University Student Systems Strategy

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University Student Systems Strategy

• Wednesday 6 June 2007
• Edward Boyle Conference Room

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Information Systems Services

• Objectives for today
• To update you on University systems strategy
• To explain roles and responsibilities relating
  to university systems
• To update you on some of the current systems
  development projects
• To consult you on how we could communicate
  with you better in future

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SPEAKERS

• Student Administration Systems Strategy update
  John Lillywhite
• Learning and Teaching Systems Strategy update
  Kath Hodgson
• Roles and Responsibilities ISS and the
  University Hilary Swann
• University Systems Development
  Governance Hilary Swann
• Current university systems developments
• Programme and Module Catalogues Kath Hodgson
• Online systems enhancements Ron Spence
• UG Degree Classifications Andrew Amies-King
• HESA Student report Andrew Amies-King
• Student Services Centre John Lillywhite
• The New Virtual Learning Environment Tony Cobb
• How Schools/Faculties can request university
  systems
• developments Hilary Swann
• Improving communications in future Hilary Swann

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Student Administration Systems Strategy

• John Lillywhite
• Director of Student Administration

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Strategic Objectives

• To facilitate the University objectives, in
  particular
• Improving our core systems and processes
• Inspire our students to develop their full
  potential
• Enabling our staff to give more time to
  teaching and research

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Our approach

• To consider the end to end process
• To maximise use of available technology
• To invest in people and systems
• To improve communications, consultation and
  ownership
• To be cost effective

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Banner

• Banner is the Universitys core student system
• Supported by other corporate systems
• It remains the market leader
• Leeds is one of the largest UK players
• Aimed at high service level to students and
  staff
• Main strengths reliability and flexibility

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Banner

• Development opportunities
• The Banner Review
• Achievements over the last few years
• Developments for next year
• Future opportunities

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Challenges

• Complexity of our processes
• The volume of data and data quality
• Cost of support
• Changes in requirements
• Upgrading
• Competing demands

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Other related systems

• Timetabling
• Programme and module catalogue
• SAP
• The Portal
• The new Virtual Learning Environment
• Customer Records Management
• Document Management

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The Future

• Increased on line services
• Increased self service
• Reverse engineering where possible
• Greater integration
• Improved information flow

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Learning and Teaching Systems Strategy

• Kath Hodgson
• Director of Learning and Teaching Support

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Roles and Responsibilities ISS and the University

• Hilary Swann
• SIMS Manager

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Systems team responsibilities

• Ensure a stable service for users (staff and
  students)
• Solve problems with systems that you report
  through ISS Help Desk
• Upgrades work with university managers to
  test and deploy patches
• and upgrades to systems
• Maintain security access for users

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Systems team responsibilities

• Maintain the licence agreements
• Develop interfaces between systems
• Train users and Super Users
• Provide user documentation (manuals)
• Develop enhancements to the systems, due to
  national decisions or
• decisions by the University management

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University Managers

• Ensure the University has good business
  processes
• Ensure the data in systems is correct, for
  posterity
• Decide which new versions of the software the
  University will use, and
• when
• Work with ISS to test new versions
• Approve suggestions for developing systems

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School staff

• Use systems where you are allowed to
• Ensure the data in systems is correct, for
  posterity
• Ask for more
• Volunteer to become a Super User
• Volunteer to help the University test new
  developments

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University Systems Development - Governance

• Hilary Swann
• SIMS Manager

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Systems Developments - Governance

• University Strategies
• Business Projects
• Systems projects (component part of business
  projects)
• Rolling Five Year Plan

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University Steering Groups

• Role
• To prioritise 5 Year Plan systems developments on
  behalf of the University
• Information Systems Steering Group Berenice
  Smith
• Student Systems Steering Group Roger Gair
• Learning and Teaching Systems Steering Group
  Viv Jones
• Corporate Systems Steering Group John Fisher
• Etc ..
• Meet every two months
• Faculty/School representation on each Steering
  Group

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Project Boards

• Set up by the Steering Groups
• Project Sponsor (senior university manager
  represents the
• Universitys interests)
• Senior User (Represents the end user
  community)
• Senior Customer (often same person as
  Sponsor)
• Senior Supplier (represents Information
  Systems)
• University Project Manager
• ISS Project Manager

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Current Corporate Systems Developments

• Hilary Swann
• SIMS Manager

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2006-7 Programme

• Completed
• The Banner 7 upgrade
• Online Resits
• Tuition Fees
• UCAS change (ODBC link)
• TPG Classifications
• DST RPG
• Enhancements to the taught students online
  registration system (December 2006)
• Extend the TPG classification system to UG
  classifications
• Improvements to the OLE system
• Direct admissions HCS

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2006-7 Programme

• Coming soon
• A new release of the taught students online
  registration system (July
• 2007)
• Online Admissions system enhancements
  scheduled to complete end
• September 2007
• Direct Admission for incoming Study Abroad put
  back to September
• 2007 at their request
• Tutorial/Seminar Group Lists for staff
  (September 2007)

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2006-7 Programme

• Under way
• Semester One mid term marks online (due January
  2008)
• Work on OLR for RPG (due April 2008)
• The Universal Programme and Module Catalogues
  project
• The HESA 2007-08 Change project (ends 2008)

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2007-8 Projects

• Please contact the person named for more
  information. Then think about how these projects
  might affect your work
• Accommodation 5 (Heather Sugden)
• UG Classifications continued (Carol
  Winning)
• Progression (Carol Winning)
• Further enhancements to Online Enrolment
  (Tessa Mobbs)
• Banner Review (Lisa Summers)

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Student Services Centre

• John Lillywhite
• Director of Central Student Administration

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Vision

• High-quality, integrated and innovative
  customer-orientedservice
• Delivered by highly-trained,professional staff
  workingsupportively in teams
• Intelligently employing
  state-of-the-art IT
  solutions
• Resulting in real and sustainable improvements in
  all areas of activity

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Strategy

• Focus on the needs of our students
• Continue the re-engineering of business processes
  to reflect these needs
• Invest in our staff critical importance of
  training
• Maximise the use of IT
• Wide consultation students, staff and faculties
• Improvements in communication

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Working groups

• Document Management System
• Service Integration
• Front of House
• Facilities
• Communications (Web)
• Communications (Centre)

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Schedule

• January 2007 Site clearance Away Day
  for Directors and Heads of Section
• February 2007 Staff workshops
• March 2007 Faculty workshops
• April 2007 Building work commences

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Schedule

• April 2007 Building work commences
• June 2007 Student Support Services workshops
• Student focus groups
• Project web site
• May 2008 Construction of new building
  complete
• June - July 2008 Move into the new building?

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Schedule

• April 2007 Building work commences
• May 2007 Staff newsletter
• June 2007 Student Support Services workshops
• Student focus groups
• Project web site
• May 2008 Construction of new building
  complete
• June - July 2008 Move into the new building?
• December 2010 Continue process re-engineering,
  extend improvements to faculties (eg DMS,
  CRM)

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What this means in practice

• Bringing together staff from Accommodation, CSA,
  RDSO and Cash Office (six counters into one)
• Counter staff will be fully briefed on being a
  point of contact for the various student support
  services (Careers, Counselling, Equality etc)
• Re-engineered processes face to face and
  on-line
• In the new building, once a student approaches
  the counter, the counter staff will have a
  collection of tools to facilitate dealing with
  the enquiry

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Tools available to staff

• Extensive knowledge based on comprehensive
  training
• On-line access to the student system for
  bio-demographic, academic and financial
  information
• Access to a document management system for
  questions relating to previously-submitted
  documents
• Possibly a CRM system to record all interactions
  with students
• Telephone access to call to the counter another
  member of staff with specialist knowledge as
  necessary

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The new Virtual Learning Environment

• Tony Cobb
• Learning and Teaching Systems Consultant

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Information Systems Services

• Agenda
• Current activities
• Future activities
• Implementation timetable

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Information Systems Services

• Current activities
• Getting the revised project budget approved by
  Council
• Negotiations with Blackboard over contracts
• Exercise to recruit project staff commenced
• Establishing processes for
• Creation, amendment and removal of users
• Allocation of roles to users
• Importing student and staff related data
• Establishing a project office
• Preparing for hardware purchase, installation and
  commissioning

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Information Systems Services

• Future activities 1
• Establish a project team
• Develop a detailed implementation plan
• Purchase and install hardware
• Install the VLE system
• Install failover system
• Include the new VLE in the backup system
• Train project staff
• Migration
• Security and access control

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Information Systems Services

• Future activities 2
• Integration with Banner, SAP, the Portal,
  Turnitin, etc
• Train end users
• Set up VLE support team
• Faculty-based exemplar projects

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Information Systems Services

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VLE Implementation Project Organisation
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How Schools Can Request University Systems
Developments

• Hilary Swann
• SIMS Manager

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Small Work Requests

• Changes/Developments Online Form
• http//www.leeds.ac.uk/infosystems/sims/developmen
  t/sims_crr.dot

Faults Tel [phone] Email
helpdesk_at_leeds.ac.uk
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Business Prioritisation Meetings

• Meet monthly
• Comprised of university managers
• Review and prioritise requests
• Annual quota
• Requests are sized by ISS (limited amount
  of ISS time available)
• If large scale, referred to Steering Groups
  

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Communicating Corporate Systems Developments with
Faculties/Schools

• Hilary Swann
• SIMS Manager

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Communication channels

• Project Roadshows
• Banner Super User Meetings
• Articles in ISS Connected
• Items on Campusweb News
• SIMS Website
• Faculty Forum for Student Administration
• Faculty Graduate School Managers and
  Coordinators Forum
• Other?

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Information Systems Services

• We hope this presentation has been useful and
  informative
• Please leave your completed forms in the box at
  the back