Workshop 1

Systems 21Student and Course

Administration Project

Workshop #1

for Focus groups

August 1999

AGENDA• Introduction 5

minutes

• Project Overview 10 minutes

• Business Process Overview 10 minutes

• Business Process Questionnaire 20 minutes

• Questions 10 minutes

• Close 5 minutes

Introduction

Irene Koh

IntroductionSystems 21 Project

– Core System Components• Student and Course Administration

• Human Resources, Finance, Library, Subject Delivery Systems

– Phases• Phase 1 - Project Initiation

• Phase 2 - Project Startup

• Phase 3 - Development of Selection Plan

• Phase 4 - Evaluation and System Selection

• Phase 5 - Implementation

Introduction

Student and Course Administration TimelinesPhase 3 - Development of Selection Plan Aug - Oct

1999

Phase 4 - Evaluation & System Selection Nov - Apr 2000

Phase 5 - Implementation May 2000

Project Overview Student & Course Administration

Irene Koh/ Tracy Tyrrell

Project OverviewPhase 3 Project Plan

RequiredBusiness Process

Analysis

GapAnalysis &

Recommendations

Initiate Project

CurrentBusiness Process

Analysis

Start

InformationGathering

User RequirementsSpecification

ConcludeProject

SystemEvaluation& Selection

Workshop 2 Review/ confirm CBP and RBPProvide FeedbackConstruct CBP documentConstruct RBP documentWorkshop 3 Sign-off CBP and RBP

Compile Draft URSWorkshop 4 Review URSProvide FeedbackSign-off URS

Workshop 1 IntroductionComplete BP QuestionnaireCollate ReturnsConstruct BP Flowcharts

Project OverviewPhase 3 - Project Deliverables

– Current Business Process Analysis document (CBP)

– Required Business Process Analysis document (RBP)

– Gap Evaluation & Recommendations Document (GER)

– User Requirements Specification (URS)

Project Overview

Project Structure

Project Director Heather Uffindell

Business Owner Tony Grigg

Business Owners Advisory Group Jackie Berry, Judy Giles, Toni Kilsby

Business Owners Support Officers Irene Koh, George Kolivas

Consultant/ QA Tracy Tyrrell, Votar Partners

Focus Groups User Representatives from across the University

Project OverviewPhase 3 - Roles/ Tasks

Focus Group Members• Workshop 1 - Introduction/ Issue BP Questionnaires

• Complete BP Questionnaire & Return

• Workshop 2 - Review CBP and RBP and provide additional feedback, esp. for RBP

• Workshop 3 - Sign-off CBP and RBP

• Workshop 4 - Review draft URS, determine criticality of requirements and provide feedback

Business Owners Support Officers• Co-ordinate Focus Groups and collate returns

• Construct deliverables

• Present deliverables to the University

Business Process Overview

Irene Koh

Tracy Tyrrell

Business Process OverviewOrganisational

Structure

Calendar and Timetable

Curriculum Management & Delivery

Progression

Admissions

Enrolment

Examinations, Assessment,

Results

Graduation, Alumni

Enquiry/ Marketing

FinancialsProfile Management

ReportingScholarships

ResearchOther Student

Services

Business Process OverviewFunctions/ Focus Groups

• Organisational Structure

• Curriculum Management and Delivery

• Calendar and Timetable

• Enquiry/ Marketing

• Applications, Selection, Offer and Admission

• Enrolment/ Re-enrolment, Exemptions/ Credits

• Examinations, Assessment, Results

• Progression, Completions, At-Risk Management

• Graduations, Alumni

• Financials

• Student Records, Document Management

• Profile Management, Reporting

• Scholarships, Research Grants

• Student Support Services

Business Process Questionnaire

Irene Koh

George Kolivas

BP QuestionnaireMajor Activities (within your Functional Area)

– Services/ Activities• Range of services provided by your Area

• Range of activities performed by your Area(Provide copies of relevant Strategy documents)

– Customers• Customers serviced by your Area, types, categories

• External and Internal

– Organisation/ Admin Structure• Within your Area - centralised vs. decentralised

(Provide copies of Organisation Structure)

BP QuestionnaireSystems/ Applications

– List ALL systems used to record within your Area including Excel, Access etc.

(Provide any data flow diagrams, system diagrams)

Reports/ Information– List ALL outputs/ reports/ enquiries produced

and required within your Area(Provide sample Reports/ Outputs)

BP QuestionnaireBusiness Processes

– Provide details of • `what’ processes are performed

• by `whom’ (specify Area) and

• `when’ (if relevant).

(Provide samples of any forms/ documents/ screens)

– Function Specific Considerations

Other Issues/ Considerations– Relating to other Functions/ Processes– Major issues/ improvements required– General comments

BP QuestionnaireHints & Tips on how to complete

– initial read through– make rough notes– think about processes during work– make further notes re: processes, issues– review & finalise– use other staff members in your area to bounce

off ideas, review the processes if possible

Questions/Feedback

Please have you any other questions?

Close

Irene Koh

CloseReturn (in 2 weeks):

• completed BP Questionnaires

• Forward all sample reports/ forms etc.

To:

Irene Koh

email ikoh@swin.edu.au

Registrar’s Department, Mail 7

CloseNext Workshop

Workshop 2 to be held in 5 weeks for the review of CBP and RBP

CloseQueries/ Issues

For any queries about the project or BP Questionnaire please contact:

Irene Koh x8488 or email ikoh@swin.edu.au

ORGeorge Kolivas x8621 or email gkolivas@swin.edu.au