1. Graduate Admissions BPR General Info Session February 21, 2013 Faced with the choice between changing one's mind and proving that there is no need to do so, almost everyone gets busy on the proof. John Kenneth Galbraith

2. Agenda Session Objectives Project Overview Work To-Date Project Findings Plan Forward

3. Objectives 1.Building awareness of the Graduate Admissions BPR project. 2.Communication of emerging findings. 3.Opportunity to engage those stakeholders who have not yet had a chance to participate.

4. Background GSLMP initiative, FoGS Review recommendations: BPR to identify options for optimizing utility, efficiency and service excellence – focus on admissions Establish foundation for new systems development Consider delegation of some admissions-related decision making and administrative processes Maintaining academic oversight and QA within FoGS Affirmed importance of preserving the personal relationships and significant knowledge exchange between programs and FoGS

5. Understanding Challenges / Concerns Workload for graduate program staff – no capacity for increases! Grad programs require support and expertise from central office; you can’t all be experts in everything related to admissions, and need ‘back up’ for some decisions Differences in staffing, processes, cultures across programs Investment in “shadow systems”; information/ data flow from admission to student management Data security and privacy

6. BPR Roles Steering Committee – Dean/Assoc Deans, Registrar Stakeholder Working Group -Represent cross section of UBC responsible for Graduate Admissions -Subject Matter Experts (SMEs) Broader Stakeholder Group -Validation -Exceptions

7. BPR Timeline & Deliverables DeliverableDeadline Project Start Date2 Jan 13 Map Current Processes31 Jan 13 Determine Ideal Processes28 Feb 13 Prepare Gap Analysis31 Mar 13 Architecture Review  Solution Map – Systems, Integration Points, Data Model 31 Mar 13 Technology Solutions Options Assessment 31 Mar 13 Identify Opportunities, Quantify Benefits, Priorities, Recommendations (Draft) 15 Apr 13 Identify Opportunities, Quantify Benefits, Priorities, Recommendations (Final) 30 Apr 13 Feasibility Study – Summary of Key Findings & Recommendations 31 May 13 Draft Project Charter – Implementation Scope, Budget, Timeline 15 Jun 13 Final Project Charter Approved by Stakeholder Working Group30 Jun 13

8. Project To Date Reviewed SynApps Met with FoGS SAS team Completed fact-finding workshops with SWG Departments: -M.Eng Prog, Commerce, Medicine, Music, Arts (various depts), Education (various depts), Life Sciences (various depts), Mech Eng, Mining Eng, Pharm Sci, Comp Sci, UBCO Grad Studies, Architecture

9. Process Areas Analysed Pre-Application Application Evaluation Verification & Processing Formal Offer & Acceptance Departments (with support from FoGS as required) FoGS

10. Evaluation Grad Office/ Staff Grad Advisor Grad Committee Faculty Grad Advisor Prepare Review & Recommend Approve Graduate program staff are often very involved in managing, tracking this process manually

11. Key Findings - Current State Too much paper, copying, scanning! … but still needed for some functions. 80/20 Rule: Each department/program has/does things that are unique to their programs (20%); however, majority of processes are similar (80%) Complex GPA calculations and credential evaluations, especially for international applicants; need to update/expand IEM Every department has some method of tracking applicants using spreadsheets and/or custom databases Many processes are manual that could be automated (e.g. RFA to FoGS). Creating more digital/web-based processes could lead to big efficiency gains.

12. Key Findings - Current State FoGS is important partner in process; provides checks & balances to process Handful of departments have pre-application process to pre- screen potential applicants Some departments include interview/audition steps in evaluation process (or would like to) Most departments require students to accept offer by email; some do not know until student arrives whether they’ve accepted. Some departments require students to pay additional fee/deposit for orientation workshops - part of tuition. Provision of multiple, paper admission letters creates much extra work for staff and confusion/time lags for students

13. Some Possible Goals for Future State Fully digitized applications; web-based management, review and communications Enable grad programs to make ‘final offer’ in some/most cases; SISC updating still done centrally Full admissions training, resources and consultation service provided to programs Conditional admissions based on applicant-uploaded scanned transcripts One offer letter, with academic and funding information Offer letter in.pdf form, available for download by students Student can accept/decline offer in Student Service Centre

14. Plan Forward Continue meeting with Departments/Programs (upon request) to capture any unique processes/issues. Workshops with SWG reps to develop ideal future state for graduate admissions Feedback from broader stakeholder group. Decisions on key questions of roles/responsibilities made by Steering Committee Release RFI (Request for Information) to prospective vendors.

15. Contact Info If you wish to be included in Current State discovery, please contact: Steve Knittel knittels@mail.ubc.ca Cell: 604-612-9133 Thank you.