A new student management system (SMS) which will provide accurate up to the minute and accessible information for students and staff is currently being implemented across the University.
A one stop shop encompassing applications, student records, grades, available courses, examinations, finance and debt and including links to timetabling, VLE and the student accommodation system make this a sophisticated database and source of information for an expanding and diversifying University community.
The first stage has already gone live in admissions and student recruitment. By September of this year, the main system will be up and running in time for the change over to semesters and modules.
More functionality will be added throughout the first year. This will mean that soon, student advisers will be able to advise students on courses and timetabling by accessing this integrated information on their PC. In December and May of next academic year, students will be examined through the new system and it will process degree awards in 2004. Increasingly students will be able to update their own personal details without filling in forms in offices and all staff will have secure access to the section of a student’s information that they require in line with data protection.
The system will integrate with e-vision, a web based interface allowing staff and students to personalise their own web access giving them direct links to personally relevant information on screen.
E-vision and the SMS combined will provide an online application facility, logging students into the university information system from day one of their application, following and updating their information through their studies and passing this comprehensive record on to the alumni database, Raiser’s Edge, when they graduate.
Staff in the registry and in faculties are currently working on data migration for 12,000 students to make sure the system is up and running for the new academic year. The new system represents an investment of £1.5 million by the university. Principal Sir Alan Langlands explains: "In order to meet the university’s objectives in terms of learning, teaching and research and fulfill its statutory obligations to external bodies, there is a need for focused efficient administrative support. Currently, certain critical processes such as examinations management, statistical returns etc are managed adequately but a range of generalised student management systems are excluded. This has led to a high degree of duplication of data and work throughout the university."
Efficiency and the provision of easy and current information is worth the investment says project leader Paula Elliott, director of registry. "A comprehensive and efficient management system is required to support our evolving culture in the university where all staff and students have a stake in its success. As we expand in numbers and fields of research we require a support system that gives us sophisticated information services."
If any member of staff has queries on the new system they should contact their faculty or departmental representative, all of whom are listed on the website providing an update on the implementation project www.dundee.ac.uk/reistry/project/home.htm