Workshop 1


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  • Handout - Project Overview Stage 1 Initiate Project Stage 2 Information Gathering Stage 3 Current Business Process Analysis Stage 4 Required Business Process Analysis Stage 5 Gap Evaluation & Recommendation Stage 6 User Requirements Stage 7 Conclude Project/ Commence Phase 4
  • Business Owners Advisory Group (Jackie Berry, Judy Giles, Toni Kilsby) Business Owner Support Officers (Irene Koh, George Kolivas) Process Focus Groups IT Support (Damien Kelly, Ian Watkins) Other User Representatives Project Consultant/ QA (Tracy Tyrrell, Votar) Business Owner (Tony Grigg) Project Director (Heather Uffindell)
  • BUSINESS OWNER SUPPORT OFFICERS: report progress on a fortnightly basis to the Business Owners Advisory Group; co-ordination of Focus Group members and nominated key users; conduct workshops and presentations to validate business design with the user community in conjunction with the Focus Group members; ensuring that process design coverage is complete and that it meets the requirements of the business; provide expert business understanding of the organisation; challenge the way the organisation does business; generate decisions on process design options in a timeframe consistent with the requirements of the project; identifying the impact on and requirements for business processes to support the University’s vision; manage the effort to provide analysis of and document decomposition of current business processes; design of new business processes, working with the Team members and end-user community; liaison with other Business Owner representatives to ensure consistency of business process designs ; PROCESS FOCUS GROUPS: Focus Groups of4 to6 members. The Focus Groups will be representative of all parts of the University. Each Focus Group is responsible for the detailed design and confirmation of the current and required business processes and user specification. This includes working with the Business Owner Support Officers in: providing data for the analysis and decomposition of current business processes; providing input to the design of new business processes to support the University’s process vision; attending workshops and presentations to validate business process design and specification; acting as the “centre of excellence” for their functional area. Focus Group members include nominated School Representatives to provide site-specific requirements as needed. They must provide the Team with all requested supporting site-specific documentation and data required. They may also aid in review of these requirements .
  • Need to consider the nature of the Key Relationships - Student to Subject/ Course - Subject to Course
  • Organisational Structure - Curriculum Management and Delivery - Programs, Awards, Short Courses Calendar and Timetable - Flexible Calendar, Class Scheduling, Examination Timetable Enquiry/ Marketing - all information inc. course information, campus information etc. Applications, Selection, Offer and Admission -inc. agent management, visas, medibank etc. Enrolment - Enrolment/ Re-enrolment, Advanced Standing, Recognition of Prior Learning, Credit Transfer Assessments . - Examinations, Assessment, Results Progression - Progression, Completions, At-Risk Management Graduations - Graduations, Alumni Financials -fees, payment/ receipting, debt management, loans, refunds, other debt transactions Student Records, Document Management inc. attendance, personal details, correspondence, tracking Profile Management, Reporting - statutory reporting, external reporting, internal reporting Scholarships, Research Grants Student Support Services - Careers, Employment, Accommodation, Counselling, Medical Services
  • Complete Response/ Interviewee Details Note Response Date Complete Revision History inc. your name, 1st return, date.
  • 1.Major Activities: Current: Services/ Activities currently provided (Organisation/ division/ area) Customers currently serviced (External/ Internal) Organisation/ Administration Structure Collect information => Organisation Structure, roles and responsibilities, key users Future: Plans/ Policy/ Strategy effecting services/ activities, customers, organisational structure (Organisation/ division/ area) Collect Information => Strategy documents
  • 2.Applications/ Systems used: Current: Systems/ Modules used Other recording e.g. spreadsheets, other databases Level of access, Skills/ Training, Support Technology in general (as appropriate) Required: Modules required/ available not currently used Other recording Level of access, Skills/ Training, Support, Technology in general Collect information => existing procedures manuals, flowcharts etc. 3.Reporting/ Information: Current: Reports received/ used/ provided Other means of exchanging/ reporting information (eg. meetings) Collect information => sample reports/ forms Required: Future Reporting/ information requirements Reports/ information required not currently received
  • 4.General: Current: Documents/ Forms received or produced Step by step process for each (relating to Module(s) listed above) Master File information required (per Module) General Parameters (per Module) Collect information => sample input forms/ documents, sample screens Required: Changes/ improvements to processing Functional requirements not currently satisfied i.e. parameters, master file info., processing. Function Specific Considerations Refer to BP Overview - list of suggested processes. 5.Other Issues/ Considerations major issues/ shortfalls of current system and other processes/ functions major future requirements other general issues e.g. general communications within organisation, training, documentation
  • Give Return by date & time Please advise ASAP if unable to return within 2 weeks.
  • Workshop 2 - Review of CBP & RBP in 5 weeks Workshop 3 - Sign-off CBP & RBP 3 weeks later Workshop 4 - Review draft URS and assign degree of criticality to requirements (TBA) Advise of date of next workshop per schedule.
  • Thankyou for coming Look forward to working with you over the coming months.
  • Workshop 1

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