Interim Phase

Process for Updating Data

Phase 1 of the Programme and Module Catalogue will go live on September 19th 2012. Planning for phase 2 will begin once phase 1 is live. Details for the design and implementation of phase 2 will be available once planning of the full project is complete. The period between the implementation of Phase 1 and Phase 2 is the ‘interim’ period. As the full project outputs will not have been delivered, some manual processes are necessary to ensure changes to programme and module data are reflected in the Student administration system and the programme and module catalogue. This manual effort is only needed during this interim phase.

Five main types of changes to data may be necessary during the interim phase:

-  Type 1: All changes currently known but not yet made in the Systems (existing outstanding data updates) for programmes running in 2012-2013 (Semester 1 and Semester 2).

-  Type 2: All major and minor changes, including those approved at college level, for programmes and modules currently running in the academic year 2012-2013 which are not yet known but may be approved or noted at a subsequent Academic Council meeting.

-  Type 3: New/amended programme and module data for programmes which start later in the 2012-2013 academic year (e.g. CPD programmes starting in Semester 2)

-  Type 4: New/amended programme and module data for 2013-2014

-  Type 5: Corrections to approved programme and module data where data is either missing or incorrectly entered on the system.

The interim processes outlined below will be in place to deal with the data changes.

Please see the table at the end of this document for the names of the individual people associated with each role.

Note that “programme and module changes” incorporates all changes relevant to a programme or module including HEA required fields, CRN setup, semester changes and module registration authorisations. Fee updates and updates to the lecturer attached to a module are excluded from this process as these changes can be made at any time by the appropriate people.

Process for Type 1 Changes

There are a number of changes currently outstanding. These are changes that are already known or are to be approved at Academic Council on September 12th. The changes were not made in the systems prior to the closedown of access.

·  IS will open access in Banner for the data updater [Done 12th September].

·  The data updater will liaise with a single nominated person in each of the four colleges to collate the required data.

·  The data updater will update Banner with the changes

·  The catalogue loader will clear down the catalogue and replace it with the latest data on the morning of September 19th before go-live. It should be noted that as the volume of changes necessary is not yet clear, all updates may not be complete by this time. Updates which are not complete will go forward into the process for Type 2 changes.

·  The data co-ordinator and data updater will maintain records of changes as per their normal processes.

Process for Type 2 and Type 3 Changes

·  As updates to Banner will be made by a single data updater, access to make updates will be available to that person at all times. Existing processes for tracking changes should continue. Updates will be made according to the following schedule. Note, that dates are the latest date and updates may be made in advance depending on volume of changes.

Academic Council Date / Latest date for updates to Banner / Latest Date by which Catalogue will be updated
10th October / 4pm 16th October / 17th October
7th November / 4pm 13th November / 14th November
19th December / 4pm 3rd January / 4th January
13th February / 4pm 19th February / 20th February
13th March / 4pm 19th March / 20th March
1st May / 4pm 6th May / 7th May
29th May / 4pm 4th June / 5th June
26th June / 4pm 2nd July / 3rd July

·  The data co-ordinator will provide the data updater with the information to be updated in Banner.

o  For new programmes, a completed programme setup form

o  For new modules the format is to be agreed (by Gillian Donagher, Nicole O’Neill, John Shaughnessy by 30th Sep)

o  For modifications to programmes or modules, QA will provide the same forms with just the changes completed.

o  All documentation will be copied to the catalogue loader.

o  [Note the design of the setup forms is to be signed off by the Project Board by September 30th]

·  The data updater will make all changes in Banner and inform the data co-ordinator once it’s complete.

·  If necessary the data updater will liaise with colleges for clarifications. If a change to a module requires that students are un-registered and re-registered, the data updater will need to liaise with the registration service to ensure records are appropriately updated.

·  The data co-ordinator will verify the data using Infoview reports

·  The data co-ordinator confirms to the catalogue updater that updates are complete and the catalogue can be updated.

·  The catalogue updater will clear down the catalogue and replace it with the latest data, including all of the Banner changes and any non banner changes (e.g. programme descriptions, module aims) as per the schedule.

Process for Type 4 Changes

Quality Assurance will manage this process. No changes will be made in the catalogue for 2013/2014 until the enhanced web front-end (Output 4) is available.

Process for Type 5 Changes

Incorrect and/or missing Programme Module Data (which doesn’t require re-approval) should be flagged centrally to the data co-ordinator via email . A similar data verification activity will also run as part of phase 2 of this project which will compliment the activity of updating incorrect and/or missing data in the Catalogue. The data co-ordinator will collate this data centrally in a format agreed by the catalogue updater. Upon completion of this data verification activity, the catalogue updater will update the repository as part of the project’s phase 2 go-live. If required, data may be updated at an earlier date in line with the agreed schedule of catalogue data loads.

Roles and Responsibilities

Role Name / Person Assigned / Responsibility
Initial Implementation Owner / Michael Mulvey / Agree, communicate and implement the process outlined in this document. Once off implementation role.
Data Co-ordinator / Nicole O’Neill
[College of Business & College of Science]
Jan Cairns
[College of Arts & Tourism & College of Engineering & Built Environment] / Manage and Co-ordinate the data updates until phase 2 is ready.
Data Updater / John Shaughnessy / Update programme & module data in Banner until phase 2 is live.
Catalogue Loader / Gillian Donagher (IS) until November 14th
Rosemarie O’Mahony (IS) after November 14th / Open/Close access rights in Banner as necessary. Load programme and module data from Banner to catalogue until phase 2 is live.
Nominated College Person / TBC by College Managers / Liaise with data updater regarding any data queries, resolve queries within the College.