Posts Tagged ‘SITS’

Workflow Mapping

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Workflow mapping and finalising exactly how we plan for programmes to be approved and amended within iPaMS has been an ongoing task since the start of the project.  Over the past few months specific meetings have been held where we mapped out Business Approval and processes that currently occur in SITS.  However our focus has been on programmes and making sure that the programme template is fit for purpose.  Therefore any conversation about workflow has been connected to this.  For example the Graduate School of Education (GSE) run a number of ‘Continuing Education Short Courses’.  We met with GSE to discuss how these would fit into the programme template.  These non-credit bearing programmes are in fact approved in module templates, thus we looked into the approval workflow of these to ensure that it maps against other processes within the system avoiding us having to build a separate element of workflow for this handful of programmes.

Now that we have stopped looking at programmes we have finished mapping the workflow processes.  Squeezed onto a page of A3 our workflow diagram is complicated, to put it mildly.  Consultation with Marketing and Faculty has confirmed when individuals need to receive notifications about different stages within the process and to who will receive these.  Consultation with Admissions and the Library has allowed us to streamline parts of the Business Approval process so that each department’s involvement occurs at a slightly different stage, improving communication and efficiency throughout the development of programmes.

We are currently organising meetings with colleges so that those involved in the design and amendment of programmes and modules can comment on the proposed processes and we can make sure that iPaMS will work at this college level.  There have been a few discrepancies between colleges so far, but these are only minor- for example some colleges have a Learning and Teaching Committee, others have Programme Approval Committees, Educational Strategy Group Meetings serve a slightly different purpose in some colleges…  However none of these factors affect how the process works within iPaMS.  All feedback, so far, has been very positive and it looks everybody is looking forward to iPaMS being finished and seeking the benefits of an online workflow process.


Programmes

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The consultation period for the programme template is, at long last, complete.  The web developers can now start coding the fields that data will be entered into.  It has been a long and drawn out process ensuring that all future iPaMS users will be able to store all of the necessary information they require against each programme.

Trying to reduce the amount of duplicated information related to programmes has taken up a great deal of time within the consultation period.  In some instances, such as with the programme description, one narrative is required to provide information for the TQA specification, the prospective students and current students sections of the web service and within the undergraduate prospectus.  Traditionally text would feed from separate places to each individual source; iPaMS, as the definitive source of programme information will now hold all text relating to the description of the programme in two fields, this will not only help keep all of the information for each output current but will improve efficiencies in terms of less repetition.

A number of fields required within the TQA Specification will be automatically populated from information collected within other fields.  This again reduces the amount of duplicated information held against each programme and will improve efficiencies within the programme creation process.  Standardised text and links will also be created at college level so that these do not have to be replicated by different departments, the population of these will be determined on the responses given in other fields.

User access to programme fields has also been established.  This will mean that departments will be able to update any changes to programme information that is related to them; most of these changes will automatically feed to the web service and there will be no delay in waiting for this information to be edited in T4.

There are still a number of different areas relating to programmes which have not been defined, such as how they will be linked and whether some fields will push into/ pull from SITS; however now we have defined the fields which are required it will be easier to make a decision on these areas of functionality.


Project Update

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Workflow with the Faculty Office

At the beginning of the week Cat, Sam and I met with Kate and Samantha from the faculty office. We were looking through stage 1 of the workflow which we had previously mapped out at the beginning of the year.  This meeting was very successful in working out what notifications faculty wanted and when they wanted them. It also helped to check the workflow was correct and what needed modifying. It was additionally decided that the faculty office would get their notifications within iPaMS rather than to a central faculty email. We currently still working on the workflow diagram and will be meeting with other departments to discuss their involvement in the workflow.

Lauren Welland (Project Support Officer)


Programmes

We have started to look at how programmes will be stored within iPaMS and which pieces of information we will need to hold against each specific programme.  The functionality of iPaMS has been a major consideration here as information from the programme specification will be used as a marketing tool for prospective students and as an information source for current students, it will hold all of the information required to comply with TQA and QAA standards and be worded in a way that will easily link in with the XCRI- CAP data feed.  Information imputed as a part of the workflow process for approving new programmes will also be archived against each specific programme, as will any changes made to the programme and the date in which these take effect.  Currently we have identified over 100 data entry fields for each programme; once we have established the level of data exchange between SITS and iPaMS this number could increase further.

Cat Hine (Project Support Officer)


User Roles

This week I have been working on assigning roles to users. I have first been creating different roles and permissions within iPaMS. Using Zend navigation I can hide/show relevant links dependent on the permissions these roles have. Some examples of roles will be system administrator, Webservice role and developer. I am also working on restricting view of data by College, to do this we are currently assigning all modules to their College. At the moment every iPaMS user has access to all the data in iPaMS, once we start moving other Colleges into the system we don’t want them to have access to edit other College’s data.

Ben Norcombe (Developer)


Code Improvement

I am currently rewriting the iPaMS module controllers. This builds on the work we did for the previous release of iPaMS to improve the codebase. That work was mainly about reducing the amount of SQL queries per page/action, whereas this time it is about cutting down on code repetition, thus creating reusable functions. The benefits will be that the iPaMS code is easier to maintain as well as more scaleable, setting us up nicely for work to begin on Programmes

Helen Connole (Lead Developer)


CLES Data

This week I have been working on collecting the CLES data needed for archiving into iPaMS. With help from the College we have collected a vast amount of word/pfd documents for their modules ranging from the academic years 08/09- 11/12. On Wednesday Sam, Cat and I met up with Andy, the Taught Programme Support Manager for CLES and discussed iPaMS. It was a very successful meeting where we showed iPaMS in action and discussed the move of CLES data onto the system.  As CLES’ data is all on word/pdf, a move to the database should help them significantly with reporting information and having easier access to their data.

Lauren Welland (Project Support Officer)