No Slide Title
Download
Report
Transcript No Slide Title
#1
Class Scheduling & Academic Administration
Services on myUNSW
Online Class and Enrolment Management as a
Prototype of Web-based Services for Academic and
General Staff
UNSW Student Services Department Meeting
27 February 2006
UTES
UNSW
Student
UTES
Services
#2
Objectives
An Overview of a “Prototype” for Web / Services
Delivery for staff at UNSW
To introduce UNSW Student Services staff to some
of the Academic Administration focussed
development activities in NS Student and
myUNSW
To pose the questions:
What can portal technologies do for us?
What are the broader impacts on the student
experience?
What are the broader impacts on the staff
experience – on the ways we work?
What do we want our services to look like in an
online, self-service portalised world?
UTES
#3
Several assumptions …
Web-based self-service model will prevail
“Services” used in both a technical and business
sense
Business services will include transactional and
informational services
… and probably some others that don’t yet exist
Portals will be “aggregation points” for services
Web-services will be characterised by:
Service Oriented Architecture technology
infrastructure
Single sign-on and identity management across
systems
Integration, customisation, personalisation
Workflow and rules [eg wizards]
UTES
#4
Several assumptions …
The majority of users of core business applications
use a small number of processes / services
[90/10 rule]
Reflect this in design and delivery of services
Users of these services will have:
Multiple roles [applicant, student, lecturer,
researcher, financial manager]
Expectation that services will be available anywhere,
anytime; intuitive; easy to learn and use; relevant to
their needs; flexible
High information re-use
UTES
What is myUNSW?
#5
Online services
for students
and staff
Web
‘Apps’
Contentmanaged
information
UTES
What is myUNSW?
#6
Role based service tabs
Student Admin
system content
Role based
links to
related
information
and services
News &
Announcements
Common
links
Online
Handbook
integration
UTES
#7
What is myUNSW?
Workflow
& rules
driven
process
stages
Integrated
page
level help
Detailed
explanations
Guide students
and staff
Complex processes
are supported by…
UTES
#8
What is myUNSW?
Information & services based
on who you are: what you
are studying; your job
UNSW role
Combinations
of all of these –
Role,
Program,
Residency,
Career,
Faculty,
Campus
Student
Administration
System
elements
Academic
Career
UTES
#9
UNSW History
2004 – myUNSW Portal - Students
Campus Solutions, Sun One portal, J2EE, XML, rules
engines, etc [ie a kind of SOA]
Online applications and acceptances
Online enrolment and ‘active’ student services
2005 – my UNSW Portal – Staff
Student: ‘Service Centre’ enquiries for staff
Student: Online Class Scheduling and Management
HR: Employee Self-service, Online Leave processing.
Paid Outside Work
UTES
#10
Web Services Prototype 1 – Services Centre
Tab within myUNSW
UTES
#11
Web Services Prototype 1 – Services Centre
360 degree, er, 270 degree view of one or more students
UTES
#12
Academic Admin Services access
Staff require a myUNSW role in order to access the
Academic Admin tab. There are three myUNSW
roles:
Advisor: provides access to Academic
statements, Class Schedule (view student’s
timetable), Course/grade history (past
enrolments and grades by term), Enrolment
summary, Holds/To Do
Service Centre: provides access to students’
Current address, current email/phone, enrolment
summary, Holds/To Do
Instructor: for academic staff. Provides access to
personal teaching schedule as well as
course/class rosters for classes they teach (if
recorded as instructor against relevant classes in
Schedule of Classes)
[Enhanced for Class Management]
UTES
Web Services Prototype 2 – Course / Class
Management
#13
Context for changes to course and class
management at UNSW
Preparation for Centralised Timetabling [Syllabus+
Course planner]
Increasing need for completeness of processes and
data (Student self-service enrolment, University wide
timetable, WebCT-Vista requirements)
Increasing need for accuracy and forward planning
(HESA legislative course publishing requirements,
including Administrative Guidelines; Ministerial
Determinations)
Annual or sessional nature of many academic
administration processes creates operational difficulties
Course Catalogue and Class Scheduling: practices not
uniform; devolved processes [School]; complex set of
panels with high redundancy; difficult to train and
support staff [re-education annually]
UTES
#14
myUNSW and Online Class Management
A Fundamental shift:
Previously staff interacted with the myUNSW Staff Portal
Academic Admin functions in an enquire-only mode.
The new class management service uses myUNSW as an
update facility for a core academic administration
function.
Provides better support for new staff and irregular users
– simplified and unified service.
Workflow based process logic with irrelevant fields
hidden, providing integrated page level Online Help,
better validation and including useful features such as
colour coded ‘alerts’.
myUNSW also provides easy access to online
resources such as policies, procedures, ‘publications’,
and online statistical data
Publications include: Online Handbook, Online Class
Timetable, and online Class Utilisation report
UTES
#15
A series of myUNSW releases …
‘Class Scheduling’ release (October 2005):
Allows set up of class structures for enrolment
readiness and for publication so that students may
forward plan for enrolment.
Multiple, sequenced pages for detailed entry/update
of all fields
Single page summary of status, capacities and
enrolments for all classes in a course, with the ability
to change status and capacities for any or all. Enables
efficient monitoring of demand in real time, and
management of quotas.
UTES
#16
Class Scheduling – October 2005 Release
Workflow Logic
UTES
#17
Class Scheduling – October 2005 Release
UTES
#18
Enrolment Management Release (December 2005)
Includes facilities to:
Close a class – including system-generated notification
to students that they must select another [probably
1st, 2nd and final warning].
Move Students – all or some students in one class
moved to another class within the same course and
activity – allows better support for balancing and
rationalising classes where necessary.
Message Students – auto generate emails (text only)
to students within a class.
UTES
Course Catalogue and Scheduling Requirements
Releases (2006)
#19
Includes facilities to:
Maintain course catalogue within myUNSW.
Specify planned meeting schedule on week-to-week
rather than term / session date basis to allow for
variations within a session
Prepare for future terms (activity group structure).
Collect additional data required for centralised
timetabling e.g. anticipated enrolments, room
requirements, eLearning needs etc.
UTES
#20
Towards University-wide timetabling …
myUNSW will be tightly coupled to Syllabus-Plus for
University wide timetabling.
Only a core set of central users will interact directly
with Syllabus-Plus Course Planner.
School/faculty interaction will occur via the myUNSW
interface including
Ongoing requests for new classes,
Closing classes and return of booked rooms,
Changed requirements etc.
Reports
End Goal – all school-based activity for managing courses
and classes, including timetabling management, will be
filtered through myUNSW [portal]
Staff shouldn’t need to use Campus Solutions in ClientServer or Course Planner
UTES
#21
Early signs are good
Through parallel ‘business changes’ activities
we’ve persuaded all faculties to conduct
activity ‘class’ level enrolments through
Campus Solutions
Administrative staff in Schools are enthusiastic
Many students able to establish final timetable
months earlier than when local systems were
used
Local systems discontinued – eg TAS in FCE
> 90% of all classes on CS for 2006
Class information needs entered by staff after
timetabling [separate process for 2006]
UTES
#22
What We Can’t Solve by Web Self-Service Alone
Academic Staff Anxieties
Complex, many factors at play
… Challenges for supporting Academic
Administration at UNSW
Industrial tensions
Academic Workload Policy [implementation
devolved to Schools]
UTES
#23
Enquiries
Student Systems & Business Solutions
Robert Morrell, Manager
[email protected] ext. 58757
Scheduling and Academic Requirements Unit
Sarah Thomson, Head
[email protected] ext. 58757
myUNSW
Emily Middleton, myUNSW Administrator
[email protected] ext. 58757
Acknowledgement: Presentation draws in part on material
from earlier presentations developed by Daniel Steel,
Adam Goc, Sarah Thomson and Geoff Whale.
UTES