Overview

Background

The University does not require returning students currently to undertake an online matriculation process. Student data is captured as part of the initial matriculation process but data is subsequently then updated only on an ad-hoc basis.

Changes to statutory reporting requirements from the Higher Education Statistics Agency (HESA) mean that a more systematic approach to student data collection and checking now needs to be implemented by the University.

The SAC078 project has therefore been initiated to support compliance with the new HESA returns process. The University cannot generate a future HESA return without re-configuration of current business processes and IT systems.

The overarching SAC077: Data Futures project will replace the current annual HESA Student Return with in-year returns starting from 2020/21. Data Futures is a transformational project run by HESA to modernise and improve the way in which data is collected and delivered to a range of users including statutory customers. It aims to provide information for national and local decision making which is more up to date than can be achieved through the current annual returns process.

Returning students have been identified as initial target population for implementation of the new returns process. They will therefore be addressed earlier than other student groups, via completion of SAC078 activities. The current target period for deploying any system configuration changes to production would be June 2019.  However, further analysis should be undertaken to determine the best time for returning students to re-register.

Scope

Key activities that are within SAC078 scope include:-

• Data analysis of new HESA returns process for returning students only
• Review of policies related to matriculation and policies updated where required
• Configuration of existing student data sources e.g. EUCLID, to then support the new returns process. (Note: There is an opportunity to re-use some of the development work undertaken by SSA011 Student Centred Portal - Contact Details)
• Update the registration process for new students to include any requirement for Data Futures
• System testing of all impacted student data sources
• User Acceptance Testing (UAT) of planned system configuration changes
• Resolution of any significant (Critical or High priority) defects identified during testing and during the post-implementation support period
• Re-pointing any system interfaces and existing BI universes, also based on the Testing results
• Deployment activities for agreed configuration changes, assuming that Deployment Sign-off  Review has been completed
• Communications strategy development for SAC078 project stakeholders, and
• Project Closure activities

Out of Scope

Activities that are not within SAC078 project scope include:

• Any Data Futures requirements gathering to support the SAC077 project. HESA’s transformation programme will deliver a more efficient data collection process. This work would enable an understanding of what is required (data, process and system) to meet the requirements of the new HESA return across the University.
• Implementation of Data Futures-related changes to enable the first test HESA return completion during January to March 2020 and for the full year 2019-20 HESA return in August/September 2020.

• Early Statistics Scottish Funding Council (SFC) returns, and Teaching Load (TL) are not included in any SAC078 analysis activities.
• Assessment or implementation of any desired changes to downstream systems or BI reports impacted by SAC078. The project team will only identify and communicate the required changes to system owners impacted, and
• Any changes to support the current HESA Student Return. This work will be taken forward in the annual Statutory Returns Project: SAC073
• The returns process for students who have either been excluded or withdrawn from the University.

Objectives & Deliverables

A summary of key objectives and associated deliverables for SAC078 is given in the table below:-

Benefits

Benefits realised by delivery of SAC078 include:

• The University has an improved ability to meet statutory reporting requirements (a requirement for approximately £60m of annual Scottish Funding Council funding) -  Must
• Improved data quality e.g. collecting up to date telephone numbers, addresses and term time accommodation - Must
• Improved internal management information by collection of up to date information about the student body - Must
• Improved response to Student Association demands for automatic voter registration capability - Should
• A better returning student experience via  provision of name pronunciation capability in systems with student data– Should
• An increased opportunity to flag university services as part of online re-matriculation for returning students – Should
• Improved student user experience during registration process, particularly for mobile device users, due to increased Build phase focus on enhancing usability. - Should

Success Criteria

The main success criteria include:-

• The new re-registration process contributes to a positive student experience
• The new HESA returns exercise for returning students to the University in 19/20 can be completed within HESA’s planned timeline
• The functionality and performance of any re-configured student data source systems is at least as good as those supporting the current HESA returns process
• Student data reports from BI universes impacted by SAC078 re-configuration work can also return the same data
• Any SAC078 project work performed is delivered within the agreed baseline budget
• That there is minimum downtime at go-live, ideally none during normal working hours (8am - 5pm Monday to Friday), and
• A recommended approach for provision of automatic voter registration and name pronunciation capability is established
• The new annual registration process can be used successfully on devices (computer, tablet or mobile phone) that students want to use for access

Project Milestones