Student Administration and Support Programme and Project Timelines April 2018

SA&S Programme – 3 year timeline 03 April 2018 Benefits Special Circumstances & Coursework Extensions SCEC Exam Timetabling Tier 4 Dependencies Active project Proposed project

DRAFT DOCUMENT SA&S Programme - 6 month timeline 3 April 2018 Governance & Benefits Exam Timetabling ET Policy Tier 4 compliance Deliverables & Dependencies

SA&S Programme- 6 month engagement plan 3 April 2018 SEP Wide ET testing with Timetabling team SAS Specific Special Circumstances Extensions Concessions (SCEC) Work & Study Away (WSA) Exam Timetabling (ET) Target Operating Model (TOM) Timetabling Service (TT) Low level of engagement – fewer than 10 people contacted within one or two teams Medium level of engagement – Stand alone workshops. Validation with 10 -20 people. High level of engagement – series of cross organisation workshops/validation involving more than 20 people

Programme Plan- engagement plan (next 6 months) DRAFT DOCUMENT Programme Plan- engagement plan (next 6 months) 2 April 2018 Project Communications Approach SAS Target Operating Model (TOM) Immigration and Working Study Away: HR and change management activities have started taking place following Blueprints’ approval. Recruited staff will take part in detailing new processes and standard operating procedures, and in training. Planned workshop for Timetabling planned mainly with CMVM staff in April, then CSE and CAHSS. HR activities to follow. The SAS Operating Model project will further engage with colleagues over a series of workshops for the Tranche 3 services: Programme & Course Information Management, PG Research, Taught Assessment, Student Support, Student Finance (with Finance Transformation Strand), Examinations over the summer. Process: these workshops are engaging academic and professional services colleagues involved in the process from schools, colleges and support groups. These workshops are reviewing to-be processes. All outputs are published on our wiki for review and feedback. It is expected that 10 staff will be engaged in each of these workshops. People workshops: these workshops are engaging with senior colleagues from schools, colleges and support groups. The attendees will develop how SAS is organised to best deliver the services and processes. Around 10 staff are expected to be engaged in each of these workshops. Work & Study Away Procurement (SAS012) Work & Study Away Service Implementation (SAS004) The procurement project will seek engagement from around 10 staff: subject matter expert (one from each college), from academic, from Edinburgh Global and from IS to assist with reviewing the functional requirements required for the ITT, and participate in the evaluation and scoring of third party vendors. (2d in Apr/May, 4d in June/Jul) Aim is to run workshops with users (around 10 staff) to detail the requirements to a level so that Standard Operating Procedures can be written, as well as training & guidance for implementing the TOM- Activities from Jun to Sep. Special Circumstances SCEC (SAS003) Depending on Board approval in April: Planning user consultation to validate the outcome of the decision process and its impact it has on Student and Staff dashboard, staff case management, and application. around 10 staff. May 18 Iterative user testing of the system changes are scheduled over 8 iterations from May 18 to Jan 19. Around 10/20 staff User training (new unit team and schools staff) to be scheduled from Jan to Mar 19 Previous output consultations are on our wiki. Staff (around 24) from schools are also engaged online via Yammer so that their views on the process and system design are captured. Exam Timetabling (SAS005) This project is engaging with the Exam business team (3 staff) from the Timetabling Unit to test the new system and process to deliver exam timetables to students available on their Office 365 calendars. The exams operation group across schools will be informed of go live progress by the Timetabling Unit Team.

Deliverables & Dependencies Student Centred Portal Pilot (SAS002) 2 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Student Portal Release 3 & 4 withdrawn Feb and Mar 2018 Approved by Steering Group Close Apr 18 May 18 Sponsor- decision to close following Steering Group approval of recommendations

Deliverables & Dependencies Student Centred Portal Contact Details Roll out (SAS011) 6 April 2018 Governance & Benefits Deliverables & Dependencies

Deliverables & Dependencies Special Circumstances Coursework Extensions SCEC (SAS003) 2 Apr 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Blueprint and Business Case to be approved at SAS Board 10 Apr18 9 Mar 18 Approved Programme Sponsor

Deliverables & Dependencies Work and Study Away Service Implementation- WSA (SAS004) 2 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Go live date of the service as indicated in the full business case Jan 2019 Sept 18 (PID) Approved by programme sponsor

Deliverables & Dependencies Work and Study Away Procurement –WSA Procure (SAS012) 4 April 2018 Governance & Benefits Deliverables & Dependencies

Deliverables & Dependencies Exam Timetabling-ET (SAS005) 3 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Impact to delay implementation to Aug Resits (was May Diet) Revised Go/No Go acceptance for Phase 1 & 2 17 Apr 2018 4 Dec 2017 Approved by Programme Sponsor Dec, May, Aug Exam Diets

Deliverables & Dependencies Timetabling Service- TT 2 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval

Deliverables & Dependencies Student Immigration Service 2 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval The plan is subject to Blueprint and Business Case approval by Board 9 March 2018 15 Feb 2018 Programme sponsor

Deliverables & Dependencies Tier4 Compliance (SAS008) 2 April 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Put Agreements in place with overseas study abroad hosts re monitoring Tier 4 attendance & engagement (M6) Agree Reporting duties with partners (M7) Training schedule for all areas of compliance (M8) Withdrawn withdrawn Dec 17 Mar 18 May 18 Approved by sponsor- All will be addressed within TOM work for Immigration Service

Deliverables & Dependencies Target Operating Model TOM- to Jan 19 2 April 2018 Governance & Benefits TOM- Tranche 1 &2 - Detailed Design: SCEC, WSA, Immigration, Timetabling Deliverables & Dependencies TOM Prioritised Services: Tranche 1 -Working and Study Away -Special Circs -Student Immigration Services Tranche 2: -Timetabling (Student Finance in Tranche 3) Detailed Design timeline header Detailed Design timeline tasks Implementation timeline Business as usual constraints

Target Operating Model TOM –Jan 19 onwards 2 April 2018 Tranche 3 -Programme & Course Information Management -PG Research -Taught Assessment -Examination -Student Finance -Support Tranche 4: -Matriculation -Graduation -Course Selection -Conduct/Complaint Detailed Design timeline header Detailed Design timeline tasks Implementation timeline Business as usual constraints