The Challenges of Implementing Multi- platform IT Systems across the AO Function Nicola Cartwright Head of Awarding Systems and Services 1st4sport Qualifications © Alan Edwards

Introduction I started with 1st4sport in 2000, at the inception of the organisation Developed from administration roles to managing the awarding service team and various IT systems across the awarding function Not an IT specialist, but know my systems!

Introduction I aim to cover: Background to the AO and structure Legacy systems Development and challenges of the current functionality Future direction Your Questions?

Introduction 1st4sport was created in 2000, with the aspiration of providing an awarding service to governing bodies of sport. Brand of Coachwise Ltd (the trading arm of scUK) – offering a variety of services to the sector Marketing and Mail Order Services Awarding Services Warehousing and Fulfilment Publishing Finance/Personnel/IT Services

Introduction In st4sport has 120+ qualifications and processes 70,000 learners per year. Work with centres. Growth has been managed through investment in IT; reducing the need to grow staff complement.

Introduction Quality Management Team Awarding Services Team Qualification Development Team Finance/Personnel/IT Services

Introduction Qualification offer includes: Sports coaching (90%) Sport-specific leadership Leisure operations and management Spectator safety Outdoor education Education and Training Functional Skills.

IS History #1 Legacy CRM System Events Certificates Centres Learners Stand-alone Finance system

Change Phase # Company aspiration to harmonize cross- business systems. Major project to integrate different functions, and systems through a variety of suppliers. Awarding function included in this project. Worked with the suppliers for 12 months to try and get an LMS system to perform awarding body functions. After tears (for effect!), project scrapped and we looked for an awarding body-specific system!

Change Phase #2 Scoped out needs. Sourced provider options. Chose to buy GA Systems’ Workchain System Spent six months working with GA to develop and test the customisations that were needed to enable Events to be managed. A further six months spent sorting out the data migration. Workchain offered reductions in manual checks, with increased automation, reducing human error. Reporting functions provided by a link to Cognos.

Change Phase #3 Certification Function Certification originally based on extraction of data from Workchain and manual merging in MS Word onto specific template. We had in the region of 100 templates and plenty of room for user errors. Sourced secure certificate system from Advanced Secure, offering secure printing and integration with Workchain. AS software allowed an increase in the number of templates, onto a limited stock of certificates.

Certificate samples

Change Phase #4 Upgrade of Learner Management System GA introduced Parnassus to replace Workchain to meet QCF requirements. Internal need to develop on-line access for centres and partners. Parnassus adaptations built in parallel with internally developed web-based interface for centres and partners.

Change Phase #4 Internally developed on-line system provides: Access for centres to seek authorisation to run events – against quality checks. Register learners on events. Apply for certification for registered learners. Search for information on previous learners and events. Manage users.

Secure Certificates Advanced Secure Change Phase #4 Learner Management System Parnassus Centres On-line Service Internal IS Team Web-services for major partners Internal IS Team

Quality Management System QCF identified need for better internal documentation and auditing of process. Three products identified to support the processes: –Athena provided by Creatiogreen – offered a web based solution to recognise and quality assure centers, recruit and manage external verifiers –Control offering a process mapping solution - ensured regulatory compliance is integrated into all business processes. –Formic to manage learner evaluations - now provides an on-line evaluation process supporting fit for purpose qualification provision

More new regulations? Ofqual General Conditions of Recognition /SQA Principles identified a need for Qualification Development solution within Athena which supports: –Establishing the viability of qualifications (research, business case) –Development of units, structures, content, assessment and resources –Implementation and monitoring (reviews and withdrawals)

More new regulations? Ofqual General Conditions of Recognition /SQA Principles identified a need for Governance solution within Athena which supports: –AO statuses (updates, notifications, undertaking, audits) –Decision making across the AO –Strategic direction and qualification provision planning –Risk, incident and performance management –Compliance: Self evaluation against Conditions/Principles and statement of compliance –Compliance: Evidence mapping against regulatory requirements (QCF/Functional skills) –Data return audit –Strategic and operational action plan management

Secure Certificates Advanced Secure Now and the future! Learner Management System Parnassus (3.5) Digital Certificates Advanced Secure Centres On-line Service Internal IS Team Quality Management System Athena (Creatiogreen) Verification Governance Qual Dev Centre Recognition Stand-alone Finance system Formic Control LRS! Cognos

Challenges Maintaining multiple systems. Centres’ having to engage with two (on-line) systems. Working with external suppliers. Working with internal suppliers! The Rules (Ofqual/SFA, etc) changing. Different needs in Scotland. Constant need to improve and upgrade. Time to test!

Thank you for your attention. Any Questions?