1. Student Administration and Support Programme and Project Timelines
May 2018

2. SA&S Programme – 3 year timeline
28 May 2018
Benefits
Exam Timetabling (ET)
Dependencies

3. DRAFT DOCUMENT SA&S Implementation 1 year timeline 29 May 2018
Governance & Benefits
Exam Timetabling ET
SAS005 Exam Timetabling (ET)
SAS013 Timetabling Service Implementation (TT)
SAS004 Work and Study Away Service Implementation (WSA)
SAS009 Student Immigration Service (SIS)
Deliverables & Dependencies

4. SA&S Programme- 6 month engagement plan
28 May 2018
SEP Wide
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 people.
Special Circumstances Extensions Concessions (SCEC)
Work & Study Away (WSA)
Exam Timetabling (ET)
Target Operating Model (TOM)
Timetabling Service (TT)
Student Immigration Service (SIS)
High level of engagement – series of cross organisation workshops/validation involving more than 20 people

5. Programme Plan- engagement plan (next 6 months)
DRAFT DOCUMENT
Programme Plan- engagement plan (next 6 months)
28 May 2018
Project
Communications Approach
SAS Target Operating Model (TOM)
Socialise the conceptual TOM with senior stakeholders
Work & Study Away Procurement (SAS012)
Work & Study Away Service Implementation (SAS004)
The procurement project will seek engagement from around 10 staff: subject matter expert (one from each college), from academic, from Edinburgh Global and from IS to assist with reviewing the functional requirements required for the ITT, and participate in the evaluation and scoring of third party vendors. (2d in Apr/May, 4d in Aug)
Re WSA service, aim is to run workshops with users (around 15 staff) from both schools and Edinburgh Global, to detail the requirements to a level so that Standard Operating Procedures can be written, as well as training & guidance for implementing the TOM- Activities from Aug to Oct.
Special Circumstances SCEC (SAS003)
Following SEP Board approval to continue work on the TOM in April, engagement with stakeholders in May and June to validate the SC approach: this is to allow for further detailed consideration and agreement with academic stakeholders of how the proposed team would assess the impact of any special circumstances case and communicate that back to the Board of Examiners. Further consultation with users now expected in Nov/Dec pending approval by CSPC
Iterative user testing of the system changes are scheduled from Mar 19 to Jul 19. Around 10/20 staff-On HOLD pending approval by CSPC
User training (new unit team and schools staff) to be scheduled Jul/Aug 19
Exam Timetabling (SAS005)
This project is engaging with the Exam business team (3 staff) from the Timetabling Unit to test the new system and process to deliver exam timetables to students available on their Office 365 calendars. The exams operation group across schools will be informed of go live progress by the Timetabling Unit Team.
Timetabling (SAS013)
Engagement with MVM colleagues is in progress (~10 staff) This is to identify and validate their business requirement so that all remaining MVM timetabling activities can be migrated into the Timetabling core systems, . This will be followed by engagement with CSE staff, and Timetabling Unit team for CAHSS, so that all processes are standardised across 3 colleges.
Student Immigration Service (SAS009)
Engagement with the 10 staff part of the new team to review processes, prepare the Standard Operating Procedure and deliver associated training.

6. Deliverables & Dependencies
Student Centred Portal Contact Details Roll out (SAS011)
25 May 2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
Revised go live
Oct 2018
Aug 2018
Approved by project sponsor

7. Deliverables & Dependencies
Special Circumstances Coursework Extensions SCEC (SAS003)
25 May2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
Rework TOM: agreement with academic stakeholders of how the proposed team would assess the impact of any special circumstances case- Suspend system build pending approval by CSPC
Nov 2018
new
Approved Programme Sponsor

8. Deliverables & Dependencies
Work and Study Away Service Implementation- WSA (SAS004)
15 May 2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
Go live date of the service as indicated in the full business case
Jan 2019
Sept 18 (PID)
Approved by programme sponsor

9. Deliverables & Dependencies
Work and Study Away Procurement –WSA Procure (SAS012)
25 May 2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
WSA procure Initiation to tender published
Impact: Delay to System Procured
June 2018
Dec 2018
May 2018
Oct 2018
Approved by Project Sponsor

10. Deliverables & Dependencies
Exam Timetabling-ET (SAS005)
25 May 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

11. Deliverables & Dependencies
Timetabling Service TT (SAS013)
25 May 2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
College Registrars/leaders are informed of the HR transition plan
June 18
April 18
Programme Director

12. Deliverables & Dependencies
Student Immigration Service SIS (SAS009)
18 May 2018
Governance & Benefits
Deliverables & Dependencies
Change control
New dates
Previous dates
Approval
Go live Service
Nov 18
Sep 18
Programme sponsor