ICT Services Systems Development Schedule 2008-09

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Dec 8, 2013 (3 years and 8 months ago)

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ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










1

Student Related Systems





Area of Activity

Outline Planned Developments

Lead Responsibility

Priority

Timescales



Project E2A


phase 1

A major review of student
administrative

processes has been
recommended. Following the appointment of the Business Pr
ocess
Review Manager and the successful bid for funds to JISC, phase 1 of the
project has now commenced. This phase will cover all stages from
initial enquiry through to (re)enrolment. As part of the project some
tidying up of the SITS system will be und
ertaken and it will also be
necessary to acquire additional SITS modules and
skills
.

The project will work in partnership with Tribal (SITS) and will also ‘link
up’ with other planned developments, e.g.
Sharepoint

Stuart McQuaid/
Carol Kear

H


Phase 1 Nove
mber 2008 to
March 20
10



SITS
System Upgrade 8.2

Testing currently being undertaken and live upgrade scheduled for
February 24
th

2009

Linda Green

H

March 2009



On
-
line Accommodation

Minor changes need to be made to the existing system, to enable the
upgrad
ed facility to be fully functional by May

Linda Green

L

May 2009



08/09 online enrolment

Completed

Linda Green

H

Completed
July
2008



Year Start
Preparation

Each year, the UCAS recruitment processes change as a result of the
various system
developments

bei
ng undertaken beyond our control. As
a result, the year start processes (for the recruitment cycle) can be
cumbersome and this year
was

no exception.

Linda Green

H

Completed
September 2008



Assessment Tracking

Academic Registry are arranging with SITS a

demonstration of their
Assessment Tracking System
.

Following the demonstration,
a review of requirements is
required

Lars Newell

L

Deferred to SLAP Phase 2





Collaborative

Partners Database

Unfortunately it is not possible for SITS to provide a fully int
egrated
solution and further investigation is required

Lars Newell/Carol
Kear

L

Deferred to August 2009



HESA Re
-
development

Following the re
-
development of the HESA return last academic year,
the
University

is involved in a review of the processes develop
ed by SITS
with a view to improving current processing and functionality

Mike Palmer/
Linda
Green

H

Spring 2009



Integrate CILC into SITS

Basic CIL courses are to be recorded on SITS and a schedule of work is
currently being prepared

Carol Kear

M

Deferred M
arch 2009



OTC

It is planned that Phase 2 of SLAP will incorporate the full OTC
requirements

Linda Green

M

Deferred to 09/10

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










2


Area of Activity

Outline Planned Developments

Lead Responsibility

Priority

Timescales



Text Messaging

Introduction of text messa
ging planned for Autumn term. Selection
process of solution now complete and implementation in progress

Hywel

Bennet
t

M

Completed January 2009



Accommodation (Kinetics)

Dependent on the allocation of additional resource. If successful, the
development wi
ll form part of the implementation schedule for
200
9/10

Carol Kear

M

2009/10



WebCT replacement

The full proposal for the replacement of WEB CT

has now been
developed and MOODLE is being
introduced

for full implementation for
2009/10. BSD Team will be mem
bers of the project team and will deal
primarily with the SITS integration issues

Carol Kear

M

November 2008 to August
2009



Timetabling Review

This review will be deferred to phase 2 of SLAP and will run
in
conjunction

with other University developments i
ncluding the
implementation of CAFM system

Carol Kear

L

2009/10



Syllabus + System Upgrade

It is planned to undertake the system upgrade in May 2008

Alex Stennett

M

Complete
d

May 2008



Syllabus + functionality review
and future upgrade

Any additional work
on Syllabus+ will be deferred until a decision has
been made around timetabling outlined above. If the system remains, a
full review of processes and planned upgrades will be undertaken

Alex Stennett

L

2009/10




Awards Ceremony

The awards ceremonies are n
ow managed almost entirely through SITS.
For the 2008 ceremonies, additional reports have been developed to
allow for the more efficient production of the program and presenters
list.

NB Further work may be required with the proposed timings for the
2009
ceremonies

Carol Kear

M

Complete
d

Sept 2008



Accessibility Modules

Following
involvement

by Student Services in the SITS special interest
group, a number of changes have been requested to incorporate
additional functionality of this module

Nic Sysum

M

Ongo
ing



Bursary Modules

Some minor enhancements have been made to this module due to the
revised bursary scheme

Alex Stennett

M

Completed
September 2008



Aleph
interface

Minor changes made to Aleph interface.

NB A major review of this interface may be require
d in the light of the
ID Vault developments

Alex Stennett

M

Completed
September

2009



Security Review

A
major

review of the security profiles

Alex
Stennet
t

M

2009/10



eVision reports

With
the

growing

use of eVision, there has been an increase in
the
number

of requests for online reports, the most recent being in relation
to post graduate
recruitment

Nic Sysum

M

Ongoing

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










3



European Diploma
Supplement/HEAR

The University is participating in a HEFCE initiative to develop new
forms of ‘transcript’ for students

Li
nda Green

M

January 2009 to March 2010



Helpzone Support

The introduction of the Student Helpzones has resulted in training
requests being
received

for staff

Nic Sysum

M

Ongoing



Online
enrolment

2009/10

As a result of the revised
timings on

Project

SLAP,
it will be necessary for
a number of changes to be made to online
enrolment

for 2009/10

Linda Green/Nic
Sysum
,

H

March 2009 to July 2009



Immigration attendance
monitoring

Following
legislative

changes, the University has obligations regarding
overseas stu
dents. A new
module

is being developed by Tribal to
support this
legislative

burden

Linda Green

H

May 2009



UNICODE Project

Following UCAS changes, SITS will be updated to conform to UNICODE
standards. This may have implication for other systems which in
terface
with SITS and a full investigation is required.

Alex Stennett/Ian
Dolan

M

January 2010



Parameter and Control Table
review

As more and more departments utilise SITS, a review is being
undertaken of a number of look up tables and system parameters t
o
ensure that any changes are made in a controlled manner

Nic Sysum

M

September 2009

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










4


Administration Systems

-

FINANCE





Area of Activity

Outline Planned Developments

Lead Responsibility


Timescales



Review of Purchase Ledger

Completed

Alex Stennett

M

Completed
May 2008



Sales Ledger

Agreed
programme of work

-

Completed

Carol Kear

M

Completed
May 2008



Fixed Assets

The initial set up of Fixed Assets is now complete. The team are
working closely with F&P in terms of data take on and ongoing
procedures

Carol Kear

H

All work from BSD team
completed November 2009
-

awaiting response from F&P
for next stage



Management Reporting

Outstanding changes on VAT to be clarified.


R
ebuild’ of reporting table required

resolved

Carol Kear
/Martin
Ostle

M

Completed
Nov
ember 2008



General Ledger

The University General Ledger is now fully operational. A number of
Subsidiary companies need to be
completed

Martin

Ostle

M

Completed
October 2008



Post Number

A new interface is required from
ResourceLink

to Agresso to transfe
r all
posts for the purposes of posting and forecasting salaries

Alex Stennett

M

Completed
December 2008



System Upgrade
(5.5.2)

Testing

is currently underway; go live is planned for mid October 2008.
However, a number of issues will not be resolved until

5.5.3 and
timescales

for a further upgrade are now being considered.

Martin

Ostle

H

Completed

October 2008



Aleph Interface

Whilst the interface between Aleph and Agresso for purchasing has
been written, there were a number of changes required which have
not
yet been addressed by
Ex
-
Li
bris

NB there is a further interface for student invoicing and the
subsequent payment which has yet to be agreed

Alex Stennett

H

April 2009



Salary Interface

New interface required, providing full salary
details

to enable mor
e
accurate reporting and forecasting

-

Completed

Carol Kear

H

Completed
August 2008



Planner (budgeting)

It was recommended that the implementation of Planner was deferred
until after the upgrade to 5.5.2. Work will commence in late Autumn.

Carol Kear

H

2
009/10



Post Implementation review

This has been
deferred

until Autumn 2009 once all modules have been
implemented

Carol Kear

M

September 2009



Security/User Review

Following a recent
internal

audit report, a full review of Agresso
securities has been unde
rtaken. The final proposal was agreed by the
auditors, with an implementation date of 1 August 2008 (new financial
year).

-

Complete

Alex
Stennett

H

Completed
August 2008



System and User Documentation

A full review is required to develop and update all d
ocumentation
associated with Agresso

Martin Ostle

M

August 2009

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










5

Area of Activity

Outline Planned Developments

Lead Responsibility


Timescales



Report engine upgrade

A number of reporting issues are currently occurring which can only be
resolved once the r
eport engine has been upgraded

Martin Ostle/Les
Maas

H

March 2009



Substitution

Processes

A review of the processes around order processes where staff are
absent or leave, leaving items ‘stuck’ in the system.

Alex Stennett

H

April 2009



Purchase Card

A pro
gramme of works will be agreed to integrate purchasing card
information into Agresso

Alex Stennett

M

February 2009



eProcurement

Part of the planned developments for 200
9/10

Carol Kear

L

2009/10



Time Recording, NB may be
ResourceLink

Part of the planned d
evelopments for
2009/10


Carol Kear

L

2009/10



On
-
Line Store Upgrade

The

upgrade to version 3 has been deferred until late autumn. The
upgrade will provide significantly
improved

functionality

Martin Ostle

H

June 2009



On
-
line
donations

The initial
develo
pment

has now been delivered by WPM and is
currently undergoing review by users.

Martin Ostle

M

April 2009



Web Expenses

Implementation of web based expense system


currently considering
tenders

Carol Kear/Martin
Ostle

M

December 2008


March 2009



System

upgrade 5.5.3

Moving to this next upgrade with resolve a number of issues
outstanding from the initial implementation. The upgrade has been
received from the supplier and it is planned to apply to test in February
once timescales
have

been agreed with Fi
nance & Planning

Martin Ostle

M

February 2009


September

2009



Attribute review

It has been identified that a number of attributes settings differ
between various subsidiary companies. This means that reports are
producing different information when run
results and are not
comparable

Martin Ostle

M

March 2009



Single Sign on

The functionality of Agresso Single sign on is being retested with
the

view to implementing as soon as possible

Martin Ostle/Les
Maas

M

March 2009



Server Logging & report archive

Sin
ce the implementation of Agresso, no archiving has been
undertaken. Whilst there are no storage problems at present,
procedures for archiving and storage need to be developed and agreed
with Finance & Planning to reduce potential problems in the future.

M
artin Ostle/Les
Maas

M

August 2009

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










6


Administration Systems
-

HR





Area of Activity

Outline Planned Developments

Lead Responsibility


Timescales



System Upgrades

o

RE01
D to RE06


Northgate have issued a number of upgrades over recent months. By
March 20
09 the University has to be on version RE06 (currently on
RE01E). Upgrades can only be applied at certain times of the month; it
will therefore be
necessary

to have an upgrade every month between
now and March 2009

Alex Stennett

H

March 2009



Test Server

A stand alone test environment is being developed on a new server

Glen Francis/Alex
Stennett

H

Completed
November

2008



HESA Return

Support and development for 2007/8 HESA return

Hywel Bennett

H

Completed
September 2008



Payrise

Support to apply October Pa
yrise

Hywel Bennett

H

Completed
November 2008



Costing

Major change to processes associated with salary costing; including
redefining principles

-

Completed

Carol Kear

H

Completed
August 2008



Associate Staff

Development of Associate staff concept, with po
ssible consideration of
maintaining in separate company
. Requires upgrade RE0106

Carol Kear

M

April 2009



may need to be
deferred due to capital
restraints



Job Codes

Enhancement to existing coding structure to improve planning and
reporting with resulti
ng data changes

Hywel Bennett

M

Completed
November 2008



Data Cleansing report

Analyse data and generate

report to highlight data inconsistencies

-

Complete

Hywel Bennett

M

Completed
August 2008



Increased Licence

Whilst not a major project, it will be nec
essary to increase the licence
banding in the light of developments within the University (including
associate staff). This will have an impact on capital expenditure.

Short term the licence position is being monitored on a regular basis

Hywel Bennett

H

C
ompleted
November 2008



Online in year filing

HMRC requirement

Hywel Bennett

H

March 2009



Salary Planning

Review of possible options to improve salary planning

NB may be Agresso

Carol Kear

L

2009/10



Security Review

Major security review which will also n
eed to incorporate web
developments

Alex Stennett

M

2009/10



Web Recruitment

Development and implementation of web
recruitment
.

NB Cannot be undertaken until system upgrades are complete

Will not be able to pursue within current capital program constraints

Alex Stennett

M

January to July 2009



Time Recording,
e.g.
could be

Agresso

Part of the planned developments for
2009/10

Alex Stennett

L

2009/10



eAdministration

A major project will be commenced in July 2009/10 to develop web
Carol Kear

M

2009/10

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










7

based administrative functio
ns for both staff and
management




Fit for purpose review

Planned periodic review

Bill Lawrence

L

2009/10



OrgPlus upgrade

Upgrade of organisational structure software to V8

Hywel Bennett

M

Completed January 2009



Cognos

Upgrade to Ver
sion 7.4

Alex Stennett

M

February 2009



Phone Directory

Review of current staff contact directory with a view to moving toward
online self maintenance

Hywel Bennett

M

July 2009



Key Table Documentation

Tables within ResourceLink do not follow any standard
naming
conventions. In order to improve support of this product, the primary
tables used by the University are to be documented and key
relationships presented graphically

Hywel Bennet

M

April

2009

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










8


Administration Systems
-

Other





Area of Activity

O
utline Planned Developments

Lead Responsibility


Timescales



CAFM System

Anticipated involvement in the selection, development and
implementation of possible system to be purchase
d

by estates

Carol Kear

L

January 2008 onwards



Integration Project

With grea
ter integration of University systems, it is important that all
interfaces and system processes are documented fully and include clear
guidance on links to a) prevent potential problems and b) assist in the
resolution of issues.

A major project is planned
to document all such processes

Alex
Stennett

H

November 2008 to July 2009



System Selection

A
electronic

template is to be developed to assist in the selection and
costing of university systems

Carol Kear

H

January 2009



ID Vault

Significant involvement in

the specification and development of data
required to ‘feed’ the data vault project.

This project not only requires the identification of data required for
security processes but will also involve the potential reengineering of
data held within both SITS
and ResourceLink

Carol Kear/Alex
Stennett

H

November 2008



Email Outsourcing

Changes will be required to all business systems if the outsourcing of
student emails goes ahead. This will affect fields where email data is
held, and a number of interfaces. A

full evaluation will be required.

Alex Stennett

H

June 2009



Staff Number project

Over
the

next few years it will be necessary to change all staff numbers
as a result of
the

conflict with Student Numbers.
Potentially

all systems
which hold a staff number

will be impacted as they will need to change.
Due to integration issues, the changes will need to be synchronised

Carol Kear

H

2010/11

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










9


Central ICT Developments




Area of Activity

Outline Planned Developments

Lead Responsibility

Timescales

Server re
placement


Subject to capital funding
ICT Services has a replacement strategy to
update servers and software on a 4 year rolling programme

CF

On
-
Going

suspended
due to capital funding
freeze

Network Storage/Server
consolidation

To complement the server re
placement programme, the University is
investing in Storage Area Networks (SAN) and Virtualisation (VMware)
to help improve business efficiencies
,
reduce energy costs and
create
additional
computer room space.
The traditional model of a server
containing
a software application, operating system and data storage,
will in the future be replaced with a virtualisation model that splits the
application, operating system and data storage across
different
forms of
technology

(
i.e.
Vi
r
tu
a
lised
Server
s

&
SAN

device
s
)

CF

3 year programme to
be completed
Jul
y

2009
. Phase 2 storage
completed.Vitualisation
suspended due to
capital funding freeze



Home Directories

Remote access was provided to centralised filestore that can be
accessed
remotely


Completed


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ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










10

Area of Activity

Outline Planned Developments

Lead Responsibility

Timescales

Print Management System

A new pr
int management system is currently being implemented in the
University. The strategy to utilise Ricoh Multi
-
Functional Devices
(
MFDs
) to print. photocopy, scan and fax through on integrated device,
was started in
2007/08 and will
be completed by July 2009
.



CF

July
200
9
In progress.
Park nearing
completion. Pittville
has an action plan.
Oxstalls has an initial
meeting date
scheduled

ICT Helpdesk
-

Upgrade

The University runs a cross
-
campus ICT Helpdesk system. It is planned
to upgrade the current system

in 200
8/9

with

a web enabled front
-
end,
that will allow users to monitor the progress of their ICT requests, and
provide a more intuitive user feedback mechanism

CF

Apr 200
9

In hand

ULF

Technical developments are under way to configure the ULF as a main
campus on the University network. This will include a dedicated high
-
speed data link that will deliver the same level of academic and
administrative services as with other campuses in Cheltenham and
Gloucester. Services will include IP telephony, academi
c software
applications, print management services, and full access to Corporate
Information Systems.



Completed

CF

May 2008


Remote support and deployment of
software applications


The technical support team now have the ability to
‘push’

out software
releases and ‘bug
-
fixes’ to users remotely across the network. New
releases of software such as Windows
‘Hot
-
Fixes’
, McAfee anti
-
virus
software and the latest version update from Adobe, can now be easily
updated across the network at the users convenience
.

Complete

CF

May

2008

Email


The rollout of Office and Outlook 2007 in the institution provides an
opportunity to review the current e
-
mail system, and review our current
defences against the increasing volume of SPAM e
-
mail that the
University is being
subjected to.
(Currently over 90,000 spam messages
are being trapped a day).

The lack of flexibility with the current system
at times results in legitimate e
-
mail being trapped in the SPAM filters
unbeknown to the user. To overcome this issue a more cus
tomised
service is being explored where the user retains control, and decides
what e
-
mail is allowed to pass through the filter and what is blocked.

In addition an outsourced student e
-
mail for l
ife

scheme is being piloted
in 2008/09. If successful, it is

planned to implement a fully working
service to all students in
2009/10

CF

Complete








Dec

200
8


Review
Mar 2009

Implement Sept 2009

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










11

Area of Activity

Outline Planned Developments

Lead Responsibility

Timescales

Audio Visual


There is an increasing re
liance on data projection facilities to support
the Learning & Teaching process.
Currently there are over 100
x
AV
computers and projectors in the University.
This programme continues
with the installation of data projection in teaching rooms where there

is
no current provision, and also facilitates a programme of replacement
of AV resources in the institution.

CF

Jul 200
9

suspended
due to capital funding
freeze

Disaster recovery (DR)

ISO 27001 requires the University to have a
n effective
Business
Contin
uity Plan (BCP).
From a
n ICT risk perspective there is currently
one computer room on the ground floor at the Park campus, where all
the key corporate information systems are
located
. One disaster in this
location would effectively paralyse the instituti
on and would seriously
disrupt
all

business
area of activities
. This project create
s

a secondary
data centre at Pittville
and
a contingency link out on to the Internet in
the event that the primary link at the Park fails.

This
3 x year
project to
create d
ual data centres and load balancing
between the sites integrates
closely with the
S
erver consolidation and
SAN projects. In the interim it is planned to review the current list of
‘core’ systems covered by an external disaster recovery specialist, and
ext
end the provision to include the Library Management System, E
-
Mail
and Internet Web Server.

CF

Jul 200
9

DR plan ratified by ISC.


Telephony

Planned developments for the IP telephony system include, Integrated
messaging
(voicemail) through the desktop

CF

Jul
y

200
9

Moodle

The full proposal for the replacement of W
ebCT

has now been
developed and MOODLE is being
considered
as a full replacement for
WebCT in

2009/10.
During 2008/09 the implementation team will work
closely with ICT Services in ensuring that t
he new application fully
integrates with SITS and other student focused software applications

CF

Mar 2009

CAFM System

Anticipated involvement in the selection, development and
implementation of possible system to be purchase
d

by estates


January 2008 onwa
rds

Sharepoint

The development of an internal site structure, initially to contain
University committee information, including meeting dates, agendas
and minutes



November 2008
onwards



ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










12



Web Developments




Area of Activity

Outline Planned Developme
nts

Lead Responsibility

Timescales

Web Server

(Sharepoint)

Year 1
Phase 1
(2007/08) of a 2 year project:



The purchase of Sharepoint licences, the purchase of hardware,
and the configuration of the technical infrastructure necessary
to support the complete

development



The development of a new Public/Marketing focused web site



The development of an internal site structure, initially to
contain University committee information, including meeting
dates, agendas and minutes



Further discussion with Campus Deans/
HoDs

to identify user
requirements and establish whether Sharepoint can assist in
improving staff and student experienc


Year 2

Phase 2
(2008/09) of a 2 year project:


Create a second University web site using Sharepoint to replace Shado.


Set up a Univer
sity wide digital repository


Introduce personalised student and staff web portals




Transfer relevant information from the old to the new
content
management
system



Re
-
configure information held in the new digital repository, to
assist the search and retrie
val facility

Jill Stuart/Robin
Livesey

C
ompleted September
2008


New
marketing/student
recruitment web site
launched at the
beginning of
September
2008.Phase 1 is still
being finished off
(video and profiles)
and is due to be
completed by the end
of
Februa
ry

2009.
Phase 2 will begin
once Phase 1 has
been finished off


The August 2009
timescale will need to
be re
vised as the
project is now behind
schedule.




August 2009


ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










13

Supplementary Information


Debureaucratisation Project (Student Lifecycle)


The Stude
nt Life Cycle Project identified the main priorities for systems development over the next couple of years.
The f
inal
report

included proposals for changing the
way
the institution develops

and implement
ICT
system
s
.


The findings of the group identified
that SITS should be at the centre of all developments, together with the Agresso and ResourceLink to support finance and pers
onnel
respectively. It was felt that functionality within SITS has increased significantly over the last couple of years but, due
to high staff turn over and the lack of resource it has
not been possible to acquire technology or new skills.


In producing the report, the team identified a number of issues which it was assumed would be addressed before moving forward

with any significa
nt developments

Some of these are already starting to be addressed and others need to be considered as a priority, e.g.:




There are a number of key elements of SITS where the University needs to either acquire the functionality or obtain training
to enabl
e development to take place.
It is also important that SITS does not develop in isolation. For example, the current SharePoint project is integral to the

way eVision, Agresso and MyView are
developed.




Within the project report it was identified that the

skills and SITS elements required to deliver customer (in terms of both student and staff) expectations could be
used as a foundation of development for the next couple of years. This ‘toolbox’ of skills included, for example, all of the

elements require
d to deliver the flexible
enquiry, application and enrolment processes that are currently being requested by a number of different areas. However, in
order to deliver this there are a
number of housekeeping exercises that also need to be undertaken. For
example, a number of professional courses need to be restructured within SITS to enable
students to select their modules online, pay their fees, etc. Some areas also need some recoding undertaken (e.g. Academic Y
ear, a primary field in so many
systems wit
hin the University.


The University agreed additional resource in this area of activity in 2008/09, and the project is moving forward with the app
ointment of a new Business Process Review
(BPR) Manager in September 2008. In addition, new positions are cur
rently being recruited to in the Business Systems Development team which will assist in the strategic
development of systems, which will help address one of the recommendations in the final report.


Each of the 4 core systems (SITS, ResourceLink, Agresso a
nd Syllabus+) are all in the process of upgrades; these upgrades normally happen on an annual basis. Over the last
few years, due to the lack of resource, these upgrades have been implemented but any new functionality
has not been exploited
.
This positio
n will now be addressed
through the additional resource in the area.


Finally,
it is planned to have live and test environments for all core business information systems which will significantly assist th
e effectiveness an
d efficiency of system
upgrades.


ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










14

1.


Observations

(Academic Process)



Staff feel that SITS should be at the centre of developments, including Learning & Teaching (WebCT, QuestionMark, Pebblepad,
etc), SharePoint



Some areas think they are a ‘special case’ but when talked to realise they aren’
t



99% of staff want to eliminate local databases



Staff felt that they did not know enough about what SITS was capable of, including those going out and tendering for new appl
ications



Functionality within SITS has grown significantly over the last couple of

years and even includes the concept of data warehousing



90% of what was being asked for


SITS can deliver



Sometimes because there is not enough resource for application developments, faculties will develop their own solutions resul
ting in potentially 4 d
ifferent
solutions.



It is not just about developing SITS but other applications as well.



Staff cannot understand why we have systems that do not fully integrate with existing systems.



The University makes decisions on processes without involving system exp
erts in the exploration stages



Inconsistent system structures which make it difficult for systems to ‘talk to each other’ (e.g. coding structures, primary k
eys, etc)



The University has a tendency to develop systems to replace paper processes rather than ‘s
tarting from scratch’



Tasks could be devolved (to Faculties/departments/individuals) and ‘housekeeping’ could be done in the background automatical
ly, e.g. in year withdrawals



We implement new concepts and then move onto the next. We do not always underta
ke a post implementation review or further enhance (e.g. accessibility)



Less than 5 years ago,
the University

taking the lead in eVision and online enrolment developments


now we are way behind other SITS users.

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










15

2.

P
rinciples



SITS (predominantly eVision) mu
st be at the centre



Better analysis from the beginning
-

Developments will not just be about replacing existing processes but will look at different ways of doing things (blank sheet

of paper!)



Analysis needs to be signed off by the users before developmen
t commences



Where forms for processes are required, they are completed online with appropriate processing happening in the background aft
er relevant authority



Users should be more closely involved throughout the whole development



Talk to other Universities

about what they have done or how they are using systems



Development teams must ensure all other ‘systems’ teams are kept fully informed throughout.



Staff who are developing new functionality should not be diverted into support of existing systems



A comple
tely separate testing environment should be established on the servers in order that development does not impinge on the live

environment



Web based solutions will be developed wherever possible



We need to maintain documentation in terms of system integrati
on and relationships



Whilst IT solution is always the best option, consideration must be given to those users who do not have access. NB IT solut
ion could include phone support via
call centre.



In terms of SITS, all students will have single SPR relations
hip and all courses will be attached to a modular scheme



Training materials and manuals should be held on the web in a consistent format



Principles need to be accepted by all systems and does not just relate to administration systems

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










16

3.

Assumptions



Resourcin
g will reflect University priorities in terms of development



Reporting structures will reflect University application development strategy.



A certain amount of ‘tidying up’ across all systems will be undertaken before any further development, e.g. consiste
nt coding structures



Support functions will have appropriate skills and access to support systems for both students and staff



A skills gap analysis will be undertaken and appropriate training obtained



Development team will have relevant skills and resource

within their ‘Toolbox’ which will include:

o

Task Management

o

Table Update Process

o

Process Management

o

Document Manager

o

Rules Translation

o

SQL

/
XML

o

PSP (retained as WPM but SITS functionality introduced)

o

Bank account validation

o

Quick Address

o

SAM

o

Enterprise Se
rvice Desk

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










17

o

Text Messaging



SITS will be upgraded to 8.1 (8.0 planned in March) as soon as possible. This will be released in May 2008 and would provide

significant improved functionality
within the ‘Toolbox’. Upgrades for other systems will be taken in a
timely manner to ensure that growing functionality is available.



Upgrade procedures should be expanded to ensure additional functionality is utilised and incorporated rather than just testin
g that existing processes will still
work.



Where possible, bespoke

SQL triggers to be avoided and appropriate cross system update functionality used as alternative, e.g. SITS web services

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










18

4.

Priorities

Short
-
Term



Integration with Agresso



SharePoint, including possibility of working with SITS (they are looking for a partner

institution).



In conjunction with the SharePoint development, develop eVision to be the first point of entry to Uni systems when they log o
n (in order that tasking activities
can be ‘triggered’).



Review of system integration and interfaces



WebCT replaceme
nt



SITS ‘tidy up’ project.



Accommodation



Student Survey



Continued development of ResourceLink Self Service, including online applications



Continued implementation of Agresso



Review access role groups within all systems and ensure that access between system
s is maintained in a cohesive and timely manner, not just for staff and
students but to include associate colleges, agents, sponsors, etc.



Automation of routine tasks



Enquiry and application processes



Revamp Online enrolment including automation of fee set
ting and ID checking processes; bring in house (from WPM) to allow for greater flexibility and
integration

ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










19



Incorporate CILC courses into SITS



Routine student data maintenance via eVision (instead of once a year as part of enrolment).



Greater validation of
module choices, awards, etc for student, including possibility of redesigning field maps to ‘drive’ ongoing maintenance. Can

also include
Award prediction



Use task management to ‘drive students’ to undertake certain actions, .e.g. confirm address details.



Estates Management System


CAFM



Continued development of RL Self Service



Enhance bursary functionality



Assignment handling and electronic submission



Timetabling and room management



Data warehouse



NB This is by no means a definitive list. Depending on ou
tcome of this review, consideration will need to be given to all application development plans



ICT Services


System
s Development Schedule 2008
-
09

Progress Update


Feb 2009










20

Mid
-
Longer term



A full cohesive application strategy and development plan



Full implementation of SharePoint/eVision/portal technologies which must include Univ
ersity driven task management for both students and staff



Full elimination of local databases



Student Survey Manager



More detailed timetables for students, including induction period



Alumni



CRM



Course validation processes



Curriculum Planner



Events Manager


5.

Way forward



Develop detailed integrated development schedule


this is highlights only



Identify what we are going to do over the short term and long term



Have a significant re
-
launch of a renamed ‘student record’ system