Programme Report for February 2019

Report Date: February 2019

Report compiled by Tim Gray (Programme Manager) for Gavin McLachlan (Fund Manager) and Jo Craiglee (Programme Owner)

Programme Summary

Overall the programme is on track to deliver a wide range of projects that have the potential to make a positive impact on the student experience here at The University of Edinburgh. The RAG and forward look shows that most projects are making good progress this year. All but one of the carried over projects are now closed. There are two AMBER projects, both have this RAG due to resourcing issues, either securing development resources or staff leaving the University.

Budget Position at Mid-year Review

The table below shows the spend/forecast at mid-year review. Spend across most projects is progressing in line with budgets, however, there are a few projects to highlight. There are five projects highlighted in BOLD, four of these have been withdrawn without any spending. The fifth project Research Data Management Service Development MOOC was carried over from last year with a c/o budget of £6k, this project is now expected to require an additional £6k, although this is under review and will be confirmed in the next reporting period.

Code	Budget					Spend/	Forecast						Total
		Sep-18	Oct-18	Nov-18	Dec-18	Jan-19	Feb-19	Mar-19	Apr-19	May-19	Jun-19	Jul-19	2018/19	2019/20
ISI038	£10,000	£0	£0	£0	£0	£1,500	£1,500	£1,500	£2,500	£2,500	£500	£0	£10,000
ISI039	£2,250	£0	£0	£0	£0	£0	£0.00	£0.00	£550.87	£688.59	£550.87	£413.15	£2,203
ISI040	£14,120	£0	£500	£500	£1,428	£607	£2,914	£4,720	£1,000	£2,100	£350	£0	£14,119
ISI041	£5,300	£0	£0	£2,700	£2,600	£0	£0	£0	£0	£0	£0	£0	£5,300
LTI035	£2,600	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0
LTI036	£8,000	£0	£0	£361	£883	£1,244	£1,244	£1,244	£1,244	£1,244	£0	£0	£7,464
LTI037	£5,000	£0	£0	£0	£600	£600	£600	£600	£600	£600	£600	£800	£5,000
LTW008	£2,120	£0	£0	£1,076	£161	£0	£0	£600	£0	£0	£0	£0	£1,837
API035	£2,600	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0
LCI041	£4,650	£0	£0	£0	£0	£0	£0	£0	£0	£0	£1,641	£2,141	£3,782	£821
LCI042	£2,200	£0	£0	£0	£0	£0	£0	£403	£984	£404	£0	£303	£2,094
LCI043	£8,650	£0	£0	£0	£0	£413	£926	£926	£926	£926	£826	£413	£5,354
LCI044	£3,000	£0	£0	£0	£515	£520	£1,850	£0	£0	£0	£0	£0	£2,885
USI016	£16,750	£0	£0	£2,600	£700	£700	£4,350	£5,750	£700	£0	£0	£0	£14,800
USI017	£12,600	£0	£0	£1,500	£3,250	£1,500	£4,800	£950	£600	£0	£0	£0	£12,600
USI018	£8,750	£0	£0	£0	£0	£0	£2,188	£2,188	£2,188	£2,188	£0	£0	£8,750
ITI031	£6,500	£0	£0	£0	£0	£0	£1,400	£1,400	£1,400	£1,400	£700	£0	£6,300

ISI034	£466	£466	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£466
ISI036	£10,000	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0
API026	£1,050	£700	£350	£0	£0	£0	£0	£0	£0	£0	£0	£0	£1,050
API029	£1,050	£350	£250	£0	£350	£100	£0	£0	£0	£0	£0	£0	£1,050
API030	£350	£0	£0	£0	£0	£0	£350	£0	£0	£0	£0	£0	£350
USI015	£5,000	£0	£0	£4,700	£0	£0	£0	£0	£0	£0	£0	£0	£4,700
LTI034	£6,000	£0	£0	£0	£2,000	£2,000	£2,000	£0	£2,000	£2,000	£2,000	£0	£12,000
LCI040	£5,520	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0	£0

Total	£115,090	£1,516	£1,100	£13,437	£12,487	£9,184	£24,121	£20,280	£14,692	£14,050	£7,167	£4,070	£122,104	£821

Projects inflight

Project	Report
ISI039 Visualising the curriculum Project Manager Scott Renton	Achievements Justin Ho's employment and start date confirmed. Project formally handed over from Sarah Ames to Scott Renton Initial meeting with Library's main stakeholders (Kirsty Lingstadt, Hannah Mateer, Angela Laurins) undertaken Project team meetings scheduled monthly from April to July. Issues No issues Next Steps Scott Renton to update Project Brief which will be tweaked once Justin joins.
ISI040 Revealing and Expanding Diversity in our Library Collections Project Manager: Hannah Mateer	Achievements LGBT+ Displays held in February 2019. Displays held in the Main Library, ECA and New College. New items selected by EUSA purchased to support LGBT+ displays. Issues Competing priorities have meant that managing displays has not been progressed as quickly as would have been preferred. Next Steps Liaison with EUSA re. next display. Re-claim costs for purchase of LGBT+ items from project budget. Finalise banners for future displays. Budget Project expenditure to 28 February being calculated following project expenditure to 31 December 2018 noted as £1927.51
ISI041 Vote100 Exhibition Project Manager Anne-Marie Scott	Achievements Exhibition successfully concluded. As per the previous report, follow-on activities associated with student RAG week had been suggested. These have now been firmed up and agreed and Vote100 materials will be used to support a RAG week talk by Helen Pankhurst on 11 March 2019. With that in mind, the project end date has been extended to allow us to include this in the write up as this is an important part of capturing the value of the digital legacy we have built. Issues None. Next Steps Project write up between L&UC and LTW. Then closure. Budget Information Still within overall financial budget.
LTI036 Student Digital Ambassadors Project Manager Satu Kapiainen	Achievements Two Digital Champions employed to represent CAHSS and CSE respectively Digital Champions working as part of the Digital Skills and Training team Issues No applications received for CMVM - post was not re-advertised Next steps Digital Champions to keep promoting digital skills to students in their respective Colleges
LTW008 Playful Strategy Phase 2 Project Manager Charlie Farley	Achievements The Playful Engagement webpage was launched as part of the LTW Showcase on Jan 29th and has been well received: https://thinking.is.ed.ac.uk/playful-engagement/ Playful Trolleys with IoT integration were placed on Level E of Argyle House in the first week of February. Playful box with IoT integration was placed on Level H common staff area of Argyle House in the first week of February. Playful box with IoT integration was taken out to the University Collections Facility site at South Gyle in the first week of February. Abstract proposal for the Playful Learning conference in Leicester July 2019 was accepted in early March. Issues None Next Steps Awaiting approval of Staff Development form for attendance at Playful Learning conference. Once approved will book attendance, travel, and accommodation. Have contacted ISG Disability Officer Viki Galt to discuss the possibility of a Healthy Working Lives competition or initiative in order to encourage and record ISG staff use of playful provisions on Trolleys and boxes. Co-presenting with Melissa Highton on the Playful Engagement strategy at the UCISA Leadership end of March. Have a meetup scheduled late March with Daphne Loads to discuss further applications of the strategy and overlap with IAD. Budget Information Budget is still within expected costings UCISA registration was waived as a Speaker - looking to re-allocate those funds into prizes for a collaborative competition with Healthy Working Lives. Expected spend for March Booking of the Playful Learning conference attendance, travel, and accommodation - £600
API035 Collaborate and innovate - exploring the benefits of contributing to open source software communities Project Manager: Mary Elder	Achievements No further work has been done. Issues Other priorities and staffing changes mean that this project is now unlikely to be achievable. Next Steps Recommend that this project is not taken forwards. Budget Information Spend to date: none
LCI041 Examination, Identification and Innovation: XRF Research Internship Project Manager Emily Hick	Achievements Internship advertised to students with application deadline of 20 Feb Received 23 applications to internship from Employ.ed team on 28 February Issues None Next Steps Shortlisting for candidates: Deadline 11 March Develop interview questions Interview candidates: 28 March Budget Information No spend to date
LCI043 Undergraduate Data Management Skills Training Project Manager Bob Sanders	Achievements Engagement stage: project coordinator has been in contact with a range of stakeholders (e.g. UG program directors, information officers, etc) across the university to discuss undergraduate data management training needs. Issues None. Next Steps Feedback from engagement stage to feed into the development of training materials (e.g. data management handbook and slides for training sessions) - these will be created in March. Scheduling of training sessions planned to begin early April. Project coordinator to collect feedback from attendees and incorporate feedback into training materials where relevant. Budget Information Grade 5 PT17 (SBS Pension ) – 9 hours p/w (0.26 FTE) - January 14th 2019 to July 13th 2019
LCI044 Unique Sounds: Building a sound library with the Musical Instrument Collection Project manager: Sarah Deters	Achievements On 19 February music compositions which resulted from the recording project were premiered at Archive * Archive concert. The concert was attended by 87 people and was a success. Now, music samples will be transferred over to the Sound Library, including the pre-sampled keyboard instruments. Additionally, the samples of the flat violin are being integrated into an in-gallery user interface which will be available in April 2019. Once payments have processed, remaining funds will be reviewed and an additional instrument may be sampled.
USI016 Card Services: Feasibility study of providing student identity on smartphone Project Manager Barry Croucher	Achievements UX research Neil Allison (UX Manager) appointed Nicola Dobiecka as user researcher for the project assisted by Andrew Ferguson. Nicola has led user research interviews with key stakeholders, and interviews and workshops with students in late January and during February. Incentives have been used to encourage student participation as per the project brief. Stakeholder review A stakeholder workshop to review the findings of user research took place on 27 February. There was representation from: EUSA, CAM, Estates Servitors, Estates Security, IS Facilities, IS User Services Help Services, L&UC Centre for Research Collections, IS Applications Development, LTW UX team. The review consisted of a presentation by Nicola, including video clips and artefacts generated in student workshop sessions. Following Q&A the latter part of the session was a discussion of what the user research insight means for the focus of the upcoming development phase, and to outline the specification brief for the build. Development Mairi Fraser (Senior Analyst/Developer) will be unavailable to progress the project as she is leaving the University on 1 March. Michael Sun (Developer) attended the UX review workshop on 27 February in order to understand the stakeholder brief. It is likely Michael is available to work on the project in June and July but not before then, as he is required to work on a high priority projects. Student representation Emma Robertson-Werner from EUSA has been added as a stakeholder in addition to Eleri Connick, President, and Niamh Maynard Marketing Officer. Both Emma and Eleri attended the stakeholder workshop. Issues There is a proposal for Michael Sun to work on a 50% basis in June and July. 20 full days are allocated for development, which would be spread over 40 half days’ work. This would delay the completion of the project until the end of July. The attendant risk is that any further slippage or call upon Michael’s time would render the project at risk of not completing by end July. No spend is therefore forecast in March, April, May as it is unlikely development work can take place then. There are 4 days UX team to be included in the development phase; UX staff availability in June and July has not been agreed with Neil Allison. Project status is Amber due to these resource issues. Next steps Technical brief to be documented Developer to be confirmed and new milestones agreed UX input to the build process to be included within the new milestones Budget Estimated spend January £700 Estimated spend February £6,650 Estimated spend March £0 Estimated spend April £0 Estimated Spend May £0 Estimated spend June £4,700 Estimated spend July £4,700 Total £16,750
USI017 Card Services: Feasibility study of door access function via smartphone Project Manager Paul Gorman	Achievements UX research Neil Allison (UX Manager) appointed Nicola Dobiecka as user researcher for the project assisted by Andrew Ferguson. Nicola has led user research interviews with key stakeholders, and interviews and workshops with students in late January and during February. Incentives have been used to encourage student participation as per the project brief. Stakeholder review A stakeholder workshop to review the findings of user research took place on 27 February. There was representation from: EUSA, CAM, Estates Servitors, Estates Security, IS Facilities, IS User Services Help Services, L&UC Centre for Research Collections, IS Applications Development, LTW UX team. The review consisted of a presentation by Nicola, including video clips and artefacts generated in student workshop sessions. Following Q&A the latter part of the session was a discussion of what the user research insight means for the focus of the upcoming development phase, and to outline the specification brief for the build. What has begun to come through is an appreciation that users would like to see Card ID on phone and Card swiping ability on phone accessible through the one interface if possible. Issues Paul Gorman will be leaving the University on 7^th April 2019. Project management for this project will move to Barry Croucher. Next Steps A meeting will be convened between Barry Croucher, Paul Gorman, Simon Chapple and Alan Sloan to discuss project handover given Paul’s departure Estimated spend December £776 Estimated spend January £0 Estimated spend February £2050 Estimated spend March £5350 Estimated spend April £3000 Estimated Spend May £1400 Estimated spend June £0 Estimated spend July £0
USI018 PC Availability App Project Manager: Andrew Millington	Achievements Project started Development scoped out Issues No issues to report Next Steps Start development
ITI031 University Calendar Project Manager: Maurice Franceschi	Achievements in Last Period Analysis Issues and Risks none Next Steps Analysis
ISI038 Equality images from our archives to support diversity in the Students Association Project Manager: Rachel Hosker	Report pending

Project

Report

ISI039 Visualising the curriculum

Project Manager Scott Renton

Achievements

Justin Ho's employment and start date confirmed.
Project formally handed over from Sarah Ames to Scott Renton
Initial meeting with Library's main stakeholders (Kirsty Lingstadt, Hannah Mateer, Angela Laurins) undertaken
Project team meetings scheduled monthly from April to July.

Issues

No issues

Next Steps

Scott Renton to update Project Brief which will be tweaked once Justin joins.

ISI040 Revealing and Expanding Diversity in our Library Collections

Project Manager: Hannah Mateer

Achievements

LGBT+ Displays held in February 2019. Displays held in the Main Library, ECA and New College.
New items selected by EUSA purchased to support LGBT+ displays.

Issues

Competing priorities have meant that managing displays has not been progressed as quickly as would have been preferred.

Next Steps

Liaison with EUSA re. next display.
Re-claim costs for purchase of LGBT+ items from project budget.
Finalise banners for future displays.

Budget

Project expenditure to 28 February being calculated following project expenditure to 31 December 2018 noted as £1927.51

ISI041 Vote100 Exhibition

Project Manager Anne-Marie Scott

Achievements

Exhibition successfully concluded.
As per the previous report, follow-on activities associated with student RAG week had been suggested. These have now been firmed up and agreed and Vote100 materials will be used to support a RAG week talk by Helen Pankhurst on 11 March 2019.
With that in mind, the project end date has been extended to allow us to include this in the write up as this is an important part of capturing the value of the digital legacy we have built.

Issues

None.

Next Steps

Project write up between L&UC and LTW. Then closure.

Budget Information

Still within overall financial budget.

LTI036 Student Digital Ambassadors

Project Manager Satu Kapiainen

Achievements

Two Digital Champions employed to represent CAHSS and CSE respectively
Digital Champions working as part of the Digital Skills and Training team

Issues

No applications received for CMVM - post was not re-advertised

Next steps

Digital Champions to keep promoting digital skills to students in their respective Colleges

LTW008 Playful Strategy Phase 2

Project Manager Charlie Farley

Achievements

The Playful Engagement webpage was launched as part of the LTW Showcase on Jan 29th and has been well received: https://thinking.is.ed.ac.uk/playful-engagement/
Playful Trolleys with IoT integration were placed on Level E of Argyle House in the first week of February.
Playful box with IoT integration was placed on Level H common staff area of Argyle House in the first week of February.
Playful box with IoT integration was taken out to the University Collections Facility site at South Gyle in the first week of February.
Abstract proposal for the Playful Learning conference in Leicester July 2019 was accepted in early March.

Issues

None

Next Steps

Awaiting approval of Staff Development form for attendance at Playful Learning conference. Once approved will book attendance, travel, and accommodation.
Have contacted ISG Disability Officer Viki Galt to discuss the possibility of a Healthy Working Lives competition or initiative in order to encourage and record ISG staff use of playful provisions on Trolleys and boxes.
Co-presenting with Melissa Highton on the Playful Engagement strategy at the UCISA Leadership end of March.
Have a meetup scheduled late March with Daphne Loads to discuss further applications of the strategy and overlap with IAD.

Budget Information

Budget is still within expected costings
UCISA registration was waived as a Speaker - looking to re-allocate those funds into prizes for a collaborative competition with Healthy Working Lives.
Expected spend for March
- Booking of the Playful Learning conference attendance, travel, and accommodation - £600

API035 Collaborate and innovate - exploring the benefits of contributing to open source software communities

Project Manager: Mary Elder

Achievements

No further work has been done.

Issues

Other priorities and staffing changes mean that this project is now unlikely to be achievable.

Next Steps

Recommend that this project is not taken forwards.

Budget Information

Spend to date: none

LCI041 Examination, Identification and Innovation: XRF Research Internship

Project Manager Emily Hick

Achievements

Internship advertised to students with application deadline of 20 Feb
Received 23 applications to internship from Employ.ed team on 28 February

Issues

None

Next Steps

Shortlisting for candidates: Deadline 11 March
Develop interview questions
Interview candidates: 28 March

Budget Information

No spend to date

LCI043 Undergraduate Data Management Skills Training

Project Manager Bob Sanders

Achievements

Engagement stage: project coordinator has been in contact with a range of stakeholders (e.g. UG program directors, information officers, etc) across the university to discuss undergraduate data management training needs.

Issues

None.

Next Steps

Feedback from engagement stage to feed into the development of training materials (e.g. data management handbook and slides for training sessions) - these will be created in March.
Scheduling of training sessions planned to begin early April.
Project coordinator to collect feedback from attendees and incorporate feedback into training materials where relevant.

Budget Information

Grade 5 PT17 (SBS Pension ) – 9 hours p/w (0.26 FTE) - January 14th 2019 to July 13th 2019

LCI044 Unique Sounds: Building a sound library with the Musical Instrument Collection

Project manager: Sarah Deters

Achievements

On 19 February music compositions which resulted from the recording project were premiered at Archive * Archive concert. The concert was attended by 87 people and was a success. Now, music samples will be transferred over to the Sound Library, including the pre-sampled keyboard instruments. Additionally, the samples of the flat violin are being integrated into an in-gallery user interface which will be available in April 2019. Once payments have processed, remaining funds will be reviewed and an additional instrument may be sampled.

USI016 Card Services: Feasibility study of providing student identity on smartphone

Project Manager Barry Croucher

Achievements

UX research

Neil Allison (UX Manager) appointed Nicola Dobiecka as user researcher for the project assisted by Andrew Ferguson.

Nicola has led user research interviews with key stakeholders, and interviews and workshops with students in late January and during February.

Incentives have been used to encourage student participation as per the project brief.

Stakeholder review

A stakeholder workshop to review the findings of user research took place on 27 February. There was representation from: EUSA, CAM, Estates Servitors, Estates Security, IS Facilities, IS User Services Help Services, L&UC Centre for Research Collections, IS Applications Development, LTW UX team.

The review consisted of a presentation by Nicola, including video clips and artefacts generated in student workshop sessions. Following Q&A the latter part of the session was a discussion of what the user research insight means for the focus of the upcoming development phase, and to outline the specification brief for the build.

Development

Mairi Fraser (Senior Analyst/Developer) will be unavailable to progress the project as she is leaving the University on 1 March.

Michael Sun (Developer) attended the UX review workshop on 27 February in order to understand the stakeholder brief. It is likely Michael is available to work on the project in June and July but not before then, as he is required to work on a high priority projects.

Student representation

Emma Robertson-Werner from EUSA has been added as a stakeholder in addition to Eleri Connick, President, and Niamh Maynard Marketing Officer. Both Emma and Eleri attended the stakeholder workshop.

Issues

There is a proposal for Michael Sun to work on a 50% basis in June and July. 20 full days are allocated for development, which would be spread over 40 half days’ work. This would delay the completion of the project until the end of July.

The attendant risk is that any further slippage or call upon Michael’s time would render the project at risk of not completing by end July.

No spend is therefore forecast in March, April, May as it is unlikely development work can take place then.

There are 4 days UX team to be included in the development phase; UX staff availability in June and July has not been agreed with Neil Allison.

Project status is Amber due to these resource issues.

Next steps

Technical brief to be documented

Developer to be confirmed and new milestones agreed

UX input to the build process to be included within the new milestones

Budget

Estimated spend January £700

Estimated spend February £6,650

Estimated spend March £0

Estimated spend April £0

Estimated Spend May £0

Estimated spend June £4,700

Estimated spend July £4,700

Total £16,750

USI017 Card Services: Feasibility study of door access function via smartphone

Project Manager Paul Gorman

Achievements

UX research

Neil Allison (UX Manager) appointed Nicola Dobiecka as user researcher for the project assisted by Andrew Ferguson.

Nicola has led user research interviews with key stakeholders, and interviews and workshops with students in late January and during February.

Incentives have been used to encourage student participation as per the project brief.

Stakeholder review

What has begun to come through is an appreciation that users would like to see Card ID on phone and Card swiping ability on phone accessible through the one interface if possible.

Issues

Paul Gorman will be leaving the University on 7^th April 2019. Project management for this project will move to Barry Croucher.

Next Steps

A meeting will be convened between Barry Croucher, Paul Gorman, Simon Chapple and Alan Sloan to discuss project handover given Paul’s departure

Estimated spend December £776

Estimated spend January £0

Estimated spend February £2050

Estimated spend March £5350

Estimated spend April £3000

Estimated Spend May £1400

Estimated spend June £0

Estimated spend July £0

USI018 PC Availability App

Project Manager: Andrew Millington

Achievements

Project started
Development scoped out

Issues

No issues to report

Next Steps

Start development

ITI031 University Calendar

Project Manager: Maurice Franceschi

Achievements in Last Period

Analysis

Issues and Risks

none

Next Steps

Analysis

ISI038 Equality images from our archives to support diversity in the Students Association

Project Manager: Rachel Hosker

Report pending

Not started projects

Project code

Project name

Project manager

LCI042

Support for XML-based Open Access publishing

Roza Dimitrellou

LTI037

Using media to support learning and teaching

Anne-Marie Scott

Carried-over projects

Project	Report
LTI034 Research Data Management Service Development MOOC Project Manager Alex Delipalta	Achievements Module 1 has been completed, and module 2 is being finalised. Issues Budget is now very tight as the majority of the carry forward (6k) has been spent. Next steps Launch date is set for 1st of July, therefore production will stop on the 1st of May to allow for QA and to provide a 'lead-in' time for marketing and promoting the course. Staying in regular contact with the RDNL team to ensure modules 3-5 will be completed on time. Budget information Staff effort is nearly spent as the content is being finalised.

Project

Report

LTI034 Research Data Management Service Development MOOC

Project Manager Alex Delipalta

Achievements

Module 1 has been completed, and module 2 is being finalised.

Issues

Budget is now very tight as the majority of the carry forward (6k) has been spent.

Next steps

Launch date is set for 1st of July, therefore production will stop on the 1st of May to allow for QA and to provide a 'lead-in' time for marketing and promoting the course.
Staying in regular contact with the RDNL team to ensure modules 3-5 will be completed on time.

Budget information

Staff effort is nearly spent as the content is being finalised.

Closed/Withdrawn Projects

Project	Completion Report
ISI034 Investigate the provision of alternative formats (digital texts) of library documents Project ManagerViki Glat	ISI034 Completion Report
API026 Building on EdGEL - Interface Standardisation + Managing Change Project Manager Mairi Fraser	API026 Completion Report
LCI040 WhatsAppEd Project Manager Nicola Orborne	LCI040 Completion Report
ISI036 Text and Data Mining Platform Project Manager Adam Rusbridge	ISI036 Completion Report
USI015 Pushed Content Project Manager Jens Brickner	USI015 Completion Report
API029 Code Sprints For All The Things Project Manager Mairi Fraser	API029 Closure Report
API030 Container Based Service Delivery Project Manager Peter Jackson	API030 Closure Report
LTI035 Generating user-centred location triggered content and reviewing its impact on the digital experience Brendan Owers	This project has been withdrawn as the project manager is leaving Information Services.
API035 Collaborate and innovate - exploring the benefits of contributing to open source software communities Project Manager: Mary Elder	This project has been withdrawn, see report above.

This article was published on Mar 15, 2019

Programme Report for February 2019

Report compiled by Tim Gray (Programme Manager) for Gavin McLachlan (Fund Manager) and Jo Craiglee (Programme Owner)

Issues

Programme Info

Documentation