Student Administration and Support Programme and Project Timelines May 2018

SA&S Programme – 3 year timeline 28 May 2018 Benefits Exam Timetabling (ET) Dependencies

DRAFT DOCUMENT SA&S Implementation 1 year timeline 29 May 2018 Governance & Benefits Exam Timetabling ET SAS005 Exam Timetabling (ET) SAS013 Timetabling Service Implementation (TT) SAS004 Work and Study Away Service Implementation (WSA) SAS009 Student Immigration Service (SIS) Deliverables & Dependencies

SA&S Programme- 6 month engagement plan 28 May 2018 SEP Wide SAS Specific 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. Special Circumstances Extensions Concessions (SCEC) Work & Study Away (WSA) Exam Timetabling (ET) Target Operating Model (TOM) Timetabling Service (TT) Student Immigration Service (SIS) 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) 28 May 2018 Project Communications Approach SAS Target Operating Model (TOM) Socialise the conceptual TOM with senior stakeholders 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 Aug) Re WSA service, aim is to run workshops with users (around 15 staff) from both schools and Edinburgh Global, 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 Aug to Oct. Special Circumstances SCEC (SAS003) Following SEP Board approval to continue work on the TOM in April, engagement with stakeholders in May and June to validate the SC approach: this is to allow for further detailed consideration and agreement with academic stakeholders of how the proposed team would assess the impact of any special circumstances case and communicate that back to the Board of Examiners. Further consultation with users now expected in Nov/Dec pending approval by CSPC Iterative user testing of the system changes are scheduled from Mar 19 to Jul 19. Around 10/20 staff-On HOLD pending approval by CSPC User training (new unit team and schools staff) to be scheduled Jul/Aug 19 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. Timetabling (SAS013) Engagement with MVM colleagues is in progress (~10 staff) This is to identify and validate their business requirement so that all remaining MVM timetabling activities can be migrated into the Timetabling core systems, . This will be followed by engagement with CSE staff, and Timetabling Unit team for CAHSS, so that all processes are standardised across 3 colleges. Student Immigration Service (SAS009) Engagement with the 10 staff part of the new team to review processes, prepare the Standard Operating Procedure and deliver associated training.

Deliverables & Dependencies Student Centred Portal Contact Details Roll out (SAS011) 25 May 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Revised go live Oct 2018 Aug 2018 Approved by project sponsor

Deliverables & Dependencies Special Circumstances Coursework Extensions SCEC (SAS003) 25 May2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Rework TOM: agreement with academic stakeholders of how the proposed team would assess the impact of any special circumstances case- Suspend system build pending approval by CSPC Nov 2018 new Approved Programme Sponsor

Deliverables & Dependencies Work and Study Away Service Implementation- WSA (SAS004) 15 May 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) 25 May 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval WSA procure Initiation to tender published Impact: Delay to System Procured June 2018 Dec 2018 May 2018 Oct 2018 Approved by Project Sponsor

Deliverables & Dependencies Exam Timetabling-ET (SAS005) 25 May 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 (SAS013) 25 May 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval College Registrars/leaders are informed of the HR transition plan June 18 April 18 Programme Director

Deliverables & Dependencies Student Immigration Service SIS (SAS009) 18 May 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Go live Service Nov 18 Sep 18 Programme sponsor