Integrated C ours e Data Management P rojec t P art of the J IS C C ours e Data P rogramme: making the mos t of c ours e information
T O B E P R OC E S S MODE L E XT R A C T
NE W C OUR S E A P P R OV A L OT HE R
C UR R IC UL UM MA NA G E ME NT IS S UE S IDE NT IF IE D B Y B US INE S S P R OC E S S R E V IE W
A C A DE MIC INF O & S Y S T E MS
F A C UL T IE S New C ours e P ropos ed (F rom P ortfolio P lanning)
Issue
If collaborative
2. As s es s R is k of C ollaborative C ours e
Impact
1
Data duplication / no master copy
2.7
2
Missed deadlines / info not provided
2.5
3
Process and data not well understood
2.5
4
Variable data quality
2.4
5
Little automated data validation
2.4
6
Process is dependent on a few individuals
2.3
7
Poor Web presentation
2.2
8
Process is complex
2.2
9
Duplicated effort
2.2
10
Few controls
2.1
11
Difficult to report on data across systems
2.1
12
Incompatible and inflexible data structures
2.1
13
Little analysis of costs and benefits of portfolio changes
1.8
14
Criteria for agreeing changes to portfolio insufficiently holistic.
1.8
1. P roduce B us ines s C as e for New C ours e
O
‘‘
…the COD is vital for capturing accurate course information at the earliest possible stage and for providing the University with assurance on course titles …The way forward! …
‘‘
Order
DE A NS F OR UM / QE U
C ours e Offer Databas e
4. Log & R efer for C omment (S ecretary of DF )
5. C omment on New C ours e P ropos al (Directors of UK & Int R ecruitment)
C atherine C onnor Head, Quality E nhancement Unit
3. F aculty Approval (Dean)
6. S ubmit to Deans F orum (S ecretary of DF )
Next Deans F orum or C hair’s Action
7. Approve New C ours e for Development (Deans F orum / DV C )
J AC S + F unding S ources from P lanning Office
8. R ecord & C ommunicate Outcome
C ours e Offer Databas e
UC AS C ode
9. C ode C ours e
X New C ours e Approved F or Development & Marketing
R ework required (T o 1) R ejected
New C ours e C oded (T o P ros pectus Maintenance T o C ours e & Module Development)
INT E G R A T E D C OUR S E DA T A MA NA G E ME NT P R OJ E C T
Business
Change:
Implemented a Course Offer Database – the single authoritative source of course & module data
C OUR S E OF F E R E XP OR T & P UB L IC A T ION
UG , PG & Short / Professional courses Integrated with Website, Student Records, VLE & Timetabling systems Source of data for XCRI -CAP feed
‘‘ P ortfolio P lanning
E vents D) E )
UG / P G P ros pectus Maintenance
Detailed UG / P G Offer P lanning
1. C heck Module Data Quality & Approve for E xport
…with COD we can manage most of our course info in one place …this will simplify our processes & go along way to guarantee the accuracy of the information we give to students …. This can only be good news for everyone ....
‘‘
New UG / P G C ours e Approval
S hort C ours e Management
E vents A) B ) C ) D) E )
3. C heck C ours e Data Quality & Approve for E xport
E vents E)
5. C heck Offered S tructures & P roduce Diet S preads heets
Daily or On Demand Daily or On Demand Deadline: Mar 2014 Deadline for Offer: Oct 2013 Deadline for Defs : Aug 2014
2. E xport Modules to S IT S (Auto)
Demetria Maratheftis Marketing, B rand & Web Manager
4. E xport C ours es to S IT S (Auto)
Daily
7.G enerate XC R IC AP F eed (Auto)
On Demand Deadline: ? ? ? ?
6. Load Diets to S IT S (Auto)
10. V iew C ours e Offer on LondonMet.ac.uk
Daily XC R I C AP F ile
UG / P G C ours e & Module Development
9. E xport Offer to V LE & T imetabling S ys tems (Auto)
C ours e Offer Databas e
P oll
12. Aggregate Data
On Demand
A) New C ours e Added (F rom New C ours e approval) B ) C ours e C hange R ecorded (F rom P ortfolio P lanning) C ) P ros pectus E ntry Approved (F rom P ros pectus Maintenance) D) C ours e / Module S pec R ecorded (F rom C ours e / Module Development) E ) Details of Offer R ecorded (F rom Detailed Offer P lanning)
LondonMet Webs ite XC R I-C AP F eed
P ublic S tudents S taff
UC AS
T hird P arty Aggregators
…. a huge step forward for data consistency between systems …& facilitating the rapid design & dissemination of accurate & complete course information to all stakeholders, through a variety of media channels Ian Hollender Academic Leader (Information and Data Quality)
‘‘
Benefit:
Offer viewed
E vents
‘‘
Business
11. P roduce P ers onal P ros pectus
S tudent R ecords (S IT S )
S ys tems Updated
C ours e Offer P ublication & E xport
E nd of C ours e P lanning C ycle
On Demand F rom Mar 2013 for UG F rom Dec 2013 for P G
8. V alidate / Amend XC R IC AP feed (Auto)
V LE T imetabling
S tudent R ecords T imetabling V LE
P UB L IC , S T UDE NT S & S TAFF
C ours e Offer Databas e
Decommissioned redundant data sources Redesigned curriculum management processes around the new Course Offer Database
S tart of C ours e P lanning C ycle
3R D P A R T Y A G G R E G A T OR S
A C A DE MIC INF O & S Y S T E MS
Improved data quality - accuracy, completeness, timeliness, consistency & accessibility improved marketing improved support for students with programme planning etc. improved support for academic and support staff improved University reputation reduced cost of managing errors
Streamlined business processes - further cost reductions Greater transparency of course offer / meaningful comparisons Enable better BI & decision making on course offer.
Aggregator S ys tem
13. V iew C ours e Offer on T hird P arty Webs ites
Offer viewed
L E S S ONS L E A R NE D
Tackle as a business change project straightforward) Good leadership, at right level
(technology issues relatively
To champion project To make key decisions and balance conflicting interests
Business engagement Joint business / IT project team Stakeholder representatives Good communications
Plan business implementation well in advance Flexible data design to future -proof Allow time for data conversion and cleansing