Overview

Background

The Student Disability Service have several applications to support their business processes. The time sheet and finance applications are running on an old and un-supported version of the ColdFusion web platform. This presents a risk if these components were to fail. The student record components are on a later version which will not require upgrading or replacing until 2019. The systems as a whole are now old and require improvement or replacement to improve business process, efficiency and the student experience.

Scope & Objectives

Phase 1 – replacement of PACHA and SAAT systems used to track and validate support assistant timesheets. This would require:

• Development of the support assistant management system in EUCLID including timesheets and approval process.
• Develop reports from the EUCLID data for finance and payroll.
• SOFA reporting replaced through existing BI finance reporting solution.
• Deliver effective reporting and management information for the SDS management team.

Phase 2 – replacement of ‘Kelso’ and ‘Radium’ used to maintain student learning profiles, notes and manages waiting lists for appointments and meetings, and present this information back to support services. Further analysis will be required at the start of phase 2 to tighten scope and deliverables.

• Define and prioritise list of deliverables for this phase of work.
• Improve systems for staff supporting disabled students in Schools and other administrative services.
• Deliver improved business processes and systems for staff in the Student Disability Service.
• Provide systems for disabled students so they can access their SDS information on-line as part of their student record.
• Provide detailed management information on the complete SDS process through BI.

Out of scope/Assumptions

• At the end of Phase 1: Once delivered, EUCLID becomes the system for managing support assistants. Kelso and Radium continue to be used for managing learning profiles until replaced.
• No interim interfaces will be required as SDS staff will input assistant data directly into EUCLID.

• Milestones subject to availability of Developers (2xFT), who can begin work after the go live of project SAC050.

Deliverables

This project will be delivered following iterative development and incremental delivery of a minimal viable product.  The requirements will be recorded as user stories and prioritised by business representatives and estimated by developers during the foundation phase of the project. The expectation is that not all will be delivered but the subset provided will provide a viable product as determined by the project team during the course of the project.

Phase 1: Functionality currently delivered by PACHA & SAAT to be delivered via EUCLID:

• Timesheet functionality for learning assistants to record contact hours with students.
• Timesheet approval screens for students & SDS to verify logged contact hours.
• Functionality to export data to Payroll to enable the paying of learning assistants.
• Reporting options for generation of invoices to funding bodies. 
• Centrally supported system and infrastructure.
• MI/BI reporting.
• Decommissioning of PACHA, SAAT.

Phase 2: Functionality currently delivered by Kelso & Radium to be delivered via EUCLID:

• Disability record becomes part of central student record.
• Creation and management of student learning profiles & needs assessment.
• Ability to publish learning profile to PTs and other support staff.
• Functionality to match and assign learning assistants and students.
• Inventory management of support equipment.
• Recording of equipment loaned to student .
• Portal for disabled students (part of existing student view).
• MI/BI reporting.
• Decommissioning Kelso & Radium

Benefits

1. Removes the at-risk infrastructure, replaced by corporate infrastructure.
2. Project would deliver improved process and systems for SDS and other staff.
3. Provide easier access to learning profile for School staff delivering support.
4. Make use of EUCLID functionality such as document manager and system generated emails.
5. Removes separate infrastructure and support costs which are needed at present.
6. No student data feeds required.
7. Reporting functions to provide essential statistical data for planning purposes and formulation of Key Performance Indicators (KPIs) to enhance strategic planning.
8. Will allow students to have ready access to information regarding their support thus improving communication between SDS and the students.

Tangible measures of success:

1. Elimination of manual invoicing keying -  saving of 140h/yr
2. Elimination of manual invoice number entry - saving of 40h/yr
3. Reduction of payroll processing - reduction from 60h/yr by 30%-50%
4. Reduction of prep for invoice - reduction from 84h/yr by 30%-50%

Success Criteria

The project will be successful if:

Phase 1:

• The timesheet process is moved to a supported infrastructure.
• Assistants able to submit timesheets
• Disabled students are able to authorise time sheets
• Payments able to be made.
• Reduced administrative overhead for payroll and invoicing process

• Decommissioning of PACHA and SAAT

Phase 2:

• Disability data accessible by required staff across institution.
• Disability data and process moved from standalone system into EUCLID.
• Disabled students able to via access their own information held in the system.
• Improved administrative process for SDS staff, less time on admin, more time for students
• MI provides a clear picture of performance for the service.

• Decommissioning of Kelso and Radium