April 2019

Report Date

April 2019

Rooms

Notes from the last month.

• Installations are proceeding as planned.  The situation as reported to the Steering Group in early April was the following.

Issues and risks.

• No additional risks.

Next period.

• The installation will continue as per the plan. 
• There will be a presentation to the Programme Board on the 7^th of May.

Scheduling

Notes from the last month.

• The features to be developed for version two of the Replay Scheduler have been agreed.
• Development is due to begin on the 8^th of May and run for 6 weeks so we expect our updated service to be in place for July.
• The updates being added are.
  • Al Course Organiser or a Course Secretary (CO/CS) can add users.
  • There will be a Show Me My Courses button on the course search page.
  • Enhanced linking between Learn and Media Hopper Replay so that the CO/CS does not have to search for their course to create the link between the two systems.
  • Better audit for CO/CS.
  • Admin will get improved room management to support the quickly changing estate.
  • Admin will also get an improved search functionality in their audit screens.
  • Admin will get improved user administration to support adding larger numbers.
  • Small number of bugs and improvements to administration.

Issues and Risks

• No additional risks.

Next steps

• Development of the additional features.

Reporting

Notes from last month.

• We continue to enhance our reporting capabilities using the Power BI tools.  This has resulted in reports on changes to ‘availability’ in addition to our ‘opt-out’ reports.
• We have identified a method to include UG/PG data into Replay Scheduler.  This will in turn allow us to develop our reports to include this metric.
• Power BI will be used to build this year’s End of Year report which includes Replay Scheduler data alongside data taken from Echo360.
• We have also been examining the Power BI Windows Enterprise Gateway connector to automate all publishing of reports.  We will test this over the next period.
• There are meetings with the BI/MI service teams along with the Learn service teams in the diary.  Learn is moving to the cloud and it has always been desirable to link our reporting with the relevant data items taken from Learn. The Learn (TELS MI) extract can be updated without the need for additional reporting infrastructure to include data from our Replay Scheduler.  This is because our Replay Scheduler database is on campus. 

We have development time booked to carry out this work.  

• We will look to move this forward in the next period.

Issues and Risks

• Echo360 do not yet have a way for us to programmatically gather our data.

Echo360 sent through our asset report.  Upon examination this did not contain all of our data as promised.  This has been acknowledge by Echo360 and we await our updated report.  In the meantime we can use the report they have provided to start the end of year report design.

As Echo360 have not yet provided a complete video asset report there is a risk noted within the project log.

Next Month

• Using last year’s End of Year report as a template, draft the design of this year’s report.
• Take the next steps in bringing together Lecture Recording and Learn reporting data.

Data and Access

Notes from last month.

• Toward the end of March Echo360 provided information on their development roadmap.  They are currently developing ‘Bulk Admin’ features which can manually be actioned by administrators from the admin dashboard.  These are expected in Q3 of this year.
• Echo360 then expect the ‘Bulk Admin’ features to be accessible via the API endpoints in Q1/Q2 of 2020.
• Currently, administration of users is done on a one by one basis within the administration dashboard.  Although our access to the service is controlled via the VLE and Single Sign On we will require the bulk administration features to handle deletions in a more manageable way for the service team. 
• Deletion of content crated pre Jan2019 has a 2 year retention as opposed to the 18 month retention for content created Jan 2019 onwards.

Issues and Risks

• No additional risks.

Next Month

• Continue work to ensure we have appropriate plans in place for user administration, and that those plans mesh well with our deletion of content plans.

Transfer to BAU

Notes from last month.

• Remote Support technology is being adopted by Learning Spaces Technology.  The Media Hopper Replay service team are also going to look at this technology.
• We will be running the Student Helpers initiative again this year.

Issues and Risks

• No additional risks or issues.

Next Month

• Preliminary discussions on our start of term processes are taking place.  These include potential plans for Student Helpers.