Academic Database at DMU

Outline History and Context Discussion Please ask questions as we go along

Where were we? DMU had 2 separate systems: FileMaker Pro – curriculum records –Basis of the University Programme Specification required by QAA –Data extracted to feed into QLS QLS – student records and curriculum

Data Extract Data extracts were multistage processes 1.Course and Module data stored in FileMaker Pro within Faculties 2.Data combined into one central file 3.Data transferred to QLS via interface 4.Carried out at a specific time of year 5.Any changes made to QLS by central staff and to FileMaker Pro within Faculties

Why the Academic Database? FileMaker Pro: No networking support Complex and time consuming to transfer and maintain data The Academic Database resolved these problems: One integrated, networked system Increased Functionality –Interacts with QLS, CMS, Scientia, Web –Cook report requires Programme definitions –Integral approval process = Workflow

Approval Process Module Team - Development FAPC - Approval SAB & Head of Studies - Consultation SAB - Approval Central Departments - Consultation FAC - Approval by Dean Conception of a New Module – paper based

Workflow What is the Workflow? Integration of the paper based approval process with the curriculum records –Process enhancement = paperless office High level of flexibility within Workflow to set up “rules ” Gives ability to electronically manage the process –Electronic audit trail

Effect of Workflow Once the Workflow is complete: Data goes directly onto QLS (via Interface) –Updates QLS instantly –Reduces time considerably –Reduces the number of changes made manually –Only need to amend the data in one place

Rollover Curriculum needed for next session No changes required Workflow not needed Use Rollover –Copies curriculum for specified session and increments version number

Overview Transfer to QLS New Unit Create in WIP Modified Unit Copy into WIP Existing Units for future session in same format Print the template Rollover Workflow Moves to Current

Timescales Jan 2004 Initial training of Administrative Staff Feb / March 2004 Data transferred from Faculties to Centre Data combined centrally within FileMaker Pro Data transferred to Academic Database FileMaker Pro turned off and archived April / May 2004 Data checking processes June 2004 Academic Database is now LIVE for Modules – Add new data – Maintain existing data Aug / Sept 2004 Academic Database feeds data into QLS (Interface used centrally)

Timescales - continued Sept / Oct 2004 Testing of Workflow Nov 2004 Official release Workflow & Interface to all users Submit specifications for Courses & Programmes Feb 2005 Commence work on reports within Crystal / Ariel April / May 2005 Test service packs – Enhancements for Modules – Courses and Programmes May 2005 Go live with enhancements for Modules only

Timescales - continued June / Aug 2005 Continue work on remaining reports Sept 2005 to Feb 2006 Testing of courses and programmes Data extraction exercises Data checking exercises April 2006 Receive and test version 3.4 Nov 2006 Anticipated go live date for Courses & Programmes

Committees Management Group Involves key stakeholders from across the institution Oversees the project Appoints sub-groups to consider areas as they arise – Workflow Working Group – Report Design Group Users’ Forum Involves users from the Faculties, ISAS and Registry Deals with operational issues Feeds into Steering Group Also, regular meetings between ISAS and Registry to maintain pace of the project

Discussion Any questions? Thank you