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    • 1. Systems 21 Student and Course Administration Project Business Process Presentation for Focus groups November 1999
    • 2. AGENDA
      • Introduction/ Overview 15 minutes
      • Future Directions 15 minutes
      • Key Gaps/ Requirements 30 minutes
      • Break 15 minutes
      • Key Gaps/ Requirements 30 minutes
      • Questions & Answers 30 minutes
      • Close 5 minutes
    • 3. Introduction/Overview Tony Grigg, Registrar Heather Uffindell, Systems 21 Project Director
    • 4. Introduction
      • Thankyou to all involved
      • Contributors and Participants
          • Focus Group members across University
          • ITS representatives
          • Student Union representatives
      • Project Team
    • 5. Overview
      • Business Process Analysis highlights:
        • the complexity of what we do
        • the uneveness of our operations
        • the diverse range of systems and interfaces in use
      • Major Challenges ahead
        • to coordinate our business processes and practices to be consistently applied within a University policy framework and coherent systems environment
        • to simplify our processes whilst meeting Customer demands
    • 6. Future Directions
      • Organisational Environment
        • expanding international operation
          • semi-autonomous divisions
          • target niche markets
        • flexible, responsive, simple and effective
          • effective business process work flows
          • enabling systems and technology
          • productive skilled resources
    • 7. Future Directions
      • Business Environment
        • student-centred learning:
          • choose outcome
          • choose pace
          • choose time
          • choose place
          • choose mode of access
        • vocational education and training
          • industry competencies/ training packages
          • previous qualifications and experience
          • increased workplace training
    • 8. Future Directions
      • Business Environment
        • professional bodies
          • professional accreditation
          • influence on curricula
        • growth in partnerships/ alliances of providers re: content development and delivery
        • global operation
        • decreasing Government funding
          • generate more income via consulting, industry & business partnerships
    • 9. Future Directions
      • Technical Environment
        • interconnectivity of local & corporate systems
          • ability to share data
          • ability to import/ export
          • clear rules of data ownership
          • monitor system resources & decision-making across University
        • increased remote access
          • video-on-demand; video conferencing
          • on-line delivery of services
          • customers from anywhere in the world
          • ISP relationships
          • Firewall security
    • 10. Future Directions
      • Technical Environment
        • Standardise operating environment
          • Corporate administrative desktop
          • Clustering Server technology
          • Increased use of ‘thin’ web clients for applications
        • availability/ support
          • 24 hours x 7 days per week
          • call centre technology
    • 11. Key Gaps/ Requirements
        • Irene Koh/ George Kolivas
    • 12. Key Gaps/ Requirements
      • Common
        • User-friendly
          • menu navigation, screen navigation
          • report/ enquiry selection & output
          • help facility & error messages
        • Automated Workflow
          • Defined tasks/ roles/ actions/ turnaround time e.g. action by x days
          • Dead-line strategy e.g. if not actioned, then x
          • Triggers e.g. next task, generate output
          • Provides ‘task’ lists to users re: actions required
        • Accessability
          • access/ maintain data, receive/ issue documents via web
    • 13. Key Gaps/ Requirements
      • Curriculum Management
        • Single course and subject database
          • fully integrated with student administration system
        • Comprehensive rule maintenance
          • standard naming conventions
          • Awards/ Courses/ Subjects
          • Timetable streams
          • Programs of study
          • Sequences (specialisations, majors, minors etc.)
          • Sub-units (teaching and assessment units of subject)
    • 14. Key Gaps/ Requirements
      • Curriculum Management
        • Real time validation and rule checking
          • Enrolment, fees
          • Progression
          • Course completion
        • Maintain Courses/ Subjects
          • Multiple versions - status, Effective Dates
          • Automate process/approval via workflow
            • e.g. create new course/ subject, amend existing course/ subject
            • status - planned => approved => current
    • 15. Key Gaps/ Requirements
      • Curriculum Management
        • Planning/ modelling facility for Schools
          • amendments (versions)
          • attributes (rules, fees, structure)
        • Degree/ Course Planning facility for Students
          • per rules
    • 16. Key/ Gaps Requirements
      • Calendar and Timetable
        • totally flexible academic calendar(s)
          • schedule 7 days per week, 52 weeks per year
          • multiple start & exit times for subjects
          • multiple start & exit times for awards
        • flexible timetable/ student allocation
          • automatic allocation of students per Timetable Groups
          • students self-select via web to available classes
          • Students select preferences, then automatically allocated
        • more timely/ efficient production of timetables
          • automate stages/ version via electronic workflow
    • 17. Key/ Gaps Requirements
      • Calendar and Timetable
        • Allocation of resources
          • Central management of space allocation
          • Accurately report on space utilisation
          • Phase out reserve/ block bookings
          • Use of Location Suitability’s
        • Single timetabling database
          • fully integrated with Student Administration system
          • fully integrated with Facilities & Services system
          • fully integrated with HR system (standard work hours)
    • 18. Key Gaps/ Requirements
      • Enquiry and Marketing
        • Single enquiry and marketing database
          • fully integrated with Student Administration system including course & subject database/ timetabling
          • fully integrated Customer Help Desk/Call Centre
          • “ One-Stop Shop” approach
        • Information Kiosk
          • Potential Students e.g. University, course, scholarships, how to apply
          • Current Students e.g. timetable, rooms
        • External Relationships database
          • “ Friends of the University” - any organisation with a relationship with the University e.g. sponsors, placements, professional bodies
    • 19. Key Gaps/ Requirements
      • Admissions
        • single admissions database
          • fully integrated with student admin system including course and subject database, customer help desk/call centre
          • seamless connection between enquiry/ application/offer
        • on-line application
          • rule checking, data validation
          • automated approval via workflow
          • generate confirmation/rejection
          • audit trail for changes
          • ‘ active’ form e.g. response provided determines next information required
    • 20. Key Gaps/ Requirements
      • Admissions
        • additional recording
          • Medibank & Visa data
          • scanning supporting documents against student record
          • user defined types - determines information/ process
        • status
          • monitor/track each stage of application
        • selection & offers
          • automate offers/rejections electronically via workflow approval process
          • automatically update status
    • 21. Key Gaps/ Requirements
      • Enrolment
        • Integration
          • fully integrated with course & subject database, timetable
          • seamless connection between offer and enrolment
        • On-line enrolment/re-enrolment
          • rule checking, data validation
          • automated approval via workflow
          • generate confirmation/rejection
          • audit trail for changes
          • ‘active’ form e.g. response provided determines information required
    • 22. Key Gaps/ Requirements
      • Enrolment
        • status
          • monitor/track each stage of enrolment
        • Exemptions
          • included on enrolment on-line form
          • separate on-line application
          • supporting documentation scanned against student record
          • automatic through pathway rules
          • automated approval via workflow
          • generate confirmation/rejection
        • additional information
          • IBL placement data
    • 23. Key Gaps/ Requirements
      • Examinations and Assessments
        • Integration
          • fully integrated with course and subject database e.g. assessment rules
          • fully integrated with timetabling system
          • generate flexible candidates list
        • On line assessment/results
          • enter results against candidates list against system
          • automated approval via workflow process
          • automatic generation of result certificates
          • variable results display e.g subject/student
          • potential phone/IVR access
    • 24. Key Gaps/ Requirements
      • Examinations and Assessments
        • Special Consideration
          • on-line application with workflow process to Subject Convenors
          • generate confirmation of application received
        • Results Withheld
          • automated based upon user-defined rules e.g. outstanding debts, library fines
          • automated removal of each ‘hold’
        • Results Certificates/ Academic Statements
          • Flag issue on student record
          • Flexible selection & output
          • devolved reproduction of results certificates
    • 25. Systems 21 Student & Course Administration
      • Break (15 minutes)
    • 26. Key Gaps/ Requirements
      • Progression
        • Integration
          • fully integrated with Course & Subject database
            • e.g rules for pre-requisites, availability
        • Variations
          • process amendments/ transfers via workflow approval
        • On-line Degree Planning
    • 27. Key Gaps/ Requirements
      • Progression
        • Progress Review & Exclusion
          • generate ‘Show Cause’ student lists based upon user-defined rules
          • automate ‘Show Cause’ process via workflow
          • generate ‘Show Cause’ letters and update Status
        • At Risk Management
          • generate ‘At Risk’ student lists based upon user-defined rules
          • automate ‘At Risk’ process via workflow
          • generate ‘At Risk’ letters and update Status
    • 28. Key Gaps/ Requirements
      • Progression
        • Appeals
          • Automate appeals process via workflow based upon user-defined rules
          • Maintain status of appeal
        • Completion
          • generate ‘completions’ and ‘honours’ student lists
          • Process approval via workflow
          • Update status
    • 29. Key Gaps/ Requirements
      • Graduations and Alumni
        • Integration
          • fully integrated with Student Administration system
        • Graduations and Awards
          • produce lists of ‘near completion’ students for graduation planning
          • automatically generate invitations based upon approved ‘completions’ list
          • receive acceptance/ rejection electronically
          • where rejected, print testamurs and remit
    • 30. Key Gaps/ Requirements
      • Graduations and Alumni
        • additional information
          • Award date
          • Ceremony date
          • Honours
        • Alumni
          • single integrated Alumni database
          • integrate with Student Administration system
          • automatically generate letter to ‘completed’ students
    • 31. Key Gaps/ Requirements
      • Financials
        • Integration
          • Fully integrated with Financial System and Course & Subject database
        • Fee Payments
          • On-line receipting across Campuses
          • Multiple methods of payment including
            • On-line/ e-commerce (part of enrolment or separate)
            • EFTPOS
            • Credit Card
          • Update Student financial status e.g. “acknowledged”
          • Record date of payment
          • Provide for ‘non-refundable’ deposit
    • 32. Key Gaps/ Requirements
      • Financials
        • Debt Management
          • Automate debt management process based upon due date including
            • application of penalties, administration fees
            • generation of reminders
          • Impose ‘block’ on student results, re-enrolment etc.
          • Upon payment automate ‘release’
          • Prevent receipt of monies where placed with Debt Collection Agency
        • Student Loans/ Grants
          • Integrated with Student Administration System
          • Single recording of Student Loans
          • Monitor/ track status of applications
    • 33. Key Gaps/ Requirements
      • Financials
        • Refunds
          • Interface with Course & Subject database rules, fee category etc.
          • Automate recalculation of fees
          • Prevent multiple refunds e.g. record refund application and monitor status
          • Generate new Statement of Fees
        • Other
          • Flexible Payment Arrangements
          • Deferred payments
    • 34. Key Gaps/ Requirements
      • Student Records and Document Management
        • Integration
          • Fully integrated between Student Administration System and Records Management System
        • Record/ Maintain Student Files
          • Most records held electronically; cease/ significantly reduce hard-copy files
          • Automatically generate electronic student file when status “acknowledged”
          • On-line maintenance of personal details by student
          • All applications/ forms submitted electronically; held against Student record with automated workflow to Schools
    • 35. Key Gaps/ Requirements
      • Student Records and Document Management
        • Candidates List/ Results Amendments
          • Process and retained on-line
        • Correspondence
          • Held electronically against Student record with automated workflow to Schools for review/ action
          • option to generate confirmation/ action
        • Fee Exemption/ Concession
          • Processed electronically against Student record with automated workflow to Finance for review/ action
          • option to generate confirmation/ action
    • 36. Key Gaps/ Requirements
      • Student Records and Document Management
        • Retrieve/ Return Student Record Files
          • Potentially utilise bar-code on hard-copy files
        • Student Records Archiving
          • Facilitate more automated archiving of both hard-copy and electronically held documents per ‘last year of enrolment’.
    • 37. Key Gaps/ Requirements
      • Profile Management and Reporting
        • flexible, user-defined reporting
          • selection criteria - funding sources
          • layout
          • output - online, printed
        • online statistical reports
        • download data facility
        • KPI reporting- student load, IBL etc.
        • Student Performance reporting
          • GPA reporting - across subjects, course
          • Student Performance vs. Student Profiles
    • 38. Key Gaps/ Requirements
      • Scholarships and Research Grant Management
        • Fully integrated with Research Grants system for Research Scholarships
        • Maintain single Scholarships database
        • Maintain single Prizes database
        • Scholarships & Prizes recorded against Student record
        • Included on Academic Statements
    • 39. Key Gaps/ Requirements
      • Other Student Support Services
        • Call Centre facility to record number of calls/ users of service
        • Potentially automate student validation via “link” with student administration system
        • On-line access to all final year students for Careers
        • On-line access to all students for information re: health programs, services available etc.
        • Tutor Register database
    • 40. Systems 21 Student & Course Administration
      • Questions & Answers
      • (30 minutes)
    • 41. Close Irene Koh/ Tony Grigg
    • 42. Close
      • The next few weeks:
        • Current Business Process/ Required Business Process documents
          • Available on Web (Focus Group, Report)
          • Feedback via email in 2 weeks
            • [email_address]
        • User Requirements Specification (Draft)
          • Expect to make available on Web in 2 weeks
          • Review requirements and ‘mandatory/ desired/ optional’
    • 43. Close
      • Queries/ Issues
      • Irene Koh
        • xtn 8488
        • email ikoh@swin.edu.au
      • George Kolivas
        • xtn 8621
        • email gkolivas@swin.edu.au

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