This is an HTML version of an attachment to the Freedom of Information request 'Principal and Student Lifecycle Project'.

Appendix 5 F0127383
 
 
From: Alec Scrimgeour  
Sent: 15 November 2010 16:08 
To: xxx@xxx.xx.xx 
Cc: xxxxxxxx@xxx.xx.xx; xxxxxxxxxxx@xxx.xx.xx; Christine Lowther; Sandy MacDonald 
Subject: FW: SLP Slides 
Colleagues 
  
Please find attached the SLP presentation which one or two of you requested. 
  
Regards 
  
Alec 
  
Alec Scrimgeour 
Executive Assistant to the Principal 
University of Glasgow 
Glasgow G12 8QQ 
UK 
 
Tel: +44 (0)141 330 5358 
Fax: +44 (0)141 330 4947 
Email: xxxx.xxxxxxxxxx@xxxxxxx.xx.xx 
The University of Glasgow, charity number SC004401 
 
  
  
  
_____________________________________________ 
From: Sandy MacDonald [mailto:xxxxx.xxxxxxxxx@xxxxxxx.xx.xx]  
Sent: 15 November 2010 13:43 
To: Alec Scrimgeour 
Subject: SLP Slides 
  
  
Hi Alec 
  
Please find attached the slides used today in the SLP presentation. 
  
Thanks 
Sandy  
  
Sandy Macdonald 
Director of IT Services 
Gilbert Scott Building 
University of Glasgow 
G12 8QQ 
  
Tel: 0141 330 4860 
  
The University of Glasgow, charity number SC004401 
  
  
  
 




Student Lifecycle Project
15th November 2010


SLP Update Agenda
1. SLP: Why?  
5.  Benefits
2. SLP Overview
6.  Budget
3. Project Status and Plan 7.Change Management
4. Risk Summary

8.SMG’s Role
1


SLP : Why?
In- house System is Unsustainable
Benefits 
• Applicants / enquirers – market advantage
• Students – accessible and reliable Information 
• Staff – more efficient processes
• Managers – better-informed decisions 
2


SLP Overview
Detailed Plan in Place, Implementation is running on Schedule
Changes will occur starting in May through September


May 2011 – Tuition Calculation and New Applicant billing

Aug 2011 – Enrolment into Classes, Records and Fin Aid 

Sep 2011 – 2012 All Application Processing
Legacy systems will be de-commissioned during those times
Support team for system and future expansion will be in place:


Staff and Students Must Participate

Business Processes Will need to Change
3


Project Status and Plan
University of Glasgow
Student  if L
e  y C
cle Implementation Plan 
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
2010
2011
30/09/2010
y
n
l
g
p
t
v
c
n
r
r
y
n
l
g
p
t
v
c
Ma
Ju
Ju
Au
Se
Oc
No
De
Ja
Feb
Ma
Ap
Ma
Ju
Ju
Au
Se
Oc
No
De
Stu Rec Course Catalog
 
Nov 8 Go-Live
Construct Phase Pre-Build
Stu Rec Program/Plan Maintenance
Construct Phase variable lengths
Acad Adv Program Construction
Transition Phase (System Testin
Stu Rec Gradebook (Catalog Components)
 
Deploy Phase (Go-Live)
Stu Rec Class Creation
 
March 14 Go-Live
Manual Building
Stu Rec Gradebook Instructor Self-Service
The following processes will be against new appplicants into the 2011 year
 Ma
y 16 Go-Live  
Stu Rec Term Activation (Registration)
Stu Rec Program Management
PROGRESS UPDATE
Fin Aid Fund Management
 
Stu Fin Tuition
 
Stu Fin All Remaining Functionality (incl. Grad deposits for use 2012)
CRM Enquiry Mgt/ Recruiting  International Students 
CRM Events Mgmt/ International Reporting
Stu Rec Enrolment/ Placements via Classes
 
  A ug 1 Go-Live
Stu Rec Grading/ Gradebook
Stu Rec Progression
Stu Rec Degree Awarding
Stu Rec Research
Stu Rec HESA Student/SFC
Acad Adv Student Advising
Fin Aid Awarding and On-Line Application
Fin Aid Disbursement
Stu Rec Ceremony Management/ Graduations
 
Sep 12 Go-Live
Stu Rec HESA DLHE
Adm UCAS - 2012 Term
June 15-July 8
Adm Direct Admits 2012 Term
Admissions Training
CRM Student Support
 No
v 14
Business Intelligence (BI) OBIEE
Go-Live
* Life Long Learning and Research Students are integrated into each area's functional Go-Live date.
4


Risk Summary
Institutional Change Risks

Rolling Out New Standardised Processes Across the University (24)

End Users Not Included or Resistance to New Processes (12)

System Does Not Deliver Expected Benefits (16)

Knowledge Transfer of New Skills to Staff Not Completed (12)
Project Execution Risks

Quality of Data Migrated from Current Legacy Systems (24)

Team Members and Consultants Leave the Project Early (8)

Resistance to the Project from Key University Stakeholders (8)
5


Benefits Realisation: Students
Student Recruitment - Competitive advantage through outreach to 
applicants and management of recruitment efforts.

Enquiry and Event management using CRM functionality

Integrated On-line Application and Admissions Process
Student Experience - Enhanced quality and accessibility of information for 
students, including greater self-service.

Flexible On-line Advising Capabilities 

On-line Enrolment into Classes 

Single Student Account and On line Payment for all Fees
6


Benefits Realisation: Staff
Introduction of CS/CRM will deliver best practice processes which are  more 
consistent and efficient: estimated savings of over £500K  on admin 
support, with additional savings in academic staff time.

Auto evaluation at application and confirmation for UCAS 

Automated awarding and disbursement of financial aid 

Automated accounts receivable and collections processes 
•  Comprehensive Course Catalogue integrated with advising 
and class enrolment
Improved management information

Single source of data with comprehensive Query availability

Tracking/Communication with At-Risk Student Population

Scholarship tracking through financial aid data
7


Future (Post Go-Live)
Going Live is the Beginning of Process Improvement
Ongoing Exercise to Extend Use of Productivity/End User Tools

Automated Workflow Processing

3Cs (Checklists, Communications and Comments)

Business Intelligence (BI) Reporting System

Customer Relationship Management (CRM) system 
8


Budget
SLP Project Board 3rd November 2010
 A
oved
B
nitoring 
 
O
 Contract(s)
 
 
**
on T
*
S
 t
PRO
7
758,095
650,000
m'ment 
 
235,000
 
3,886
?)
0
405,000
(Oracle)
 
9


Change Management and SMG’s Role
Change Management

Network of SLP Coordinators and programme of training

Business model documents (Jan ‘11) define new processes

Standard processes must be fully adopted

Current ad hoc systems must stop
SMG’s role

Maintain the University’s strong commitment to SLP

Ensure School/service managers implement new processes

Realise benefit of reduced resource requirement
10

Document Outline