An introduction to the JISC funded XCRI- CAP Course Data Project (Postgraduate awards) Samantha Scott – Project Manager

What’s covered? What does XCRI-CAP Stand for? What the project is about – scope What does the project mean in terms of the “the way we do things” Who is involved in the project how long does the project last and, how does it fit with wider organisational change/other projects Benefits to me and the organisation How can you get involved Next steps..the journey of discovery

What does XCRI-CAP stand for? Definition: eXchange Course Related Information – Course Advertising Profile The UK standard for describing course marketing information, showing how to structure the information, defines and names the data components and specifies the types of data permitted within each component. It gives organisations the capability to offer new and enhanced services to users of course related information. Its standard format allows and common definitions make it possible for information in different systems to be shared and update without having to re-enter it –interoperability! Blog: Twitter: #StaffsXCRI

Scope Scope currently is detailed: PGC, PgD and Masters awards Includes International Excludes Partners Should provide a framework that is expandable to all courses Reviews and streamlines the appropriate internal processes around course management Aggregate our course data from a variety of identified sources Provide a single source of truth Can be made to aggregator and third part sites such as UCAS Includes Academic Planning, Marketing, Quality, Sales, Student recruitment, Student Office, Student Experience and CRM – then for further consultation with faculties, key stakeholders and Exec Support.

The way we do things Define and understand the “as is” position (processes, workflows) Data: – who collates it, – what are they collating – why, where, when, how, reason and purpose – Reporting requirements – Future planning Use of technology Effective data management Move to a “to be” position that delivers consistency, accuracy, single source of truth, integrate, cross service/faculty working, the bigger picture

Thesis Tridion Marketing and PR (inc. web/digital) Faculty Quality Admissions Quotes Images Case studies Copy held in PDF’s Logos Validation paperwork Programme Spec Award handbook PDF Module info Market research and insight Accreditation Images Student testimonials Student records Award title Entry criteria CRM Fees Bursaries/ scholarships Accrediation period Award duration Faculty Award code Accom UCAS and 3 rd Party aggregator s Student information Existing student info Quality Database Application process Application period

Thesis Tridion 3 rd party aggregator websites Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives covering : Award concept, award design, validation, data storage, documentation, reporting and content to support marketing and creation of literature and web content Multiple administrators and various “versions of the truth” Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives covering : Award concept, award design, validation, data storage, documentation, reporting and content to support marketing and creation of literature and web content Multiple administrators and various “versions of the truth” Faculty QIS Student Records Mktg and PR Admissions Multiple web authors inc Central Digital Mktg team App Social Media Staffs Website Mktg Literature Direct mail (new and existing customers) Reporting (HEFCE, etc) CRM Current

Thesis Tridion XCRI-CAP database (Postgrad awards only initially) New Student Record System 3 rd party aggregator websites Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives from: Award concept, award design, validation, data storage, reporting and marketing Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives from: Award concept, award design, validation, data storage, reporting and marketing Document management Migration of data from various sources into one “truth source” using replace or interface options Staffs Website Pull off award handbook/Prog Spec How XCRI-CAP changes the picture

How it will effect “the way we do things” Examine the processes we have/don’t have/need and that can be developed or stopped if not required Single source of truth Entry of information may change – rather than on local files, shared drives, independently managed spreadsheets and multiple manual entry points minimised Build on and work with teams to look at existing processes to ensure same capability where required is maintained Any changes to processes for future working are to be considerd in the wider scheme of things

Work packages overview WORKPACKAGES Month Project Management Jan-Mar May - Mar 2: Detailed Review of Course Marketing Processes and Procedures Jan-Mar Jun-Jul 3: Detailed Review of Course Processes and Procedures Jan-Mar Jul Aug 4: Definition of Combined Marketing and Course Model Mar-Apr Sept 5: Requirements Analysis of Course Database and XCRI- CAP field May-Jun Aug - Sep 6: Design to-be processes and procedures for on- going management of Course Data Jun-Sep Mid Oct - Nov 7: Development, Test and Implementation of Course Database and XCRI-CAP Feed Jul-Nov Initial dev (Aug-Sep) Customisa tion Dec- Jan 8: Data migration / Data Entry Nov-Mar Jan-Feb 9: Implementation of new Processes and Procedures Jan-Mar

Thesis Tridion XCRI-CAP database UG and PG and extended content New Student Record System 3 rd party aggregator websites Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives from: Award concept, award design, validation, data storage, reporting and marketing Move to direct entry into one database through new processes Central functions and faculties (the wider university) data Multiple spread sheets, databases, files saved on individual’s computers/drives from: Award concept, award design, validation, data storage, reporting and marketing Move to direct entry into one database through new processes Document management Migration of data from various sources into one “truth source” using replace or interface options Staffs Website Customised literature CRM App Pull off award handbook/Prog Spec Future possibilities

What do we need to do within Marketing? Advocate/championing role to support in profiling the project Change dosen’t just happen..it is about the change in behaviours across the organisation that will be key to the project success. The project isn’t the I.T system that we build – the product is the environment we (as an organisation) create – plus the people who act within it..and then what we do with the system. This will not work if we develop and implement something – and people just go back to “the way they have always done things”

Component Who has a copy/maintains this How is the information collated Frequency info is updated Purpose info is collated for Who else uses this information Where is it stored How does the file naming work File path Images Quotes Case studies Video What we need to start...Marketing’s “As Is” position