The UK’s European university
SDS Replacement Project
Nicci Place
Project Communications Lead
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Why a new system?
What will be replacing SDS with?
Who are the project team?
What are the key dates?
Project plan
Example screens
Stakeholders, users and focus groups
Where can you find out more?
Why a new system?
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The current SDS does not provide the
functional requirements of the
university
• Outdated
• Hard to maintain
• Difficult to add new functionality
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In-house system is risky and costly
Not in-line with IS strategy –to use the best
available commercial solution to meet the
business requirements
Key Business Messages
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Project objectives
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Steering Group has directed that
• Stable and reliable IT system
• Improved student experience
• More effective administration in the longer term
• The university needs to implement systems that are
broadly standardized, easy to maintain and sustainable for
the future
• Bespoke product customization of the new system will be
avoided
• The solution should be designed primarily with the student
experience in mind
Tribal SITS
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Tribal is currently the preferred Admissions and Student Record
Systems supplier for UK HE establishments, with 140 customers
50% Russell Group Universities
5%
6% 4%
Tribal (SITS)
10%
12%
50%
12%
Tribal (SITS)
Unit 4 (Agresso)
Other
Bespoke / in-house
Capita
SunGard (Banner)
CampusIT
What will we be replacing SDS with?
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Student administration
• Paperless processes
• Single record for student
• 2 interfaces but most staff will use
e:Vision (web)
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Student experience
• Cleaner, mobile enabled interface
Page 6
• Communications and document
linking with the student record
• Users guided through data entry
drop down lists, check boxes etc
correct data, task made easier for
user
Key dates
April – Jun 2014
July 2014
August 2014 – March
2016
April 2016 – August
2016
September 2016
•Project team formation
•Project planning
•Preparatory information gathering
•Team configuration training
•Technical training
•Strand work begins
•Strand specification, implementation and testing
•User acceptance testing
•Extensive user training
•Go-live data migration
•Go Live
April 2017
•SDS Decommissioned
September 2016 –
August 2017
•Phase 2 enhancements
September 2017
onwards
•Further enhancements – new functionality
The Team
• Project Manager – Eileen Solley
• Core team in Innovation Centre
 Strand leads:
Tony Williams (SRE), Paul Sales (SRE), Helen Watkins (UG Office), Jayne
Bloodworth (Timetabling/Events), Stephen Rowlstone (Planning), Dylan
Williams (KLS administration), Richard Douglas (Income Office), Louise
Hilden (Income Office), Lisa Babbs (Scholarships & Bursaries),
 Workstreams:
JJ Jeremiah (Template configuration), Carl Swaffer (Business Systems),
Owen Geraghty (Technical developer), Amanda Zimmerman (Testing),
Matthew Bull (UX developer), Jenny Mathlin (Assistant Project Manager)
Owen Hanmer (Training and Documentation), Nicci Place (Communications)
Other IS support in Cornwallis
Tranche 1
Academic Model
Enrolment and Registration ( including finance workflow)
Tuition Fee Invoicing
SLC Invoicing and Reporting
Scholarships & Bursaries
Events
B
Tranche 2
Progression & Awards
Students & Staff Management ( 3 Solution delivery phases)
Tranche 3
B
T
B
T
D
R
Cross functional
T
Sep-16
Aug-16
Jul-16
Jun-16
May-16
L
Tr
Build
Test
Scope
Req'ment
Design and Build
Test
(R1)
(R1)
Scope
Req'ment
Design & Build
Test
(R2)
(R2)
Scope
Req'ment
Design & Build
Test
(R3)
(R3)
Requirements Design and Build
Test
Requirements
Design and Build Test
Requirements Design
Build
Test
Deploy to Live
Absence Management
Requirement
Design and Build
External Reporting/HESA
Requirement
Design and Build
User permissions
Apr-16
T
Requirements Design
Module Diets and OLMR
Communication with students
Mar-16
T
B
DB
Feb-16
Jan-16
Dec-15
Nov-15
Oct-15
Sep-15
Agresso
T
DB
D
Test
Test
Requirements Design and Build
General Reporting
Deploy to Live
Test
Reporting requirements across all Strands
Requirements
Design and Build
Test
User permissions and security model will be relevant to all Strands
Interfaces and integration (incl SSO)
Scope
Design,
Schedule
build and test interfaces in line with Strand and Business/Technical dependencies
Project Stakeholder Communications
Awareness
User engagement and Business Change Impact Analysis
Business Readiness and Education Transition to BAU
End User Training
Strand Testing
Live
Aug-15
Jul-15
Jun-15
May-15
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DB
Congregration and Awards
Admissions &
Clearing
L
L
Agresso
B
R
Maintain
Maintain
R
S
L
Maintain
Pastoral Care
Research Management
Apr-15
T
Module assessment & Reassessment
Module Catalogue ( Phase 1 & 2 )
Mar-15
Jan-15
Feb-15
Project plan on a page – reviewed Jan 2015
Approach
TNA (Training Needs Analysis)
Training Content development
Pilot training
Ongoing
Pilot testing
testing by Strand - Unit, Functional, Integration, Regressions and User Acceptance Testing
Final End to End Testing
Final testing for Go Live
Data Migration, Load Testing & Training
System Administration
Scholarships & Bursaries
Decision Processing
Events
Appicant Communications
Clearing deployment
System Upgrades
End User training
Data migration
Load testing and training
8.8.0
8.8.1
8.9.0
8.9.1
Reporting
How to use the new Kent PowerPoint template
Mark entry – marker view
How to use the new Kent PowerPoint template
Mark entry by module – current SDS
View, Master, Slide Master to change this text to the title of your presentation
Mark entry by module - SITS
Entering marks
View, Master, Slide Master to change this text to the title of your presentation
Where can I find out more?
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Ask the team
– sits@kent.ac.uk
– N.J.Place@kent.ac.uk
Talk to your Stakeholder contact
Look on Sharepoint
• Project P1233 (open access)
Look on the website
• www.kent.ac.uk/is/projects/sds-replacement
Check the blog
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Student Data System (SDS)
http://blogs.kent.ac.uk/isnews/category/it-news/student-data-system-sds/
THE UK’S
EUROPEAN
UNIVERSITY
www.kent.ac.uk