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 MacD
onald [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