January 2019

Report Date

January 2019

Project Briefs approved at Steering Group 30/1/19, work underway in each workstream.

Rooms 

Note: Deployment of Phase 3 rooms is already well underway. 

Scope 

The Rooms Workstream will cover the following areas: 

• To look at the cost/benefits of equipping smaller teaching spaces based on the expected usage and compare that against the benefits of increasing the quality of equipment in rooms already lecture recording enabled. 

• Analysis exercise alongside College IT colleagues to best determine which of the smaller rooms should be enabled for lecture recording.  

• To work closely with the Timetabling Unit to ensure that the process of allocating rooms is robust and able to provide enabled rooms to those who seek to be recorded. 

• Specialist space is not in scope for MLE005 although it is desired by some areas.  

Objectives 

• To ensure that each room enabled for lecture recording facilities has been determined as giving value for money in terms of usage.  Decisions to be made with the approval of ISG and College IT representatives. 

• To improve the facilities in existing lecture recording enabled teaching spaces. 

Scheduling 

Note:  We have developer resource booked through March and April.  We will use an Agile process. 

Scope 

The Scheduling Workstream will cover the following areas: 

• The analysis, design and development of version two of the replay Scheduler application. 

• From user and team feedback already garnered the following enhancements will be taken forward within the process: 

• If possible, allow users to choose & amend the default input configurations in a lecture recording enabled room.  This must take into consideration the user experience in larger rooms where manual switching takes places within the room. 

• Build the ‘Find My Course’ functionality on the initial search screen to allow users to be presented with a refined list of courses restricted to those within their own School or Course (depending on what kind of user they are). 

• CO/CS can add additional users (from the courses that they are affiliated to). 

• Initiation to all school to feed into version two.  This will take the form of email correspondence and workshop sessions. 

Not in Scope: Anything not marked as a lecture in the timetabling service.  

Objectives 

• To produce a version two specification of the Replay Scheduler application that reinforces the reasons for any design choices taken, covering those included and excluded. 

• To update all training materials and offerings as appropriate. 

Data and Access 

Scope 

The Data and Access Workstream will cover the following areas: 

• Analysis exercise to look at creating mechanism to allow content and user deletion from Echo 360.  

Note: Currently there is no API from echo to support this. 

• This will then lead to a development phase to implement a solution which will remove recorded content/users from Echo 360.   

Note:  Media in MHR has an 18-month retention period. 

• A communication plan will be created to ensure all key stakeholders and the wider academic & student community are kept informed. 

• Release of the migration guide and web based tool to ease the transfer of media from Media Hopper Replay to Media Hopper Create. 

• Analysis to determine any further steps that can be taken to simplify migrating media from Media Hopper Replay to Media Hopper Create.  At the moment these two systems cannot be linked directly. 

• This could potentially lead to a development phase to implement a programmatic migration process. 

Objectives 

• To provide a simple mechanism to ensure ongoing compliance with data retention policies. 

• To provide clear, appropriate and timely communication to all required parties on how content & user deletion within Media Hopper Replay will being handled. 

• To improve where possible on the current manual migration process currently being adopted. 

• To ensure that any data retention process is reviewed and adapted as per the needs of the university’s academic staff.  There is scope within the policy for deletion to be handled to alternative timescales.  For example, the current plan is to delete data on a monthly basis.  Should this timeline be too punitive for some staff members it could be altered.  

Reporting 

Scope 

The Reporting Workstream will cover the following areas: 

• Analysis exercise to establish the key reporting needs with regards to Lecture Recording and the Replay Scheduler application from both service and LTW wide perspective 

• Detailed evaluation of the data available within Media Hopper Replay and also the Replay SD database.  This will require Echo360 support. 

• To deliver the reporting as requested within the programme, by the ISG leadership team and university committee.  

• Further assessment will be required to determine the mid to long term technical strategy for delivering BI reporting.  We currently use Power BI. 

• The outputs from analysis & investigations carried out will then drive a design and development phase to create the required BI solution.  

Objectives 

• To capture the key reporting needs and business insights/trends that are required from the lecture recording service and the Replay Scheduler application in particular 

• To develop a suite of business intelligence reporting that can be configured to automatically execute and distribute content to users  

Transfer to BAU

Scope 

The Transfer to BAU Workstream will cover the following areas: 

• Analysis exercise to review the service structure currently in place and that the methods by which teaching spaces are supported are fit for purpose. 

• Student Helpers to be handed over to service in time for the start of the 19/20 academic year.   

• Analysis exercise to collate and report on the data quality issues that have been experienced within the development phases of MLE004 and MLE005. 

Objectives 

• To ensure that all process are documented and accepted into service. 

• To ensure all processes surrounding lecture recording are fully funded within BAU budgets. 

• To ensure that there is consensus from all stakeholders on a process for implementing on-going change requests and system enhancements. 

• To ensure that the Student Helpers initiative continues to run and is fully funded within service. 

• To ensure that all data quality/issues that have been captured are properly detailed, impact-assessed, prioritised with regards to severity and fed back through the appropriate channel(s) within the University.