Systems 21 Student and Course Administration Project Workshop #1 for Focus groups August 1999
Systems 21Student and Course
Administration Project
Workshop #1
for Focus groups
August 1999
AGENDA• Introduction 5
minutes
• Project Overview 10 minutes
• Business Process Overview 10 minutes
• Business Process Questionnaire 20 minutes
• Questions 10 minutes
• Close 5 minutes
Introduction
Irene Koh
IntroductionSystems 21 Project
– Core System Components• Student and Course Administration
• Human Resources, Finance, Library, Subject Delivery Systems
– Phases• Phase 1 - Project Initiation
• Phase 2 - Project Startup
• Phase 3 - Development of Selection Plan
• Phase 4 - Evaluation and System Selection
• Phase 5 - Implementation
Introduction
Student and Course Administration TimelinesPhase 3 - Development of Selection Plan Aug - Oct
1999
Phase 4 - Evaluation & System Selection Nov - Apr 2000
Phase 5 - Implementation May 2000
Project Overview Student & Course Administration
Irene Koh/ Tracy Tyrrell
Project OverviewPhase 3 Project Plan
RequiredBusiness Process
Analysis
GapAnalysis &
Recommendations
Initiate Project
CurrentBusiness Process
Analysis
Start
InformationGathering
User RequirementsSpecification
ConcludeProject
SystemEvaluation& Selection
Workshop 2 Review/ confirm CBP and RBPProvide FeedbackConstruct CBP documentConstruct RBP documentWorkshop 3 Sign-off CBP and RBP
Compile Draft URSWorkshop 4 Review URSProvide FeedbackSign-off URS
Workshop 1 IntroductionComplete BP QuestionnaireCollate ReturnsConstruct BP Flowcharts
Project OverviewPhase 3 - Project Deliverables
– Current Business Process Analysis document (CBP)
– Required Business Process Analysis document (RBP)
– Gap Evaluation & Recommendations Document (GER)
– User Requirements Specification (URS)
Project Overview
Project Structure
Project Director Heather Uffindell
Business Owner Tony Grigg
Business Owners Advisory Group Jackie Berry, Judy Giles, Toni Kilsby
Business Owners Support Officers Irene Koh, George Kolivas
Consultant/ QA Tracy Tyrrell, Votar Partners
Focus Groups User Representatives from across the University
Project OverviewPhase 3 - Roles/ Tasks
Focus Group Members• Workshop 1 - Introduction/ Issue BP Questionnaires
• Complete BP Questionnaire & Return
• Workshop 2 - Review CBP and RBP and provide additional feedback, esp. for RBP
• Workshop 3 - Sign-off CBP and RBP
• Workshop 4 - Review draft URS, determine criticality of requirements and provide feedback
Business Owners Support Officers• Co-ordinate Focus Groups and collate returns
• Construct deliverables
• Present deliverables to the University
Business Process Overview
Irene Koh
Tracy Tyrrell
Business Process OverviewOrganisational
Structure
Calendar and Timetable
Curriculum Management & Delivery
Progression
Admissions
Enrolment
Examinations, Assessment,
Results
Graduation, Alumni
Enquiry/ Marketing
FinancialsProfile Management
ReportingScholarships
ResearchOther Student
Services
Business Process OverviewFunctions/ Focus Groups
• Organisational Structure
• Curriculum Management and Delivery
• Calendar and Timetable
• Enquiry/ Marketing
• Applications, Selection, Offer and Admission
• Enrolment/ Re-enrolment, Exemptions/ Credits
• Examinations, Assessment, Results
• Progression, Completions, At-Risk Management
• Graduations, Alumni
• Financials
• Student Records, Document Management
• Profile Management, Reporting
• Scholarships, Research Grants
• Student Support Services
Business Process Questionnaire
Irene Koh
George Kolivas
BP QuestionnaireMajor Activities (within your Functional Area)
– Services/ Activities• Range of services provided by your Area
• Range of activities performed by your Area(Provide copies of relevant Strategy documents)
– Customers• Customers serviced by your Area, types, categories
• External and Internal
– Organisation/ Admin Structure• Within your Area - centralised vs. decentralised
(Provide copies of Organisation Structure)
BP QuestionnaireSystems/ Applications
– List ALL systems used to record within your Area including Excel, Access etc.
(Provide any data flow diagrams, system diagrams)
Reports/ Information– List ALL outputs/ reports/ enquiries produced
and required within your Area(Provide sample Reports/ Outputs)
BP QuestionnaireBusiness Processes
– Provide details of • `what’ processes are performed
• by `whom’ (specify Area) and
• `when’ (if relevant).
(Provide samples of any forms/ documents/ screens)
– Function Specific Considerations
Other Issues/ Considerations– Relating to other Functions/ Processes– Major issues/ improvements required– General comments
BP QuestionnaireHints & Tips on how to complete
– initial read through– make rough notes– think about processes during work– make further notes re: processes, issues– review & finalise– use other staff members in your area to bounce
off ideas, review the processes if possible
Questions/Feedback
Please have you any other questions?
Close
Irene Koh
CloseReturn (in 2 weeks):
• completed BP Questionnaires
• Forward all sample reports/ forms etc.
To:
Irene Koh
email [email protected]
Registrar’s Department, Mail 7
CloseNext Workshop
Workshop 2 to be held in 5 weeks for the review of CBP and RBP
CloseQueries/ Issues
For any queries about the project or BP Questionnaire please contact:
Irene Koh x8488 or email [email protected]
ORGeorge Kolivas x8621 or email [email protected]