Professor Karen Cox - Deputy Vice-Chancellor

June 13, 2017, by Jessica Watson

Project Sponsor update – UK go-live schedule

Deputy Vice-Chancellor and Project Sponsor, Professor Karen Cox, sent a message out to all staff this morning about the UK go-live schedule. You can read the message from Karen below…

Our progress so far

The implementation of our new student records system, Campus Solutions, driven by Project Transform, continues and I set out below further progress to date.

In the UK, the Admissions team has been using the new system since 2015 to process applications, make offers and manage confirmation and clearing. Almost 100,000 undergraduate applications have been processed since October 2015. We have also recently ‘gone live’ with visa processing in the UK, using Campus Solutions for the first time to manage this part of the student journey.

Our campuses in Malaysia and China are also now using the new system, with additional functionality coming online over the next few months. Since January 2017, administrative tasks key to the student lifecycle – registration, graduation, managing personal details – have been carried out in Campus Solutions in Malaysia. Starting in April 2017, China began using the student records element of the system and additional functionality will continue to be rolled out as the academic year progresses. A big thank you to colleagues who have made fantastic progress with all of this activity.

While there is of course more work to do in Malaysia and China, we are on our way to an integrated cross-campus student record system. As system issues are resolved, and as we progress with implementation, we are looking for benefits including improved student data, reduced administration time and an improved student experience.

Project Update

The implementation of the rest of Campus Solutions in the UK was scheduled to begin in August, rolling out functionality through the year. Colleagues in Project Transform have been working closely with colleagues in Student Services, External Relations, the Faculties and Professional Services to make sure the University is ready to use the new system.

However, as some of you may be aware, Ciber – the company providing the new Campus Solutions hosting platform and on-going support services – is currently going through some challenges and this is having a ‘knock on’ effect for the delivery timetable for the rest of the Campus Solutions roll-out.

The Project Transform Programme Director, with the IS Leadership team, are now working with Ciber to address a number of key issues with the infrastructure and the managed service support they provide. Our priority is to protect the areas that are already using the live system in the UK, China and Malaysia and launch the remaining elements of the system as soon as possible but in a manner that ensures the University’s students and staff are not adversely impacted. To manage these risks we are going to re-phase delivery of the full UK roll out. While this delay is disappointing, it is the right thing to do in this situation.

The teacher training and direct admissions elements of the Admissions system will continue to go live in September and October. However, the UK student journey from registration onwards will continue to be managed through existing systems while we resolve the issues with Ciber. Our intention is to start preparations for rolling out the rest of Campus Solutions in the UK from autumn onwards. We will continue with training and roadshows and will update colleagues as dates are confirmed and the work progresses.

Finally, this will be my last update as Sponsor and I hand over to Professor Sarah O’Hara at the end of this month. I would like to thank all colleagues who are and have been involved in this work. This is an involved and complicated project, and the hard work of colleagues across all of our campuses has been an integral part of its implementation so far.

Yours sincerely

Professor Karen Cox
Deputy Vice-Chancellor
Sponsor, Project Transform

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