Introduction to Pre Exam Board Processes EOS Training 2016 1 Introduction to Pre Exam Board Processes Welcome to the Pre Exam Board End of Session workshop brought to you by Taught Student Administration. The purpose of this session is to introduce new school administrators to the pre Exam Board BIRMS processing procedures, including BOXI reporting, scheduling reports and exam board paperwork.

What will I be doing today? EOS Training 2016 2 What will I be doing today? Introduction to BOXI Locating reports in BOXI Setting up folders in BOXI Running BOXI reports Scheduling reports Exam Board Preparation including BOXI through BIRMS Why is data quality important

Icebreaker 3

EOS Training 2016 Introduction to BOXI 4 BOXI stands for Business Objects XI BOXI is a reporting database that enables us to quantify student data held in Banner and BIRMS Reports from BOXI are used for …. EOS Data quality audits Identify gaps in procedures Obtaining student information Exam Board documentation

Introduction to BOXI continued …. Demo EOS Training 2016 5 Introduction to BOXI continued …. Log in to BOXI using your UoB username and password www.boxi3.bham.ac.uk Setting up a homepage within BOXI

Searching for reports in BOXI Demo EOS Training 2016 6 Searching for reports in BOXI You can search for a report by using the search engine in BOXI You can also find a report by navigating through BOXI folders When searching make sure Banner Documents is highlighted

Setting up folders in BOXI Demo EOS Training 2016 7 Setting up folders in BOXI Setting up folders is an effective way of managing your reports It can give you quick access to a range of reports i.e. in EoS Have a go and set up your own EOS folder!

Demo EOS Training 2016 Running BOXI Reports 8 Report prompts are used to refine your data The more prompts you use, the more you can filter your data Some prompts are validated, these prompts need to populated to allow the report to run If your report does not retrieve the data you had hoped, check your prompts!!

Scheduling a BOXI report EOS Training 2016 9 Scheduling a BOXI report ‘Before anything else, preparation is the key to success’ Alexander Graham Bell

Scheduling a BOXI report Demo EOS Training 2016 10 Scheduling a BOXI report Be in control of your data quality You can schedule reports to run for whenever you need them You can send reports to your Outlook Inbox or your BOXI Inbox You can send reports to colleagues across campus Follow David’s demo and have a go at scheduling your own report

EOS Training 2016 11 1) Enter/Import component marks to BIRMS 2) Calculate Module Marks and Recommendation 3) Audit Module Marks data 6) Run final version of Exam Board report 5) Check Exam Board data 4) Calculate/Enter ARTs in BIRMS End of Session EXAM BOARD 8) Post-Board Exam Board changes in BIRMS 9) Release marks from BIRMS

Exam Board Preparation – Data Quality audit Demo EOS Training 2016 12 Exam Board Preparation – Data Quality audit Before you check your exam board data you need to ensure that… Marks and recommendations for all modules have been recorded in Marks Entry in BIRMS ARTs are auto calculated in ES02 We recommend that the following reports are run to check for any data discrepancies Missing Marks Students with no ART in ES02 Try running these 2 reports and saving them in your EOS folder

Exam Board Preparation - Documents EOS Training 2016 13 Exam Board Preparation - Documents What does your Exam Board need? Schools have different requirements, but some general considerations are: Should marks and decisions be presented as a list, grid, or results sheets? Are your students finalists or non-finalists? Do you process your students by “cohort” or “Groups”? Pass list (Don’t forget to send to TSA after you have Released) The BOXI Report Finder will help you identify the best report to use in order to meet your Exam Board need

Exam Board reporting using BOXI through BIRMS Demo EOS Training 2016 14 Exam Board reporting using BOXI through BIRMS Exam Board reports can best be run via BIRMS in ES02 You will find various exam board reports. Choose which one is right for you!

Why is data quality important? EOS Training 2016 15 Why is data quality important? Data quality at this time of year is of utmost importance! Incorrect data could have far-reaching consequences for the students and for the university Audit checks are required for Pre Exam Board preparation to ensure that… All students have a mark and recommendation for every module All students are taken to a board where progression or award will be ratified All students have an ART auto calculated Without an ART a student can not progress, complete or be registered for supplementary examinations Students will receive an incomplete Academic transcript Final year students will not appear on Pass lists and will therefore not be accounted for Congregation booklets

Quiz Time 16 What does BOXI stand for? What can you use BOXI reports for? Instead of running the same report everyday, what can you do? What are the 2 things that need to be entered in BIRMS before you can start to run exam board reports? What are the 2 reports you should investigate to ensure there are no data discrepancies?

Training Session Summary EOS Training 2016 17 Training Session Summary Our aim has been to equip you with the knowledge and resources to enable you to complete all of your EOS tasks. Navigating BOXI Reporting from BOXI Pre board data quality audits Exam Board documentation Data Quality awareness From everyone in TSA and the BIRMS team, we wish you a very happy End of Session! Good luck!

You said We did 18 You Said We Did Separate sessions for new and established staff would be better We have introduced separate introductory and refresher sessions for our 2016 training More hands on approach would be preferred Hands on elements of the training have been increased where appropriate Quizzes are great, but would prefer them after the session content is delivered, not at the start of the session We have continued to include quizzes but moved them to later on in the training sessions Vary timing of sessions to enable part time staff to attend We have scheduled sessions that run more than once during AM and PM slots where possible Like the cakes and chocolate! Don’t worry! These are still provided