FOUR HUNDRED YEARS OF PAPER AND BEYOND

NIAMH HOPKINS

GeneSIS

AGENDA

1. Intro to the Trinity College

2.Systems in Trinity Pre-SITS

3.Genesis Project (Benefits, Timelines, Team)

4.The Training Plan & Approach

5.Training Areas, eVision & SITs Client

6. Training Supports & Feedback

7.Challenges

8.Still to Come

TRINITY COLLEGE (DUBLIN UNIVERSITY)

Trinity was founded in 1592 and is Ireland’s oldest university. 400 undergraduate degree courses across a range of disciplinesTrinity is a research-led university which offers high quality teaching at postgraduate level

Lots of different systems working independently. Trying to deliver the best Student experience possible within their abilities

Current administrative processes were labour-intensive and time-consuming frustrating for staff & students

alike. Current processes were manual and are not freeing up

enough time to focus on strategic objectives and improvements

SYSTEMS IN TRINITY PRE SITS

Pre - SITS

SITS PROJECT

The SITS implementation in Trinity College is called

Genesis

STUDENT LIFECYCLE

STAFF BENEFITS

Easier access to information and serviceso Consolidated student academic & financial informationo Centralised Course Informationo Centralised Student Assessment Informationo Reporting and management information

Improved management of enquiries and student cases

Improved staff/student communications

Less manual activities

Move away from paper-based systems

Learning new skills, technologies & methodologies

TIMELINE

The Genesis TeamThe Genesis team consists of staff from various College offices and Schools bringing with them the expertise and knowledge from the areas they represent. These include staff from:

• IS Services• Admissions Office• Graduate Studies Office• International Admissions• Examinations Office• Student Records Office• SAS User Support Unit• School Administrators• Treasurer’s/Fees Office

The Genesis Team

SITS FACILITATING

Training PlanRemit:

Plan, design , develop, implement & deliver a college wide

training strategy encompassing all aspects of SITs functionality

aligned with the business needs of College

Training: Where to Start ?

TRAINING APPROACH

Training will have a multi-tiered approach

College Wide Demonstrations

Hands-on workshops

Drop in Clinics

TRAINING AREA’S

AdmissionsFeesAcademic RegistryStudent ManagementModule AssessmentProgression & AwardsOther Ad Hoc Functionality

Problem: Approx 2,000 staff to receive training over a nine month timeframe

Spread the WordAdvertisement of coursesDevelop a Training WebsiteSetup of an online Training Booking SystemDevelop & Deliver Business orientated courses

To view our course schedule Click Here

LOGISTICS

Training Course Development Review Tribal Training Materials

Analyse the Trinity Software Solution

Document the solution

Produce Userguide

Setup & Testing of Training Data in the Training Environment

Deliver Training Course

Step 1.Review Tribal

Training Materials

Step 2. Analyse the Trinity

Software Solution

Step 3. Document the

solution & produce userguide

Step 5.Setup of

Training data

Step 6.Deliver course

DEVELOP TRAINING COURSES

Managing PG & UG Applications

Course & Module Information

Student ManagementModule AssessmentProgression: Three Types(Single Honors, 2 Subject, Manual End of Year Mark Entry)

EVISION TRAINING

Training EnvironmentTrainmy.tcd.ie : Accessed from the local network

Training Accounts with test data setup

Training Environment

Academic Registry StaffFees Office (SAM & SITS)Graduate Studies OfficeAdmissionsInternational OfficeStudent RecordsNew Genesis Staff

SITS CLIENT TRAINING

TRAINING SUPPORTS

One on One Training

Podcasts Example

1 page Quickguides Example

Userguides

Webpages www.tcd.ie/local/Genesis/training

Dedicated Support Team/Helpline

Feedback ChannelsGenesis has representation and gathers feedback from the following groups

1. UAT Sessions2. GeneSIS Project Board3. GeneSIS Technical Steering Group4. GeneSIS Finance Steering Group5. GeneSIS Business Steering Group6. School Administrators Forum7. University Council8. UG Studies Committee9. PG Studies Committee10. FIS Project11. ISS PMO12. Students’ Union

13. Graduate Students’ Union14. Accommodation Office15. Treasurer’s Office16. Trinity Foundation17. Academic Users Group18. School/Course Admin Reps19. All 24+ School Committees have been visited20. All school management are regularly visited21. SUSU support22. Training feedback

Training FeedbackFace to FaceDirectly from School

AdministratorsOnline Survey Monkey

Form sent out after training

Survey not anonymousFeedback results

published to the Genesis Project website.

Hugely positive response to the training to date.

TRAINING REPORTS

Training DatabaseAttendees per SchoolAttendees per MonthAttendees per course – in developmentExport into excel for further analysis

Training Database Management

ChallengesFrantic Pace of the ProjectJust in Time TrainingResourcesTime PressuresUpdating Training MaterialsInadequate TestingRefresh of the TRAIN

environment Software Bugs & IssuesUser NegativityTrying to turn an Apple into

an Orange

STILL TO COME

Research Management

Ceremonies

Alumni Management

Statutory Reports

More Student Finance

(e.g. Student Refunds,

Centralised Debt)

Oracle Integration

Outlook

Questions

?