graduate tracking requirements -...
TRANSCRIPT
GraduateTrackingRequirementsProject
December2013
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
AcknowledgmentsThe following MEPI institution focal representatives participated in this project: Botswana
• Dr. George Mokone, UB SOM Phase I Coordinator and Senior Lecturer in Physiology Ethiopia
• Professor Damen Haile Mariam, Project Coordinator for the MEPI Project Ghana
• Professor Yaw Adu‐Sarkodie, Dean of the School of Medical Science • Dr. Joslin Alexei Dogbe, Consultant Pediatrician, Public Health Specialist, and Lecturer
Mozambique
• Dr. Emilia Noormahomed, UEM Principle Investigator for the MEPI Project and Assistant Professor of Parasitology at UEM
• Amilcar Joaquim Inguane, Economist and UEM Administrative of Medicine Faculty Nigeria
• Dr. Ademola Oladipo, Program Officer of Monitoring South Africa
• Dr. Kalay Moodley, MEPI Project Manager Tanzania
• Esther Lisasi, MEPI Project Monitoring and Evaluation Coordinator • Rose Manjiru Mwangi, Alumni and Career Counseling Officer
Uganda
• Dr. Kintu Mugagga, Head of Monitoring and Evaluation of the MEPI Program and Head of the Technical Group for Graduate Tracking, Kampala International University
• Professor Celestino Obua, Deputy Principle of College of Health Sciences, Makerere University Zambia
• Dr. Moses Simuyemba, Staff Development Fellow/MEPI M&E Specialist Zimbabwe
• Jonathan Gandari, Coordinator for Medical Education
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
TableofContentsProject Background .........................................................................................................................................
What Is In This Document ................................................................................................................................
How to Use This Document .............................................................................................................................
Business Process Tools and Terms ...................................................................................................................
Business Processes for Graduate Tracking ......................................................................................................
Graduate Tracking Framework ..........................................................................................................
General Requirements ......................................................................................................................
Locate Graduates ............................................................................................................................
Collect/Update Graduate Information ............................................................................................
Search and View Graduate Information ..........................................................................................
Create Graduate Tracking Survey Tools ..........................................................................................
Manage Graduate Tracking Survey Response Data ........................................................................
Generate Reports ............................................................................................................................
Appendix A – The Collaborative Requirements Development Methodology................................................
Appendix B – Graduate Tracking Literature Review ......................................................................................
Appendix C – Summaries from the MEPI Institution Focal Person Interviews ..............................................
Appendix D – Graduate Tracking Vision and Next Steps ...............................................................................
Appendix E – Types of Graduate Tracking Reports ........................................................................................
Appendix F – Graduate Tracking Software and Functionality .......................................................................
Appendix G – Example Business Process Matrix, Task Flow Diagram, and Requirements Document ..........
Appendix H – Request for Proposal ...............................................................................................................
Appendix I – General System Assessment .....................................................................................................
Appendix J – Vendor Assessment ..................................................................................................................
Appendix K – Explanation of Terminology .....................................................................................................
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
ProjectBackgroundThe Medical Education Partnership Initiative (MEPI)/CapacityPlus collaboration contracted the Public Health Informatics Institute (PHII) to provide business analysis technical assistance in identifying business needs and defining functional requirements. The functional requirements will be used to develop a graduate tracking system and/or tools for MEPI medical training programs within ten African MEPI grant‐receiving institutions.
During the first three weeks of September 2013, PHII assessed the current state of graduate tracking by conducting research on graduate tracking and conducting telephone interviews with eleven MEPI institution focal representatives identified by CapacityPlus. Based on the information derived from the research and telephone interviews, a total of fourteen business processes were identified. Six out of the fourteen identified business processes were selected for further definition and validation.
In order to further define the six business processes, PHII convened teleconferences with graduate tracking subject matter experts (SMEs). The information provided by the SMEs was used as guidance to develop draft documents for the current state analysis of these processes. The draft documents were used to facilitate a three day workshop convened in Lusaka, Zambia on October 21‐23, 2013. Representatives from ten MEPI institutions involved in the graduate tracking collaboration, as well as a few representatives from MEPI/Capacity Plus, ministries of health, ministries of education and medical councils attended the workshop.
During the workshop, PHII facilitated validation of draft business processes identified during the telephone interviews and the SME teleconferences. Additionally, MEPI institution focal representatives collaboratively developed functional requirements to support their current and future graduate tracking activities and business processes. After the workshop, PHII updated all documentation with the information gathered from the workshop and distributed it to the MEPI institution focal representatives for validation and feedback. The feedback received from the MEPI institution focal representatives was incorporated into the finalized documents included in this report.
WhatIsInThisDocumentFor each business process validated during the workshop, three interrelated work products were created:
x Framework: A graphical representation of the overall business and the major components involved. Each framework is different; no two frameworks should be exactly the same.
x Business Process Matrix: A table that outlines the components that describe a business process. Like a Logic Model, it captures elements like the goal, desired outcomes, inputs, outputs, and other factors that comprise a process.
x Task Flow: A graphical model that illustrates the activities of a business process and the entity that performs the activities. The task flow provides a “story” for the diagrammed process.
x Functional Requirements: Statements that describe the functionality needed for an electronic or paper based information system to support the business process. Requirements answer the question: “How would you see information systems supporting activity X?”
In addition, this document includes a number of helpful appendices: x Appendix A: A summary of the Collaborative Requirements Development Methodology used by PHII for
this and other requirements gathering projects x Appendix B: Graduate Tracking Literature Review x Appendix C: Summaries from the MEPI Institution Focal Person Interviews x Appendix D: Graduate Tracking Vision and Next Steps x Appendix E: Types of Graduate Tracking Reports x Appendix F: Graduate Tracking Software and Functionality
1
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
x Appendix G: Example Business Process Matrix, Task Flow Diagram, and Requirements Document x Appendix H: Recommendations for preparing a Request for Proposal (RFP) and an RFP table of contents
template x Appendix I: General System Assessment (attachment to the RFP) x Appendix J: Vendor Assessment (attachment to the RFP) x Appendix K: Explanation of terminology used in this document
2
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
HowtoUseThisDocumentYou and your team may use the work products described above in several ways: x Review the business process matrices to identify areas where your current activities and system functions
may not be as comprehensive as best practices require. x Use a blank business process matrix template to create a new business process or programmatic function,
supporting comprehensive and thoughtful initial planning. x Review the task flow diagrams for guidance to make your own workflows more efficient or effective, and
use them to create standard operating procedures to ensure consistency across your program. x Compare the functionality of your current graduate tracking system against the list of system
requirements to identify possible enhancements for new or improved functionality. x Compare the features of available systems using the system requirements as a benchmark. x Utilize the system requirements to help craft a Request for Proposal for an information system.
You are invited to adopt and modify the information in this document as needed to address specific or unique requirements. For example, you may want to remove business processes and/or requirements that do not address a specific need, or refine and customize the templates presented in this document to better serve your particular needs.
Please note, these requirements describe what is needed from an information system to support a business process; we do not attempt to identify existing software or systems that might meet those needs in this document. Whether you develop a custom software solution or purchase a commercial, off‐the‐shelf (COTS) product is a determination only you can make based on your own programmatic and organizational needs.
BusinessProcessToolsandTermsAppendix G contains an example of each business process tool with explanatory text.
Business Process Matrix
The business process matrix is a table that outlines the components that describe the process (objectives, business rules, triggers, task set, inputs, outputs, and outcomes). The business process matrix is designed to be used as a quick reference for groups who are analyzing business processes. It is useful as a reference when developing graphical models, such as the task flow diagrams, to focus everyone on the same objectives.
Components of a business process matrix
Process Name: The title given to a business process
Objectives: Concrete statements describing what the business process is trying to achieve
Business Rules: A set of criteria that defines or constrains some aspect of the business process
Triggers: Events, actions, or states that initiate the first course of action in a business process
Task Set: The key activities that are carried out in a business process
Inputs: Information or tangible items needed for the business process
Outputs: Information or tangible items produced by the business process
Outcomes: The resulting outputs that indicate the objectives have been met
3
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
Task Flow Diagram
The task flow diagram is a graphical model that illustrates the activities of a business process, as well as who performs those activities. The task flows provide a “story” for the process being diagrammed.
Components of a task flow diagram
Pool: A group, department, organization, or unit that contains multiple functional swim lanes
Swim Lanes: A functional individual or group; these are entities that perform or are accountable for designated activities in the process
Start Event: A process‐mapping shape used to define the “start” of the process
Activity: An action performed by the functional individual or group
Decision: A decision needed to move the process forward; these are typically approvals or resolutions
Sub‐Process: A process‐mapping shape used as a call out to another process
End Event: A process‐mapping shape used to define the “end” of the process
Activity Details/Narrative: The supporting information for each process
Requirements
Requirements are the statements that describe the functionality needed for an information system to support the business process. Requirements answer the question: “How would you see information systems supporting activity X?” The requirements associated with each business process are not intended to suggest any physical implementation strategy for an information system.
4
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Graduate Tracking Requirements Project
BusinessProcessesforGraduateTrackingThis section contains the work products developed throughout the project. First, an overall framework for graduate tracking business processes is provided. Then, each individual business process is defined with a business process matrix, a task flow diagram, and a requirements document. The business processes included in this document are as follows:
x Locate Graduates x Collect/Update Graduate Information x Search and View Graduate Information x Create Graduate Tracking Survey Tools x Manage Graduate Tracking Survey Response Data x Generate Reports
5
Graduate Inform
ation
Managem
ent
•Locate Graduates
•Collect/U
pdate Graduate
Inform
ation
•Sea
rch and View Graduate
Inform
ation
•Manage Graduate In
form
ation
Create, M
anage, and
Ad
minister Surveys
•Create Graduate Tracking Survey Tools
•Manage Graduate Tracking Survey
Inform
ation
•View and Respond to
Graduate Survey
Commun
ication
•Communicate with Graduates
•Create and M
anage Forums a
nd
Message Boards
•View and Post to
Forums a
nd
Message Boards
•Connect to and M
anage Social
Med
ia
Paym
ents and
Fund
raising
•Submit Funds
•Manage Funds
Repo
rting
•Gen
erate Rep
orts
Graduate Tracking Fram
ework
•Early stakeh
olde
r involvemen
t•In
stitu
tional participation
•Capacity
building
6
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Gen
eral
Req
uire
men
ts
9
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Locate Gradu
ates
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
obtain the most
recent and
valid
graduate con
tact
inform
ation in a
timely manne
r
x University
Registrar
inform
ation sharing
policies
x Da
ta sh
aring
policies w
ith M
OH,
Health Professional
Coun
cil, and
Professio
nal
Associations
x Periodic search
x Initia
tion of
graduate tracking
activ
ities
x Initia
tion of
Alum
ni
Association
x Invalid con
tact
inform
ation
x Upcom
ing
graduatio
n x M
atriculation
x Curriculum
Re
view
1. Select C
ohort(s
) of Gradu
ates
2. Req
uest List of
Graduates
3. Provide
List of
Graduates a
nd
Contact
Inform
ation
4. M
erge/
Dedu
plicate
Graduate
Inform
ation
5. Con
tact
Graduate
6. Gradu
ate
Available?
7. Verify
Gradu
ate
Inform
ation
8. Obtain Graduate
Inform
ation
Usin
g Other
Means
9. Upd
ate
Graduate
Inform
ation
x Social m
edia
presen
ce (i.e.,
Facebo
ok,
Twitter,
Linked
In, etc.)
x Co
ntact
inform
ation
gathered
from
med
ical
association,
alum
ni
association,
professio
nal
associations,
registrar
offices, health
services
deploymen
t data
x Co
ntact
inform
ation for
curren
t stud
ents or
faculty
(sno
wballing)
x List of con
tact
inform
ation for
graduates
x List of gradu
ates
with
verified
contact
inform
ation
x List of gradu
ates
with
con
tact
inform
ation that
was not verified
x List of gradu
ates
that were
contacted
x List of gradu
ates
that were no
t contacted
x Num
ber o
f graduates w
ith
verified contact
inform
ation
10
Loca
te G
radu
ates
1 of
1
Registrar/MOH/Prof. Assoc./Etc.
2. R
eque
st L
ist
of G
radu
ates
3. P
rovi
de L
ist
of
Gra
duat
es a
nd
Cont
act
Info
rmat
ion
tart
Yes
No
4. M
erge
/D
edup
licat
e G
radu
ate
Info
rmat
ion
5. C
onta
ct
Gra
duat
e
End
Graduate Tracking Coordinator
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
Graduates
7. V
erif
y G
radu
ate
In
form
atio
n
9. U
pdat
e G
radu
ate
Info
rmat
ion
1. S
elec
t Co
hort
(s)
of
Gra
duat
es
6. G
radu
ate
Avai
labl
e?
8. O
btai
n G
radu
ate
Info
rmat
ion
Usi
ng
Oth
er M
eans
Activity Details / Narrative
Obj
ecti
ves:
To
obt
ain
the
mos
t re
cent
and
val
id
grad
uate
con
tact
info
rmat
ion
in a
ti
mel
y m
anne
r
Mea
sura
ble
Out
com
es:
Num
ber
of g
radu
ates
wit
h ve
rifi
ed
cont
act
info
rmat
ion
Gen
eral
Not
es:
Loca
ting
gra
duat
es is
an
iter
ativ
e pr
oces
s th
at u
tiliz
es m
ulti
ple
appr
oach
es:
grad
uate
info
rmat
ion
is r
ecei
ved
from
th
e U
nive
rsit
y Re
gist
rar,
Min
istr
y of
H
ealt
h, p
rofe
ssio
nal a
ssoc
iati
ons
and
coun
cils
, et
c.;
surv
eys
can
be
adm
inis
tere
d at
eve
nts/
soci
al m
edia
si
tes
atte
nded
by
man
y gr
adua
tes,
in
clud
ing
asso
ciat
ion
mee
ting
or
soci
al
med
ia s
ites
(i.
e.,
Face
book
, Li
nked
In,
etc.
); a
nd g
radu
ate
cont
act
info
rmat
ion
is g
athe
red
from
oth
er g
radu
ates
alr
eady
lo
cate
d.
Act
ivit
y D
escr
ipti
on:
1. S
elec
t Co
hort
(s)
of G
radu
ates
Th
e gr
adua
te t
rack
ing
coor
dina
tor
will
de
term
ine
whi
ch g
radu
ate
coho
rt(s
) (g
radu
ate
year
, re
tire
d, n
on-p
ract
icin
g,
spec
ialt
y, e
tc.)
the
y ar
e tr
ying
to
loca
te
2. R
eque
st L
ist
of G
radu
ates
Th
e gr
adua
te t
rack
ing
coor
dina
tor
will
re
ques
t a
list
of a
ll gr
adua
tes
from
all
avai
labl
e so
urce
s (i
.e.,
Uni
vers
ity
Regi
stra
r,
Min
istr
y of
Hea
lth,
pro
fess
iona
l as
soci
atio
ns
or c
ounc
ils,
etc.
)
3. P
rovi
de L
ist
of G
radu
ates
and
Con
tact
In
form
atio
nEa
ch a
vaila
ble
sour
ce w
ill g
ener
ate
and
send
a li
st o
f al
l gra
duat
e co
ntac
t in
form
atio
n th
ey h
ave
avai
labl
e to
the
gr
adua
te t
rack
ing
coor
dina
tor
This
list
may
be
in a
pap
er o
r el
ectr
onic
fo
rmat
7. V
erif
y G
radu
ate
Info
rmat
ion
If t
he g
radu
ate
is a
vaila
ble,
the
gra
duat
e tr
acki
ng c
oord
inat
or w
ill v
erif
y th
e gr
adua
te’s
con
tact
info
rmat
ion,
as
wel
l as
any
addi
tion
al n
eede
d in
form
atio
n
8. O
btai
n G
radu
ate
Info
rmat
ion
Usi
ng O
ther
M
eans
If t
he g
radu
ate
is n
ot r
each
ed,
the
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
atte
mpt
to
gath
er t
he g
radu
ate’
s in
form
atio
n th
roug
h ot
her
mea
ns,
such
as
ne
twor
king
, so
cial
med
ia,
in-p
erso
n ev
ents
, “s
now
ball
emai
ling”
to
othe
r gr
adua
tes,
etc
.
9. U
pdat
e G
radu
ate
Info
rmat
ion
The
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
upda
te a
ll gr
adua
te in
form
atio
n ga
ther
ed
in e
ithe
r a
pape
r ba
sed
or e
lect
roni
c sy
stem
4. M
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
de
dupl
icat
e th
e gr
adua
te in
form
atio
n an
d ch
eck
for
mul
tipl
e re
cord
s fo
r th
e sa
me
grad
uate
and
mer
ge in
to o
ne r
ecor
dTh
is a
ctiv
ity
coul
d oc
cur
man
ually
or
by
the
syst
em id
enti
fyin
g du
plic
ate
grad
uate
re
cord
s
5. C
onta
ct G
radu
ate
The
grad
uate
tra
ckin
g co
ordi
nato
rw
ill
atte
mpt
to
cont
act
the
grad
uate
usi
ng
the
cont
act
info
rmat
ion
prov
ided
by
each
so
urce
6. G
radu
ate
Ava
ilabl
e?
Afte
r at
tem
ptin
g to
con
tact
the
gr
adua
tes
a sp
ecif
ied
num
ber
of t
imes
by
all a
vaila
ble
met
hods
, th
e gr
adua
te
trac
king
coo
rdin
ator
will
the
n co
nclu
de if
th
e gr
adua
te is
rea
chab
le
11
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1Lo
cate
Gra
duat
esSe
lect
Coh
ort(s
) of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ass
ign
a st
atus
indi
cato
r to
a g
radu
ate
I.e.,
loca
ted,
not
loca
ted,
pen
ding
, etc
.
2Lo
cate
Gra
duat
esSe
lect
Coh
ort(s
) of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
sel
ect o
ne o
r m
ore
coho
rts
of g
radu
ates
Sele
ct g
radu
ates
that
hav
e no
t bee
n lo
cate
d
3Lo
cate
Gra
duat
esSe
lect
Coh
ort(s
) of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sel
ect c
riter
ia to
nar
row
dow
n co
hort
sel
ectio
nI.e
., ye
ar, s
peci
alty
, em
ploy
men
t are
a,
etc.
4Lo
cate
Gra
duat
esRe
ques
t List
of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
gen
erat
e a
requ
est f
or li
st o
f gr
adua
tes
and
thei
r co
ntac
t inf
orm
atio
n us
ing
a te
mpl
ate
Requ
est w
ill in
clud
e sp
ecifi
c gr
adua
te
coho
rt(s
) inf
orm
atio
n ne
eded
, spe
cific
da
ta e
lem
ents
nee
ded,
etc
. The
te
mpl
ate
requ
est i
s us
er d
efin
ed.
5Lo
cate
Gra
duat
esRe
ques
t List
of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
sel
ect t
he s
ourc
es to
rec
eive
the
requ
est
I.e.,
Uni
vers
ity R
egist
rar,
Min
istry
of
Hea
lth, p
rofe
ssio
nal a
ssoc
iatio
ns o
r co
unci
ls, e
tc.
6Lo
cate
Gra
duat
esRe
ques
t List
of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sto
re c
onta
ct in
form
atio
n I.e
., co
ntac
t inf
orm
atio
n fo
r th
e m
ain
poin
t of
cont
act f
or e
ach
sour
ce
orga
niza
tion
7Lo
cate
Gra
duat
esRe
ques
t List
of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sen
d re
ques
t for
list
of
grad
uate
s an
d th
eir
cont
act i
nfor
mat
ion
to o
ne o
r m
ore
sour
ces
I.e.,
regu
lar
and
secu
re e
mai
l, fa
x, p
rint
copy
for
mai
ling
and
addr
ess
on
enve
lope
, etc
.
8Lo
cate
Gra
duat
esRe
ques
t List
of
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
not
ify u
ser
of r
eque
st f
or li
st o
f gr
adua
tes
and
thei
r co
ntac
t inf
orm
atio
n re
ceip
t by
each
sou
rce
9Lo
cate
Gra
duat
esPr
ovid
e Li
st o
f G
radu
ates
an
d C
onta
ct In
form
atio
nRe
gist
rar/
MO
H/P
rof.
Ass
oc./
Etc.
Allo
w u
ser
to m
anua
lly e
nter
gra
duat
e in
form
atio
n in
to
indi
vidu
al g
radu
ate
reco
rds
10Lo
cate
Gra
duat
esPr
ovid
e Li
st o
f G
radu
ates
an
d C
onta
ct In
form
atio
nRe
gist
rar/
MO
H/P
rof.
Ass
oc./
Etc.
Allo
w u
ser
to c
reat
e ne
w g
radu
ate
reco
rds
This
coul
d oc
cur
if gr
adua
te in
form
atio
n is
rece
ived
fro
m a
gra
duat
e th
at h
as n
ot
been
pre
viou
sly lo
cate
d
11Lo
cate
Gra
duat
esPr
ovid
e Li
st o
f G
radu
ates
an
d C
onta
ct In
form
atio
nRe
gist
rar/
MO
H/P
rof.
Ass
oc./
Etc.
Hav
e ab
ility
to u
ploa
d gr
adua
te in
form
atio
n fr
om a
n ou
tsid
e so
urce
I.e
., M
icro
soft
Exc
el, M
icro
soft
Wor
d fil
es, e
tc.
12Lo
cate
Gra
duat
esPr
ovid
e Li
st o
f G
radu
ates
an
d C
onta
ct In
form
atio
nRe
gist
rar/
MO
H/P
rof.
Ass
oc./
Etc.
Hav
e ab
ility
to s
end
ackn
owle
dgem
ent b
ack
to th
e so
urce
that
th
eir
info
rmat
ion
was
rec
eive
d
13Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
com
pare
and
che
ck g
radu
ate
info
rmat
ion
from
tw
o or
mor
e so
urce
s fo
r ac
cura
cy
14Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
det
ect a
nd f
lag
dupl
icat
e gr
adua
te r
ecor
ds
Loca
te G
radu
ates
12
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
15Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
fla
g in
com
plet
e or
par
tially
inco
mpl
ete
data
fie
lds
I.e.,
high
light
or
bold
the
info
rmat
ion
16Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
aut
omat
ical
ly u
pdat
e id
entif
ied
data
issu
esI.e
., up
date
for
mat
ting,
spe
lling
, etc
.
17Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ask
use
r to
con
firm
cha
nges
to c
ore
data
fie
lds
I.e.,
nam
e ch
ange
s, gr
adua
tion
year
, etc
.
18Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
edi
t gra
duat
e in
form
atio
n
19Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
mer
ge d
uplic
ate
grad
uate
rec
ords
20Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sav
e gr
adua
te in
form
atio
n
21Lo
cate
Gra
duat
esM
erge
/Ded
uplic
ate
Gra
duat
e In
form
atio
nG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
prin
t gra
duat
e in
form
atio
n
22Lo
cate
Gra
duat
esC
onta
ct G
radu
ate
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to v
iew
gra
duat
e in
form
atio
n
23Lo
cate
Gra
duat
esC
onta
ct G
radu
ate
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
raft
lette
r to
gra
duat
e re
ques
ting
an u
pdat
e of
info
rmat
ion
24Lo
cate
Gra
duat
esC
onta
ct G
radu
ate
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
end
lette
r to
gra
duat
e I.e
., em
ail,
mai
l, fa
x, e
tc.
25Lo
cate
Gra
duat
esC
onta
ct G
radu
ate
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
for
gra
duat
es to
acc
ess
syst
ems
and
upda
te
info
rmat
ion
I.e.,
web
-bas
ed p
latf
orm
26Lo
cate
Gra
duat
esG
radu
ate
Ava
ilabl
e?G
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
doc
umen
t det
ails
of c
onta
ct w
ith a
gra
duat
eI.e
., su
cces
sful
and
uns
ucce
ssfu
l con
tact
27Lo
cate
Gra
duat
esV
erify
Gra
duat
e In
form
atio
nG
radu
ates
and
Gra
duat
e Tr
acki
ng C
oord
inat
orH
ave
abili
ty to
rec
eive
res
pons
e fr
om g
radu
ates
I.e.,
upda
tes
on in
form
atio
n
28Lo
cate
Gra
duat
esV
erify
Gra
duat
e In
form
atio
nG
radu
ates
and
Gra
duat
e Tr
acki
ng C
oord
inat
orH
ave
abili
ty to
sen
d ac
know
ledg
emen
t bac
k to
the
grad
uate
th
at th
eir
resp
onse
was
rec
eive
d
29Lo
cate
Gra
duat
esV
erify
Gra
duat
e In
form
atio
nG
radu
ates
and
Gra
duat
e Tr
acki
ng C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
that
gra
duat
e ha
s re
spon
ded
to
cont
act
30Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to in
terf
ace
with
soc
ial m
edia
pla
tfor
ms
I.e.,
Face
book
, Lin
kedI
n, T
witt
er, e
tc.
31Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to a
lert
use
r w
hen
a gr
adua
te r
espo
nds
to s
ocia
l m
edia
con
tact
atte
mpt
sI.e
., po
stin
g, d
irect
mes
sagi
ng, e
tc.
Loca
te G
radu
ates
13
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
32Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
ave
even
ts to
a c
alen
dar
To b
e up
date
d w
ith a
ssoc
iatio
n ev
ents
, so
cial
eve
nts,
etc.
33Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to a
lert
use
r w
hen
a po
tent
ial n
etw
orki
ng e
vent
is
happ
enin
g in
X ti
me
fram
eEn
able
s th
e us
er to
con
tact
the
even
t sp
onso
r to
get
per
miss
ion
to a
ttend
and
ga
ther
info
rmat
ion
from
gra
duat
es
34Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
top
auto
mat
ic a
ttem
pts
of c
onta
ct a
fter
X ti
me
fram
e
35Lo
cate
Gra
duat
esO
btai
n G
radu
ate
Info
rmat
ion
Usin
g O
ther
M
eans
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Prov
ide
user
the
optio
n to
aut
omat
ical
ly g
ener
ate
an e
mai
l to
send
to p
revi
ously
con
tact
ed g
radu
ates
to a
sk if
they
hav
e in
form
atio
n ab
out a
gra
duat
e no
t yet
loca
ted
I.e.,
snow
ball
emai
l
36Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to u
pdat
e gr
adua
te c
onta
ct s
tatu
sI.e
., co
ntac
ted,
unr
each
able
, etc
.
37Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ispla
y gr
adua
te c
onta
ct s
tatu
s
38Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to e
dit g
radu
ate
info
rmat
ion
39Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Prov
ide
audi
t tra
il fo
r gr
adua
te in
form
atio
n up
date
s
40Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Use
a w
eb-b
ased
inte
rfac
e
41Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w g
radu
ates
to lo
g in
to w
eb-b
ased
inte
rfac
e
42Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w g
radu
ates
to u
pdat
e gr
adua
te in
form
atio
n
43Lo
cate
Gra
duat
esU
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to m
aint
ain
past
gra
duat
e in
form
atio
n on
file
I.e
., pr
evio
us e
mpl
oym
ent,
addi
tiona
l ed
ucat
ion,
etc
.
Loca
te G
radu
ates
14
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Collect/U
pdate Grad
uate In
form
ation
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
collect new
and/or upd
ate
graduate con
tact
and em
ploymen
t inform
ation in a
timely manne
r
x University
and
natio
nal
ethical/Institutional
Review
Board (IRB
) approval
x National hum
an
resource
deploymen
t regulatio
ns
x Perio
dic graduate
inform
ation
update
x A stud
ent
completes th
e training
program
x Graduate
inform
ation
requ
ested for
research
purposes
x Graduate con
tact
inform
ation
changes
x Transcrip
t requ
ests
x Institu
tional
financial su
pport
x Professio
nal
registratio
n/
licen
sure
x National health
strategic planning
x Hu
man
Resou
rces
for H
ealth
(HRH
) strategic planning
x Engagemen
t with
commun
ities of
1. Gradu
ate
Inform
ation
Available from
Other Sou
rces?
2. Create Graduate
Tracking
Survey
Tools
3. Review and
Upd
ate Survey
Que
stions
4. Select G
radu
a tes
5. Distrib
ute
Survey to
Selected
Graduates
6. Receive and
Co
mplete
Survey
7. Return
Completed
Survey
8. Receive
Completed
Survey
9. Determine
Survey Respo
nse
Rate
10. Follow Up
x List of
graduates
x New
ly
recorded
/ up
dated
graduate
contact
inform
ation
x Upd
ated
and
validated
graduate
surveys
x Literature
review
x He
alth
Professio
nal
Coun
cil
registratio
n inform
ation
x Ministry of
Health (M
OH)
human
resources
inform
ation
x Co
mpleted
/ up
dated survey
x Upd
ated
con
tact
inform
ation
x Upd
ated
graduate
specialization
inform
ation
x Graduate
curriculum
feed
back
x Graduate
inform
ation
repo
rts
x Ra
te of respo
nse
to su
rvey in
X
time fram
e x Prop
ortio
n of
total gradu
ates
being tracked in X
time fram
e
15
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
practice
x Leadership
oppo
rtun
ities
x Em
ploymen
t op
portun
ities
x Cu
rriculum
up
dates
x Participation in a
men
torship
program fo
r curren
t stude
nts
x Engagemen
t for
decisio
n making
situatio
ns (i.e.,
university bo
ards,
special lectures,
etc.)
Requ
ired?
11. Follow Up with
Graduates
12. R
ecord/Up
date
Graduate
Inform
ation
16
GraduatesGraduate TrackingCoordinator
Coll
ect/
Upd
ate
Gra
duat
e In
form
atio
n1
of 2 Activity Details /
Narrative
Obj
ecti
ves:
To
col
lect
new
and
/or
upda
te g
radu
ate
cont
act
and
empl
oym
ent
info
rmat
ion
in
a ti
mel
y m
anne
r
Mea
sura
ble
Out
com
es:
Rate
of
resp
onse
to
surv
ey in
X t
ime
fram
ePr
opor
tion
of
tota
l gra
duat
es b
eing
tr
acke
d in
X t
ime
fram
e
Act
ivit
y D
escr
ipti
on:
1. G
radu
ate
Info
rmat
ion
Ava
ilabl
e fr
om
Oth
er S
ourc
es?
Th
e gr
adua
te t
rack
ing
coor
dina
tor
chec
ks
othe
r da
ta s
ourc
es (
Min
istr
y of
Hea
lth,
H
ealt
h Pr
ofes
sion
al C
ounc
il, U
nive
rsit
y Re
gist
rar,
pro
fess
iona
l ass
ocia
tion
s, e
tc.)
to
dete
rmin
e if
the
dat
a is
ava
ilabl
e
2. C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s
Pre-
defi
ned
proc
ess
3. R
evie
w a
nd U
pdat
e Su
rvey
Que
stio
nsTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
re
view
and
upd
ate
the
grad
uate
sur
vey
ques
tion
s to
ens
ure
that
the
y w
ill e
licit
all
info
rmat
ion
need
ed
3. R
evie
w a
nd
Upd
ate
Surv
ey
Que
stio
ns
4. S
elec
t G
radu
ates
tart
6. R
ecei
ve a
nd
Com
plet
e Su
rvey
4. S
elec
t G
radu
ates
Th
e gr
adua
te t
rack
ing
coor
dina
tor
will
de
term
ine
whi
ch g
radu
ate
or g
roup
s of
gr
adua
tes
shou
ld r
ecei
ve t
he s
urve
y
5. D
istr
ibut
e Su
rvey
to
Sele
cted
Gra
duat
esTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
di
stri
bute
the
sur
vey
to t
he g
radu
ates
in
one
or m
ore
form
ats
(i.e
., o
n pa
per
in
larg
e gr
oups
, el
ectr
onic
ally
via
soc
ial
med
ia (
Face
book
, Li
nked
In,
etc.
), e
mai
l,
verb
ally
via
pho
ne in
terv
iew
s, e
tc.)
6. R
ecei
ve a
nd C
ompl
ete
Surv
ey
The
sele
cted
gra
duat
es w
ill r
ecei
ve a
nd
com
plet
e th
e su
rvey
que
stio
ns
5. D
istr
ibut
e Su
rvey
to
Sele
cted
G
radu
ates
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
B
2. C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s
1. G
radu
ate
Info
rmat
ion
Avai
labl
e fr
om
Oth
er S
ourc
es?
A
No
Yes
17
GraduatesGraduate TrackingCoordinator
Coll
ect/
Upd
ate
Gra
duat
e In
form
atio
n2
of 2 Activity Details /
Narrative
10.
Follo
w U
p Re
quir
ed?
Base
d on
the
sur
vey
resp
onse
rat
e an
d ad
diti
onal
fac
tors
, th
e gr
adua
te t
rack
ing
coor
dina
tor
dete
rmin
es if
the
y ne
ed t
o fo
llow
up
wit
h a
grad
uate
(i.
e.,
the
grad
uate
has
que
stio
ns o
r ha
s ag
reed
to
shar
e in
form
atio
n ab
out
othe
r gr
adua
tes
from
the
ir c
ohor
t)
11.
Follo
w U
p w
ith
Gra
duat
esIf
the
gra
duat
es r
equi
re f
ollo
w u
p, t
he
grad
uate
tra
ckin
g co
ordi
nato
rw
ill f
ollo
w u
p vi
a em
ail o
r te
leph
one
inte
rvie
w
12.
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
The
grad
uate
tra
ckin
g co
ordi
nato
rw
ill
reco
rd o
r up
date
gra
duat
e in
form
atio
n ba
sed
on t
he r
espo
nses
to
the
surv
ey o
r fo
llow
up
11.
Follo
w U
p w
ith
Gra
duat
es
12.
Reco
rd/
Upd
ate
Gra
duat
e In
form
atio
n
Yes
10.
Follo
w U
p Re
quir
ed?
End
No
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
B
9. D
eter
min
e Su
rvey
Res
pons
e Ra
te
A
7. R
etur
n Co
mpl
eted
Su
rvey
8. R
ecei
ve
Com
plet
ed
Surv
ey
Act
ivit
y D
escr
ipti
on:
7. R
etur
n Co
mpl
eted
Sur
vey
The
sele
cted
gra
duat
es w
ill r
etur
n th
e co
mpl
eted
sur
vey
to t
he g
radu
ate
trac
king
coo
rdin
ator
8. R
ecei
ve C
ompl
eted
Sur
vey
The
grad
uate
tra
ckin
g co
ordi
nato
rre
ceiv
es t
he c
ompl
eted
sur
vey
from
the
se
lect
ed g
radu
ates
9. D
eter
min
e Su
rvey
Res
pons
e Ra
teTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
re
view
the
ret
urne
d su
rvey
s an
d ho
w
man
y gr
adua
tes
have
com
plet
ed t
he
surv
ey o
ut o
f th
e to
tal n
umbe
r of
sur
veys
di
stri
bute
d
18
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e In
form
atio
n A
vaila
ble
from
Oth
er
Sour
ces?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ownl
oad
data
fro
m o
ther
sou
rces
Prov
ides
a w
ide
scop
e fo
r ob
tain
ing
grad
uate
info
rmat
ion
2C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Cre
ate
Gra
duat
e Tr
acki
ng S
urve
y To
ols
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
SEE
CRE
ATE
GRA
DU
ATE
TRA
CKI
NG
SU
RVEY
TO
OLS
BU
SIN
ESS
PRO
CES
S RE
QU
IREM
ENTS
3C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Revi
ew a
nd U
pdat
e Su
rvey
Que
stio
nsG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
sel
ect a
nd v
iew
a s
urve
y
4C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Revi
ew a
nd U
pdat
e Su
rvey
Que
stio
nsG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
ret
urn
to a
nd m
odify
the
surv
ey q
uest
ions
Ba
sed
on th
e re
ason
for
col
lect
ing
grad
uate
info
rmat
ion
5C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Revi
ew a
nd U
pdat
e Su
rvey
Que
stio
nsG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
che
ck th
e su
rvey
for
for
mat
ting
and
accu
racy
I.e.,
spel
ling,
gra
mm
ar, e
tc.
6C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ispla
y gr
adua
te li
st
7C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to v
iew
list
of
grad
uate
s an
d th
eir
info
rmat
ion
8C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to u
pdat
e gr
adua
te in
form
atio
n
9C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
earc
h fo
r gr
adua
tes
10C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to a
uto
sugg
est g
radu
ates
I.e.,
grad
uate
rec
ords
with
in
com
plet
e in
form
atio
n
11C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Sele
ct G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
elec
t gra
duat
es
12C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
cre
ate
the
surv
ey in
mul
tiple
for
mat
sI.e
., a
hard
copy
sur
vey,
a w
eb-
base
d su
rvey
pla
tfor
m (S
urve
y M
onke
y, Z
oom
eran
g, e
tc.),
etc
.
13C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sug
gest
a f
orm
at f
or a
sur
vey
to th
e us
erBa
sed
on th
e in
form
atio
n an
d qu
estio
ns in
clud
ed in
the
surv
ey
14C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
pre
view
the
surv
ey
15C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sen
d su
rvey
tool
ele
ctro
nica
llyI.e
., em
ail,
web
-bas
ed p
latf
orm
, etc
.
16C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
prin
t sur
vey
tool
17C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
incl
ude/
disp
lay
surv
ey in
stru
ctio
ns
18C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
prin
t and
add
ress
env
elop
Col
lect
/Upd
ate
Gra
duat
e In
form
atio
n
19
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
19C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sav
e a
list o
f to
ll fr
ee n
umbe
rs
20C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Dist
ribut
e Su
rvey
to
Sele
cted
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sug
gest
the
use
of th
e to
ll fr
ee n
umbe
rs to
the
user
w
hen
sche
dulin
g in
terv
iew
sRe
liabl
e ph
one
line
21C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
and
Com
plet
e Su
rvey
G
radu
ates
H
ave
abili
ty to
not
ify u
ser
whe
n gr
adua
te r
ecei
ves
the
surv
ey
22C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
and
Com
plet
e Su
rvey
G
radu
ates
H
ave
abili
ty to
cap
ture
sur
vey
resp
onse
s
23C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
and
Com
plet
e Su
rvey
G
radu
ates
H
ave
abili
ty to
req
uest
gra
duat
e to
upd
ate
thei
r in
form
atio
n pr
ior
to s
ubm
issio
nI.e
., co
ntac
t inf
orm
atio
n, e
mpl
oym
ent,
etc.
24C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Retu
rn C
ompl
eted
Sur
vey
Gra
duat
es
Hav
e ab
ility
to s
end
surv
ey r
espo
nses
25C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
Com
plet
ed
Surv
eyG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
not
ify g
radu
ate
that
thei
r su
rvey
res
pons
es h
ave
been
rec
eive
d
26C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
Com
plet
ed
Surv
eyG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
rec
ord
whi
ch g
radu
ates
hav
e co
mpl
eted
and
re
turn
ed th
e su
rvey
27C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
Com
plet
ed
Surv
eyG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
disp
lay
whi
ch g
radu
ates
hav
e co
mpl
eted
and
re
turn
ed th
e su
rvey
28C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
Com
plet
ed
Surv
eyG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
org
aniz
e su
rvey
res
pons
esBy
use
r pr
efer
ence
, rec
eipt
dat
e,
com
plet
enes
s, et
c.
29C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Rece
ive
Com
plet
ed
Surv
eyG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
vie
w s
urve
y re
spon
ses
30C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Det
erm
ine
Surv
ey
Resp
onse
Rat
eG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
det
erm
ine
the
surv
ey r
espo
nse
rate
Use
an
algo
rithm
to d
eter
min
e re
spon
se r
ate
31C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Det
erm
ine
Surv
ey
Resp
onse
Rat
eG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
det
erm
ine
and
set t
he m
inim
um r
espo
nse
rate
for
the
surv
ey in
X ti
me
fram
e
32C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p Re
quire
d?G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
if m
inim
um r
espo
nse
rate
has
not
bee
n m
et
33C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p Re
quire
d?G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
if su
rvey
res
pons
es in
dica
te if
fol
low
up
with
a g
radu
ate
is ne
eded
I.e.,
grad
uate
req
uest
ed f
ollo
w u
p,
low
res
pons
e ra
te, i
ncom
plet
e su
rvey
an
swer
s, et
c.
34C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p Re
quire
d?G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
if a
grad
uate
has
agr
eed
to b
e co
ntac
ted
Gra
duat
es m
ay a
gree
to b
e co
ntac
ted
to s
hare
oth
er g
radu
ates
' co
ntac
t inf
orm
atio
n fr
om th
eir
coho
rts
35C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p w
ith
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
or a
nd
Gra
duat
es
Hav
e ab
ility
to s
ugge
st g
radu
ates
for
the
user
to f
ollo
w u
p w
ith
Col
lect
/Upd
ate
Gra
duat
e In
form
atio
n
20
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
36C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p w
ith
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
or a
nd
Gra
duat
es
Hav
e ab
ility
to d
ispla
y gr
adua
te c
onta
ct d
etai
lsI.e
., em
ail,
tele
phon
e, e
tc.
37C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p w
ith
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
or a
nd
Gra
duat
es
Hav
e ab
ility
to s
ugge
st q
uest
ions
/top
ics
for
follo
w u
p
38C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Follo
w U
p w
ith
Gra
duat
esG
radu
ate
Trac
king
C
oord
inat
or a
nd
Gra
duat
es
Hav
e ab
ility
to d
ocum
ent g
radu
ate
follo
w u
p in
form
atio
n
39C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to u
pdat
e gr
adua
te in
form
atio
n
40C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to c
reat
e ne
w g
radu
ate
reco
rds
41C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Supp
ort a
n au
dit t
rail
whe
n in
form
atio
n is
upda
ted
I.e.,
reco
rd w
ho, w
hen,
and
wha
t ch
ange
s
42C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to f
lag
new
ly u
pdat
ed in
form
atio
nI.e
., hi
ghlig
ht, b
old,
etc
.
43C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to n
otify
and
sen
d ot
her
syst
ems
the
upda
ted
grad
uate
in
form
atio
nI.e
., sy
stem
to s
yste
m m
essa
ge
(inte
rope
rabi
lity)
, em
ail,
etc.
44C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to g
rant
vie
win
g pe
rmiss
ion
to o
ther
sI.e
., te
mpo
rary
sys
tem
acc
ess,
etc.
45C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Reco
rd/U
pdat
e G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to c
heck
the
surv
ey f
or f
orm
attin
g an
d ac
cura
cyI.e
., sp
ellin
g, g
ram
mar
, etc
.
Col
lect
/Upd
ate
Gra
duat
e In
form
atio
n
21
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Search and
View Gradu
ate Inform
ation
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
find
gradu
ate
records in a tim
ely
manne
r
x System
search
restrictio
ns (p
aper
versus electronic)
x Ro
le based
access
rights to search and
view
gradu
ate
inform
ation
x Re
quests fo
r graduate
inform
ation
x Graduate
inform
ation
updates
x Need to
commun
icate
with
gradu
ates
x Em
ploymen
t op
portun
ities
1. Access G
radu
ate
Data
2. Id
entify Search
Crite
ria
3. Search System
Usin
g Crite
ria
4. Gradu
ate
Inform
ation
Located?
5.
Alte
rnate Search
Crite
ria
Available?
6. Collect/U
pdate
Graduate
Inform
ation
7. Locate
Graduates
8. View Gradu
ate
Inform
ation
x Graduate
demograph
ics
and
inform
ation
(i.e., nam
e,
graduatio
n coho
rt,
employmen
t facility, etc.)
x Re
cord filing
sche
ma
(und
erstanding
of how
to
search based
on
how
records
are organized)
x Graduate
records searche
d x List of records
returned
based
on
search criteria
x Num
ber o
f successful
graduate re
cord
searches
performed
in X
time fram
e
22
Graduate Tracking Coordinator
Sear
ch a
nd V
iew
Gra
duat
e In
form
atio
n 1
of 1 Activity Details /
Narrative
Obj
ecti
ves:
To
fin
d gr
adua
te r
ecor
ds in
a t
imel
y m
anne
r
Mea
sura
ble
Out
com
es:
Num
ber
of s
ucce
ssfu
l gra
duat
e re
cord
se
arch
es p
erfo
rmed
in X
tim
e fr
ame
Gen
eral
Not
es:
The
grad
uate
tra
ckin
g co
ordi
nato
rm
ay
sear
ch a
nd v
iew
gra
duat
e in
form
atio
n fo
r m
any
reas
ons,
incl
udin
g in
form
atio
n up
date
s, c
heck
ing
for
an e
xist
ing
grad
uate
info
rmat
ion
reco
rd,
etc.
Act
ivit
y D
escr
ipti
on:
1. A
cces
s G
radu
ate
Dat
aTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
ac
cess
the
gra
duat
e da
ta c
onta
inin
g al
l cu
rren
t gr
adua
te in
form
atio
nTh
is d
ata
may
be
mai
ntai
ned
in p
aper
or
elec
tron
ic f
orm
at
2. I
dent
ify
Sear
ch C
rite
ria
Th
e gr
adua
te t
rack
ing
coor
dina
tor
dete
rmin
es w
hat
crit
eria
the
y w
ill u
se t
o se
arch
for
gra
duat
e in
form
atio
n (i
.e.,
na
me,
gra
duat
ion
coho
rt,
empl
oym
ent
faci
lity,
etc
.)
3. S
earc
h Sy
stem
Usi
ng C
rite
ria
The
grad
uate
tra
ckin
g co
ordi
nato
rw
ill
sear
ch u
sing
the
iden
tifi
ed c
rite
ria
1. A
cces
s G
radu
ate
Dat
a 2.
Iden
tify
Se
arch
Cri
teri
a
5. A
lter
nate
Sea
rch
Crit
eria
Ava
ilabl
e?,
Cont
.If
add
itio
nal
crit
eria
is a
vaila
ble,
the
gr
adua
te t
rack
ing
coor
dina
tor
will
sea
rch
agai
n us
ing
the
new
cri
teri
aIf
no
addi
tion
al c
rite
ria
is a
vaila
ble,
the
gr
adua
te t
rack
ing
coor
dina
tor
will
beg
in
the
proc
ess
to C
olle
ct/U
pdat
e th
e G
radu
ate
Info
rmat
ion
or L
ocat
e G
radu
ates
6. C
olle
ct/U
pdat
e G
radu
ate
Info
rmat
ion
Pre-
defi
ned
proc
ess
7. L
ocat
e G
radu
ates
Pre-
defi
ned
proc
ess
8. V
iew
Gra
duat
e In
form
atio
nIf
the
gra
duat
e in
form
atio
n is
loca
ted,
the
gr
adua
te t
rack
ing
coor
dina
tor
will
vie
w
the
grad
uate
info
rmat
ion
eith
er in
a p
aper
re
cord
or
in a
n el
ectr
onic
sys
tem
tart
8. V
iew
G
radu
ate
Info
rmat
ion
3. S
earc
h Sy
stem
Usi
ng C
rite
ria,
Con
t.Th
is s
earc
h m
y re
quir
e m
anua
lly
sear
chin
g a
pape
r fi
ling
syst
em o
r us
ing
a se
arch
and
fin
d fu
ncti
on in
an
elec
tron
ic
syst
em
4. G
radu
ate
Info
rmat
ion
Loca
ted?
Th
e gr
adua
te t
rack
ing
coor
dina
tor
will
de
term
ine
if t
he s
earc
h us
ing
the
iden
tifi
ed c
rite
ria
was
suc
cess
ful i
n lo
cati
ng s
peci
fic
grad
uate
info
rmat
ion
5. A
lter
nate
Sea
rch
Crit
eria
Ava
ilabl
e?If
the
gra
duat
e in
form
atio
n is
not
lo
cate
d, t
he g
radu
ate
trac
king
co
ordi
nato
rde
term
ines
if t
here
is
addi
tion
al s
earc
h cr
iter
ia t
hat
can
be
used
to
loca
te s
peci
fic
grad
uate
in
form
atio
n
3. S
earc
h Sy
stem
Usi
ng
Crit
eria
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
End
Yes
4. G
radu
ate
Info
rmat
ion
Loca
ted?
No
5. A
lter
nate
Se
arch
Cri
teri
a Av
aila
ble?
Yes
No
6. C
olle
ct/
Upd
ate
Gra
duat
e In
form
atio
n
7. L
ocat
e G
radu
ates
23
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Acc
ess
Gra
duat
e D
ata
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to lo
g in
to g
radu
ate
trac
king
sys
tem
Logi
n re
quire
s pr
ior
appr
oval
for
sys
tem
ac
cess
2Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Acc
ess
Gra
duat
e D
ata
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to lo
g ou
t use
r fr
om th
e sy
stem
aft
er X
tim
e pe
riod
of s
yste
m in
activ
ity
3Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
rec
eive
and
sto
re r
eque
sts
to s
earc
h fo
r gr
adua
te in
form
atio
nRe
ques
ts c
ould
com
e fr
om o
ther
gra
duat
e tr
acki
ng s
take
hold
ers
in m
ultip
le f
orm
ats
(i.e.
, em
ail,
fax,
writ
ten,
ver
bal,
etc.
) 4
Sear
ch a
nd V
iew
Gra
duat
e In
form
atio
nId
entif
y Se
arch
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Use
a w
eb-b
ased
inte
rfac
e
5Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orA
llow
sta
keho
lder
s to
log
in to
a w
eb-b
ased
inte
rfac
e
6Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orA
llow
sta
keho
lder
s to
req
uest
gra
duat
e in
form
atio
n
7Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sor
t req
uest
s fo
r gr
adua
te in
form
atio
nRe
ques
ts c
ould
be
sort
ed b
y us
er
pref
eren
ce, d
ate,
prio
rity,
etc
.
8Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
mar
k re
ques
ts a
s co
mpl
ete
once
the
sear
ch h
as
been
com
plet
ed
9Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
disp
lay
avai
labl
e cr
iteria
I.e
., na
me,
gra
duat
e co
hort
(com
plet
ion
year
), sp
ecia
lty, a
ge, g
ende
r, em
ploy
men
t lo
catio
n, e
tc.
10Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
sel
ect s
earc
h cr
iteria
11Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
ent
er f
ree
text
sea
rche
sI.e
., G
oogl
e-ty
pe s
earc
h ca
pabi
litie
s
12Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
aut
o-co
mpl
ete
ente
red
sear
ch c
riter
ia
I.e.,
smar
t sea
rch
13Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
aut
o-su
gges
t sea
rch
crite
riaI.e
., su
gges
t pre
viou
s co
mm
on s
earc
hes,
etc.
14Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Iden
tify
Sear
ch C
riter
iaG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sav
e se
arch
crit
eria
15Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to u
se a
rul
e ba
sed
grad
uate
sea
rch
algo
rithm
16Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
earc
h fo
r an
d re
turn
exa
ct d
ata
mat
ch r
esul
ts
17Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
earc
h fo
r an
d re
turn
par
tial d
ata
mat
ch r
esul
ts
I.e.,
Tom
, Tom
my,
etc
. with
DO
B 01
-01-
1979
Sear
ch a
nd V
iew
Gra
duat
e In
form
atio
n
24
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
18Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to n
otify
use
r of
no
data
mat
ch r
esul
ts
19Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ispla
y re
turn
ed s
earc
h re
sults
20Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
ort r
etur
ned
sear
ch r
esul
tsRe
ques
ts c
ould
be
sort
ed b
y us
er
pref
eren
ce, c
lose
st m
atch
, etc
.
21Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
peci
fy th
e nu
mbe
r of
ret
urne
d se
arch
res
ults
di
spla
yed
22Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Sear
ch S
yste
m U
sing
Crit
eria
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
earc
h fo
r a
grad
uate
by
mod
ifyin
g m
ost c
urre
nt
sear
ch c
riter
ia
23Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Gra
duat
e In
form
atio
n Lo
cate
d?G
radu
ate
Trac
king
C
oord
inat
orN
O F
UN
CTI
ON
AL
REQ
UIR
EMEN
TS N
ECES
SARY
24Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Alte
rnat
e Se
arch
C
riter
ia A
vaila
ble?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to p
rom
pt u
ser
to b
egin
the
Loca
te G
radu
ates
or
the
Col
lect
/Upd
ate
Gra
duat
e In
form
atio
n pr
oces
ses
Will
onl
y oc
cur
if no
alte
rnat
e se
arch
cr
iteria
is a
vaila
ble
25Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Alte
rnat
e Se
arch
C
riter
ia A
vaila
ble?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Prov
ide
user
the
optio
n to
aut
omat
ical
ly g
ener
ate
an e
mai
l to
send
to p
revi
ously
con
tact
ed g
radu
ates
to a
sk if
they
hav
e in
form
atio
n ab
out a
gra
duat
e no
t yet
loca
ted
I.e.,
snow
ball
emai
l
26Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Alte
rnat
e Se
arch
C
riter
ia A
vaila
ble?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ispla
y lis
t of
grad
uate
s to
rec
eive
the
emai
l
27Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Alte
rnat
e Se
arch
C
riter
ia A
vaila
ble?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
ugge
st p
ossib
le g
radu
ates
to r
ecei
ve th
e em
ail
Sugg
estio
n co
uld
be b
ased
on
grad
uatio
n ye
ar, e
mpl
oym
ent r
egio
n, s
peci
alty
, etc
.
28Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Alte
rnat
e Se
arch
C
riter
ia A
vaila
ble?
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
elec
t gra
duat
e to
rec
eive
the
emai
l
29Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Col
lect
/Upd
ate
Gra
duat
e In
form
atio
n G
radu
ate
Trac
king
C
oord
inat
orSE
E C
OLL
ECT/
UPD
ATE
GRA
DU
ATE
INFO
RMA
TIO
N P
ROC
ESS
REQ
UIR
EMEN
TS
30Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Loca
te G
radu
ates
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
SEE
LOC
ATE
GRA
DU
ATE
S PR
OC
ESS
REQ
UIR
EMEN
TS
31Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Vie
w G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
elec
t gra
duat
e da
ta to
vie
w
32Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Vie
w G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to d
ispla
y gr
adua
te in
form
atio
n in
mul
tiple
for
mat
sI.e
., M
icro
soft
Exc
el, M
icro
soft
Wor
d, P
DF,
et
c.
33Se
arch
and
Vie
w G
radu
ate
Info
rmat
ion
Vie
w G
radu
ate
Info
rmat
ion
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to p
rint g
radu
ate
info
rmat
ion
Sear
ch a
nd V
iew
Gra
duat
e In
form
atio
n
25
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Create Gradu
ate Tracking
Survey To
ols
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
create on
e or
more survey to
ols
to capture
graduate
inform
ation
efficiently and
in a
timely manne
r
x University
and
natio
nal ethical/
Institu
tional Review
Board (IR
B)
approval
x Electron
ic su
rvey
tool user
agreem
ent terms
and cond
ition
s x National/
institu
tional
approval
requ
iremen
ts
x Graduate tracking
survey protocol
that guide
survey
tool creation
crite
ria (i.e., target
audien
ce, format,
freq
uency, etc.)
x Pe
riodic graduate
inform
ation
updates
x A graduate
completes th
e training
program
x Graduate
inform
ation
requ
ested for
research purpo
ses
x Graduate con
tact
inform
ation
changes
x Transcrip
t requ
ests
x Institu
tional
financial su
pport
x Re
gistratio
n/
licen
sure
x National health
strategic planning
x Hu
man
Resou
rces
for H
ealth
(HRH
) strategic planning
x Em
ploymen
t op
portun
ities
x Cu
rriculum
up
dates
1. Id
entify
Inform
ation to
Includ
e in
Survey Too
l 2.
Draft Survey
Tool Que
stions
3. Sen
d Draft
Survey Too
l for
Review
4.
Review and
Re
turn Draft
Survey Too
l Feed
back
5. Survey Tool
Approved
? 6.
Upd
ate Survey
Tool
7. Pub
lish Survey
Tool
8. Test S
urvey Tool
9. Survey Tool
Complete?
10. A
men
d Survey
Tool
11. F
inalize
Survey
Tool
x Survey
questio
n conten
t x List of
review
ers
x List of test
grou
p mem
bers
x Literature
review
x Va
lidated
survey
tool(s)
x Num
ber o
f surveys too
ls created
x Num
ber o
f survey
tools a
pproved
for a
dministratio
n to gradu
ates
26
Crea
te G
radu
ate
Tra
ckin
g Su
rvey
Too
ls1
of 2 Activity Details /
Narrative
Obj
ecti
ves:
To
cre
ate
one
or m
ore
surv
ey t
ools
to
capt
ure
grad
uate
info
rmat
ion
effi
cien
tly
and
in a
tim
ely
man
ner
Mea
sura
ble
Out
com
es:
Num
ber
of s
urve
ys t
ools
cre
ated
Num
ber
of s
urve
y to
ols
appr
oved
for
ad
min
istr
atio
n to
gra
duat
es
Gen
eral
Not
es:
Surv
ey t
ools
are
dev
elop
ed a
roun
d ta
rget
au
dien
ce,
form
at,
freq
uenc
y, e
tc.
The
deve
lopm
ent
of t
hese
too
ls a
re g
uide
d by
na
tion
al/i
nsti
tuti
onal
pro
toco
l.
Act
ivit
y D
escr
ipti
on:
1. Id
enti
fy In
form
atio
n to
Incl
ude
in S
urve
y To
olTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
de
term
ine
the
purp
ose
of t
he s
urve
y to
ol
and
the
info
rmat
ion
that
nee
ds t
o be
in
clud
ed in
the
sur
vey
tool
2. D
raft
Sur
vey
Tool
Que
stio
nsTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
dra
ft
the
surv
ey t
ool q
uest
ions
tha
t w
ill b
e ad
min
iste
red
to g
radu
ates
and
ass
ign
codi
ng
(i.e
., N
o=0
& Y
es=1
) to
eac
h qu
esti
on
3. S
end
Dra
ft S
urve
y To
ol f
or R
evie
wTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
sen
d th
e dr
aft
surv
ey t
ool t
o be
rev
iew
ed.
Pote
ntia
l app
rova
l boa
rds/
revi
ewer
s m
ay
incl
ude
the
Dea
n, M
EPI-
PI,
com
mit
tee
or
inte
rest
ed g
roup
s of
sta
keho
lder
s, e
thic
s bo
ard,
MO
H,
etc.
Approval Boards
1. Id
enti
fy
Info
rmat
ion
to
Incl
ude
in
Surv
ey T
ool
2. D
raft
Sur
vey
Tool
Que
stio
ns
6. U
pdat
e Su
rvey
Too
lIf
the
sur
vey
tool
is n
ot c
ompl
ete,
the
gr
adua
te t
rack
ing
coor
dina
tor
will
mak
e ch
ange
s to
the
sur
vey
tool
ques
tion
s an
d th
en r
esub
mit
the
sur
vey
tool
for
revi
ew
7. P
ublis
h Su
rvey
Too
lTh
e gr
adua
te t
rack
ing
coor
dina
tor
will
the
n pu
blis
h th
e co
mpl
eted
sur
vey
tool
in a
ha
rdco
py f
orm
and
/or
usin
g a
web
-bas
ed
surv
ey p
latf
orm
(i.
e.,
Surv
ey M
onke
y,
Zoom
eran
g, e
tc.)
8. T
est
Surv
ey T
ool
The
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
adm
inis
ter
the
surv
ey t
ool t
o te
st g
roup
s in
pa
per
and/
or e
lect
roni
c fo
rmat
to
rece
ive
feed
back
on
the
surv
ey t
ool c
onte
nt
tart
Yes
5. S
urve
y To
ol
Appr
oved
?
No
4. R
evie
w a
nd
Retu
rn D
raft
Su
rvey
Too
l Fe
edba
ck
7. P
ublis
h Su
rvey
Too
l 8.
Tes
t Su
rvey
To
ol
4. R
evie
w a
nd R
etur
n D
raft
Sur
vey
Tool
Fe
edba
ck
The
appr
oval
boa
rds
will
rec
eive
the
dr
aft
surv
ey t
ool.
They
will
rev
iew
the
qu
esti
ons,
pro
vide
fee
dbac
k on
the
su
rvey
too
l, a
nd r
etur
n th
e fe
edba
ck t
o th
e gr
adua
te t
rack
ing
coor
dina
tor.
Feed
back
may
incl
ude
cont
ent
and/
or
gram
mar
edi
ting
5. S
urve
y To
ol A
ppro
ved?
The
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
revi
ew t
he f
eedb
ack
and
dete
rmin
e if
the
su
rvey
too
lis
com
plet
e or
req
uire
s up
dati
ng,
and
if it
is a
ppro
ved
for
test
ing
3. S
end
Dra
ft
Surv
ey T
ool f
or
Revi
ew
Graduate TrackingCoordinator
A
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
6. U
pdat
e Su
rvey
Too
l
27
2 of
2 Activity Details / Narrative
Act
ivit
y D
escr
ipti
on:
9. S
urve
y To
ol C
ompl
ete?
The
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
dete
rmin
e if
the
sur
vey
tool
is c
ompl
ete
base
d on
the
fee
dbac
k fr
om t
he t
est
grou
p
10.
Am
end
Surv
ey T
ool
If t
he s
urve
y to
ol is
not
com
plet
e, t
he
grad
uate
tra
ckin
g co
ordi
nato
r w
ill u
pdat
e th
e to
ol
11.
Fina
lize
Surv
ey T
ool
The
grad
uate
tra
ckin
g co
ordi
nato
r w
ill
fina
lize
the
surv
ey t
ool t
o be
adm
inis
tere
d to
gra
duat
es
Approval Boards10
. Am
end
Surv
ey T
ool
Graduate Tracking Coordinator
A
End
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
Cr
eate
Gra
duat
e T
rack
ing
Surv
ey T
ools
Yes
9. S
urve
y To
ol
Com
plet
e?
No
11.
Fina
lize
Surv
ey T
ool
28
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Id
entif
y In
form
atio
n to
In
clud
e in
Sur
vey
Tool
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to r
ecei
ve r
eque
sts
for
info
rmat
ion
from
var
ious
st
akeh
olde
rs
2C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Id
entif
y In
form
atio
n to
In
clud
e in
Sur
vey
Tool
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to n
otify
use
r if
a re
ques
t for
info
rmat
ion
is re
ceiv
ed
3C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Id
entif
y In
form
atio
n to
In
clud
e in
Sur
vey
Tool
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
elec
t inf
orm
atio
n to
incl
ude
in th
e su
rvey
tool
4C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Id
entif
y In
form
atio
n to
In
clud
e in
Sur
vey
Tool
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
ugge
st in
form
atio
n to
incl
ude
in th
e su
rvey
Sugg
estio
ns w
ill b
e ba
sed
on p
revi
ous
surv
eys
crea
ted
5C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to m
anua
lly e
nter
sur
vey
ques
tions
6C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
ave
surv
ey q
uest
ions
7C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to v
iew
pre
viou
sly w
ritte
n qu
estio
nsI.e
., qu
estio
n ba
nk
8C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to s
elec
t pre
writ
ten
ques
tions
9C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e th
e ab
ility
to a
uto
sugg
est s
urve
y qu
estio
ns
10C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s D
raft
Sur
vey
Tool
Q
uest
ions
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Allo
w u
ser
to a
ssig
n co
ding
to s
urve
y qu
estio
nsI.e
., N
o=0
& Y
es=
1
11C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
ave
and
mai
ntai
n su
rvey
tool
s su
bmiss
ion
requ
irem
ents
12C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to a
lert
use
r if
subm
issio
n re
quire
men
ts h
ave
not
been
met
prio
r to
sen
ding
the
draf
t sur
vey
tool
for
rev
iew
13C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Stor
e re
view
er c
onta
ct in
form
atio
nI.e
., th
e D
ean,
MEP
I-PI,
com
mitt
ee o
r in
tere
sted
gro
ups
of s
take
hold
ers,
ethi
cs
boar
d, M
OH
, etc
.
14C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Sugg
est a
list
of
pote
ntia
l dra
ft s
urve
y to
ol r
evie
wer
s Ba
sed
on r
evie
wer
kno
wle
dge
of th
e dr
aft
surv
ey to
ol c
onte
nt, f
requ
ency
they
hav
e be
en a
sked
to r
evie
w d
raft
sur
vey
tool
, etc
.
15C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to s
end
draf
t sur
vey
tool
to r
evie
wer
sV
ia e
mai
l, fa
x, p
rint c
opy
for
mai
ling,
etc
.
16C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Se
nd D
raft
Sur
vey
Tool
fo
r Re
view
Gra
duat
e Tr
acki
ng
Coo
rdin
ator
Hav
e ab
ility
to n
otify
use
r th
at th
e dr
aft s
urve
y to
ol h
as b
een
rece
ived
ele
ctro
nica
lly b
y th
e re
view
ers
Cre
ate
Gra
duat
e Tr
acki
ng S
urve
y To
ols
29
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
17C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Allo
w r
epor
t rev
iew
ers
to r
etur
n fe
edba
ck
I.e.,
emai
l doc
umen
t, fa
x, e
nter
fee
dbac
k di
rect
ly in
to a
sys
tem
gen
erat
ed f
orm
, etc
.
18C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Hav
e ab
ility
to p
rovi
de r
evie
wer
s w
ith li
mite
d ac
cess
to th
e sy
stem
Allo
ws
the
revi
ewer
s to
vie
w th
e su
rvey
tool
in
the
syst
em a
nd e
nter
fee
dbac
k di
rect
ly
into
the
syst
em
19C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Hav
e ab
ility
to g
ener
ate
a te
mpo
rary
pas
swor
d to
issu
e to
re
view
ers
Allo
ws
for
limite
d te
mpo
rary
acc
ess
to th
e sy
stem
20C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Hav
e ab
ility
to n
otify
rev
iew
ers
that
fee
dbac
k ha
s be
en
rece
ived
21C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Hav
e ab
ility
to d
ispla
y w
hich
rev
iew
ers
have
sub
mitt
ed
feed
back
22C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Re
view
and
Ret
urn
Dra
ft
Surv
ey T
ool F
eedb
ack
App
rova
l Boa
rds
Hav
e ab
ility
to o
rgan
ize
feed
back
23C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Su
rvey
Too
l App
rove
d?G
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
vie
w f
eedb
ack
24C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Su
rvey
Too
l App
rove
d?G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
if up
date
s to
the
surv
ey to
ol a
re
requ
ired
25C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s U
pdat
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
ret
urn
to a
nd m
odify
the
surv
ey to
ol
26C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s U
pdat
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
not
ify r
evie
wer
s w
hen
thei
r su
gges
ted
upda
tes
have
bee
n m
ade
27C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s U
pdat
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orA
llow
rev
iew
ers
to s
ee th
e up
date
d su
rvey
tool
28C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s U
pdat
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
che
ck th
e su
rvey
for
for
mat
ting
and
accu
racy
I.e.,
spel
ling,
gra
mm
ar, e
tc.
29C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Pu
blish
Sur
vey
Tool
G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
cre
ate
the
surv
ey to
ol in
mul
tiple
for
mat
sI.e
., a
hard
copy
sur
vey,
a w
eb-b
ased
sur
vey
plat
form
(Sur
vey
Mon
key,
Zoo
mer
ang,
etc
.),
etc.
30C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Pu
blish
Sur
vey
Tool
G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sug
gest
a f
orm
at f
or a
sur
vey
tool
to th
e us
erBa
sed
on th
e in
form
atio
n an
d qu
estio
ns
incl
uded
in th
e su
rvey
tool
31C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Pu
blish
Sur
vey
Tool
G
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
pre
view
the
surv
ey to
ol
Cre
ate
Gra
duat
e Tr
acki
ng S
urve
y To
ols
30
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
32C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Pu
blish
Sur
vey
Tool
G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sen
d su
rvey
tool
ele
ctro
nica
llyI.e
., em
ail,
etc.
33C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Pu
blish
Sur
vey
Tool
G
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
prin
t sur
vey
tool
34C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Te
st S
urve
y To
olG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sto
re te
st s
ubje
ct c
onta
ct d
etai
ls
35C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Te
st S
urve
y To
olG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
aut
omat
ical
ly s
ugge
st r
ando
m te
st s
ubje
cts
From
a la
rger
test
sub
ject
poo
l
36C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Te
st S
urve
y To
olG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
dist
ribut
e su
rvey
tool
to te
st s
ubje
cts
I.e.,
prin
t har
dcop
y su
rvey
tool
s, em
ail,
etc.
37C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Te
st S
urve
y To
olG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
cap
ture
sur
vey
resp
onse
s an
d fe
edba
ck o
n su
rvey
tool
38C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Su
rvey
Too
l Com
plet
e?G
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
vie
w f
eedb
ack
39C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s A
men
d Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orA
llow
use
r to
ret
urn
to a
nd m
odify
the
surv
ey to
ol
40C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s A
men
d Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
che
ck th
e su
rvey
for
for
mat
ting
and
accu
racy
I.e.,
spel
ling,
gra
mm
ar, e
tc.
41C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Fi
naliz
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
mai
ntai
n a
chec
klist
of
requ
irem
ents
nec
essa
ry
to f
inal
ize
a su
rvey
tool
I.e.,
IRB
requ
irem
ents
, etc
.
42C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Fi
naliz
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
ale
rt u
ser
if fin
aliz
atio
n re
quire
men
ts th
at
have
not
bee
n m
et p
rior
to f
inal
izat
ion
are
nece
ssar
y to
fin
aliz
e a
surv
ey to
ol
43C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Fi
naliz
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
sav
e fin
al s
urve
y to
ol w
ith v
ersio
ning
44C
reat
e G
radu
ate
Trac
king
Sur
vey
Tool
s Fi
naliz
e Su
rvey
Too
lG
radu
ate
Trac
king
C
oord
inat
orH
ave
abili
ty to
pub
lish
the
surv
ey to
olI.e
., em
ail,
savi
ng a
s fin
al, e
tc.
Cre
ate
Gra
duat
e Tr
acki
ng S
urve
y To
ols
31
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Man
age Grad
uate Tracking Survey Respo
nse Da
ta
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
manage all
survey re
spon
se
data collected
with
in a sp
ecified
tim
e fram
e x To
produ
ce
accurate and
usable data from
raw su
rvey
respon
se data in a
specified
time
fram
e
x Da
te m
anagem
ent
policies (i.e., data
access policies,
deiden
tified data
policies, data
dissem
ination
policies, data
owne
rship po
licies,
secure data storage
policies, etc.)
x Graduate su
rvey
respon
se
received
1. Enter Survey
Respon
ses
2. Clean
Data
3. Save and Store
Data
4. Back Up Da
ta
x Survey
respon
ses
x Cleane
d/usable
data is produ
ced
x Da
tabase/system
is created or
updated
x Num
ber o
f graduates w
ho
returned
a
completed
survey
with
in a sp
ecified
tim
e fram
e
x Num
ber o
f graduates w
ho
respon
ded to a
survey versus the
nu
mbe
r of
surveys
distrib
uted
with
in
a specified
time
fram
e
32
Graduate Tracking Data Capturer
Man
age
Gra
duat
e T
rack
ing
Surv
ey R
espo
nse
Dat
a1
of 1 Activity Details /
Narrative
Obj
ecti
ves:
To
man
age
all s
urve
y re
spon
se d
ata
colle
cted
wit
hin
a sp
ecif
ied
tim
e fr
ame
To p
rodu
ce a
ccur
ate
and
usab
le d
ata
from
raw
sur
vey
resp
onse
dat
a in
a
spec
ifie
d ti
me
fram
e
Mea
sura
ble
Out
com
es:
Num
ber
of g
radu
ates
who
ret
urne
d a
com
plet
ed s
urve
y w
ithi
n a
spec
ifie
d ti
me
fram
e N
umbe
r of
gra
duat
es w
ho r
espo
nded
to
a su
rvey
ver
sus
the
num
ber
of s
urve
ys
dist
ribu
ted
wit
hin
a sp
ecif
ied
tim
e fr
ame
Act
ivit
y D
escr
ipti
on:
1. E
nter
Sur
vey
Resp
onse
s Th
e gr
adua
te t
rack
ing
data
cap
ture
r w
ill
ente
r al
l su
rvey
res
pons
es r
ecei
ved
from
gr
adua
tes
into
the
ir s
peci
fic
pape
r or
el
ectr
onic
rec
ord
The
grad
uate
tra
ckin
g da
ta c
aptu
rer
may
al
so e
nter
the
sur
vey
resp
onse
s in
a c
oded
fo
rmat
The
data
may
be
ente
red
agai
n by
ano
ther
da
ta c
aptu
rer
and
the
two
data
set
s ca
n be
co
mpa
red
for
accu
racy
2. C
lean
Dat
a
The
grad
uate
tra
ckin
g da
ta c
aptu
rer
will
cl
ean
the
data
by
chec
king
for
and
up
dati
ng,
whe
re p
ossi
ble,
dat
a co
mpl
eten
ess,
dup
licat
e re
cord
s, a
ccur
acy,
m
isco
ding
, et
c.
1. E
nter
Sur
vey
Resp
onse
s2.
Cle
an D
ata
tart
4. B
ack
Up
Dat
a
3. S
ave
and
Stor
e D
ata
The
grad
uate
tra
ckin
g da
ta c
aptu
rer
will
sa
ve a
nd s
tore
the
cur
rent
ver
sion
of
the
data
4. B
ack
Up
Dat
a Th
e gr
adua
te t
rack
ing
data
cap
ture
r w
ill
back
up
the
data
to
a se
para
te lo
cati
on
(i.e
., s
epar
ate
pape
r re
cord
hou
sed
in a
di
ffer
ent
loca
tion
and
/or
an e
lect
roni
c co
py o
f th
e da
ta s
aved
in a
sep
arat
e lo
cati
on (
serv
er,
clou
d, C
D,
USB
, et
c.))
3. S
ave
and
Stor
e D
ata
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
End
33
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Ente
r Su
rvey
Re
spon
ses
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
man
ually
ent
er s
urve
y re
spon
ses
into
indi
vidu
al
grad
uate
rec
ords
2M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Ente
r Su
rvey
Re
spon
ses
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
cre
ate
new
gra
duat
e re
cord
sTh
is co
uld
occu
r if
surv
ey r
espo
nses
are
re
ceiv
ed f
rom
a g
radu
ate
that
has
not
bee
n pr
evio
usly
con
tact
ed
3M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Ente
r Su
rvey
Re
spon
ses
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
dow
nloa
d su
rvey
res
pons
es f
rom
an
outs
ide
sour
ce
I.e.,
web
-bas
ed s
urve
y pl
atfo
rm
4M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Ente
r Su
rvey
Re
spon
ses
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
det
ect a
nd f
lag
if en
tere
d su
rvey
res
pons
es
are
poss
ible
dup
licat
e in
form
atio
n
5M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Ente
r Su
rvey
Re
spon
ses
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
che
ck e
ach
surv
ey r
espo
nse
for
form
attin
g an
d ac
cura
cy
Each
dat
a fie
ld w
ould
hav
e a
pred
eter
min
ed f
orm
at (i
.e.,
num
bers
sho
uld
not b
e en
tere
d in
to a
text
dat
a fie
ld) f
or
each
ent
ry a
nd th
e sy
stem
wou
ld c
heck
for
sp
ellin
g, f
orm
attin
g, c
ompl
eten
ess,
dupl
icat
e re
cord
s (d
edup
licat
ion
and
reco
rds
mer
ging
), ac
cura
cy, m
iscod
ing,
etc
.
6M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
sor
t gra
duat
e tr
acki
ng s
urve
y re
spon
se d
ata
I.e.,
com
plet
enes
s (p
erce
ntag
e of
sur
vey
ques
tions
ans
wer
ed s
uch
as 7
5% c
ompl
ete,
50
% c
ompl
ete,
etc
.), e
tc.
7M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
ask
use
r to
con
firm
cha
nges
to c
ore
data
ch
ange
sI.e
., na
me
chan
ges,
grad
uatio
n ye
ar, e
tc.
8M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
fla
g da
ta f
ield
s w
ith p
ossib
le in
corr
ect
info
rmat
ion
I.e.,
high
light
or
bold
the
info
rmat
ion
9M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
edi
t sur
vey
resp
onse
dat
a
10M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
aut
omat
ical
ly u
pdat
e id
entif
ied
data
issu
esI.e
., up
date
for
mat
ting,
spe
lling
, etc
.
11M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
com
pare
and
che
ck f
or a
ccur
acy
for
the
sam
e da
ta s
et e
nter
ed tw
o or
mor
e tim
es
Hav
e tw
o di
ffer
ent p
eopl
e en
ter
the
sam
e da
ta a
nd c
ompa
re f
or a
ccur
acy.
Thi
s ca
n id
entif
y hu
man
err
or.
12M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
aut
o-co
de s
urve
y re
spon
se d
ata
I.e.,
No=
0 &
Yes
=1
13M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rSu
ppor
t bui
lt in
sta
tistic
al a
naly
sis s
oftw
are
Man
age
Gra
duat
e Tr
acki
ng S
urve
y Re
spon
se D
ata
34
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
14M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Cle
an D
ata
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rBe
inte
rope
rabl
e w
ith a
sta
tistic
al a
naly
sis s
oftw
are
15M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Save
and
Sto
re
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to s
ave
grad
uate
sur
vey
resp
onse
dat
a w
ith
vers
ion
cont
rol
16M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Save
and
Sto
re
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to u
se s
tand
ard
file
nam
ing
nom
encl
atur
e w
hen
savi
ng g
radu
ate
surv
ey r
espo
nse
data
17M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Save
and
Sto
re
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Supp
ort a
n au
dit t
rail
whe
n gr
adua
te s
urve
y re
spon
se d
ata
reco
rds
are
mod
ified
I.e.,
who
mod
ified
, dat
e, ti
me,
etc
.
18M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Save
and
Sto
re
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to r
etai
n pr
e-m
odifi
ed g
radu
ate
surv
ey r
espo
nse
data
rec
ords
19M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Save
and
Sto
re
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to a
lert
use
r w
hen
avai
labl
e st
orag
e sp
ace
reac
hes
X am
ount
20M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Back
Up
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to b
ack
up g
radu
ate
surv
ey r
espo
nse
data
re
cord
s to
an
exte
rnal
loca
tion
I.e.,
serv
er, C
D, J
ump
Driv
e, c
loud
, etc
.
21M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Back
Up
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Link
to a
cen
tral
ser
ver
I.e.,
inst
itutio
nal s
erve
r
22M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Back
Up
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to a
utom
atic
ally
bac
k up
gra
duat
e su
rvey
re
spon
se d
ata
reco
rds
X nu
mbe
r of
tim
es in
X ti
me
fram
e
23M
anag
e G
radu
ate
Trac
king
Su
rvey
Res
pons
e D
ata
Back
Up
Dat
aG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to a
lert
use
r w
hen
avai
labl
e ba
ck u
p st
orag
e sp
ace
reac
hes
X am
ount
Man
age
Gra
duat
e Tr
acki
ng S
urve
y Re
spon
se D
ata
35
Grad
uate Tracking Re
quire
men
ts Project
Busine
ss Process M
atrix
Gene
rate Rep
orts
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
x To
review
and
analyze
inform
ation
collected
from
the
graduate data
managem
ent
system
x To
share/
dissem
inate
graduate
inform
ation in one
or m
ore form
ats
x University
and
natio
nal guide
lines
x Prop
rietary and
confiden
tiality for
repo
rting Private
Person
al
Inform
ation (PPI)
x Re
quest for
inform
ation
x Progress re
ports
x Fund
ing
applications (i.e.,
grants)
x Internal data
analysis and
repo
rting
x Re
port fe
edback
1. Id
entify Re
port
Purpose
2. Define Re
port
Crite
ria
3. Gen
erate Re
port
4. Com
plete
Review
5.
Rep
ort
Acceptable?
6. Sen
d Re
port to
Re
port End
User
7. Receive Rep
ort
and Provide
Feed
back
x Re
port criteria
x Co
llected
and
cleane
d graduate
survey
respon
se data
x Re
ports a
re
gene
rated (i.e.,
ad hoc re
ports,
standardize
d repo
rts, etc.)
x Dissem
inated
repo
rts
x An
alyzed
data
x Num
ber o
f repo
rts g
enerated
from
the system
in X time fram
e x Iden
tification of
data tren
ds with
in
X tim
e fram
e (i.e.,
graduate
migratio
n from
the coun
try,
employmen
t in
rural versus u
rban
areas,
specialization,
prob
lems,
curriculum
feed
back, etc.)
36
Report End UserGraduate Tracking Data Capturer
Gen
erat
e R
epor
ts1
of 1 Activity Details /
Narrative
Obj
ecti
ves:
To
rev
iew
and
ana
lyze
info
rmat
ion
colle
cted
fro
m t
he g
radu
ate
data
m
anag
emen
t sy
stem
To s
hare
/dis
sem
inat
e gr
adua
te in
form
atio
n in
one
or
mor
e fo
rmat
s
Mea
sura
ble
Out
com
es:
Num
ber
of r
epor
ts g
ener
ated
fro
m t
he
syst
em in
X t
ime
fram
eId
enti
fica
tion
of
data
tre
nds
wit
hin
X ti
me
fram
e (i
.e.,
gra
duat
e m
igra
tion
fro
m t
he
coun
try,
em
ploy
men
t in
rur
al v
ersu
s ur
ban
area
s, s
peci
aliz
atio
n, p
robl
ems,
cur
ricu
lum
fe
edba
ck,
etc.
)
Gen
eral
Not
es:
Acce
ss t
o ou
tsid
e pa
rtie
s to
run
rep
orts
can
be
gra
nted
by
the
grad
uate
tra
ckin
g co
ordi
nato
r w
ith
the
appr
opri
ate
auth
orit
y
Act
ivit
y D
escr
ipti
on:
1. Id
enti
fy R
epor
t Pu
rpos
eTh
e gr
adua
te t
rack
ing
data
cap
ture
r w
ill
iden
tify
the
pur
pose
for
gen
erat
ing
the
repo
rt.
For
exam
ple:
a r
eque
st f
or
info
rmat
ion,
pro
gres
s re
port
s, f
undi
ng
appl
icat
ions
(i.
e.,
gran
ts),
etc
.
2. D
efin
e Re
port
Cri
teri
a
The
grad
uate
tra
ckin
g da
ta c
aptu
rer
will
se
lect
the
cri
teri
a fo
r th
e re
port
(i.
e.,
grad
uate
coh
ort,
gra
duat
e em
ploy
men
t fa
cilit
y, r
ural
ver
sus
urba
n em
ploy
men
t,
grad
uate
s de
ceas
ed,
spec
ialt
y, e
tc.)
3. G
ener
ate
Repo
rtTh
e gr
adua
te t
rack
ing
data
cap
ture
r w
ill
gene
rate
a r
epor
t us
ing
the
defi
ned
crit
eria
1. Id
enti
fy
Repo
rt P
urpo
se2.
Def
ine
Repo
rt
Crit
eria
5. R
epor
t A
ccep
tabl
e?,
cont
.If
the
rep
ort
is n
ot a
ccep
tabl
e, t
he
grad
uate
tra
ckin
g da
ta c
aptu
rer
will
re
defi
ne t
he r
epor
t cr
iter
ia a
nd g
ener
ate
anot
her
repo
rt
6. S
end
Repo
rt t
o Re
port
End
Use
rIf
the
rep
ort
is a
ccep
tabl
e, t
he g
radu
ate
trac
king
dat
a ca
ptur
er w
ill s
end
the
repo
rt
to t
he a
ppro
pria
te r
epor
t en
d us
erA
sign
ed a
gree
men
t of
acc
epta
nce
may
be
requ
ired
by
the
end
user
pri
or t
o th
e re
port
bei
ng s
ent
7. R
ecei
ve R
epor
t an
d Pr
ovid
e Fe
edba
ckTh
e re
port
end
use
r w
ill r
ecei
ve t
he r
epor
t an
d re
view
its
cont
ents
An
y fe
edba
ck p
rovi
ded
coul
d tr
igge
r th
e G
ener
ate
Repo
rts
proc
ess
to b
egin
aga
inTh
e re
port
end
use
r co
uld
also
dis
sem
inat
e th
e re
port
to
addi
tion
al r
ecip
ient
s
tart
4. C
ompl
ete
Revi
ew
7. R
ecei
ve
Repo
rt a
nd
Prov
ide
Feed
back
6. S
end
Repo
rt
to R
epor
t En
d U
ser
3. G
ener
ate
Repo
rt,
cont
.Th
is r
epor
t m
ay b
e ge
nera
ted
man
ually
or
thr
ough
an
elec
tron
ic s
yste
m
4. C
ompl
ete
Revi
ew
The
grad
uate
tra
ckin
g da
ta c
aptu
rer
will
re
view
the
rep
ort
to v
alid
ate
info
rmat
ion
The
sele
cted
rev
iew
er(s
) (i
.e.,
gra
duat
e tr
acki
ng d
ata
entr
y of
fice
r’s
supe
rvis
or,
grad
uate
tra
ckin
g co
ordi
nato
r, e
tc.)
may
al
so r
evie
w t
he r
epor
t pr
ior
to
diss
emin
atio
n to
end
use
r
5. R
epor
t A
ccep
tabl
e?Th
e gr
adua
te t
rack
ing
data
cap
ture
r w
ill
dete
rmin
e ba
sed
on t
he r
evie
w if
the
re
port
mee
ts t
he id
enti
fied
pur
pose
and
is
cor
rect
3. G
ener
ate
Repo
rt
Gra
duat
e Tr
acki
ng R
equi
rem
ents
Pro
ject
End
Yes
5. R
epor
t Ac
cept
able
?
No
Graduate Tracking Coordinator & other Report Reviewers
37
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
1G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
rec
eive
req
uest
s fo
r in
form
atio
n fr
om v
ario
us
stak
ehol
ders
2G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
sto
re li
st o
f st
akeh
olde
rs
Incl
udin
g co
ntac
t det
ails
3G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
arc
hive
req
uest
s fo
r in
form
atio
nA
llow
s us
er to
ref
eren
ce p
revi
ous
requ
ests
4G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
not
ify u
ser
if a
requ
est f
or in
form
atio
n is
rece
ived
I.e.,
emai
l, so
cial
med
ia a
lert
s, te
leph
one,
fa
x, te
xt m
essa
ging
, etc
.
5G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
sch
edul
e co
mm
on r
epor
ts to
run
at p
rede
term
ined
da
tes
and
time
6G
ener
ate
Repo
rts
Iden
tify
Repo
rt
Purp
ose
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
sel
ect/
ente
r re
port
pur
pose
7G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
sug
gest
rep
ort c
riter
ia b
ased
on
repo
rt p
urpo
se
8G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
sel
ect r
epor
t crit
eria
I.e.,
grad
uate
coh
ort,
grad
uate
em
ploy
men
t fa
cilit
y, r
ural
ver
sus
urba
n em
ploy
men
t, gr
adua
tes
dece
ased
, spe
cial
ty, a
ge,
gend
er, e
tc.
9G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
sel
ect r
epor
t out
put c
riter
iaD
ispla
y op
tions
, sum
mar
y vs
. det
aile
d re
port
, sor
t opt
ions
, alp
hanu
mer
ic v
s. da
te,
etc.
10G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
cho
ose
a re
port
gen
erat
ion
time
fram
eI.e
., ru
n no
w o
r se
t the
tim
e fo
r la
ter
11G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty f
or s
yste
m to
det
erm
ine
if th
e re
port
can
be
imm
edia
tely
gen
erat
ed o
r if
it m
ust b
e de
laye
d ba
sed
on s
ize
I.e.,
base
d on
type
s of
crit
eria
, bas
ed o
n siz
e of
dat
a, e
tc.
12G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
pro
mpt
use
r to
con
firm
the
gene
ratio
n of
a
repo
rt a
t a la
ter
time
if re
quire
d
13G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
sav
e re
port
crit
eria
into
a te
mpl
ate
14G
ener
ate
Repo
rts
Def
ine
Repo
rt
Crit
eria
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
acc
ess
and
cust
omiz
e re
port
tem
plat
es
15G
ener
ate
Repo
rts
Gen
erat
e Re
port
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
gen
erat
e th
e re
port
bas
ed o
n th
e se
lect
ed
crite
ria
16G
ener
ate
Repo
rts
Gen
erat
e Re
port
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
sav
e, d
ispla
y, o
r pr
int r
epor
t
Gen
erat
e Re
port
s
38
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS
17G
ener
ate
Repo
rts
Gen
erat
e Re
port
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rH
ave
abili
ty to
pro
duce
rep
orts
in m
ultip
le f
orm
ats
i.e.,
text
del
imite
d fil
e, P
DF,
etc
.
18G
ener
ate
Repo
rts
Gen
erat
e Re
port
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
del
ete
a re
port
Base
d on
use
r ro
les
19G
ener
ate
Repo
rts
Gen
erat
e Re
port
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
rA
llow
use
r to
del
ete
and/
or m
odify
dat
a el
emen
ts w
ithin
a
repo
rtLe
ts th
e us
er m
odify
rep
ort d
etai
ls or
na
rrat
ive
base
d on
the
audi
ence
20G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Stor
e re
view
er c
onta
ct in
form
atio
n
21G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Sugg
est a
list
of
pote
ntia
l rep
ort r
evie
wer
s Ba
sed
on r
evie
wer
kno
wle
dge
of th
e re
port
con
tent
, fre
quen
cy th
ey h
ave
been
as
ked
to r
evie
w r
epor
ts, e
tc.
22G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Hav
e ab
ility
to s
end
repo
rt to
rev
iew
ers
Via
em
ail,
fax,
prin
t cop
y fo
r m
ailin
g, e
tc.
23G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Hav
e ab
ility
to n
otify
use
r th
at th
e re
port
has
bee
n re
ceiv
ed
elec
tron
ical
ly b
y th
e re
view
ers
24G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Allo
w r
epor
t rev
iew
ers
to r
etur
n fe
edba
ck
I.e.,
emai
l doc
umen
t, fa
x, e
nter
fee
dbac
k di
rect
ly in
to a
sys
tem
gen
erat
ed f
orm
, etc
.
25G
ener
ate
Repo
rts
Com
plet
e Re
view
Gra
duat
e Tr
acki
ng D
ata
Cap
ture
r, G
radu
ate
Trac
king
Coo
rdin
ator
&
othe
r Re
port
Rev
iew
ers
Hav
e ab
ility
to n
otify
rev
iew
er th
at f
eedb
ack
has
been
re
ceiv
ed
26G
ener
ate
Repo
rts
Repo
rt A
ccep
tabl
e?G
radu
ate
Trac
king
Dat
a C
aptu
rer
Allo
w u
ser
to r
etur
n to
and
mod
ify r
epor
t crit
eria
27G
ener
ate
Repo
rts
Send
Rep
ort t
o th
e Re
port
End
Use
rG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to v
erify
that
the
repo
rt is
in th
e co
rrec
t for
mat
28G
ener
ate
Repo
rts
Send
Rep
ort t
o th
e Re
port
End
Use
rG
radu
ate
Trac
king
Dat
a C
aptu
rer
Hav
e ab
ility
to s
end
repo
rt to
rep
ort e
nd u
sers
I.e.,
regu
lar
and
secu
re e
mai
l, fa
x, p
rint
copy
for
mai
ling
and
addr
ess
on e
nvel
ope,
et
c.
Gen
erat
e Re
port
s
39
Func
tiona
l Req
uire
men
ts f
or G
radu
ate
Trac
king
Req
uire
men
ts P
roje
ct
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
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Appendix A – The Collaborative Requirements Development Methodology
AppendixAThe Collaborative Requirements Development Methodology™
Defining requirements is a critical step in developing or acquiring an information system that will effectively support the work of the organization(s). If the requirements are not correctly defined, the system will not meet the needs of the users. Describing requirements for the way in which an information system should function involves first analyzing how the work gets done, by clearly defining the processes involved.
Through the use of our Collaborative Requirements Development Methodology (CRDM), PHII assists practitioners in analyzing the tasks and processes they perform, defining better ways to perform those processes, and documenting functional requirements for the ways information systems and/or tools should support that work. Rather than buying off‐the‐shelf products or settling for a vendor recommendation based on arbitrary likes or dislikes, the electronic and paper based functional requirements defined will enable public health agencies to effectively communicate with vendors and developers on how to meet specific software needs.
To learn more about PHII’s CRDM, visit the “How We Work” page at www.PHII.org.
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Appendix B – Graduate Tracking Literature Review
AppendixBGraduate Tracking Literature Review
This appendix contains a literature review performed at project initiation. The literature review provided topical background information used to inform the following steps taken in the project, including conducting eleven country specific MEPI program representative “focal person” interviews about current graduate tracking activities; conducting Subject Matter Expert (SME) interviews about specific graduate tracking processes; and preparing documentation to be validated and then used to elicit functional requirements at a workshop held in Lusaka, Zambia in October 2013.
42
GraduateTrackingLiteratureReview
December2013
43
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Graduate Tracking Literature Review
e uestThe purpose of this literature review is to research and obtain general background documentation about graduate tracking. The literature was used by the Public Health Informatics Institute’s graduate tracking project team to gain insight on graduate tracking prior to performing project tasks such as conducting focal person interviews, Subject Matter Expert teleconferences, and workshop facilitation.
ites earchedGoogle Search
Chain searching: reviewed references in documents
Google [Scholar]
Terms earchedGraduate tracking
Graduate tracking system
Alumni tracking
Alumni tracking system
Student tracking
Student tracking system
Health profession retention
Health professional migration
ummar
Some of the key activities in the MEPI/CapacityPlus collaboration are to research, define, and validate business processes and to elicit collaborative functional requirements involved with graduate tracking. The Public Health Informatics Institute (PHII) was contracted to lead these activities. PHII preceded these activities by conducting a thorough literature review to provide topical background information and inform the following project tasks:
x Conducting country specific MEPI program representative telephone interviews regarding current graduate tracking activities
x Conducting Subject Matter Expert teleconferences regarding specific graduate tracking processes x Preparing documentation to be validated and then used to elicit functional requirements during a
workshop held in Lusaka, Zambia on October 21 ‐ 23, 2013
Upon the completion of the literature search, all documents were reviewed to determine if they could be organized into categories for clarity. In total, three categories emerged including Graduate Tracking Tools and Systems, Graduate Tracking Methodology and Topics, and Health Professional Retention. Each document has been cited, categorized, and briefly summarized below.
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Graduate Tracking Literature Review
All esultsGraduate Tracking Tools and Systems
A Framework for Designing Smart Alumni Systems Author: Gandham, L.P. Source: Florida A&M University Date: 2011 Find it: Provided electronically Document Summary: This document discusses research about incorporating features of social networking and data mining into alumni systems. Such an alumni system is termed "smart alumni system." This document includes a framework for smart alumni systems and a proof‐of‐concept prototype implementation of smart alumni system subsets. Assess Privacy Protecting in Alumni Service Author: Sa‐Adaem, K. and Y. Teng‐Amnuay Date: 2011 Find it: Provided electronically Document Summary: Assessment guidelines for alumni systems based on generic features, privacy patterns, privacy legal constraints, and privacy enhancing technologies. Developing a Standard Framework for Tracking Medical Graduates and Physicians in Sub‐Saharan Africa Author: Mugagga, K., et al. Source: Kampala International University Find it: Provided electronically Document Summary: Tool to assist African based medical schools develop a standard framework for physician tracking. Survey of Graduate Tracking Systems Around the World Author: Usher, A. and P. Marcucci. Source: Higher Education Strategy Associates Find it: Provided electronically Document Summary: Data collected from experts from 10 countries about managing graduate data for quality assurance, using graduate tracking data for curriculum development, and graduate voices on the transition from school to career. This document identifies some of the most successful systems in different countries in terms of meeting identified objectives.
Graduate Tracking Methodology and Topics
Statistical Data ‐ The Underestimated Tool for Higher Education Management ‐ Case of Makerere University Author: Nakabo‐Ssewanyana, S. Source: Makerere University Find it: Provided electronically Document Summary: Study addresses issues of data availability and requirements for higher education management.
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Graduate Tracking Literature Review
Tracking Alumni ‐ Strategies for Collecting and Updating Personal and Professional Information Author: Tansey, J. and J. Yarrish. Date: 2008 Source: The Advisory Board Company Find it: Provided electronically Document Summary: Consulting project to answer the question: "What strategies are peer institutions using to gather and update biographical and employment data from alumni?” Tracking University Graduates in the Workforce ‐ Information to Improve Education and Health Systems in Tanzania Author: Pemba, S., et al. Date: 2012 Find it: Provided electronically Document Summary: This study explores how institutions can gather/use data to target/improve quality of education for an increasing number of graduates. This document identifies some of the universities' challenges. Using Professional Social Networking as an Innovative Method for Data Extraction Author: Tantawy, R. Y., Z. Farouk, S. Mohamed, and A.H. Yousef Date: 2012 Source: Technology Innovation and Entrepreneurship Center & ICTP, Ministry of Higher Education, Egypt Find it: Provided electronically Document Summary: This study shows the impact of social networking sites (SNS) in discovering the relation between Egyptian University graduates and the IT job market, both inside and outside of Egypt. It shows that SNS can be a reliable source for alumni data, especially for city of residence.
Health Professional Retention
Brain Drain of Health Professionals from Sub‐Saharan Africa to Canada Author: Labonte, R., et al. Source: Southern Africa Migration Project Date: 2011 Find it: Provided electronically Document Summary: Research on health professional migration in Sub‐Saharan Africa. Influence of PEPFAR on Career Choices and Emigration of Health‐Profession Graduates from a Ugandan Medical School Author: Bajunirwe, F., et al. Date: 2013 Find it: Provided electronically Document Summary: Study to determine the current work distribution of health professionals from a public Ugandan medical school in a period of major donor funding for HIV programs.
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Graduate Tracking Literature Review
Medical Students' Characteristics as Predictors of Career Practice Location Author: Zimmerman, M., et. al. Date: 2012 Find it: Provided electronically Document Summary: Study determines which characteristics of Nepalese medical students are associated with graduate doctors staying to practice in country or in its rural areas. The Migration of Physicians from Sub‐Saharan Africa to USA Author: Hagopian, A., et al. Date: 2004 Source: Human Resources for Health Find it: Provided electronically Document Summary: Describes the numbers, characteristics, and trends in migration to the USA of physicians trained in Sub‐Saharan Africa.
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Appendix C – Summaries from the MEPI Institution Focal Person Interviews
AppendixCSummaries from the MEPI Institution Focal Person Interviews
This appendix contains a summary of interviews conducted with eleven MEPI institution focal people to determine their current state of graduate tracking, as well as a macro schema categorizing the level of graduate tracking readiness of all the interviewed MEPI institutions.
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GraduateTracking RequirementsProject
ummariesfromthe EPIInstitutionFocalPersonInter iewsctober2013
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Graduate Tracking: Summaries from the Focal Person Interviews
TableofContents
Acknowledgements .......................................................................................................................................
Methods ........................................................................................................................................................
Overall State of Graduate Tracking Readiness .......................................................................................
Goals of the MEPI Institutions ................................................................................................................
Key Business Processes ..........................................................................................................................
Interview Summaries .....................................................................................................................................
Appendix A: Interview Guide .........................................................................................................................
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Graduate Tracking: Summaries from the Focal Person Interviews
AcknowledgementsOur gratitude is extended to the following individuals who participated in the key informant interviews:
Botswana Dr. George Mokone UB SOM Phase I Coordinator & Senior Lecturer in Physiology Ethiopia Professor Damen Haile Mariam Project Coordinator for the MEPI Project Ghana Professor Yaw Adu‐Sarkodie Dean of the School of Medical Science Mozambique Dr. Emilia Noormahomed UEM Principle Investigator for the MEPI Project & Assistant Professor of Parasitology at UEM Nigeria Dr. Ademola Oladipo Program Officer of Monitoring
South Africa Dr. Kalay Moodley MEPI Project Manager Tanzania Esther Lisasi MEPI Project Monitoring & Evaluation Coordinator Uganda (Kampala International University) Dr. Kintu Mugagga Head of Monitoring and Evaluation of MEPI Program & Head of Technical Group for Graduate Tracking Uganda (Makerere University) Professor Celestino Obua Deputy Principle of College of Health Sciences Zambia Dr. Moses Simuyemba Staff Development Fellow/MEPI M&E Specialist Zimbabwe Jonathan Gandari Coordinator for Medical Education
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Graduate Tracking: Summaries from the Focal Person Interviews
ethodsCapacityPlus identified 11 MEPI institution representatives as candidates for focal person interviews. Each of the individuals who participated in an interview represented a MEPI institution. The focal persons represented 10 countries across the African continent, including Botswana, Ethiopia, Ghana, Mozambique, Nigeria, South Africa, Tanzania, Uganda, Zambia, and Zimbabwe.
The MEPI institution focal persons were contacted by email and invited to participate in a structured telephone interview. In most cases, the interviews were conducted in a one‐on‐one format, but in one case, more than one MEPI institution representative participated in the interview. In all, 12 individuals participated in 11 interviews conducted during the month of September 2013.
Each interview, lasting approximately one hour, followed an interview guide (see Appendix A) designed to:
1. Determine the focal person’s understanding of graduate tracking 2. Describe the student and graduate tracking methods and processes currently used by each MEPI
institution 3. Assess the extent to which current systems and processes meet the needs of each MEPI
institution to manage and track its graduates 4. Identify opportunities to improve the systems and processes used by each MEPI institution to
manage and track its graduates 5. Identify the goals that each MEPI institution is trying to achieve through improving its graduate
tracking 6. Identify potential subject matter experts to help define business processes
The interviews were summarized and a draft version of each interview summary was sent to the focal person for comment and feedback, and then revised based on the submitted feedback. A final summary of each of the interviews is included in this report. In addition to summarizing the MEPI institution interviews, we developed a macro schema categorizing the level of graduate tracking readiness of all the interviewed MEPI institutions.
Overall State of Graduate Tracking Readiness
After completion of the interviews with 11 MEPI institution representatives, it was concluded that there is a wide range of graduate tracking readiness. There were institutions in the early stages of thinking about the concept of graduate tracking, several had some paper based processes in place, and others had established electronic graduate tracking systems up and running. Seven (63% of all interviewed MEPI institutions) of the MEPI institutions have made moderate to significant progress in establishing and implementing business processes associated with graduate tracking. Of the seven MEPI institutions, five (45% of all interviewed MEPI institutions) have established electronic graduate tracking systems or are using some type of electronic system functionality (i.e., Facebook, email, Yahoo groups, etc.) to communicate and gather information from graduates. The remaining four MEPI institutions are at the preliminary stages for graduate tracking. While these institutions have yet to establish or implement graduate tracking protocols, there is a great interest to learn from the MEPI institutions that are more advanced.
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Graduate Tracking: Summaries from the Focal Person Interviews
Three categories were created to classify the MEPI institutions’ graduate tracking readiness. The categories are as follows:
Category Definition Country Institution Name
Blue Minimal effort started for tracking MEPI graduates
x Ethiopia
x Mozambique
x Tanzania
x Zimbabwe
1. Addis Ababa University (AAU)
2. Universidade Eduardo Mondlane (UEM)
3. Kilimanjaro Christian Medical Center (KCMC)
4. University of Zimbabwe College of Health Sciences (UZCHS)
Yellow Moderate effort started on tracking MEPI graduates. Some initial graduate tracking processes have been established.
x Botswana
x Ghana
5. University of Botswana School of Medicine (UB SOM)
6. Kwame Nkrumah University of Science and Technology School of Medical Sciences (KNUST SMS)
Green Robust graduate tracking business processes established and may have started some effort toward establishing an electronic based graduate tracking system
x Zambia
x South Africa
x Nigeria
x Uganda
7. University of Zambia
8. Stellenbosch University
9. MEPI Nigeria Consortium
10. Kampala International University (KIU)
11. Makerere University
Of the 11 MEPI institutions interviewed, four were categorized as blue, two were categorized as yellow, and five were categorized as green.
Goals of the MEPI Institutions
Many of the MEPI institutions voiced the desire and need to track graduates. The goals consistent across the MEPI graduate tracking initiatives are as follows:
1. Understand the breakdown of graduates that are serving urban vs. rural areas 2. Gather feedback from graduates to improve the MEPI curriculum 3. Gather information on the breakdown of graduates working in the public vs. private sector
Key Business Processes
The interviewees were asked about what specific tasks they carried out in relation to MEPI graduate tracking. It was discovered that most of the institutions categorized as yellow or green in graduate
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Graduate Tracking: Summaries from the Focal Person Interviews
tracking readiness carried out similar business processes. The actual task sets that make up the business processes varied slightly, but there was an overwhelming understanding that they were all trying to achieve similar goals and outcomes. The processes consistent across these MEPI institutions are as follows:
Locate Graduates Manage Graduate Information Communicate with Graduates Generate Reports and Statistics Create and Manage Graduate Surveys View and Respond to Graduate Surveys Search/View Graduate Information
In conclusion, there has been significant movement among the MEPI institutions to establish graduate tracking programs. All current efforts can be cataloged and used to create best practices for the MEPI institutions to inform them at all stages of graduate tracking implementation. With the significant movement towards electronic functionality, the time is potentially ripe for collaboration to establish the necessary requirements and system that could serve all of these MEPI institutions. This effort could expedite the establishment of rigorous graduate tracking and reduce the number of simultaneous system development efforts.
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The Public Health Informatics Institute works to improve health outcomes worldwide
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Graduate Tracking: Summaries from the Focal Person Interviews
AppendixA Inter iewGuide
Background:
One of the key activities in the MEPI/CapacityPlus collaboration is to determine the graduate tracking needs of African MEPI institutions and define the business processes and requirements to support these needs. Information from telephone interviews can serve as input into the development of draft graduate tracking business processes and functional requirements. Overall the telephone interview process will help MEPI/CapacityPlus gain a better understanding of the current state of graduate tracking as well as the level of readiness for different tools and technologies.
Following the interviews, PHII will facilitate a Graduate Tracking Collaborative Requirements Development Workshop to validate the draft business processes identified during this interview and to generate functional requirements. The workshop will bring together representatives from a number of MEPI institutions involved in the graduate tracking collaboration, as well as a few representatives of the MEPI‐CC, ministries of health, ministries of education and medical councils. Following the workshop, PHII will update all documentation using information from the workgroup meeting and send it out to the workgroup participants for validation and feedback.
Interview Objective:
To gather information that will inform the initial development of graduate tracking requirements.
Interviewee Information:
Name: ___________________________________
Institution: ________________________________
Title: _____________________________________
Email address: _____________________________
Phone number: ____________________________
Interview Questions: 1. Have you worked with student or graduate tracking before?
a. If so, in what capacity?
2. Does your school maintain current student population records?
a. If so, what types of information is being collected and tracked? i. What are the goals you are trying to achieve by tracking your current student
population? b. If not, what is the reason(s) for not tracking your current student population? c. When in the course of a student’s time attending your MEPI School is this information
collected? 3. Does your school currently track your graduates?
MEPI Graduate Tracking Project Interview Guide
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Graduate Tracking: Summaries from the Focal Person Interviews
a. If so, how is this information collected? i. What type of information is being collected and tracked? ii. What are the goals you are trying to achieve by tracking your current student
population? iii. What activities or processes are involved in achieving those goals?
b. If not, what is the reason(s) for not tracking your graduates?
4. Who will use or participate in the graduate tracking process/approach?
5. Who will use the data that results from tracking your graduates?
6. What are your goals for tracking graduates in the future, what activities or processes are involved
in achieving those goals?
7. Would you be willing to serve as a subject matter expert over the next 4 – 6 weeks to help us
define business processes?
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Appendix D – Graduate Tracking Vision and Next Steps
AppendixDGraduate Tracking Vision and Next Steps
This appendix contains the graduate tracking vision and next steps as defined by the workshop participants. Each participant had the opportunity to summarize their personal and institutional vision and next steps for graduate tracking from the end of the workshop, October 23, 2013, until July 1, 2014.
What is your graduate tracking vision for your institution by June 2014?
Institution Name Vision Kilimanjaro Christian Medical Center (KCMC)
To have a successful graduate tracking system at the institution
University of Zambia (UNZA) Complete graduate tracking database; Institutionalized tracking system from enrollment of students/graduation; Well established database of students to graduate; Greater involvement of stakeholders
Stellenbosch University (SU) Increase buy‐in to the process of graduate trackingUniversity of Zimbabwe College of Health Sciences (UZCHS)
Establish an all stakeholder approach between the MOH, University of Zimbabwe and Medical Council
Kwame Nkrumah University of Science and Technology School of Medical Sciences (KNUST SMS)
Establish graduate tracking office, employ staff, make existing graduate tracking website fully operational, and establish national alumni engagement
University of Botswana Design a tool for graduate tracking; Collected data from all 5 groups of the MBBS students prior to graduation
Uganda – MEPI Compare all entrants, undergraduates and graduates to the validated data bank at the respective MEPI institutions; Make regular evaluation reports available and use reports to develop policy briefs for allied ministries and institutions
MOH Zambia Adopt a tracking system and customize it to the national requirementsHuman Resources Development Division of the Ministry of Health in Uganda
Foster more collaboration with medical training institutions in developing their graduates; Gather information of the graduates location and influence the MOH to make decisions and policy shifts accordingly
Uganda Medical and Dental Practitioners’ Council (UMDPC)
To accurately collect, provide, and use the graduate tracking information to UMDPC and stakeholders
Ethiopia Federal Ministry of Health
Establish national plan for graduate tracking vs. institutional plan; Establish list of all of the medical graduates in the country since 1967; Create a social media website to track the address of each medical graduate
IntraHealth Zambia To establish a system that will track trained volunteers, lay consolers, and health workers for HIV testing and counseling project
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Appendix D – Graduate Tracking Vision and Next Steps
What is the graduate tracking vision you have for this community of practice?
1. Share with each other what your institution is currently doing to establish graduate tracking processes and tools
2. Institutions hold each other accountable and support each other in the process of developing graduate tracking processes and tools
3. Sustain /Maintain social network for graduate tracking from workshop to keep up the momentum
4. Collaboratively develop graduate tracking tools (i.e. compendium of data elements and survey questions)
5. Collaborate to develop a Journal of Academic Medicine MEPI supplement article 6. Assist institutions in tracking graduates across borders (grads and post‐grads)
Institution Name Vision Kilimanjaro Christian Medical Center (KCMC)
No Response
University of Zambia (UNZA) Locate and know what each graduate is doingStellenbosch University (SU)
To provide a comprehensive database of the activities conducted by all schools with reference to graduate tracking so we can learn from this
University of Zimbabwe College of Health Sciences (UZCHS)
Graduates easily accepting to go and work in rural areas in health centers and hospitals
Kwame Nkrumah University of Science and Technology School of Medical Sciences (KNUST SMS)
Share ideas through social media, business process updates, and advice
University of Botswana No ResponseUganda – MEPI Collaboratively develop tool across multiple MEPI programs;
Ongoing communication with sharing of experience, progress, and challenges
MOH Zambia No ResponseHuman Resources Development Division of the Ministry of Health in Uganda
Each institution actualizes its objective of graduate tracking; Institutions that attended the meeting keep in contact and share experiences; Annual workshops are held to assess institutions performance against their graduate tracking goals
Uganda Medical and Dental Practitioners’ Council (UMDPC)
Share experiences about what works, what does not work and best practices; Track graduates across borders via health professional councils
Ethiopia Federal Ministry of Health
Networking with community and experiencing sharing
IntraHealth Zambia Collectively establish graduate tracking system for medical officers and extended to other graduates; Continue to collaborate and share experiences
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Appendix D – Graduate Tracking Vision and Next Steps
What tools and resources can assist you with achieving your vision? Suggested by (Institution Name) Category Votes 1. University of Botswana2. Uganda MEPI 3. University of Zambia
Develop Questionnaires (paper) 3/2
1. University of Zimbabwe College of Health Sciences (UZCHS)
2. Uganda MEPI 3. Kilimanjaro Christian Medical Center
(KCMC)
Financial Resources 3/6
1. Ethiopia Federal Ministry of Health Research Data 1/0 1. Uganda MEPI 2. Kwame Nkrumah University of
Science and Technology School of Medical Sciences (KNUST SMS)
High Level Buy in 2/5
1. University of Zimbabwe College of Health Sciences (UZCHS)
2. University of Zambia 3. Kilimanjaro Christian Medical Center
(KCMC) 4. Human Resources Development
Division of the Ministry of Health in Uganda
People 5/4
1. Kilimanjaro Christian Medical Center (KCMC)
2. IntraHealth Zambia 3. Uganda Medical and Dental
Practitioners’ Council (UMDPC) 4. University of Zambia
Capacity Building 4/10
1. IntraHealth Zambia 2. Zimbabwe College of Health Sciences
(UZCHS) 3. Ethiopia Federal Ministry of Health 4. University of Botswana 5. Kwame Nkrumah University of
Science and Technology School of Medical Sciences (KNUST SMS)
6. Kilimanjaro Christian Medical Center (KCMC)
7. Uganda Medical and Dental Practitioners’ Council (UMDPC)
8. Stellenbosch University (SU) 9. University of Zambia 10. Uganda ‐ MEPI
Software Development 10/11
1. Kilimanjaro Christian Medical Center (KCMC)
2. University of Zimbabwe College of Health Sciences (UZCHS)
3. MEPI Uganda
Infrastructure 6/6
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Appendix D – Graduate Tracking Vision and Next Steps
4. Ethiopia Federal Ministry of Health 5. University of Zambia 6. Uganda Medical and Dental
Practitioners’ Council (UMDPC)
What are your personal next steps for graduate tracking? Institution Name Vision Kilimanjaro Christian Medical Center (KCMC)
Create a website and promote it during the November 8, 2013 graduation ceremony; Create awareness of the importance of graduate tracking among the staff; Arrange an inspiration night on the eve of graduation and request the graduate students to have inspiration talk with current students; Create a database by collecting graduate information from the dean’s office and other sources
University of Zambia (UNZA)
Share workshop report with key stakeholders/others at school; Continue graduate tracking exercise; Engage stakeholders for further discussion; Get more engaged in graduate community; Utilize existing websites (ZMA/PCZI/MOH) to roll out survey
Stellenbosch University (SU)
Engage necessary stakeholders on the development of comprehensive robust graduate tracking system
University of Zimbabwe College of Health Sciences (UZCHS)
Lead the graduate tracking project by assembling a team; Develop a plan of action and build a database
Kwame Nkrumah University of Science and Technology School of Medical Sciences (KNUST SMS)
Initiate the business practices and requirements into an already existing graduate tracking platform
University of Botswana No Response MEPI Uganda Disseminate the latest developments to MEPI‐Uganda institutions; Equip MEPI‐
Uganda schools with plan of action; Collaborate with all stakeholders to establish effective network; Continue to interact with MEPI‐GT‐TWG
MOH Zambia Involve management to gain support and ownership of the vision; Draw up work plan on how to undertake and manage the activity
Human Resources Development Division of the Ministry of Health in Uganda
Give feedback to the MOH on graduate tracking; Work with the focal person and develop and activity plan; Start to identify the list of current students and graduates
Uganda Medical and Dental Practitioners’ Council (UMDPC)
No Response
Ethiopia Federal Ministry of Health
No Response
IntraHealth Zambia Share workshop experiences with colleagues; Hold brainstorming meeting on need for graduate tracking; Seek Technical Assistance from capacity plus on how to establish graduate tracking and development of proposal to HRH Zambia
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Appendix E – Graduate Tracking Reports
AppendixEGraduate Tracking Reports
Report Group Report Detail
Demographic Reports
x Number of physicians graduated x Number of physicians located/contacted x Number of physicians by age x Number of physicians by gender x Number of physicians deceased x Number of physicians by nationality
Specialty Report x Number of physicians by specialty
Employment Reports
x Number of physicians working as interns x Number of physicians working in private
vs. public practice x Number of physicians working in urban vs.
rural x Number of physicians retired
Retention Reports x Physician migration trends in/out of
country x Number of physicians by marital status
Practice Reports x Number of physicians not practicing (i.e.,
acting in another capacity such as working for NGO, political official, etc.)
Licensing and Registration Report x Number of physicians licensed or
registered
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Appendix F – Graduate Tracking Software and Functionality
AppendixFGraduate Tracking Software and Functionality
Currently Available Graduate Tracking Software and Functionality:
x Microsoft Excel x Microsoft Access x RedCap (Vanderbilt University) x Microsoft Customer Relations Management System (CRM) x Human Resource Information System (HRIS) x Enterprise Resource Planning System (IERP) x STATA (Data Analysis and Statistical Software) x SPSS (Data Analysis and Statistical Software) x ATLAS TI (Data Analysis and Statistical Software) x NVIVO (Data Analysis and Statistical Software) x Epi Info (Disease Surveillance Software) x SAS (Data Analysis and Statistical Software) x Geographic Information System (GIS) x Survey Monkey x Internet Based Web Interface (i.e. Alumni Association Page) x Moodle
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Appendix G – Example Business Process Matrix, Task Flow, and Requirements Document
AppendixGExample Business Process Matrix, Task Flow, and Requirements Document
This appendix contains example forms with explanatory language for each of the business process tools.
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Project N
ame
Busine
ss Process M
atrix
Tem
plate
Busine
ss Process Nam
e
OBJEC
TIVE
S BU
SINESS RU
LES
TRIGGE
RS
TASK
SET
INPU
TS
OUTP
UTS
MEA
SURA
BLE
OUTC
OMES
A concrete
statem
ent d
escribing
what the
business
process seeks to
achieve. A well‐
worde
d ob
jective will
be SMAR
T: Spe
cific,
Measurable,
Attainable/
Achievable, R
ealistic,
and Time bo
und.
A set o
f criteria th
at
defin
es or con
strains
some aspe
ct of the
bu
siness p
rocess.
Busin
ess rules are
intend
ed to
assert
busin
ess structure or
to con
trol or
influ
ence th
e be
havior. Examples in
he
alth care and
public health
includ
e laws, standards, and
guidelines.
An event, action,
or state that
indicates the
first
course of action in
a bu
siness p
rocess.
In so
me cases, a
trigger is a
lso an
inpu
t.
The key set o
f activ
ities th
at are
carried ou
t in a
busin
ess p
rocess.
Inform
ation
received
by the
busin
ess p
rocess
from
external
sources. Inpu
ts
are no
t gene
rated with
in
the process.
Inform
ation
transferred ou
t from
a process.
The inform
ation
may have be
en th
e resulting
transformation of
an inpu
t, or it m
ay
have been
inform
ation
created with
in th
e bu
siness p
rocess.
The resulting
transaction of a
busin
ess p
rocess
that indicates the
ob
jectives have
been
met.
85
Organization, Group, etc.
Functional Role
Functional Role
FunctionalRole
Organization, Group, etc.
FunctionalRole
Organization, Group, etc.
Act
ivity
Act
ivity
Gen
eral
Pro
cess
Not
es
oG
ener
al n
otes
reg
ardi
ng th
e ta
sk f
low
. 1.
Iden
tify
Busi
ness
Nee
d fo
r D
ata
Det
ails
2. Id
entif
y Po
tent
ial D
ata
Req
uire
men
tsD
etai
ls
Busin
ess
Proc
ess
Nam
epa
ge x
of x
Act
ivity
Dec
ision
A
Off
-pag
e C
onne
ctor
LEG
END
Star
tEn
d
Star
t Eve
nt
Pool
Functional Role
Sequ
ence
Flo
w
Dec
ision
Act
ivity
Act
ivity
Yes
No
Act
ivity
Star
t Eve
ntEn
d
Act
ivity
Act
ivity
End
Ann
otat
ion
Act
ivity
Pre-
defin
ed
proc
ess
+
Sub-
proc
ess
86
IDBU
SIN
ESS
PRO
CES
SA
CTI
VIT
YEN
TITY
/ F
UN
CTI
ON
AL
RO
LER
EQU
IREM
ENT
(The
sys
tem
mus
t or
shou
ld…
)C
OM
MEN
TS1.
1.1
Busin
ess
Proc
ess
#1
Act
ivity
#1
Entit
y or
Fun
ctio
nal R
ole
perf
orm
ing
the
activ
ityRe
quire
men
t #1
1.1.
2Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
2
1.1.
3Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
3
1.1.
4Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
4
1.1.
5Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
5
1.1.
6Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
6
1.1.
7Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
1En
tity
or F
unct
iona
l Rol
e pe
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tivity
Requ
irem
ent #
7
1.2.
1Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
2En
tity
or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
1
1.2.
2Bu
sines
s Pr
oces
s #
1A
ctiv
ity #
2En
tity
or F
unct
iona
l Rol
e pe
rfor
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Requ
irem
ent #
2
1.2.
3Bu
sines
s Pr
oces
s #
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ctiv
ity #
2En
tity
or F
unct
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l Rol
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e ac
tivity
Requ
irem
ent #
3
1.3.
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sines
s Pr
oces
s #
1A
ctiv
ity #
3En
tity
or F
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l Rol
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g th
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Requ
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ent #
1
1.3.
2Bu
sines
s Pr
oces
s #
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ctiv
ity #
3En
tity
or F
unct
iona
l Rol
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Requ
irem
ent #
2
1.3.
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sines
s Pr
oces
s #
1A
ctiv
ity #
3En
tity
or F
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min
g th
e ac
tivity
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irem
ent #
3
1.3.
4Bu
sines
s Pr
oces
s #
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ctiv
ity #
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or F
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l Rol
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irem
ent #
4
2.1.
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sines
s Pr
oces
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ctiv
ity #
1En
tity
or F
unct
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min
g th
e ac
tivity
Requ
irem
ent #
1
2.1.
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sines
s Pr
oces
s #
2A
ctiv
ity #
1En
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or F
unct
iona
l Rol
e pe
rfor
min
g th
e ac
tivity
Requ
irem
ent #
2
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The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix H – Request for Proposal
AppendixHRequest for Proposal
Preparing a Request for Proposal (RFP)
Preparing a Request for Proposal can be a challenging process. It is important that you properly prepare and allow sufficient time to fully understand your business requirements and your jurisdiction’s procurement policies, and to thoroughly evaluate potential software vendors. Typically, it takes from six to twelve months to complete the RFP process, depending on the complexity of the information system.
The RFP begins with understanding your business requirements and categorizing them as “need to have” versus “nice to have”. There may be additional technical requirements or constraints that must be articulated to the vendors, so it is best to involve your IT department early in this process.
Most jurisdictions also have an RFP/RFQ template which you may be required to use as the basis for your solicitation. Numerous state/local regulations are likely to govern the sequence, timing, publication and communications requirements of your competitive solicitation. Be sure to connect with your procurement, legal, and other departments early to understand these requirements. For example, to what extent can you communicate with potential respondents, if at all? Can you send a notice to vendors that the RFP has been published in the state register or on jurisdiction’s web site? If a respondent asked you a question about your RFP, how are you to respond? Are you required to publish the question and response to all other respondents?
Vendor Selection
Be sure to allow enough time for respondents to prepare thorough responses to the RFP. Responses will then be evaluated and ranked on the basis of how closely they align with your “need to have” and technical requirements, with consideration given to “nice to have” as a further ranking criteria. Based on this evaluation, you may select one or more respondents to perform live demonstrations of their systems, incorporating several use cases that you will provide ahead of time. Depending on the breadth of the functionality, it will be best to allot half‐ or full‐day sessions for these use‐case demonstrations.
The value of your RFP and the resulting demonstrations in making the best vendor selection will depend on the clarity and applicability of the use cases you define, and on determining prior to the demonstration how – based on what criteria – the use‐case demonstrations will be judged. Take time immediately following each presentation to evaluate the strengths, weaknesses, and/or scores for each use case, based on the judgment criteria previously established.
In addition to evaluating the ability of the vendor to address your specific business and technical requirements, several additional factors should be considered. It will be important to understand the overall cost of owning the software, including start‐up and maintenance costs, and to ascertain the vendor’s customer service capability; both their track record of customer satisfaction, as well as their strategy for maintaining and upgrading their software. Along these lines, it is equally important to assess the vendor’s financial viability. It would be unfortunate indeed to purchase software with all of the correct functionality from a vendor on the verge of bankruptcy, which could leave you with no one to turn to for support or maintenance of your software.
Although the RFP and vendor selection process requires significant effort and due diligence, the result will be a well‐organized and documented approach that allows you to select the most appropriate software application and vendor to meet your business needs.
88
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix H – Request for Proposal
RFP Table of Contents
Project Overview
� Provide a brief high‐level description of the organization, purpose of the project, and what you plan to achieve by implementing the new information system. Typically 1 – 2 pages in length.
Project Background and Goals
� Provide details on how and why the project was conceived and the specific goals that the project has set out to accomplish. Typically 1 – 2 pages in length.
Scope of Project
� Describe the details of the scope of the project. It is also helpful to provide insight to what is defined as out‐of‐scope. The more clarity provided here, the better the vendor can assess their ability to meet your needs. Typically 1 – 3 pages in length.
Project Deliverables
� Describe the specific project deliverables that the vendor will be responsible for completing as part of this project. This section typically details expectations related to implementing the information system, user testing, system documentation, system maintenance, and technical support.
Evaluation Selection Criteria
� Describe in detail the criteria, along with weighting factors that will be used to evaluate the vendor. This is typically laid out in a matrix or table structure, along with a scoring scheme. More weight is given to those areas of highest importance.
Attachments
x Requirements
x General System Assessment
x Vendor Assessment
89
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix I – General System Assessment
AppendixIGeneral System Assessment 1. General System Characteristics
1.1 Describe the basic system architecture (e.g., host‐based, client/server, multi‐tiered, etc.) and operating architecture (e.g., ASP, server location, etc.)
1.2 Describe the operating systems supported on the client (if applicable) and the server
1.3 Describe any database back‐ends supported and note what type of drivers are used or other access technology
1.4 Describe user interfaces supported (thin client, thick client, Web, PDA, API, ADO, DDE, etc.)
1.5 If separate site servers are used, describe how site synchronization is achieved in the event of network failure in multi‐site implementations
1.6 Describe other products with which the surveillance information system is designed to integrate
1.7 Describe user interfaces supported by the product that are used by two or more customers (include PDA, Web, GUI, etc.)
1.8 Can a customer install multiple non‐interacting instances of the information system in order to support training and testing? If so, describe approach most commonly used by customers, and give two supporting customer references.
1.9 Describe the system’s audit trail capability
1.10 Describe the minimum requirements for workstations and associated peripherals, such as printers and barcode readers
2. Database
2.1 Provide the name of the database product, if one is used
2.2 Describe the data model (e.g., flat file, relational, object‐oriented, proprietary, etc.)
2.3 Provide the size of the largest database installed for a customer’s information system (number of test records)
2.4 Describe the relationship of server size to database size, and impact of server memory (all in relationship to system response time)
2.5 Describe the impact of workstation sizing (if any) on response time
2.6 Describe the relationship of response time to number of concurrent users
90
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix I – General System Assessment
2.7 What is the maximum number of concurrent users that can be efficiently supported (if there is a maximum)?
2.8 What is the application development language?
2.9 Describe the database tools supplied with the application
2.10 Describe the archiving capability and approach utilized in your application
2.11 Describe the audit trail capability and approach utilized to address HIPAA requirements
91
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix J – Vendor Assessment
AppendixJVendor Assessment 1. Organization History
1.1 Number of years in information system business
1.2 Number of staff in organization
1.3 Number of staff assigned to information system‐related operations
1.4 Number of staff in information system development
1.5 Number of staff in information system implementation and training
1.6 Number of staff supporting current information system installed base
1.7 Describe the development history of your information system
1.8 Date of original version/release
1.9 Date of current version/release
2. Current Installation Base: Total number of unique customer installations of information systems
2.1 Total number of customers on latest version of information system
2.2 References from three customers on latest version of information system, who have system needs similar to those stated in this RFP
2.3 References from three additional customers
2.4 Total number of concurrent user licenses or workstations on which information system software is installed
2.5 Total revenue from information systems for last fiscal year
2.6 Number of new customer installations of information systems
3. Product Marketing
3.1 Describe the primary market for your information system
3.2 Is the product marketed as (indicate all that apply):
� Part of a bundled product offering?
� Part of multi‐vendor suite?
� A standalone product offering?
3.3 Describe ways in which the product can be demonstrated
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The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix J – Vendor Assessment
3.4 Describe any warranty provided (i.e., length, coverage, etc.)
3.5 Describe the new version release strategy (i.e., how often, to whom is it available, and at what cost, if any)
4. Implementation Support (installation, training, database conversion)
4.1 Describe the application and database installation procedure
4.2 Describe the administrative and user training provided as a part of the implementation process
4.3 Describe available customer database conversion services
4.4 Describe database conversion tools/programs used for converting a legacy database
4.5 Describe the project management strategy for implementation, including customer sign‐offs
5. Information System Technical Support
5.1 Describe Help Desk support and problem investigation including:
� Hours of operation
� Access method(s) (800 numbers, Internet, on site, online remote, etc.)
� Help desk operator training and information system experience
� Problem‐logging mechanism
� Documentation of complaint history and resolution
5.2 Describe strategy for system patches and fixes including:
� Application method: individually or in groups
� How they are applied at user site (e.g., remote, by user, etc.)
� To whom they are distributed (e.g., entire base, version‐specific users only, etc.)
� Bug‐fix prioritization and average timeframe between report and installed fix
5.3 Describe continuing training opportunities and associated costs (if any)
5.4 Describe how new versions and releases are deployed
6. User Groups and Other Services
6.1 Provide name of user group and contact information (name, phone number, address and/or e‐mail address)
6.2 Describe group organizational structure and membership requirements
6.3 Describe group purpose and objectives
6.4 Provide frequency of meetings and location(s)
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by transforming health practitioners’ ability to apply information effectively.
Appendix J – Vendor Assessment
6.5 Provide number of members (organizations and average attendance at last two meetings)
6.6 Describe other customer services and benefits
7. Vendor Risk Assessment
7.1 Provide Dunn and Bradstreet rating, if available
7.2 Provide percent personnel turnover for last year
7.3 Provide financial statement (balance sheet and income statement) for last full year
7.4 Provide banking reference (name, account officer, address, and telephone number)
8. Documentation
8.1 Describe the level of detail addressed by the documentation (e.g., general operation, low‐level configuration, report design, API access, etc.)
8.2 Describe online documentation that can be accessed by the user directly from the application screens
8.3 Describe how the documentation is organized and provide a hard copy version for inspection
94
The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix K – Explanation of Terminology
AppendixKExplanation of Terminology
The following terms are included to clarify the meaning of words used within this document.
automating Attempting to reduce an existing manual job to a set of computer programs that can replace the existing manual effort with the minimum of human effort or understanding.
best practice A technique or methodology that, through experience and research, has shown to reliably lead to a desired result.
business practice Habitual or customary actions or acts in which an organization engages. Also used in the plural to describe a set of business operations that are routinely followed.
business process A set of related work tasks designed to produce a specific desired programmatic (business) result. The process involves multiple parties internal or external to the organization and frequently cuts across organization boundaries.
business process analysis The effort to understand an organization and its purpose while identifying the activities, participants, and information flows that enable the organization to do its work. The output of the business process analysis phase is a model of the business processes consisting of a set of diagrams and textual descriptions to be used for design or redesign of business processes.
business process redesign The effort to improve the performance of an organization's business processes and increase customer satisfaction. Business process redesign seeks to restructure tasks and workflow to be more effective and more efficient.
business rules A set of statements that define or constrain some aspect of the business process. Business rules are intended to assert business structure or to control or influence the behavior of the health agency (business).
context diagram (entity diagram) Reflects relationships and boundaries that exist between individuals and groups within a work environment, and shows how they relate to one another to achieve the goals and objectives of the process. It consists of the following elements:
(1) entity: A person or group of people (e.g., accounts payable clerk or accounts payable department) who performs one or more tasks involved in a process. (2) transaction: Information exchanges between entities. Entities are represented by circles and transactions are represented by arrows. A context diagram may involve all the transactions of a single user of a system or of multiple users. Usually, single‐user diagrams are attempted first (for ease), but multi‐user diagrams are needed to get a good look at an entire process.
critical task An action or set of actions that adds an identifiable value to a given business process objective.
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The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix K – Explanation of Terminology
customer Groups or individuals who have a business relationship with the organization— those who receive and use or are directly affected by the services of the organization. Customers include direct recipients of treatment and services, internal customers who provide services and resources for final recipients, and other organizations and entities that interact with an LHD to provide treatment and services.
entity A person, group of people, or organization that performs one or more tasks involved in a process. The entities are the participants in the process. Entities are represented by circles in context diagrams.
framework A defined support structure in which other components can be organized and developed. A logical structure for classifying and organizing complex information. A system of rules, ideas, or principles that provides a unified view of the needs and functionality of a particular service.
function A repeatable task series or operation that is used in more than one instance and can be shared across multiple business processes.
goal The major health goal that the business process supports. The goal is the end state to be achieved by the work of the health agency and should be defined in terms of the benefits provided to the community/population or individual/client.
information system Refers to the interaction between processes and technology, which may occur within or between organizations. It includes the information technology an organization uses, the ways the organizations interacts with the technology, and the ways technology works with the organization’s business processes.
input(s) Information received by the business process from external sources. Inputs are not generated within the process.
logical design Logical design describes textually and graphically how an information system must be structured to support the requirements. Logical design is the final step in the process prior to physical design, and the products provide guidelines from which the programmer can work.
objective A concrete statement describing what the business process seeks to achieve. The objective should be specific to the process such that one can evaluate the process or reengineer the process and understand how the process is performing towards achieving the specific objective. A well‐worded objective will be SMART (Specific, Measurable, Attainable/Achievable, Realistic and Time‐bound).
operation A task series that completes a transaction.
outcome The resulting transaction of a business process that indicates the objective has been met. Producing or delivering the outcome satisfies the stakeholder of the first event that triggered the business process. Often, measures can be associated with the outcome (e.g., how much, how often, decrease in incidents, etc.). An outcome can be, but is not necessarily, an output of the process.
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The Public Health Informatics Institute works to improve health outcomes worldwide
by transforming health practitioners’ ability to apply information effectively.
Appendix K – Explanation of Terminology
output(s) Information transferred out from a process. The information may have been the resulting transformation of an input, or it may have been information created within the business process.
result A task output that may be used in one of three ways: (a) as an input to the next sequential step, (b) as an input to a downstream step within a task series, or (c) as the achievement of an organizational objective.
requirements Define the specific tasks that need to be performed by an information system to complete a task.
requirements definition Serves to specifically define the functionality to be supported. Requirements are also specified to ensure that activities within the business process remain within physical and operational boundaries. Requirements definition answers the question: “How would you see information systems supporting Task X?”
requirements development methodology A logical, step‐wise approach to think through the tasks that are performed to meet the specific public health objectives (analyze business processes), rethink the tasks to increase effectiveness and efficiency (redesign business processes), and describe what the information system must do to support those tasks (define system requirements).
stakeholder A person, group, or business unit that has a share or interest in a particular activity or set of activities.
task A definable piece of work that can be done at one time; i.e., what happens between the in‐box and the out‐box on someone’s desk. A business process is made up of a series of work tasks.
task flow diagram Graphic depiction of tasks showing inputs, processes, and results for each step that makes up a task.
task series Any succession or progression of discrete tasks. A business process may contain more than one task series.
task set The set of tasks that are carried out in a business process.
transaction Information exchanges between entities. May also be the exchange of goods (e.g., a vaccine or payment) or services (e.g., an inspection) between two entities. Transactions are represented by arrows in context diagrams.
trigger Event, action, or state that initiates the first course of action in a business process. A trigger may also be an input, but not necessarily so.
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