University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004

PROJECT DOCUMENTATION

University of Bristol eLearning Systems Project Board

TERMS OF REFERENCE

Release: 00.01 Date: 15 Jan 04

Author: Ros OLeary Executive Sponsor: Gill Clarke

Document Number: eLearning_TOR_v1

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004

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Document Location
The document will be stored on the LTSS Website.

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Revision History
Date of this revision: 15 Jan 04 Date of next revision: Revision date Previous revision date Summary of Changes Changes marked

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Approvals
This document requires the following approvals. Signed approval forms are filled in the Management section of the project files.
Name Title Signature Date of Issue Version

Gill Clarke

Executive Sponsor

09 Feb 04

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Distribution
This document has been distributed to Name Title Date of Issue 09 Feb 04 Version 1

Project Board Members

eLearning Systems Project Board Responsibilities

To make recommendations about current and future eLearning Systems at the University. To determine, through consultation of departments within board members constituencies, eLearning systems projects, priorities and project objectives. To ensure eLearning systems projects objectives are achieved within agreed quality specifications, on time, within the approved budgets and that the projects are managed in a manner which is consistent with the approved University of Bristol project management methodology (PRINCE 2). To communicate the goals of, and issues surrounding, eLearning systems projects formally to Faculty Learning and Teaching Development Groups and informally elsewhere.

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Project Board Authority

The Project Board has been established on the recommendation of the Project Board and has been mandated to: -

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004
1. 2. 3. 4. Identify and agree the scope of the eLearning Systems Board. Agree priorities for the development of eLearning systems. Approve overall project plans. Monitor progress against agreed plans.

The limits of decision-making authority are: Financial: Authority to approve expenditure within authorised project budget. Functional: Accountability for ensuring that the functional specifications of eLearning systems meet the needs of a representative sample of end users. Accountability for ensuring that any changes recommended and approved are consistent with the University of Bristols Strategic Plans and Policies. Technical: Accountability for ensuring that technology related changes recommended by the Project Board are compliant with Universitys Communication and Information Technology Strategy and associated policies.

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Project Background
The last few years have seen a number of computer/web applications and products being acquired and developed to support learning at the University. Applications include: purchased: the Virtual Learning Environments Blackboard (university-wide), WebCT (Department of Electrical and Electronic Engineering); online assessment system Questionmark Perception (Division of Obstetrics and Gynaecology), online authoring system Coursegenie (individual lecturers and Faculty of Medicine and Dentistry). computer/web applications developed: Law Intranet, Medici, Vet Intranet, Dentistry Intranet, Department of Electrical Engineerings Test and Learn (TAL) assessment system, CALnet online tutorial authoring system. However, development and acquisition of computer and web applications by individual departments and faculties makes scaling eLearning and its support across the University difficult and costly. Making decisions to acquire computer and web applications, for example Blackboard have also been problematic as the decision-making infrastructure in this area has been unclear. The creation of the eLearning Systems Project board is necessary to make transparent and representative recommendations about sustainable eLearning systems and related support for the university. The key drivers are the emerging University Education Strategy (version 10a) and the University Learning and Teaching Strategy (2002): University Learning and Teaching Strategy (2002), strategic goal 2.4: 2.4 Continuing development of a virtual learning environment for the University, including a University Portal, to: enable a more creative and appropriate use of technology in learning, teaching and assessment reflect the needs of the student population as a whole streamline some of the related administrative tasks to reduce the burden on academic staff University Education Strategy (version 10a) Objective 6 Fully implement best practice in administration, teaching, learning and assessment, in a co-ordinated way to support quality and efficiency in teaching programmes.

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004 _____________________________________________________________________
(p24) Multiple media and methods and self-directed learning will help to provide: Improved monitoring and assessment of students More opportunities for peer support/collaboration More opportunities to build a sense of community among both students and staff The opportunity to learn when and where is most convenient. The University will develop centrally the systems needed to support and co-ordinate with teaching, learning and assessment effectively at departmental level. (p25) The benefits that eLearning can provide will help the University: Maintain the quality of the student experience ensuring student learning at Bristol is appropriate for the 21st century. Remain Internationally competitive in the field of education Increase postgraduate numbers via distance education. For example, the Reproductive Medicine Masters Programme which has students learning from China, East Africa and the Middle East. Other masters courses in the Medical and Veterinary Sciences Faculty are planning to use eLearning to deliver distance education. Collaborate locally, regionally and internationally via online learning activities, units and programmes. For Example: o Deliver the collaborative WUN MSc in Bioinformatics with the Universities of Leeds and Manchester. Another WUN collaborative Bioinformatics is planned with European colleagues including the Universities of Athens, Bergen, Oslo, Stockholm and Utrecht. o Develop Continuing Professional Development (CPD) and short course provision. The Continuing Education Working Group has made preliminary recommendations to Education Committee, including the exploration and development of eLearning to deliver such courses. Many CPD courses already use Blackboard to do this. o Support students on placements. For example, the Clinical Academies are collaborating on extensive provision of eLearning to deliver high quality and consistent learning to medical students across 7 NHS hospitals/trusts. The Portal Project Board recognised (see minutes March 2003) that its own remit did not include making recommendations about eLearning systems for the University. The Portal Project is currently focussing on developing/integrating administration systems for Student Learning (e.g. making it easier for tutors to communicate with students) and not some of the functions of the University virtual learning environment Blackboard, for example. Blackboard will be a channel within the portal in the short-term. The eLearning Systems Project Board is unusual in that it will not be focussing on a single project, but a range of eLearning systems and associated support. It is felt that this is appropriate as eLearning systems are often interdependent and overlap in their functions, so in order to be efficient and to avoid reinventing the wheel, decisions need to be made in the context of ensuring the range of eLearning systems available at the University are complementary. The board will also need to have formal links to the Education Committee, through the Executive Sponsor (Gill Clarke) and Project Manager (Ros OLeary).

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Project Objectives
The aims of this project are: 1. To develop a University of Bristol eLearning systems strategy that will help deliver the University Vision and Education Strategy. 2. To gain the necessary University of Bristol authorisation and funding to implement the eLearning systems strategy. 3. To agree and implement project plans to implement the University of Bristol Data eLearning systems strategy on time and within an agreed budget.

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004 _____________________________________________________________________

Scope
eLearning systems projects will focus on defining and implementing systems that will support the University in delivering the University Education Strategy. eLearning systems projects will: define and prioritise user requirements implement systems to meet an agreed subset of user requirements make recommendations about the direction of eLearning systems identify co-dependencies within other University systems and processes upon which the full implementation of eLearning systems is dependent.

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Constraints
Resources Historically Teaching Quality Enhancement Funding (TQEH) has provided limited resources to initiate eLearning system projects (e.g. Blackboard) used via the Universitys Learning and Teaching Group (now succeeded by the Education Strategy Group). TQEF funding is not expected to continue after 2005 so alternative sources of funding will need to be found to sustain and increase eLearning developments post-2005. eLearning systems projects do and will draw on existing resources within Information services for acquisition, hardware and systems support and development in competition with other projects and services. The Learning Technology Support Service (LTSS) is not currently resourced to project manage, implement and support new and substantial eLearning system projects. Aspects of eLearning systems projects will rely on other University systems and processes.

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Interfaces
To faculties and departments via Faculty representatives (eLearning Advisers) on the project board. To the Education Strategy Group via the Executive Sponsor. To the Information Systems and Services Committee (ISSC) via the Executive Sponsor. To the Registrar and his Divisional Heads To the Information Processes and Systems and Information and Communication programmes To other University of Bristol Projects including the Portal Project

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Outline Business Case

As outlined in the background section of this document the effective implementation of eLearning systems, in support of the University plan and Education strategy, can help the University: Maintain the quality of the student experience, ensuring student learning at Bristol is appropriate for the 21st Century. Remain internationally competitive in the field of education Increase postgraduate numbers via distance education Collaborate locally, regionally and internationally via online learning activities, units and programmes. Below are examples of potential savings, depending on specific departmental needs, eLearning strategies and the eLearning systems strategy adopted.

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004
2.1 Online learning 1. 20,000 per department (based on intranet development costs/costs of procuring
own software, server costs and technical support costs) 2. Potential savings on delivering learning to students (after first year of creating materials), feeding back to students and assessment. 2.2 Online assessment 1. 360 minutes marking time per student per unit. Time saved increases as student : lecturer ratio increases. This is based on calculations from Dr. Phil Langton, Department of Physiology. He deduces if 60 staff spend 6 minutes each marking the summative work of a student, and making some assumptions about the cost of our labour per hour, then the cost of assessing 170 students is approximately 20,000 pa. For 230 students, this figure rises to 28,000. 2. 6000 per department (based on the annual costs of the division of Obstetrics and Gynaecology to run and technically maintain Questionmark Perception). 2.3 Online tutorials 1. 100 per individual lecturer for 2003/04 (based on costs of procuring own tutorial authoring software Coursegenie software). 2. Potential savings on delivering learning to students (after first year of creating materials), feeding back to students and assessment.

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Associated Documents & Projects

1. 2. 3. 4. Project Communications Plan Project Brief Project Plan Project Risk Log.

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Executive & Board Members

Executive Sponsor: Senior Supplier: Senior Users: Gill Clarke Director, Teaching Support Unit Tim Phillips (Assistant Director of Information Services) Dr Phil Langton Medical and Veterinary Sciences Stephen Greenwood/Jane Williams Medicine and Dentistry Dr Shelley Hales Arts Dr Tony Payne Science John Andrews Social Sciences and Law Prof. Erik Dagless Engineering Gilles Couzin Information Services Ros OLeary, LTSS Alison Allden, Director of Information Services, Director of ILRT Rob Harding, SU Communications and Campaigns Officer Dr Bevis Miller University eLearning Adviser Dr Paul Browning Information Strategy Coordinator? Sandy Kemlo Programme Director, Planning, Policy and Projects Andy Ramsden/Jules Cook LTSS

Project Manager: Support Services Representative: Student Rep: Attending:

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Customer(s), User(s), other interested parties

The Customers for this project are the Deans, Heads of Academic Departments, the Registrar and Divisional Heads of the University of Bristol.

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University of Bristol eLearning Systems Project Terms of Reference Date: 4 February 2004
Users of eLearning systems include all students and teaching staff and administrators.

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