Student Administration and Support Programme and Project Timelines February 2018

SA&S Programme – 3 year timeline 16 Feb 2018 Benefits Dependencies Active project Proposed project

DRAFT DOCUMENT SA&S Programme - 6 month timeline 16 Feb 2018 Governance & Benefits Student Portal SAS002 Special Circumstances Extensions Concessions (SCEC) SAS003 Exam Timetabling (ET) SAS005 Policy SAS007 Tier4 SAS008 SAS Target Operating Model Deliverables & Dependencies

SA&S Programme- 6 month engagement plan 16 Feb 2018 SEP Wide ET testing with Timetabling team SAS Specific Low level of engagement – fewer than 10 people contacted within one or two teams Medium level of engagement – Stand alone workshops. Validation with 10 -20 people. High level of engagement – series of cross organisation workshops/validation involving more than 20 people Student Portal Pilot SAS002 Special Circumstances Extensions Concessions (SCEC) SAS003 Working Study Away (WSA) SAS004 Exam Timetabling (ET) SAS005 Tier4 SAS008 Target Operating Model (TOM)

SAS Programme – Engagement Plan (next 6 months) DRAFT DOCUMENT SAS Programme – Engagement Plan (next 6 months) 16 Feb 2018 Project Communications Approach SAS Target Operating Model (TOM) Immigration and Working Study Away: HR and change management activities will take place once Blueprints approved. Recruited staff will take pat in detailing new processes and standard operating procedures, and in training. Sstaff will be appointed as the change agents to ensure the changes are embedded in the new teams. Tranche 2- Planned: people workshop for Timetabling early March The SAS Operating Model project will further engage with colleagues over a series of workshops for the Tranche 3 services: Programme & Course Information Management, PG Research, Taught Assessment, Support, Student Finance, Examinations over the summer. Process: these workshops are engaging academic and professional services colleagues involved in the process from schools, colleges and support groups. These workshops are reviewing to-be processes. All outputs are published on our wiki for review and feedback. It is expected that 10 staff will be engaged in each of these workshops. People workshops: these workshops are engaging with senior colleagues from schools, colleges and support groups. The attendees will develop how SAS is organised to best deliver the services and processes. Around 10 staff are expected to be engaged in each of these workshops. Student Centred Portal Pilot (SAS002) The project is now seeking feedback from 500 students to the Contact Details changes over January/February. Special Circumstances SCEC (SAS003) Working and Study Away (SAS004) These two projects have completed Process and People workshops, as well as additional consultations with academic and professional services colleagues involved in the SAS process and structure from schools, colleges and support groups (outputs on our wiki ). Further consultation has been completed for SCEC with staff & students to capture their views on the process and system. Exam Timetabling (SAS005) This project is engaging with the Exam business team from the Timetabling Unit to test the new system and process to deliver exam timetables to students available on their Office 365 calendars. Staff in schools will be consulted in Feb/Mar to validate the new business process to manage fixed date exams and the August resits. The network used by the Timetabling Unit Team will be used to communicate go live progress.

Deliverables & Dependencies Student Centred Portal Pilot (SAS002) 06 Feb 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Student Portal Release 3 & 4 withdrawn Feb and Mar 2018 Approved by Steering Group

Deliverables & Dependencies Special Circumstances Extensions Concessions- SCEC (SAS003) 6 Feb 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Blueprint and Business Case ready for SAS Board 2 Apr 18 15 Feb 18 Approved Programme sponsor

Deliverables & Dependencies Working and Study Away-WSA (SAS004) 6 Feb 2018 – Pending approval Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval The plan is subject to Blueprint and Business Case approval by Board 9 Mar18 15 Feb 18 Programme sponsor

Deliverables & Dependencies Exam Timetabling-ET (SAS005) 05 Feb 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Impact to delay implementation to Aug Resits (was May Diet) Revised Go/No Go acceptance for Phase 1 & 2 17 Apr 2018 4 Dec 2017 Approved by Programme Sponsor Dec, May, Aug Exam Diets

Deliverables & Dependencies Comprehensive Timetable Analysis-CTA (SAS006) 4 Dec 2017 (no change- closing) Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval CTA Final Report Completed (M6) 10 Nov 17 10 Oct 17 Approved with sponsor September milestones are being addressed as part of the final report, within the context of the target operating model (TOM) –Implementation options- Withdrawn as focus on TOM

Deliverables & Dependencies Policy (SAS007)-Suspended Plan dated 4 Oct 2017 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Policy process output signed off 06 Oct 17 new approved Policy Case ready to be presented to Board 26 Oct 17 07 Aug 17 Approved SAS Policy project suspended Approved by SEP to address policy at SE programme level

Deliverables & Dependencies Tier4 Compliance (SAS008) 06 Feb 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval Put Agreements in place with overseas study abroad hosts re monitoring Tier 4 attendance & engagement (M6) Agree Reporting duties with partners (M7) Withdrawn withdrawn Dec 17 Mar 18 Approved by sponsor- Both will be addressed within TOM work

Deliverables & Dependencies Student Immigration Service 06 Feb 2018 Governance & Benefits Deliverables & Dependencies Change control New dates Previous dates Approval The plan is subject to Blueprint and Business Case approval by Board 9 March 2018 15 Feb 2018 Programme sponsor

Deliverables & Dependencies Target Operating Model -TOM 6 months 16 Feb 2018 Governance & Benefits Deliverables & Dependencies TOM Prioritised Services: Tranche 1 -Working and Study Away -Special Circs -Student Immigration Services Tranche 2: -Timetabling (Student Finance in Tranche 3) Detailed Design timeline header Detailed Design timeline tasks Implementation timeline Business as usual constraints

Target Operating Model -TOM Tranches 1&2 implementation, Tranches 3&4 Detailed design & Implementation 16 Feb 2018 Tranche 3 -Programme & Course Information Management -PG Research -Taught Assessment -Examination -Student Finance -Support Tranche 4: -Matriculation -Graduation -Course Selection -Conduct/Complaint Detailed Design timeline header Detailed Design timeline tasks Implementation timeline Business as usual constraints