Overview

Background

Across the majority of the College of Medicine and Veterinary Medicine, a bespoke room booking and timetabling system is used.

Biomedical sciences use the Central University “free at the point of use” timetabling and Web Room Booking (WRB) system, however, all other areas use the MVM Room booking system.

This system was originally built by the Learning Technology Section (LTS), with hardware located in the Hugh Robson Building and support for the product provided via some of the staff from the LTS section.

At present, there is no agreed support model in place, and the system is a risk to the College.  More so, the system is used by NHS Lothian, and there is a charging system put in place when NHS Lothian use specific functions.  In addition, CMVM book NHS Lothian rooms on the system.

We have single points of failure in place for the support of the product, and no agreed roadmap for the migration or development of the product.

While the underpinning architecture has been moved to core data centre technology provided by the University as part of project MVM002, a full review and gap analysis is required to evaluate the needs of the College against the centrally supported “free at the point of use” timetabling and Web Room Booking system.

Scope

The scope of the project is to understand and agree the route forward for Timetabling and Room booking within the College.

There is a fundamental risk to the College which needs to be addressed:

1. Document the risks based on the existing infrastructure and code base.
2. Highlight how the product can be supported moving forward, including the expected code changes and platform requirements, including OS, hosting, database.  This should also include resource requirements.
3. Highlight the requirements for the College to book NHS spaces.
4. Highlight the requirements for the NHS to book CMVM and University spaces.
5. Gap analysis between the University Timetabling System and the central Web Room Booking (WRB) system.
6. Fully costed business plan with options and timelines to take this forward.

Objectives

1. Understand the risk to the College from a hardware, software and resource POV.
2. Understand the risk to the College and NHS based on current usage.
3. Understand alternative options for each College.
4. Provide options, costs and timescales to take this forward.

Deliverables

A clear risk register, a set of options which are costed with indicative timescales.

Benefits

Reduced risk, agreed strategy, transparent costed approach with timelines.

Success Criteria

A clear risk register published, a set of options published which are costed with indicative timescales.