1. ANU SAS Forum 11 September, 2014 Student Administrative Services Integrated AIMS and MAPPS systems Patricia McCauley Manager Student Administrative Services

2. Academic Information Management System AIMS is both: An academic proposal management system that supports the specification and maintenance of approval workflows and notifications, in accordance with the UNSW academic governance framework and the UNSW Council approved Register of delegations; and A system of records designed to support the maintenance of a rich set of core information about UNSW academic offerings (Courses, Streams, Single and Dual Award Programs and the underlying academic rules for these), i.e. operational management support. Some of the information in AIMS may be maintained outside of formal proposals through the ‘minor change’ function that allows for Faculty-level authoring and approval of changes to individual fields not subject to approval through formal governance processes.

3. AIMS Supports: A range of user roles including authors, endorsers, approvers, interested parties, committee secretaries, and admin support Flexible endorsement workflows that can be configured for each Faculty and type of proposal Ability to view the history of edits to a record as well as ‘point in time’ capture of proposals to support committee agenda preparation and legislative record keeping requirements Email notifications Comments at the proposal and field levels Document attachment Basic learning outcomes management (curriculum mapping) Academic rules logic, a rules editor, and user-friendly plain English displays for validation of academic rules (under development). Supports ‘depth’ and ‘breadth’ rules management

4. AIMS Planned improvements: A ‘summary view’ feature that collates a range of information relating to specific set of data into one page for easy review, e.g. Admissions, CRICOS, FOE etc Reporting Program Disestablishment Mapping of Course Learning Outcomes to Program Learning Outcomes SiMs (Peoplesoft) integration

5. Potential areas for improvement* More efficient support for cyclical maintenance of data, e.g. mass annual updates to ATARs, tuition fees, etc Simplified management of non-structural revisions to academic rules, e.g. adding or removing courses from elective lists Extension of minor change function to include central approval for sensitive data changes, e.g. FOEs Tailoring of information presentation to specific audiences so that they are presented with the information that is pertinent to them for decision making. The planned ‘summary view’ feature under development may assist in supporting this need. Look at more formulaic ways of capturing some information such as entry requirements to improve consistency, clarity and potential for deployment in process support. The PG CRSW Admissions Simplification Project currently in progress will provide an important input to this.

6. Potential areas for improvement* Address the duplication of information in different areas of AIMS. This issue is currently most apparent in handbook descriptions that tend to repeat information also included elsewhere in proposals, introducing the risk of inconsistencies and conflicts. Subject to approval, the plan in the future is to collate core information in handbook entries as much as possible from data fields and codified rules so that such information is maintained in a single space. Handbook descriptions can then be focussed on ‘softer’ contextual and descriptive information that supplements or complements the data elements. * Subject to user consultation, governance approval and resourcing.

7. Potential to support new services* Academic Portfolio Publishing including online published “catalogues” to replace the current Handbook, and the ability for Faculties to access customised datasets for Faculty websites, marketing and collateral etc Tuition fee publishing Student program planner referencing the academic rules in AIMS. Student progress checker for system supported graduation ‘check out’. Curriculum Mapping referencing the rules in AIMS to make connections between course, stream, and program learning outcomes and graduate capabilities. Student learning outcomes maps with personalised presentation of learning outcomes mapping. Support for academic program reviews and accreditation. * Subject to user consultation, governance approval and resourcing.

8. Planned prototyping work – currently being undertaken by the Faculty of Engineering Handbook replacement prototype focussing on courses initially Personalised study planner prototype focussing on 1 st year initially Curriculum mapping prototype including validation of program structures against the competency requirements of Engineering Australia

9. Management of Proposals and Portfolio System (MAPPS) Online service for managing University Committees Integrated with AIMS for either ‘static’ or ‘dynamic’ view Faculty Standing Committees must make all changes to programs two weeks prior to the next Undergraduate Studies C’ttee (USC) / Postgraduate Coursework C’ttee (PCC) meeting, and then finalised prior to distribution of the ‘meeting pack’, which is usually one week before the meeting. USC / PCC members review program proposals via ‘static’ links provided in the meeting pack. Any amendments made subsequent to circulation of the ’static’ links in the meeting pack need to be tabled by the Faculty representative. This will improve awareness of timing requirements between approval of program proposals at Faculty level and USC/PCC level.