Involving the user community in the implementation of a Student Information System

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Involving the user community in the
implementation of a Student Information System

• Session W003
• 5th April 2005
• SROC 2005 Conference
• Exeter

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Presenters
Andrew Cox Student Records Functional Lead,
CamSIS Project, University of Cambridge Rachel
Shapton HESA Functional Lead, University of
Cambridge
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Agenda

• Cambridge Student Information System (CamSIS)
  Project
• Working Groups
• Demonstration of a modification to the system,
  reflecting on the areas of input from the working
  group

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A student administration software package from
PeopleSoft was selected.
The Project Team, sourced predominantly with full
time secondments from operational University and
College functions, formally came together on 1
July 2003
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Working Groups

• Membership Selection Process
• Working Arrangement
• System Familiarisation
• Taking Ownership
• Functional Working Group Structure

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Membership Selection Process

• Membership structure reflects the devolved nature
  of the institution, establishing a different
  working relationship.
• Key Staff Invited From
• Colleges
• Faculties
• Central Administration

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Working Arrangement

• Monthly Functional Working Group Meetings
• Validation of Business Process Documentation
• Formal Arrangements for Members to work Part-time
  with the Project Team
• Final Sign-off of System Build and Modifications

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System Familiarisation

• System Demonstration at First Meeting
• One to One Sessions
• Periodic Demonstrations of Developed
  Functionality
• Limited and Controlled Access to a SHOW database

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Taking Ownership

• Inviting the User Community to Participate in the
  Process
• Build Trust and Confidence in the System
• Diminish Cynicism to Change
• Smooth Transition into the New World!

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• Functional Working Group Structure

• Student Records
• Student Financials
• Examinations and Assessments
• Academic Advisement

Functional Working Groups
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Demonstration of Successful Working Group
Collaborations

• Graduation Process
• Bio/Demo Data Validation
• Student Elections

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Contacts
Andrew CoxUniversity of CambridgeE-mail
APC20_at_cam.ac.uk Rachel ShaptonUniversity of
CambridgeE-mail RS301_at_cam.ac.uk