1. Intro to the Trinity College 2.Systems in Trinity Pre-SITS 3.Genesis Project (Benefits, Timelines, Team) 4.The Training Plan & Approach 5.Training Areas, eVision & SITs Client 6. Training Supports & Feedback 7.Challenges 8.Still to Come

Trinity was founded in 1592 and is Ireland’s oldest university. 400 undergraduate degree courses across a range of disciplines Trinity is a research-led university which offers high quality teaching at postgraduate level

 Lots of different systems working independently. Trying to deliver the best Student experience possible within their abilities  Current administrative processes were labour-intensive and time-consuming frustrating for staff & students alike.  Current processes were manual and are not freeing up enough time to focus on strategic objectives and improvements

Pre - SITS

The SITS implementation in Trinity College is called Genesis Genesis

 Easier access to information and services o Consolidated student academic & financial information o Centralised Course Information o Centralised Student Assessment Information o Reporting and management information  Improved management of enquiries and student cases  Improved staff/student communications  Less manual activities  Move away from paper-based systems  Learning new skills, technologies & methodologies

The Genesis Team The Genesis team consists of staff from various College offices and Schools bringing with them the expertise and knowledge from the areas they represent. These include staff from: IS Services Admissions Office Graduate Studies Office International Admissions Examinations Office Student Records Office SAS User Support Unit School Administrators Treasurer’s/Fees Office

The Genesis Team

Training Plan Remit: Plan, design, develop, implement & deliver a college wide training strategy encompassing all aspects of SITs functionality aligned with the business needs of College

Training: Where to Start ?

Training will have a multi-tiered approach  College Wide Demonstrations  Hands-on workshops  Drop in Clinics

 Admissions  Fees  Academic Registry  Student Management  Module Assessment  Progression & Awards  Other Ad Hoc Functionality

 Problem: Approx 2,000 staff to receive training over a nine month timeframe  Spread the Word  Advertisement of courses  Develop a Training Website  Setup of an online Training Booking System  Develop & Deliver Business orientated courses  To view our course schedule Click HereClick Here

Training Course Development  Review Tribal Training Materials  Analyse the Trinity Software Solution  Document the solution  Produce Userguide  Setup & Testing of Training Data in the Training Environment  Deliver Training Course Step 1. Review Tribal Training Materials Step 2. Analyse the Trinity Software Solution Step 3. Document the solution & produce userguide Step 5. Setup of Training data Step 6. Deliver course

 Managing PG & UG Applications  Course & Module Information  Student Management  Module Assessment  Progression: Three Types (Single Honors, 2 Subject, Manual End of Year Mark Entry)

Training Environment Trainmy.tcd.ie : Accessed from the local network Training Accounts with test data setup Training Environment

 Academic Registry Staff  Fees Office (SAM & SITS)  Graduate Studies Office  Admissions  International Office  Student Records  New Genesis Staff

 One on One Training  Podcasts ExampleExample  1 page Quickguides ExampleExample  Userguides  Webpages  Dedicated Support Team/Helpline

Feedback Channels Genesis has representation and gathers feedback from the following groups 1. UAT Sessions 2. GeneSIS Project Board 3. GeneSIS Technical Steering Group 4. GeneSIS Finance Steering Group 5. GeneSIS Business Steering Group 6. School Administrators Forum 7. University Council 8. UG Studies Committee 9. PG Studies Committee 10. FIS Project 11. ISS PMO 12. Students’ Union 13. Graduate Students’ Union 14. Accommodation Office 15. Treasurer’s Office 16. Trinity Foundation 17. Academic Users Group 18. School/Course Admin Reps 19. All 24+ School Committees have been visited 20. All school management are regularly visited 21. SUSU support 22. Training feedback

Training Feedback  Face to Face  Directly from School Administrators  Online Survey Monkey Form sent out after training  Survey not anonymous  Feedback results published to the Genesis Project website.  Hugely positive response to the training to date.

 Training Database  Attendees per School  Attendees per Month  Attendees per course – in development  Export into excel for further analysis Training Database Management

Challenges  Frantic Pace of the Project  Just in Time Training  Resources  Time Pressures  Updating Training Materials  Inadequate Testing  Refresh of the TRAIN environment  Software Bugs & Issues  User Negativity  Trying to turn an Apple into an Orange

 Research Management  Ceremonies  Alumni Management  Statutory Reports  More Student Finance (e.g. Student Refunds, Centralised Debt)  Oracle Integration

Outlook

Questions