The Challenges of Implementing Multi-platform IT Systems across the AO FunctionNicola CartwrightHead of Awarding Systems and Services1st4sport Qualifications Alan Edwards

IntroductionI started with 1st4sport in 2000, at the inception of the organisationDeveloped from administration roles to managing the awarding service team and various IT systems across the awarding functionNot an IT specialist, but know my systems!

IntroductionI aim to cover:Background to the AO and structureLegacy systemsDevelopment and challenges of the current functionalityFuture directionYour Questions?

Introduction1st4sport was created in 2000, with the aspiration of providing an awarding service to governing bodies of sport.Brand of Coachwise Ltd (the trading arm of scUK) offering a variety of services to the sectorMarketing and Mail Order ServicesAwarding ServicesWarehousing and FulfilmentPublishingFinance/Personnel/IT Services

IntroductionIn 2013 1st4sport has 120+ qualifications and processes 70,000 learners per year.Work with 700 + centres.Growth has been managed through investment in IT; reducing the need to grow staff complement.

IntroductionQuality ManagementTeam

Awarding Services Team

Qualification DevelopmentTeamFinance/Personnel/IT Services

IntroductionQualification offer includes:Sports coaching (90%)Sport-specific leadershipLeisure operations and managementSpectator safetyOutdoor educationEducation and TrainingFunctional Skills.

IS History #1

Legacy CRM System

Events

Certificates

CentresLearnersStand-alone Finance system

Change Phase #12004 - Company aspiration to harmonize cross-business systems.Major project to integrate different functions, and systems through a variety of suppliers.Awarding function included in this project.Worked with the suppliers for 12 months to try and get an LMS system to perform awarding body functions.After tears (for effect!), project scrapped and we looked for an awarding body-specific system!

Change Phase #2Scoped out needs.Sourced provider options.Chose to buy GA Systems Workchain SystemSpent six months working with GA to develop and test the customisations that were needed to enable Events to be managed.A further six months spent sorting out the data migration.Workchain offered reductions in manual checks, with increased automation, reducing human error.Reporting functions provided by a link to Cognos.

Change Phase #3Certification FunctionCertification originally based on extraction of data from Workchain and manual merging in MS Word onto specific template.We had in the region of 100 templates and plenty of room for user errors.Sourced secure certificate system from Advanced Secure, offering secure printing and integration with Workchain.AS software allowed an increase in the number of templates, onto a limited stock of certificates.

Certificate samples

Change Phase #4Upgrade of Learner Management SystemGA introduced Parnassus to replace Workchain to meet QCF requirements.Internal need to develop on-line access for centres and partners.Parnassus adaptations built in parallel with internally developed web-based interface for centres and partners.

Change Phase #4Internally developed on-line system provides:Access for centres to seek authorisation to run events against quality checks.Register learners on events.Apply for certification for registered learners.Search for information on previous learners and events.Manage users.

Secure CertificatesAdvanced SecureChange Phase #4Learner Management SystemParnassusCentresOn-line ServiceInternal IS TeamWeb-services for major partnersInternal IS Team

Quality Management SystemQCF identified need for better internal documentation and auditing of process.Three products identified to support the processes:

Athena provided by Creatiogreen offered a web based solution to recognise and quality assure centers, recruit and manage external verifiers Control offering a process mapping solution - ensured regulatory compliance is integrated into all business processes.Formic to manage learner evaluations - now provides an on-line evaluation process supporting fit for purpose qualification provision

More new regulations?Ofqual General Conditions of Recognition /SQA Principles identified a need for Qualification Development solution within Athena which supports:

Establishing the viability of qualifications (research, business case)Development of units, structures, content, assessment and resourcesImplementation and monitoring (reviews and withdrawals)

More new regulations?Ofqual General Conditions of Recognition /SQA Principles identified a need for Governance solution within Athena which supports:

AO statuses (updates, notifications, undertaking, audits)Decision making across the AOStrategic direction and qualification provision planningRisk, incident and performance management Compliance: Self evaluation against Conditions/Principles and statement of complianceCompliance: Evidence mapping against regulatory requirements (QCF/Functional skills)Data return auditStrategic and operational action plan management

Secure CertificatesAdvanced SecureNow and the future!Learner Management SystemParnassus (3.5)DigitalCertificatesAdvanced SecureCentresOn-line ServiceInternal IS TeamQuality Management SystemAthena (Creatiogreen)Stand-alone Finance systemLRS!

ChallengesMaintaining multiple systems.Centres having to engage with two (on-line) systems.Working with external suppliers.Working with internal suppliers!The Rules (Ofqual/SFA, etc) changing.Different needs in Scotland.Constant need to improve and upgrade.Time to test!

Thank you for your attention.

Any Questions?

www.1st4sportqualifications.com

*****Project Euston multiple platforms!*Project Euston multiple platforms!*Project Euston multiple platforms!*NGB Systems direct import from their internal LMS systems*Project Euston multiple platforms!*Project Euston multiple platforms!*Project Euston multiple platforms!*