EBIS PB Minutes

Minutes of meeting of the Estates IT Steering Group held on 11th Nov 2008

Present : Angus Currie, John Leishman, Lesley Weaver, Liz Beattie, Simon Marsden, Murdo Gillanders; David Williamson, Adam Wadee Apologies:

1. Previous Minutes The minutes of the previous meeting were accepted as a correct record. 2. Matters Arising Convenor of Steering Group AC asked the group if, following retirement on Lyn Collins, it would be appropriate to invite a senior academic representative from HSS to AC/JL join the Steering Group. It was agreed that this would be helpful and AC and JL will discuss this with Frank Gribben.

Local Room Booking AC gave an update and stated that a limited number of school rooms have been loaded into the system. However there is a need to progress the timetabling project before the system can be rolled out to embrace all schools controlled teaching and learning space.

EUCLID project and integration with EBIS AW AW will discuss the EBIS integration for course codes with IS/EUCLID colleagues and obtain timescales for development. 3. Progress Report Paper A was noted 1. Asbestos Module LW gave an update on the Asbestos Module. The channel in MyEd has been withdrawn due to data inaccuracies, which has resulted in the whole estate needing resurveyed. JL stated that this has put back the timescales by approx 1 year. AC emphasised that the problems were related to data inaccuracies, not problems with the system functionality.

LB asked if Accommodation Services buildings are included in the survey. AC confirmed that they should be and any not included should JL be surveyed and added over time. JL and George Boag will check and are to brief LB. 2. Archibus v17 JL questioned the IS resource effort needed for this upgrade. AW will AW arrange a meeting with JL, SLM and LW to review the project costs.

AC and SLM will discuss the policy for funding future upgrade projects. AC/SL M 3. Trades Review LW gave an update on the trades review project being undertaken in Estates. LB asked about closing off jobs for Accom Services. This LW should be done for all jobs and LW to check procedures with George Boag and inform LB. 4. E&B Website LW asked if colleagues could complete the E&B website survey: All

D:\Docs\2018-02-07\00c6bae0b0aa569fe1e46535b5c02ec6.doc http://www.estates.ed.ac.uk/Survey/survey.html 5. Utilities Cost Devolution LB asked if Mylnes Court was included in the data collection and JL metering. JL to confirm. 6. Document Management AC asked about the IS strategic plan for document management. SLM stated that areas such as E&B should emphasise their needs for document management solutions via the annual planning process. 4. Plan for 2009/10 Paper B was noted 1. Fire Act Scotland LB asked about the drawings for fire escape routes and whether buildings in Accom Services will be included. It was confirmed that AS buildings will be included. 2. Year End Process and Workflow LW LW to confirm the IS involvement in this project. 3. Document Management SLM suggested that E&B separate their requirements into two categories – integration (links from corporate applications to scanned images), or storage (alternative to paper copies). 4. Plan for 2009/10 It was suggested that some projects in the plan for 09/10 could be LW/A moved into 08/09, with some 08/09 projects moving to 09/10. LW and W AW to finalise the plan. 6. AOB AC emphasised the point about having timetabling on the strategic plan as this is an essential tool to enable better communications with staff and students and to optimise utilisation of the estate. LW/JL

SLM stated that with the introduction of new technologies there will be opportunities for further integration between EBIS and other university systems. Projects to integrate with other systems in real time, as opposed to the traditional overnight process would be welcomed across the university. 7. Date of Next Meeting To be confirmed.

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