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Admission Bursary Modernization @ Queen’s U
Kelly Rake Craig Spencer
Agenda• Admission Bursary Business Process• Application before and after the modernization project• Technology Stack• Working with Graphic Designer/Application Security/AODA• Lessons Learned• Client Feedback• Next Steps• Questions/Answers
Admission Bursary?
• $8.7 million granted in scholarships and awards in 2014• 56% of entering undergraduate students granted Queen’s awards• 71 major admissions awards are available to incoming students• according to MacLean’s magazine, Queen’s ranks 2nd in amount of $
dedicated to scholarships & bursaries
Project Team Members Craig Spencer – Project Manager/Senior Systems AnalystGeoff Reid – Systems AnalystJennifer Halligan – Systems AnalystHeather Graham – Programmer AnalystDaniel Schatzky – Student Programmer AnalystSandra McFadden – Awards Office (Subject Matter Expert)Amey Stranek – Awards Officer (Subject Matter Expert)
Admission Bursary Program• What is The Admission Bursary Program
• A non-repayable grant disbursed to students entering an undergraduate program for the first time who demonstrate financial need
• Admission Bursary Eligibility• Must be a citizen or permanent resident of Canada• Entering post-secondary for the first time• Entering the first year of a full-time studies in an undergraduate program in
September• Application Submission Timeline
• Academic Year - (Open/Close. Oct 2014 – Aug 2015)
Assessment Process
Admin Review/Edit
Bursary Step 1
Admin Review/Edit
Bursary Step 2
Req: Review
Submitted Bursary App (dashboard)
State 1
Process Needs Assessment (dashboard)
Queue Selection- Status- Description
Move to Holding Queue
No
Yes
auto assessment
Release
admin complete
Process 20 Step (Automated
Process)
Re-Assessment
Ready for Admin Decision Process
Yes: update data
State 3,4,5,6,7
State 9
State 10
State 11
State 12
State 8State
2
No
Yes
State 5,7
Yes
Before & AftersTech Stack
Working with our Graphic Designer
• Design concept and layout was one of our first tasks• Technical issues• IT project team members came up with the concept and
presented it to the client for feedback
Making the Web Application Accessible
• Requirement to make the applications AODA compliant• AODA – Accessibility for Ontarians with Disabilities Act• http://www.aoda.ca/• Many facets to accessibility, a lot of issues to consider when
developing an online application
Application Security • Security Support Analyst• Vulnerability Assessment performed • Risks are categorized as High/Med/Low• Verify security assessment findings• Remediation• Some examples:
• Cross-site scripting (XXS)• Transport Layer Protection (TLS) & Secure Sockets Layer (SSL)• Code Injection• Unhandled Exception that may identify the server config/version
Lessons LearnedCommunication
• Recognize and respect different communication styles• Use common terminology• Communication framework
Build Relationship and Trust with Client• Seek buy-in and support from senior admins• Setting expectations, document and sign off on them• Meet deadlines, demonstrate progress, have a mitigation plan ready
Celebrate milestones and achievements
Lessons Learned (cont.)• Technical training for team members• Understanding the application architecture layout• Agile Project Management methodology
Lessons Learned (PM)• Know when to ask for help• Rely on team member• Different ways to resolve issues • Play to strengths of team members• Gratitude & Appreciation
Awards Office Feedback• Look and feel of application is current and ‘student-centric’• # of support calls from students decreased by 50%• 15% increase in students accessing the application• Mobile friendly and accessible application• Production support issues dealt with very quickly • Decreased the processing time of the admission bursary
applications for the Awards Officers.• Allowed the Awards Office the ability to configure application
setting and data
Next Steps• PeopleSoft Web Service• Enhanced functionality• General Bursary Admin Application (2015)• General Bursary Student Application (2016)
Questions & Answers
Contact Information:
Kelly RakeManager, Administrative Applications613-533-6000 [email protected]
Craig SpencerProject Manager/Senior Systems [email protected]
