The Secret Life of Student Information Scott Mulholland Saul Quirke AUA Conference, Manchester, April, 2014
Agenda This session will unfold in three parts: Part 1: The Story So Far Part 2: Group Work Part 3: Demonstration Conclusion and Questions
Part 1: The story so far • Who are we? • Getting to know you • The information Dark Ages • The life blood of organisations • The Big Challenge in 2007
What is student information? Student information is derived from student data, which is captured by processes before being stored and presented using systems. Strategic Tactical Operational Demographic Portfolio Programme & Class lists Review module evaluation Academic ,, ,, ,, ,, ,, ,, ,, ,, ,, Relational ,, ,, ,, ,, ,, ,, ,, ,, ,, • Demographic: describes who they are • Academic: links them with courses, results • Relational: positions them in terms of status
Salford 2007: constraints • Lack of capability and capacity • Fragmented organisation and rivalries • Broken and inconsistent processes • No consensus on data definitions • Transactional databases and manual entry • Inadequate reporting tools • Multiple systems and no clear ownership
Systems landscape
What did we do? Small Steps to Big Leaps: “The secret of getting ahead is getting started. The secret of getting started is breaking complex overwhelming tasks into small manageable tasks, and then starting on the first one.” Mark Twain
Project management basics Concept What it really means Sponsorship Authority and commitment Stakeholders Interest and influence What’s in and what’s not Scope Quality What does success look like Resources People, time, money and tools Top tips: Don’t lead with the method, tailor your message to the audience and never underestimate the power of the informal organisation in HE.
Clarity of purpose Transform the administrative business processes which support the student journey, collecting, distributing and interpreting data to produce meaningful student information. Focus on processes Student data is not functions a strategic asset Design Principles The importance It’s not about of partnerships technology
The Big Opportunity Strategic Aims Strategic Aims Deliver lean and Create a collaborative Transform student intuitive business community data into a strategic processes asset SID Vision “Benchmark for Excellence” Financial Reputation performance Staff satisfaction Process Student/ customer performance satisfaction Success Measures Success Measures
Student Information Directorate
Lean, intuitive processes Anticipate the customer’s need, minimise waste and make it easy for them to do the right thing. • Begin with the concept of value • Map the value stream and design flow • Make evidence based decisions • Drive out waste (DOWNTIME) • Make it cultural and aim for perfection
Collaborative community SID was designed as a network organisation based on principles of partnership and collaboration. • Coherent, Lean structures • Integrate services and systems • Bring people together (SIUC) • Develop skills and share knowledge • Cross functional project teams and SIGs
Transform student data Student information becomes a strategic asset when it anticipates and informs decisions before they become urgent. • Understand data quality drivers (CRAP) • Develop capability and capacity • Establish consistent data definitions • Business partner approach • Prioritise demands for information
Part 2: Group work In your groups discuss these points for 10 minutes: • Myths and assumptions in your HEI • Burning questions • Barriers and opportunities Informal feedback for 10 minutes.
Part 3: Demonstration
Where had we come from? Sound Familiar? • Multiple old systems • Multiple extracts • Multiple spreadsheets • Multiple versions of the truth and complaints • Multiple arguments about the data quality rather than the decisions needed to be made
Where did we wish to go? Preference? • One version of the truth • Graphical Interface • Simplicity • Dynamic and up to date information • Happy users • Accessible anywhere • Developed by users of the data • Proactive decision making
The Transformation Project for Student Information Reporting Aimed to develop clear purpose in the Description Contextualisation Exploration Tabulation of Student Information Visualisation
Student Information is a Complex World
Or is it ?
“Because not being able to get at something because it’s difficult isn’t acceptable” (Edward R. Tufte)
Our Aim Make Student Information meaningful Take Student Information away from us and give to you!
Delivering Analytical Power; a Reporting Reality not an IT Pipedream
Conclusion and Questions Zendu Consulting Limited Scott Mulholland Director 07530 492514 scott@zendu.co.uk www.zendu.co.uk
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