SITS:Vision for Colleges

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1 Student Systems Programme David White and Mark Dyson New College, Lecture Room 6 25 February 2015 Today s briefing What is SITS:Vision? What could it do for colleges / PPHs? How will feasibility be assessed? What is SITS:Vision? Student records system (from Tribal Group plc) 60% of UK higher education 12 of 24 Russell Group Since January 2015 SITS:Vision at Oxford Live On-course student records Degree ceremonies Planned Admissions (September 2015) Student funding record Other projects 1

2 e:vision Customisable web-based module Display information for specific purposes Example screens (students) Design our own screens for specific tasks 2

3 Fee schedule SITS and colleges: current situation 3

4 Visa management (students) College advisors View emergency contact details Also Track annual registration View exam alternative arrangements View reports Data feed to local IT systems 4

5 Total cost Tribal Group plc quote 2014 Why initiate this project? Colleges approached Tribal in , , ,000 Consultancy Implementation Licensing Shared system proposed Suitable but too costly Cost ( ) 300, , , Colleges Participating Cost per college Tribal Group plc quote , ,000 80,000 Consultancy Implementation Licensing How about using the University s version? Eliminate licensing costs Cost ( ) 60,000 40,000 Already in use by colleges Significant data overlap Support, training, hosting in place 20, Colleges Participating 5

6 What could SITS do for colleges? SITS academic data Better academic data management Improved student experience University Exam results Visa management Personal details Course details College Collections Disciplinary / Welfare IT service benefits Degree conferral College advisors (PG) Personal tutors (UG) Financial value Previous education Fees and funding Prizes and awards College scholarships Emergency contacts College academic staff Exam arrangements Notes Student experience: data updates IT service management University College Hosting Helpdesk support Upgrades and fixes User training 6

7 Financial value How will feasibility be assessed? SITS:Vision available at marginal cost Non-cashable benefits (e.g. time saved) Cashable savings for IT budget Outputs Timings Likely trade-offs local system vs shared system customised vs standardised full control vs compromise 1. Confirm provisional interest Very interested If the feasibility study shows that the functionality and price are suitable for us, we would be likely to adopt the system. Interested We might be interested in using the system in the future. Not interested We would not adopt the system in the foreseeable future (comments welcome). 7

8 1. Confirm provisional interest Before confirming, please: Reach consensus within your college - academic administration, IT, finance, others (If interested) nominate a contact person for your college 2. Gather requirements Very interested Information gathering (could involve academic administration, HR, finance, IT, development teams) Interested Similar information with less detail Not interested Keep informed or be left alone, as you prefer 3. Agree statement of requirements 4. Gap analysis Functional Non-functional Data model Reports / interfaces Financial What the system needs to do e.g. no. of users, availability, backup Data items required Items required Acceptable costs (can be confidential) Evaluate SITS:Vision against requirements Confirm areas of fit Identify gaps Specify changes required Very interested colleges will need to approve this statement Interested colleges feedback incorporated Input from potential system users will be sought 8

9 5. Commercial feasibility report Estimated benefits (academic, administrative, data, IT) Estimated costs One-off development costs Recurring annual costs 6. Implementation plan and funding Produce implementation plan Colleges confirm funding (University funds not expected) Approval from University IT governance process Cost per college, for n participants Funding models (inc. latecomers) Financial risk and governance Outputs Output Statement of requirements Gap analysis report and specification of changes Commercial feasibility report Approved by Interested colleges User groups Student Systems Programme Interested colleges Timings Jan 15 Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan 15 Briefings Requirements Gap analysis Commercial feasibility Implementation plan and funding approval Interested colleges University IT governance process Plan and funding? 9

10 Governance Feasibility phase overseen by project board Sponsors: Steve Rayner (Senior Tutor, Somerville College) Alison Reid (Bursar, Linacre College) Involvement will be sought from academic admins, college accountants, and IT University project governance also applies Contact details David White (2)89861 Mark Dyson Student Systems Programme Questions 10

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