Timescales

2011 New system selection

The product evaluation and procurement process was completed in July 2011. Two of the five end-to-end student system suppliers - Unit4 and Tribal - were identified as offering solutions most appropriate for Oxford. Demonstration workshops were carried out involving staff from across the collegiate University to evaluate the two proposed solutions. The Student Systems Programme Business Case, detailing the recommended solution, was presented to the UAS Information Systems Board, Education Committee, Budget Sub-Committee, Planning & Resource Allocation Committee and Council. Tribal was selected as the supplier of the new system, SITS:Vision.

2012-14 Replacing OSS with SITS:Vision

Consideration has been given to the prioritisation of activities and their timing. The development and delivery of each area of the new system has been divided into eleven distinct parts (termed ‘workstreams’). Each workstream will operate to its own timeline and priorities. The Technical & Systems workstream was the first to commence and aimed to ensure Oxford's readiness for installation of the SITS:Vision system in January 2012.

SITS:Vision comprises a 'back office' database that will mostly be used by a small number of super-users and 'eVision', a user-friendly web view, which will be used by the majority of academic and administrative colleagues, applicants and students. The first part of SITS:Vision functionality went live during Michaelmas Term 2012. Students are using eVision to book to attend their degree ceremony from July 2013 onwards. College staff are using eVision to manage information about degree ceremonies, including gathering information about additional requirements for graduands and their guests.

Work scheduled to be completed by July 2013 (the first phase, full replacement of OSS by SITS:Vision and eVision) is taking longer than originally planned. Re-planning, which includes consideration of a phased roll-out during 2013/14, is currently being worked on.

2013-15 Enhancements and continued development

It is anticipated that the next phase of the programme will begin during 2013/14, alongside the final delivery of the first phase of the Programme. An overlap between the delivery of the current work and the start of the next phase of work will enable continued use of the expertise the programme team has built up, and engagement with stakeholders across the collegiate University to be maintained effectively.

Views were gathered from across the collegiate University during Michaelmas Term 2012 as to the possible priorities for which developments to student systems should be delivered. The paper which sought input is available to read at: https://sharepoint.nexus.ox.ac.uk/sites/SSP/SitePages/Priorities.aspx. Particularly comprehensive responses were received from the academic divisions, reflecting both input from individual academic departments and wide-ranging discussions at divisional committees.

Several key points stand out from a consideration of the responses:

There is a broad consensus on the top priorities for the next phase of work;
Considerable overlap exists between a set of priorities which had been stated separately but which all cover matters related to the delivery of the academic curriculum. The first step will be to assess the various activities within this area, in consultation with representatives from across the collegiate University, to determine the main priorities alongside consideration of the most logical sequence for delivering these requirements;
Improving links between the collegiate University’s various systems should form a common thread of all future work, rather than a stand-alone priority. Even where developments do not specifically relate to integration, they should be undertaken in such a way that integration in the future is eased rather than hampered;
Some resource should be allocated for statutory requirements (e.g. UKBA compliance) and enhancements to functionality being delivered in the first phase of work.

Alongside re-planning the current phase of work, the programme will be considering how developments of the proposed priorities can best be structured during 2013/14. A business case for the next phase of work on the Student Systems Programme will be presented through IT Committee to Council during Trinity Term 2013.