Shaping Student Shaping Student Information Systems to Information Systems to

Deliver Services in the 21st Deliver Services in the 21st CenturyCentury

Presented by Maggie Hartley - Assistant Registrar for Records and Registration

(Maggie.Hartley@ubc.ca)

Gord Uyeda - Project Manager, Systems (Gord.Uyeda@ubc.ca)

Imagine going shopping Imagine going shopping and it being a value and it being a value added, robust, high added, robust, high

performance experience!!performance experience!!

Defining Market StrategyDefining Market Strategy

What do our customers really What do our customers really want?want?

Customer RequirementsCustomer Requirements

AccessibilityAccessibility Self-ServiceSelf-Service TrustTrust

AccessibilityAccessibility Service Center Hours Convenient Location

Access to Customers with Disabilities

Self-ServiceSelf-Service Quality and Reliability Reusability Adaptability and Flexibility No lineups Fun and Easy to Use Intuitive and Familiar

TrustTrust Reliability Accuracy of Information Consistency Security

We listened,We listened,We learnedWe learned

The Evolution of the Shopping The Evolution of the Shopping Experience at UBCExperience at UBC

How did we get to where we are How did we get to where we are today?today?

1986 - ‘921986 - ‘92Student Information SystemStudent Information System

Downtown Department StoreDowntown Department Store single but central location very good selection of goods not as user friendly as we would like still profitable today

phased implementation understanding of business

1995 - ‘961995 - ‘96Admission SystemAdmission System

Specialty Concept StoreSpecialty Concept Store dedicated to a single market segment comprehensive product selection bright and attractive good customer service

new tools new ideas

1996 onward 1996 onward Internet Service CentersInternet Service Centers

Shopping MallsShopping Malls universal access customer oriented one-stop-shopping

Internet and WWW

Mall Design and Mall Design and ConstructionConstruction

Purchase vs Build decisionsPurchase vs Build decisions Design TechniquesDesign Techniques Foundation for the Foundation for the

Service CentersService Centers

Purchase Packaged SoftwarePurchase Packaged SoftwareAdvantagesAdvantages– integration of information and services– industry best practices– reduced implementation period– perceived cost savings

DisadvantagesDisadvantages– may not meet all requirements of the institution– acceptance– implementation of new releases

Custom Build SystemCustom Build SystemAdvantages– exact fit– acceptance– control over development

Disadvantages– increased implementation effort– perceived higher costs– complacency

Custom + Best of BreedCustom + Best of Breed assembled our own service center infrastructure acquire high quality, prefabricated building materials

purchase systems that can be integrated into our service centers

build our own service modules

Design TechniquesDesign Techniques Rapid Application DevelopmentRapid Application Development

RAD = timeboxing + iterative design + prototyping Business Process ImprovementBusiness Process Improvement

BPI = buy-in + clearly identified goals and objectives + ideas

technology as an enabler

Active User ParticipationActive User Participation keep to 80/20 rulekeep to 80/20 rule

““Give it to Mikey, he won’t eat it. Give it to Mikey, he won’t eat it. He hates everything.”He hates everything.”

““He likes itHe likes it!”

Are we making a “profit”?

Areas for ImprovementAreas for Improvement better estimates for development better use better estimates for development better use

of time-boxingof time-boxing look for more opportunities for Business look for more opportunities for Business

Process Improvement Process Improvement

true platform independencetrue platform independence

Mall Expansions Mall Expansions andand

Future PlansFuture Plans

Under ConstructionUnder Construction MyUBCMyUBC MyCoursesMyCourses continued expansion of Curriculum continued expansion of Curriculum

Management SystemManagement System Implementation/Integration of Implementation/Integration of Ad Astra’s resource scheduling Ad Astra’s resource scheduling softwaresoftware expansion of service centersexpansion of service centers

Under ConsiderationUnder ConsiderationFunctionalFunctional

Additional core SIS servicesAdditional core SIS services– Student Financial AccountStudent Financial Account– Awards and Financial AidAwards and Financial Aid

Integration of services from:Integration of services from:– HousingHousing– LibraryLibrary– BookstoreBookstore– Career ServicesCareer Services– RecruitingRecruiting

Under ConsiderationUnder ConsiderationTechnicalTechnical

use of XMLuse of XML– internal - standard for accessing UBC owned information internal - standard for accessing UBC owned information

within university systemswithin university systems– external - replacement for EDI use of workflow external - replacement for EDI use of workflow

technologytechnology

use of workflow technologyuse of workflow technology– course and curriculum change course and curriculum change

and approvaland approval

24 x 7 access24 x 7 access