Inter-dependencies and integrations with Learn not negatively impacted by the project

No

M

Y

D5.01

Identify any changes to projects, services, resources and initiatives that have a dependency or integration with Learn and/or that Learn has a dependency or integration with (initially identified in Phase One)

No

M

Y

D5.02

Document any changes to the dependencies and integrations identified within Phase One.

No

M

Y

D5.03

Ongoing review and appropriate communications with owners of the relevant projects, services, resources and initiatives

No

M

Y

O6

Test agreed solution(s) to validate and complete UAT before roll out

No

M

Y

D6.01

Define testing requirements, scripts, testers and document test scenarios

No

M

Y

D6.02

Complete internal testing (by project team)

No

M

Y

D6.03

Complete UAT at a School level

No

M

Y

D6.04

Testing completed and results documented (potentially via TestRail)

No

M

Y

D6.05

Sign off any outstanding bugs

No

M

Y

O7

Implementation of agreed solution(s)

No

M

Y

D7.01

Provide Schools access to agreed solutions for review and relevant amendments

No

M

Y

D7.02

Agree School specific implementation plans inclusive of training requirements

No

M

Y

D7.03

Complete Roll-Over

No

M

Y

D7.04

Complete implementation across June/July/August

No

M

Y

D7.05

Report on the completion of the Phase Two implementation process

No

M

Y

O8

Design and delivery of the programme of training

No

M

Y

D8.01

Identify gaps within the programme of training (transformational training gaps)

No

M

Y

D8.02

Plan and delivery phase 1 training (training created as part of Phase 1) via the service teams

No

M

Y

D8.03

Design and deliver transformational training identified

No

M

Y

O9

Evaluation

No

M

Y

D9.01

Create Evaluation Framework

No

M

Y

D9.02

Create Evaluation Baseline

No

M

Y

D9.03

Evaluate against the Evaluation baseline

No

M

Y

D9.04

Document High Level Benefits via  Evaluation report

No

M

Y

 

Benefits

 

As with Phase One, Learn Foundations will continue to develop a deeper understanding of our user requirements and priorities with regards to their use of Learn.

This will be achieved via the continuation of user consultation (both staff and students) across all Schools/Colleges within the University.

Benefits will be measured via the Evaluation work steam (Objective 9) which will demonstrate an increased uptake of training/support materials, courses and positive feedback from staff.

Success Criteria

 

Methods of evaluation are currently being established and baselines.  Once this has been completed (Currently scheduled for 25th October – The below success criteria may be updated:

  • User satisfaction is improved in courses that adopt the improvements recommended – this will be measured in a variety of ways (surveys, focus groups etc.) and measured against a baseline (quantitative and qualitative);
  • Delivery of key functionality required by the end users which will be measured against requirements gathered at the outset (quantitative);
  • Schools feel supported to effectively engage with their academic community to promote the benefits of an institution-wide approach and reduce concerns surrounding practice change so that online pedagogic barriers to learning are lessened.
  • Adoption of the templates aim is to achieve 90% of adoption of templates within 3 years (Quantitative):
    • 1st year delivering 25%,
    • 2nd year 75% and;
    • Remaining 15% delivered through service in the final year;
  • Adoption of the templates should be measured by (Qualitative):
    • School engagement within the continuous process of improvement.
    • The instances of template change reduces over the lifetime of the project leading to no alterations occurring at all.
    • Teaching Offices fully engaged with the project and committed to its successful delivery.
    • Increased uptake in training.
    • Evidence of academic ownership through proactive peer to peer encouragement/support.
  • Improved connections within Learn User Group and other Learning Technology initiatives for sharing focussed interests in course development (qualitative).

 

Project Milestones

 

The Phase Two project milestones have been identified using knowledge obtained via the completion of Phase One and the experiences of those team members currently working with or supporting the Learn service:

Stage

Milestone

Due Date

Plan

Terms of Reference for phase 2

25/09/2019

Plan

Strategy plan document for phase 2

30/09/2019

Plan

Create Evaluation Framework

30/09/2019

Plan

Evaluation Baseline Completed

25/10/2019

Plan

Report on measurement against success

31/12/2019

Design

Phase 2 and 3 Engagement meetings completed

28/02/2020

Design

Template amendments completed

06/03/2020

Design

Signed off template amendments

20/03/2020

Design

School implementation plan sign off

20/03/2020

Design

Templates applied to STAGING area for School amendments

23/03/2020

Design

All School amendments completed on STAGING Learn

24/04/2020

Design

All testing in STAGING area completed

15/05/2020

Design

Move of templates from STAGING to LIVE after testing

18/05/2020

Design

Sign off any terminology amendments

12/06/2020

Deliver

Templates applied to LIVE Learn (Roll-over)

08/06/2020

Design

Sign off any checklist amendments

26/06/2020

Deliver

Complete Implementation

01/09/2020

Deliver

Evaluation on phase 1 completed (report produced)

28/02/2020

 

Impact

 

Priority and Funding

 

Learn Foundations increased to a HIGH priority project on 13th November 2018 due to this project being part of an institutional response to the National Student Survey 2018 results with the purpose of improving the student experience.

This project is a sponsor funded, discretionary project with IS Learning and Teaching Web (LTW) division supplying all required funding.

 

Impact and Dependencies

 

Learn Foundations is at the forefront of improving the student experience, particularly within the online teaching spaces within the University of Edinburgh.

Learn Foundations currently has a dependency on the communications mechanisms and workflows to support with School engagement, specifically: reach, adoption, awareness and buy in.  All other potential dependencies will continued to be monitored across the duration of the project and managed accordingly.

Project Risks

 

All risks are managed in line with the project risk management approach and can be located on the TEL057 projects website.

Organisation

 

Work/Task Breakdown

 

For the work/Task breakdown, a RACI has been created which has been shared with the project team and can be located on the TEL057 projects website.

Resources, Skills and Costs

 

No updates to the original 3 point estimate submitted for the initiation of Learn Foundations.

 

 

Project Governance

 

Governance will be provided via the project team and project board with additional quality assurance being provided via WIS (Weekly Intersection Meeting) who will also be notified of all major issues or changes to the project.

Project Stakeholders

 

All project stakeholders can be located on the TEL057 projects website.

Project Estimations

 

All project estimations can be located on the TEL057 projects website.

 

Project Info

Project
Learn Foundations
Code
TEL057
Programme
ISG - Technology Enhanced Learning (TEL)
Management Office
ISG PMO
Project Manager
Lee-Ann Simpson
Project Sponsor
Melissa Highton
Current Stage
Analyse
Status
In Progress
Project Classification
Transform
Start Date
27-Aug-2018
Planning Date
02-Nov-2018
Delivery Date
01-Jan-2022
Close Date
31-Jan-2022
Programme Priority
2
Overall Priority
Highest
Category
Discretionary