Bournemouth University & Tribal The Student Journey Programme

Itinerary Student Journey Jackie Molnar & Mike Weaver Student Records System Project Rob Bowra Tribal Ben Stedman

Timeline Project Delivery When ResearchPAD System released to support PGRs April 2014 SITS Implementation SITS Procured End Oct 2013 Stage 1 of 8 Technical Platform Built April 2014 HEMIS Decommissioned April 2014 Stage 2 of 8 Online Application Form (15/16 Entrants) Live Aug 2014 Applicant Portal Live Aug 2014 Paperless Admissions Live Aug 2014 Accommodation PG Portal Released Nov 2013 UG Portal Released June 2014 Payment Portal Released June 2014 Unified Calendar OLT Enhancements (Phase 1) October 2014 Unified Calendar (Phase 2) TBC Enquiry Management Enterprise Service Desk Released March 2015

Project Principles The needs of the student are at the forefront of all design decisions There must be consistent and intuitive touch-points for all student interactions Promote consistent workflow to optimise and streamline business processes The vanilla system version will be used (where possible) and the approach will be one of configuration, not customization

Project Stage 2 e:vision application branding Applicant Portal Online Application Form Paperless Admissions business process & workflow Applicant finance functions Part 1 Fees matrix & debt management processes Online Programme approval workflow & course marketing material management process Student data migration Admissions reporting

Project Communications http://microsites.bournemouth.ac.uk/student-journey/

A Joined-Up System From An Idea for a new Course To Graduation Ceremonies And offer students their next course with BU

A Joined-Up System GRADUATE & REPEAT... Awards, Ceremonies, If you did this now do this, and much, much more ENQUIRE Marks, Rules and Regulations Curriculum Approval Marketing Information, open days and events, Course Information. Interviews/Offers and Participants Fees Information ENROL & PROGRESS APPLY

A Joined-Up System Integration Reporting Single Person Record All Communications All Relationships All Joined Up

Programme Approval The proposal can be viewed by a series of While the proposal has interested been accepted stakeholders - there who may wish to is still the matter of creating record all their the willingness necessary to accept the validation documentation proposal, before to add the and course view comments and to can be run and there may be external upload input documents. or records required as well.

Programme Approval The Process is begun by the initiator clicking on a Link in their Portal. The initiator is usually an academic but in reality could be anyone who is granted access to the link within e:vision.

Programme Approval

Applications The Also Usual Suspects UCAS Applications Specific Short Course Application Processes On-Line Application Form Ability to load data files of applications Interviews Applicant Portal Confirmation Integrated Debt Management Clearing Agents and Partners Portals UKVI MIS / BI

Applications Applicant Portal The applicant portal generally contains two pages, a home page and an application(s) page. These other options are more general and are examples of the type of things that you might show. The In-tray Function is generally shown on the front page. This is used for sending messages and tasks to the applicant

Applications Outstanding actions will be displayed. These may require the applicant to sign that they have seen a piece of information, to upload a document or to pay some cash The applicant page will show a You can push information to them summary of any applications and and they can ask you questions allow a drill down into all the detail The fee will be displayed and the applicant can pay any deposit or apply for any funds

Applications And I can accept my offer I can accept my interview / update any open day details Open Days / Interviews will be displayed

Applications - Staff Workflow Staff will also have to a Portal Teams or Individuals See all the information required in one place Paperless Workflow Variations where required Applications that you need to action will be listed here. You may have different intrays for different purposes

Agents & Partners They will be able to get reports on applications they have supplied and view application details / upload documents and also download files of applications Agents / Partners will be able to make applications for applicants They will be able to upload a file of applications for you to load into SITS

On-Line Enrolment This will include unit enrolment as well as all the usual stuff

The Student On-Line View, Update, Request Change to all my information Action Appeals, Transfers, Concerns, Withdrawals View financial record (and pay debts) Transcripts, Marks etc Communications, useful stuff such as the council tax letter

Student Admin Processes All the Core Stuff HESA, HESIS, DLHE UKVI Managing the Student Record

Mark to Result to Progress Marks entered at source Automatic Aggregation to Module, Year and Award Automated Progression Exam board reports Exam scheduling and management

Includes the Kitchen Sink Apply for Disability Support, automated learning support agreements created/shared Support worker payments Manage external examiners and their work Engagement and Concern KIS Placements (not for nursing here) Ceremony Management and Payments

Unity - Reporting

Enterprise Service Desk Case Study - University of Bedfordshire Creating the Student Information Desk (SID) The benefits Flexibility Improved of communication the ESD solution between provides staff a powerful and students, tool that facilitates can be joined adapted up for working almost and any situation allows staff to see the volumes of calls for each office providing the ability to share the Staff workload across at the busy five periods sites are able to view appointment availability using an online booking system Management information is readily available, providing information on response times, call Improved volumes and access the nature for students of enquiries to support and services across the university s campus Students FAQ s can receive be easily email maintained, notifications can advising be date specific them of and the are status easy of for their users query, to search with a and quick log-in access facility to access their enquiry and review progress at any time Analysis of customer service response times across an institution

A Joined-Up System From An Idea for a new Course To Graduation Ceremonies

Tribal Other new members Trinity College Dublin Welcome to our community Staffordshire University University of British Columbia

Questions & Answers http://microsites.bournemouth.ac.uk/student-journey/ Programme StudentJourney@bournemouth.ac.uk Project rbowra@bournemouth.ac.uk