Data Integration Project

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1 Data Integration Project Summary The purpose of the data integration project is to provide a mechanism of housing consistent programme and module data for all programme types across all relevant information systems to meet operational and reporting needs. The main outputs of the data integration project will be: This will include documented end to end business process from the point of conception of a new programme and/or module through to the production of a diploma supplement for that Student. This includes the design, development and rollout of a data repository to house programme and module data along with software to provide an initial population of the repository using the data in Banner and Coursewise. A web front end to allow programme and module data to be viewed in a seamless manner where the user only needs to go to one place to see all data in one view Output 4 - Enhanced Web Front End A web front end to allow nominated Colleagues to enter and maintain programme and module data online. This will include entering programme and module data at the point of programme development (prior to approval). The intention is to replace the need for paper documents. A web front end to support the approval process of the programme and module data entered online. This will allow nominated Colleagues within the Institute to approve programme and module information in line with the Quality Assurance Processes. Output 6 Integration of Data Interfaces to transfer data to other systems as required (e.g. Web Courses, Timetabling) will need to be created/modified. To have the current organisational structure of 4 Colleges and 27 Schools reflected in the new repository. A review of the reporting environment required to support the repository and a plan for the development of new reports based on the repository. Output 9 System Security Review A review of security in the major DIT applications to ensure that all programme and module data can only be changed in the new repository. The implementation of the Data Integration Project is phased. Phase 1 will go live on September 1 st Phase 2 will be live no later than August 2013, subject to a commitment to adequate

2 resourcing of the project and prioritisation over other projects. Further details on the exact timelines for phase 2 will be available once phase 1 is complete as further design work is required before accurate timelines can be provided. The period of time in between phase 1 and phase 2 will be known as the Interim period. Phase 1 Details Phase 1 will provide the following outputs: Status: Partially Complete. Phase 1 includes the business processes up until the point of approval of a programme. These processes have been designed and communicated by the Directorate of Academic Affairs and are effective from June Remaining business processes will be assessed in the phase 2 design phase. Status: In Progress. The design of the data repository is focused on those data items which are available electronically in either Banner or Coursewise. The design has been future proofed to allow additional items not currently captured electronically (e.g. on the Q1A form) to be included in phase 2. Initially the repository will be populated with the data already in Banner and Coursewise. It may also be possible to populate certain other fields which have electronic sources such as the DIT website however given the tight project timeframes, priority is being given to the information in Banner and Coursewise. The repository has been designed to house both approved and in development programmes and modules, however the initial population for phase 1 (i.e. data in Banner and Coursewise) is assumed to be approved. Status: In Progress The web front end will be designed to output information from the Data Repository in the form of a new online programme and module catalogue. A number of Colleagues (Public Relations Office, Admissions, Academic colleagues etc) have been consulted in relation to the design of the web front end. The design is currently in progress and a prototype will be made available to the Project Board as soon as it is available. Output 4 - Enhanced Web Front End Status: Not started This will not be included in phase 1. Status: Started (Repository design only). The facility to approve data will not be included in phase 1. The repository design has been built to include support for this in phase 2.

3 Output 6 Integration of Data No changes will be made to interfaces in Phase 1. No changes will be made to Organisational structure in Phase 1. No reporting will be included in Phase 1. Output 9 Security Once the repository has been populated, access to make updates in the Banner system will be removed from most users. John Shaughnessy will be the only person able to modify programme information. College managers will be asked to nominate a single person in each College to modify module information. Changes to any data will only be made on notification from Quality Assurance. Requirements for Phase 1 to complete on time: A number of queries have arisen during the design of the repository. These will be reviewed at the project board of July 27 th and a prompt resolution is required. All new or amended programmes and modules data for the 2012/13 academic year should be setup in Banner and Coursewise by July 31 st 2012 to allow testing of the data migration scripts to complete. Resolution of project issues, risk, decisions, actions as per RAID log. Additional Phase Details It is anticipated that following the completion of phase 1, the detailed design for phase 2 will commence. Phase 2 of the project will need to be planned in conjunction with other approved projects (e.g. Banner upgrade) and resourced accordingly. The design for phase 2 will review all of the outputs listed below, however these may need to be split into multiple phases (e.g. phase 2 & phase 3). This includes the business processes up until the point of production of a diploma supplement for a Student. Further modifications to the repository may be required following the design of the enhanced web front end. Further modifications to the repository may be required following the design of the enhanced web front end.

4 Output 4 - Enhanced Web Front End The design and development of a front end to allow Colleagues to develop and maintain programme and module data will be included in phase 2. The facility to approve major and minor programme and module amendments (in line with QA processes) will be included in phase 2. Output 6 Integration of data An interface to transfer approved data from the repository to Banner and other systems will be designed and developed. To have the current organisational structure of 4 Colleges and 27 Schools reflected in the new repository. A review of the reporting environment required to support the repository and a plan for the development of new reports based on the repository. Output 9 Security Once the interface changes have been made, programme and module data in all systems will only be updated by the interface. It will not be possible to update data in systems directly. Interim Phase Details The period between the implementation of phase 1 and phase 2 is the interim period. As the full project outputs will not have been delivered, some manual processes are necessary. These are only needed during this interim phase and will be replaced by the new system once phase 2 is live. New and amended programme and module data for 2012/13 will be setup in the repository prior to go live on September 1 st. After September 1 st and before the implementation of phase 2, three main types of changes to data may be necessary: Type 1: Exceptional Changes approved by the Quality Assurance Committee Type 2: Changes which do not require approval by the Quality Assurance Committee Type 3: New/amended programme and module data for programmes which start later in the Academic Year (e.g. CPD programmes) Type 4: New/amended programme and module data for the next Academic year (2013/2014) The following interim processes will be in place to deal with the data changes:

5 Type 1 Changes Only exceptional changes will be permitted once registration has commenced. No changes will be permitted once teaching commences. For the permitted changes, the following process will be in place: The quality assurance office will forward any programme changes to John Shaughnessy and to IS. John will make the changes in Banner. IS will make the changes in the repository. The quality assurance office will forward any module changes to the nominated person in the College and to IS. The nominated person will make the changes in Banner. IS will make the changes in the repository. Type 2 Changes Some changes do not require quality assurance approval (e.g. changes to a reading list). Normally these changes are not notified to quality assurance. However, as the process for updating the repository is manual during this interim phase, all of these changes will need to be notified to Quality Assurance. Quality assurance will ensure that the change does not require formal approval. If the change does require approval it will not be allowed for the current academic year. The process for actually making the amendments will be as per type 1 changes. Type 3 Changes The quality assurance office will forward any programme changes and/or new programmes to John Shaughnessy and to IS. John will make the changes in Banner. IS will make the changes in the repository. The quality assurance office will forward any module changes and/or new modules to the nominated person in the College and to IS. The nominated person will make the changes in Banner. IS will make the changes in the repository. Type 4 Changes Quality Assurance will manage this process. No changes will be made in the repository for 2013/2014 until the enhanced web front end (Output 4) is available.

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