Overview

Background

The current AS system is supplied and hosted by the 3rd party Kinetic Solutions (http://www.kineticsolutions.co.uk/solutions/9/KxResidential/benefits/).  This system sits separately from the University Infrastructure.  The Kx system is populated by a EUCLID Data Feed which is owned and managed by the University Student Systems department. 

A current issue with the feed is that AS would like the timing of when student applicant data is delivered to the Kx System to change.  AS would like to get the applicant’s data at the earliest possible opportunity which would assist them in enhancing their internal workflows and assist them in the delivery of a better service. Therefore this project will look at the Data Feed available to AS and work to amend this feed to best deliver their requirements while still maintaining data integrity for the University.

It should be noted that AS do not foresee any work on this project during their busy period of the start of July to the beginning of the 14/15 academic year.

Scope

• To analyse and deliver Applicant data to the Kx system as soon as an offer is made to the applicant.
• Review of the data fields required by AS.
• Any reworking required to deliver the appropriate data to the Kx system
• Look at the integrity of Kx records against time and applicant status changes.  Also to investigate and apply the appropriate record retention policy to the data within the Kx system.
• To enhance the application process, for instance by removing the risk of spurious applications.

Objectives

• Allow AS to obtain applicant data at the offer stage.
• To maintain a ‘Single Copy’ of applicant information within the AS 3rd party system.  No duplicates.
• Take only the central information that is necessary to facilitate the Kx feature set asked for by AS.
• Improve the prospective student experience by providing a faster, more integrated service from the University and AS.
• Take an overview of the steps required to bring AS and their 3^rd party systems into line with new EU record retention regulations. 

Deliverables

• AS will get applicant data when an offer is made.  This will allow AS to be able to run a fully concurrent application process in line with the University Student application timeline.
• AS will hold one student record sourced from the central Student Systems resource.
• UAT of the updated feed.

Benefits

• This will allow to be able to run a fully concurrent application process in line with the University Student application timeline.
• Revised record management processes that align the AS system more closely with Student Systems. 
• Improved accuracy of records (such as information on where the applicant is from).
• Improved record management should allow for less administration effort by AS.
• Improved record management will allay fears of any future work to get AS in line with upcoming University Records retention restrictions.

Success Criteria

• The applicant data will begin arriving into the AS system up to 6 months earlier than it does at the moment.
• Full compliance with both the University’s current record retention policies (managed by Student Systems) and a roadmap agreement to comply with the upcoming EU record retention regulations.
• To enhance the Student Experience through AS acquiring the applicant data earlier.  This will allow AS to produce a more thoughtful marketing plan using the increased lead time.