workshop 3

Systems 21Student and Course

Administration Project

Business Process Presentation

for Focus groups

November 1999

AGENDA• Introduction/ Overview 15 minutes

• Future Directions 15 minutes

• Key Gaps/ Requirements 30 minutes

• Break 15 minutes

• Key Gaps/ Requirements 30 minutes

• Questions & Answers 30 minutes

• Close 5 minutes

Introduction/Overview

Tony Grigg, Registrar

Heather Uffindell, Systems 21 Project Director

IntroductionThankyou to all involved

Contributors and Participants

• Focus Group members across University

• ITS representatives

• Student Union representatives

Project Team

OverviewBusiness Process Analysis highlights:

– the complexity of what we do– the uneveness of our operations– the diverse range of systems and interfaces in use

Major Challenges ahead– to coordinate our business processes and practices

to be consistently applied within a University policy framework and coherent systems environment

– to simplify our processes whilst meeting Customer demands

Future Directions

Organisational Environment

– expanding international operation

• semi-autonomous divisions

• target niche markets

– flexible, responsive, simple and effective

• effective business process work flows

• enabling systems and technology

• productive skilled resources

Future DirectionsBusiness Environment

– student-centred learning:• choose outcome• choose pace• choose time• choose place• choose mode of access

– vocational education and training• industry competencies/ training packages• previous qualifications and experience• increased workplace training

Future DirectionsBusiness Environment

– professional bodies• professional accreditation• influence on curricula

– growth in partnerships/ alliances of providers re: content development and delivery

– global operation– decreasing Government funding

• generate more income via consulting, industry & business partnerships

Future Directions

Technical Environment– interconnectivity of local & corporate systems

• ability to share data• ability to import/ export• clear rules of data ownership• monitor system resources & decision-making across

University

– increased remote access• video-on-demand; video conferencing• on-line delivery of services• customers from anywhere in the world• ISP relationships• Firewall security

Future DirectionsTechnical Environment

– Standardise operating environment• Corporate administrative desktop

• Clustering Server technology

• Increased use of ‘thin’ web clients for applications

– availability/ support• 24 hours x 7 days per week

• call centre technology

Key Gaps/ Requirements

Irene Koh/ George Kolivas

Key Gaps/ RequirementsCommon

– User-friendly• menu navigation, screen navigation• report/ enquiry selection & output

• help facility & error messages

– Automated Workflow• Defined tasks/ roles/ actions/ turnaround time e.g.

action by x days

• Dead-line strategy e.g. if not actioned, then x

• Triggers e.g. next task, generate output

• Provides ‘task’ lists to users re: actions required

– Accessability• access/ maintain data, receive/ issue documents via

web

Key Gaps/ RequirementsCurriculum Management

– Single course and subject database• fully integrated with student administration system

– Comprehensive rule maintenance• standard naming conventions

• Awards/ Courses/ Subjects

• Timetable streams

• Programs of study

• Sequences (specialisations, majors, minors etc.)

• Sub-units (teaching and assessment units of subject)

Key Gaps/ RequirementsCurriculum Management

– Real time validation and rule checking• Enrolment, fees

• Progression

• Course completion

– Maintain Courses/ Subjects• Multiple versions - status, Effective Dates

• Automate process/approval via workflow– e.g. create new course/ subject, amend existing course/

subject

– status - planned => approved => current

Key Gaps/ RequirementsCurriculum Management

– Planning/ modelling facility for Schools• amendments (versions)

• attributes (rules, fees, structure)

– Degree/ Course Planning facility for Students• per rules

Key/ Gaps RequirementsCalendar and Timetable

– totally flexible academic calendar(s)• schedule 7 days per week, 52 weeks per year

• multiple start & exit times for subjects

• multiple start & exit times for awards

– flexible timetable/ student allocation• automatic allocation of students per Timetable Groups

• students self-select via web to available classes

• Students select preferences, then automatically allocated

– more timely/ efficient production of timetables• automate stages/ version via electronic workflow

Key/ Gaps RequirementsCalendar and Timetable

– Allocation of resources• Central management of space allocation

• Accurately report on space utilisation

• Phase out reserve/ block bookings

• Use of Location Suitability’s

– Single timetabling database• fully integrated with Student Administration system

• fully integrated with Facilities & Services system

• fully integrated with HR system (standard work hours)

Key Gaps/ RequirementsEnquiry and Marketing

– Single enquiry and marketing database• fully integrated with Student Administration system

including course & subject database/ timetabling• fully integrated Customer Help Desk/Call Centre• “One-Stop Shop” approach

– Information Kiosk• Potential Students e.g. University, course,

scholarships, how to apply• Current Students e.g. timetable, rooms

– External Relationships database• “Friends of the University” - any organisation with a

relationship with the University e.g. sponsors, placements, professional bodies

Key Gaps/ RequirementsAdmissions

– single admissions database• fully integrated with student admin system including

course and subject database, customer help desk/call centre

• seamless connection between enquiry/ application/offer

– on-line application• rule checking, data validation• automated approval via workflow • generate confirmation/rejection• audit trail for changes• ‘active’ form e.g. response provided determines next

information required

Key Gaps/ RequirementsAdmissions

– additional recording• Medibank & Visa data• scanning supporting documents against student

record• user defined types - determines information/ process

– status• monitor/track each stage of application

– selection & offers• automate offers/rejections electronically via

workflow approval process• automatically update status

Key Gaps/ RequirementsEnrolment

– Integration• fully integrated with course & subject database,

timetable• seamless connection between offer and enrolment

– On-line enrolment/re-enrolment• rule checking, data validation• automated approval via workflow • generate confirmation/rejection• audit trail for changes • ‘active’ form e.g. response provided determines

information required

Key Gaps/ RequirementsEnrolment

– status• monitor/track each stage of enrolment

– Exemptions• included on enrolment on-line form• separate on-line application• supporting documentation scanned against student

record• automatic through pathway rules• automated approval via workflow • generate confirmation/rejection

– additional information• IBL placement data

Key Gaps/ RequirementsExaminations and Assessments

– Integration• fully integrated with course and subject database

e.g. assessment rules• fully integrated with timetabling system• generate flexible candidates list

– On line assessment/results• enter results against candidates list against system• automated approval via workflow process• automatic generation of result certificates• variable results display e.g subject/student• potential phone/IVR access

Key Gaps/ RequirementsExaminations and Assessments

– Special Consideration• on-line application with workflow process to

Subject Convenors• generate confirmation of application received

– Results Withheld• automated based upon user-defined rules e.g.

outstanding debts, library fines• automated removal of each ‘hold’

– Results Certificates/ Academic Statements• Flag issue on student record• Flexible selection & output• devolved reproduction of results certificates

Systems 21 Student & Course Administration

Break (15 minutes)

Key Gaps/ RequirementsProgression

– Integration• fully integrated with Course & Subject database

– e.g rules for pre-requisites, availability

– Variations• process amendments/ transfers via workflow

approval

– On-line Degree Planning

Key Gaps/ RequirementsProgression

– Progress Review & Exclusion• generate ‘Show Cause’ student lists based upon

user-defined rules• automate ‘Show Cause’ process via workflow• generate ‘Show Cause’ letters and update Status

– At Risk Management• generate ‘At Risk’ student lists based upon user-

defined rules• automate ‘At Risk’ process via workflow• generate ‘At Risk’ letters and update Status

Key Gaps/ RequirementsProgression

– Appeals• Automate appeals process via workflow based upon

user-defined rules

• Maintain status of appeal

– Completion• generate ‘completions’ and ‘honours’ student lists• Process approval via workflow• Update status

Key Gaps/ RequirementsGraduations and Alumni

– Integration• fully integrated with Student Administration system

– Graduations and Awards• produce lists of ‘near completion’ students for

graduation planning

• automatically generate invitations based upon approved ‘completions’ list

• receive acceptance/ rejection electronically

• where rejected, print testamurs and remit

Key Gaps/ RequirementsGraduations and Alumni

– additional information• Award date

• Ceremony date

• Honours

– Alumni• single integrated Alumni database

• integrate with Student Administration system

• automatically generate letter to ‘completed’ students

Key Gaps/ RequirementsFinancials

– Integration• Fully integrated with Financial System and Course

& Subject database

– Fee Payments• On-line receipting across Campuses

• Multiple methods of payment including– On-line/ e-commerce (part of enrolment or separate)

– EFTPOS

– Credit Card

• Update Student financial status e.g. “acknowledged”

• Record date of payment

• Provide for ‘non-refundable’ deposit

Key Gaps/ RequirementsFinancials

– Debt Management• Automate debt management process based upon due

date including– application of penalties, administration fees

– generation of reminders

• Impose ‘block’ on student results, re-enrolment etc.

• Upon payment automate ‘release’

• Prevent receipt of monies where placed with Debt Collection Agency

– Student Loans/ Grants• Integrated with Student Administration System• Single recording of Student Loans• Monitor/ track status of applications

Key Gaps/ RequirementsFinancials

– Refunds• Interface with Course & Subject database rules, fee

category etc.• Automate recalculation of fees• Prevent multiple refunds e.g. record refund

application and monitor status• Generate new Statement of Fees

– Other• Flexible Payment Arrangements• Deferred payments

Key Gaps/ RequirementsStudent Records and Document Management

– Integration• Fully integrated between Student Administration

System and Records Management System

– Record/ Maintain Student Files• Most records held electronically; cease/

significantly reduce hard-copy files• Automatically generate electronic student file when

status “acknowledged”• On-line maintenance of personal details by student• All applications/ forms submitted electronically;

held against Student record with automated workflow to Schools

Key Gaps/ RequirementsStudent Records and Document Management

– Candidates List/ Results Amendments• Process and retained on-line

– Correspondence• Held electronically against Student record with

automated workflow to Schools for review/ action• option to generate confirmation/ action

– Fee Exemption/ Concession• Processed electronically against Student record with

automated workflow to Finance for review/ action• option to generate confirmation/ action

Key Gaps/ RequirementsStudent Records and Document Management

– Retrieve/ Return Student Record Files• Potentially utilise bar-code on hard-copy files

– Student Records Archiving• Facilitate more automated archiving of both hard-

copy and electronically held documents per ‘last year of enrolment’.

Key Gaps/ RequirementsProfile Management and Reporting

– flexible, user-defined reporting• selection criteria - funding sources

• layout

• output - online, printed

– online statistical reports– download data facility– KPI reporting- student load, IBL etc.– Student Performance reporting

• GPA reporting - across subjects, course

• Student Performance vs. Student Profiles

Key Gaps/ RequirementsScholarships and Research Grant

Management– Fully integrated with Research Grants system

for Research Scholarships– Maintain single Scholarships database– Maintain single Prizes database– Scholarships & Prizes recorded against Student

record– Included on Academic Statements

Key Gaps/ RequirementsOther Student Support Services

– Call Centre facility to record number of calls/ users of service

– Potentially automate student validation via “link” with student administration system

– On-line access to all final year students for Careers

– On-line access to all students for information re: health programs, services available etc.

– Tutor Register database

Systems 21 Student & Course Administration

Questions & Answers

(30 minutes)

Close

Irene Koh/ Tony Grigg

CloseThe next few weeks:

– Current Business Process/ Required Business Process documents

• Available on Web (Focus Group, Report)

• Feedback via email in 2 weeksikoh@swin.edu.au

– User Requirements Specification (Draft)• Expect to make available on Web in 2 weeks

• Review requirements and ‘mandatory/ desired/ optional’

CloseQueries/ Issues

Irene Kohxtn 8488

email ikoh@swin.edu.au

George Kolivasxtn 8621

email gkolivas@swin.edu.au