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Student Data System Replacement Project A new student information system for 2016

Nicci Place. Student Data System Replacement Project A new student information system for 2016. Student Data System replacement project. We have been asked lots of questions over recent weeks including: Why are we replacing the current SDS? What will we be replacing SDS with?

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Student Data System Replacement Project A new student information system for 2016

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  1. Nicci Place Student Data System Replacement ProjectA new student information system for 2016

  2. Student Data System replacement project We have been asked lots of questions over recent weeks including: • Why are we replacing the current SDS? • What will we be replacing SDS with? • When will the project start and end? • Who will be the involved in the project? • How will we be approaching the project? • Where will the project team be based? • How will stakeholders be informed and involved? This overview should answer these…

  3. Why are we replacing the current SDS? • The current SDS does not provide the functional requirements of the university • Outdated technology that needs to be replaced • Difficult to maintain and sustain reliably • Risks & costs of in-house developed system • Performance issues • Not in-line with IS strategy –to use the best available commercial solution to meet the business requirements

  4. What will we be replacing SDS with?

  5. What will we be replacing SDS with? Tribal is currently the preferred Admissions and Student Record Systems supplier for UK HE establishments, with over 100 customers

  6. What will we be replacing SDS with? 2 work interfaces • Majority of staff update activity will be web based via EVISION - as used in the new Admissions system • CLIENT application. For system administration – system configuration. Some automated bulk processes.

  7. What will we be replacing SDS with? • Improved student administration • Paperless processes • Single record for student • Ability to see all interactions with the institution • Communications and document linking with the student record • Users guided through data entry • drop down lists, check boxes etc • correct data, task made easier for user

  8. When will the project start and end? April – Jun 2014 • Project team formation • Project planning • Preparatory information gathering July 2014 • Team configuration training • Technical training August 2014 – March 2016 • Strand work begins • Strand specification, implementation and testing April 2016 – August 2016 • User acceptance testing • Extensive user training • Go-live data migration September 2016 • Go Live April 2017 • SDS Decommissioned September 2016 –August 2017 • Phase 2 enhancements September 2017 onwards • Further enhancements – new functionality

  9. Who will be the involved in the project? • Project Manager Terry Beegan (interim until August) Planning Specialist • Project team • Student Records Tony Williams • Student Records Paul Sales • UG Office Vicki Murray • Science School Recruitment in process • Student Systems Development Carl Swaffer • Academic Division Nicci Place • Planning Stephen Rowlstone • Timetabling Jayne Bloodworth • Finance Richard Douglas • New recruitment roles • Analyst developer • System change management • System web configuration and presentation • Workflow configuration • Training and documentation • Testing • PLUS - IS technical support roles – DBA, Operations, Systems architect

  10. Project Structure

  11. How will we be approaching the project? Strand – e.g. Coursework marks Functional requirements Tribal best practice Specification Work package 1 Testing Work package 2 Testing Work package 3 Testing End to end testing

  12. Where will the project team be based? • The project team will be based in the Innovation Centre • 2 project rooms, on the Kent network Over here

  13. How will stakeholders be informed and involved?

  14. What about the current SDS? • System/Configuration changes have been implemented to increase SDS stability • SDS has remained stable throughout April • Significant server upgrade work to improve SDS resilience is underway and should be complete ready for the next academic year

  15. Project Overview • Why? Outdated technology, hard to maintain & add functionality • What? Tribal SITS (EVision interface) • When? Jul 2014 – Sept 2016 LIVE (and beyond) • Who? PM & multidisciplinary project team • How? Project strands • Where? Innovation Centre • Information? Briefings, meetings, newsletters, blog, webpage

  16. Nicci Place Project Communications Lead N.J.Place@kent.ac.uk

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