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Placements Administration alongside VOCAP David Calow 05 June 2012

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Placements Administration alongside VOCAP David Calow 05 June 2012

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    2. 05 June 2012 2 Please remember to silence your telephone

    3. 05 June 2012 3 Placements Administration alongside VOCAP. Business Background and Project History. Business Analysis. Developments. Learning Points for the Future. Outcomes. Not a presentation about VOCAP. Focus on additions to VOCAP.

    4. 05 June 2012 4 Business Background 4 schools, around 3400 placements. School of Education largest around 2200 placements. Range of durations 2 days / 1 week / fortnight to whole year. Placements take place throughout the year between September and July.

    5. 05 June 2012 5 Range of Legacy Systems Spreadsheets. Word documents. Filemaker databases. Decision made in 2007 to consolidate all systems University-wide.

    6. 05 June 2012 6 Project Scope Develop the ability to manage the administration of student placements in Banner including the appropriate reporting and letter generation required, and to remove the need for local databases. Identified as a Priority Project by Senior Management. Modelling of requirements by college staff was undertaken early 2008. Recommended implementing Banner placements module (VOCAP). Extra functionality would be developed inhouse.

    7. 05 June 2012 7 Extra Functionality Required Web development - Students to search, apply for and review placements. Staff to view their students placements. Set of specific reports and letters. Target date of October 2008. Flexible letter generation facility (2009). Data warehouse to enable ad hoc reporting and reporting of historical data (2009).

    8. 05 June 2012 8 Project Group Consisted of 3 sections Information Systems Technical analysis, development. Registry Project management, business analysis, testing, implementation. Representatives from Schools Users of the system.

    9. 05 June 2012 9 Business Analysis Series of project group meetings to outline areas of new development. Data mapping from legacy systems. Mock-ups of web pages. Mock-ups of form designs. Series of workshops for training and explanation. Breakdown / review of report requirements. Outcomes: Need for consolidation across schools. Requirement for flexibility within schools. Find your placement / Find a placement.

    10. 05 June 2012 10 Development Work 6 main areas :- Placement Related: Organisation Information Placement Information Student Information Events. Student Checks. Maintenance / Administration. Web pages (Self Service). Outputs (Reports / Data Warehouse / Letters). Not all developments are detailed here...

    11. 05 June 2012 11 Baseline Data Structure

    12. 05 June 2012 12 Baseline Data Structure with NTU Additions.

    13. 05 June 2012 13 Organisation Information (SWAHORG) Loosely based on SJAPLAC. Moved characteristics information to Organisation level.

    14. 05 June 2012 14 Organisation Information (SWAHORG) New functionality to add new contacts to all existing placements for this organisation.

    15. 05 June 2012 15 Placement Information (SWAPLAC) Converted SJAPLAC. Added tabs for ease of use. Stored extra information not held in VOCAP.

    16. 05 June 2012 16 Placement Contacts Information (SWAPLAC) Organisation advisors as defined in SJAHORG. Additional field for contact status (e.g. Current, Deleted).

    17. 05 June 2012 17 Placement Checklist Information (SWAPLAC) Checklist for CRB, H&S, Insurance etc.

    18. 05 June 2012 18 Placement Interests Information (SWAPLAC) Student interest in a placement. Progress status also fed from web pages.

    19. 05 June 2012 19 Placement Interview Information (SWAPLAC) Subset of data from previous page. Interview Location. Interview Date/Time.

    20. 05 June 2012 20 Student Information (SWASTUD) Web display information. Contact information. Preference information (to/from web pages).

    21. 05 June 2012 21 Web Page Find Your Own Placement Student can enter details of private placements. Organisation Placement Contact Processed in Banner.

    22. 05 June 2012 22 Student Information (SWASTUD) Information entered on web. Approved, matched and transferred by admin staff.

    23. 05 June 2012 23 Student Information (SWASTUD) Review of placements of interest to the student. Shows organisation, placement, application status. Student Placement history at a glance.

    24. 05 June 2012 24 Events Different types of Events: Mentor training and briefing. Meetings to give information about changes to placement structures. Gain support for placing students/partnership development. Partnership development groups to discuss placements. Conferences information giving. Different attendees: Mentors. Co-ordinators. Class teachers. University staff (NTU and external).

    25. 05 June 2012 25 Purpose of Events Administration Monitor who has been invited. Whether they have accepted. Whether they actually attend. Ensure the information has got through to them. Provide registers for the events.

    26. 05 June 2012 26 Events (SWAEVNT) Events held for organisations. List of attendees. Fill Down on invitation date. Sort by Name. Delete invitees. Register creation. Creates text file on PC / Network. Text file then used by Word template.

    27. 05 June 2012 27 Event Register (SWAEVNT)

    28. 05 June 2012 28 Checks (SWAACRB) CRB and List 99 Checks, GTC registration number. Progress status. Audit trails via buttons.

    29. 05 June 2012 29 Checks Audit Trail (SWALCRA) Shows progress through the application. Similar forms for List 99 and GTC Registration.

    30. 05 June 2012 30 Contacts Difficulties caused by multiple roles (Ex-)Staff member, placement co-ordinator, mentor. Banner (spriden_ntyp_code) only holds one value. Used baseline SJAADVR functionality in our forms. Used this data as basis for all other advisor/contact records. Cascaded changes from advisor to placement. E.g. Staff changing roles at an organisation.

    31. 05 June 2012 31 Contacts (SWAADSO) Based on SJAADVR. Now contains tabbed canvas for ease of use. Storage of Contact Status.

    32. 05 June 2012 32 Contacts (SWAADSO) Advisor Roles. Solution for multiple roles for a person. Changes feed through to all placements.

    33. 05 June 2012 33 Maintenance / Administration Forms SWALPTX text setup for web pages. Only been used once. 24 validation forms. CRB Checks. Interview Status. Application Types. Location Preferences (Postcodes).

    34. 05 June 2012 34 Web Pages (Self Service) Self-Service Web Tailor. Student / Staff log in. Student Page shows contact details (SWASTUD).

    35. 05 June 2012 35 Web Pages (Menu) Main menu for placements pages. Student and staff share same menu page. Student options. Staff options.

    36. 05 June 2012 36 Search for a Placement (Search) Selection criteria. Type of Organisation, Placement aspiration & Location preferences to/from SWASTUD.

    37. 05 June 2012 37 Search for a Placement (Results) List of suitable placements. Links to further details.

    38. 05 June 2012 38 Further Placement Details Further details. More information about the placement. Button to application Details.

    39. 05 June 2012 39 View My Applications Easiest way for students to update status.

    40. 05 June 2012 40 Placement Review All Placed records for a student. Shows: Placement details. Contacts. Start and end dates.

    41. 05 June 2012 41 Reports and Outputs Banner Reports. Letters / Mailmerge. Data Warehouse. Excel Output.

    42. 05 June 2012 42 Banner Reports Standard Oracle Banner Reports. Run through GJAPCTL. Include: List of Placed / Unplaced students. Placement History by Company. Offers Status Report. CRB Tracking List. Student Location Preference.

    43. 05 June 2012 43 Letters / Mailmerge (SWALMRG)

    44. 05 June 2012 44 Letter text entry (SWALMRG) Database links. Tables Database tokens. Fields Lists of data (+) Formatting available: New Page Right Justified Bold Italics Centred Signature

    45. 05 June 2012 45 Letter Output Contains text and database variables combined during processing. List of visits. Result of previous forms. Result of previous forms.

    46. 05 June 2012 46 Learning Points for the Future. Experience has confirmed A need to fully define and understand business processes and communicate development answers. Difficulties working with different stakeholders with their own ideas. Important to obtain buy-in from schools. Users wanted to keep legacy systems despite them becoming unsupported. Vital to maintain consistent communications. Particularly between IS, Registry, Schools. Must be a defined route forward and momentum. Other projects had the priority (particularly in testing and project management) leading to frustrations. Close relationship between Analyst and Developer. Both roles have the authority to suggest improvements.

    47. 05 June 2012 47 Learning Points for the Future (continued). Must restrict late additions to specification. Realised 2 months before final go-live. Also, late additions to migration. 3 weeks before final go-live. Avoid scope creep. Workshops resulted in can we just add? Vital to ensure Project Management not distracted and fully resourced to avoid further frustrations. Remember to prioritise and work on what is really needed and most important.

    48. 05 June 2012 48 Outcomes and Benefits. Student and Staff web functionality developed and tested during November 2008. Students started using the student web pages with positive feedback received. A flexible letter generation facility has now been created, allowing the ability to pick and choose content. Registry plan to work with schools to fully introduce this. Developments specific to Education have been completed in close conjunction with the school. e.g. Event information, more education specific organisation data. Moved away from Filemaker and moved to a central system. Overall placement record keeping improved across the university.

    49. 05 June 2012 49 Project Success? Project scope: Develop the ability to manage the administration of student placements in Banner including the appropriate reporting and letter generation required, and to remove the need for local databases. New system fully integrated with Banner/VOCAP. Reports through the Data Warehouse, Banner reports and Excel exports. Letter Generation capability. Local databases no longer required.

    50. 05 June 2012 50 Any questions? david.calow@ntu.ac.uk

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