The Use of Lotus Notes ® as a Comprehensive Learning, Evaluation, and Production System David Annand [email protected] Colleen Huber [email protected].

The Use of Lotus Notes The Use of Lotus Notes ®® as as a Comprehensive Learning, a Comprehensive Learning, Evaluation, and Production Evaluation, and Production

SystemSystemDavid AnnandDavid Annand

[email protected]@athabascau.ca

Colleen HuberColleen [email protected]@athabascau.ca

Kerri MichalczukKerri [email protected]@athabascau.ca

CATE 2002CATE 2002Cancun, MexicoCancun, Mexico

Athabasca UniversityAthabasca University

The University focuses on access and flexibility.The University focuses on access and flexibility.

• Anytime, anywhereAnytime, anywhere• Provides a convenient way for students Provides a convenient way for students

to complete over 500 university courses to complete over 500 university courses in the comfort of their own homes, in the comfort of their own homes, without forgoing full- or part-time without forgoing full- or part-time employment.employment.

• Athabasca University is home to more Athabasca University is home to more than 23,000 students.than 23,000 students.

School of BusinessSchool of Business

• Over 13,000 annual registrations Over 13,000 annual registrations in undergraduate business courses in undergraduate business courses during 2001.during 2001.

• 25% per year compounded growth 25% per year compounded growth over last three yearsover last three years

• Operating grants have shrunk Operating grants have shrunk from about 78% of total revenues from about 78% of total revenues to under 50% in just six years.to under 50% in just six years.

Study OptionsStudy Options Individualized study using print-based Individualized study using print-based

materialmaterial Individualized study in a Web-based Individualized study in a Web-based

environment developed with Notes environment developed with Notes ®®

• Combination of electronic Study Guides and Combination of electronic Study Guides and paper-based textbookspaper-based textbooks

• Video streamingVideo streaming• SimulationsSimulations• Online library servicesOnline library services• ExamsExams

Study Options – con’tStudy Options – con’t eClass eClass ®® study in a Web-based study in a Web-based

environment developed using Notes environment developed using Notes ®®

• 15 week, paced online courses15 week, paced online courses• Instructor-guided, mostly online Instructor-guided, mostly online

instructional materialinstructional material• More interactive components, like More interactive components, like

group-based activities and assignments, group-based activities and assignments, and discussion groups.and discussion groups.

• September and January start datesSeptember and January start dates

Course Production Course Production Evolution Evolution

Paper-Based Paper-Based ProductionProduction

On-line On-line ProductionProduction

6 - 8

mon

ths

1-2

year

s

Author

Editor

EducationalMedia

DevelopmentDept.

CourseMaterials

ProductionDept.

Author

Editor

Website

Online Course Delivery Online Course Delivery PortalPortal

Online Course Online Course

Delivery System Delivery System EvolutionEvolution

Traditional Tutor ModelTraditional Tutor Model

Direct access to tutor• via telephone and e-mail

High Cost• Tutors answering administrative calls

Limited access times to Tutor• up to 6 hours per week

No tracking of student service

Students

Tutors

Delivery System Delivery System Evolution Con’tEvolution Con’t

Call Centre ModelCall Centre Model

Low CostLow Cost• Student support costs reduced by Student support costs reduced by $70,000 annually$70,000 annually

Increased access times to studentsIncreased access times to students• 60 hours of telephone/e-mail 60 hours of telephone/e-mail assistance per weekassistance per week

Tracking of service using Notes Tracking of service using Notes ®

databasesdatabases• Call Back ConferenceCall Back Conference• GWIGWI

In-direct access to Academic In-direct access to Academic ExpertsExperts

Call Centre ModelCall Centre Model

Support Services

Production

Students

Facilitators

ProfessorsAcademicExperts

Assigns.

Markers

FAQs

Student Queries

SB Administrative SB Administrative EnvironmentEnvironment

Support Services

Production

Students

Facilitators

ProfessorsAcademicExperts

Assigns/Exams

Markers

FAQs

StudentQueries

Administrative Environment

Student query tracking databaseall queries trackedselective view of unresolved querieshistory of individual student queriescentral maintenance of FAQs student access to current FAQs

GWI Tracking SystemGWI Tracking SystemStudent Query Tracking Database

SB Administrative SB Administrative EnvironmentEnvironment

Support Services

Production

Students

Facilitators

ProfessorsAcademicExperts

Assigns/Exams

Markers

FAQs

StudentQueries

AcademicSecretary

Invigilator

Registry

Student

Professor /Acadmic

Coordinator

Marker

Create orUpdateExam

Store Exam(MS Word &Exam bank)

Exam

1. New or Updated Exam2. Student wants to write Exam

SelectInvigilator

ConfirmAvailability

Request / Reply

RequestExam

Review RQ (Invig)& Create Exam

(Banner)

ReceiveExam andAssociatedDocuments

AuthorizeExam

ProvideID forExam

WriteExam

SuperviseExam

Process

Reviewand

AssignExam

MarkExam

Mark Exam

StoreMarks(Trix)

ReceiveGrade

Exam Request(Mail, Phone, Fax, Web)

Letter, Exam,Invigilation Sheet,

etc.

ExamPackage

OngoingSupervision

CompletedExam

Package

CompletedExam

Package

Exam Marks

ExamMarks

Exam Marks /Transcripts

Athabasca UniversityStudent Exam Process

Context Diagram

GenerateTranscripts

ExamConfirmation

Letter

CompletedExam

Package(opt)

AcademicSecretary

Invigilator

Registry

Student

Professor /Acadmic

Coordinator

Marker

Create orUpdateExam

Store Exam(MS Word &Exam bank)

Exam

1. New or Updated Exam2. Student wants to write Exam

SelectInvigilator

ConfirmAvailability

Request / Reply

RequestExam

Review RQ (Invig)& Create Exam

(Banner)

ReceiveExam andAssociatedDocuments

AuthorizeExam

ProvideID forExam

WriteExam

SuperviseExam

Process

Reviewand

AssignExam

MarkExam

Mark Exam

StoreMarks(Trix)

ReceiveGrade

Exam Request(Mail, Phone, Fax, Web)

Letter, Exam,Invigilation Sheet,

etc.

ExamPackage

OngoingSupervision

CompletedExam

Package

CompletedExam

Package

Exam Marks

ExamMarks

Exam Marks /Transcripts

Athabasca UniversityStudent Exam Process

Context Diagram

GenerateTranscripts

ExamConfirmation

Letter

CompletedExam

Package(opt)

Conclusions

Integration of administrative processes and teaching model is critical

All institutions need to consider revamping teaching processes

Online processes should add value, streamline, or automate

Contact Us

http://business.athabascau.ca

To view an online course or exam:http://eclass.athabascau.ca