Student Business Transformation

The Student Business Transformation Program was delivered into Production in September 2016. This has been a collaborative effort between various areas of the University including the Division of Student Administration, Intelledox Digital Transformation Centre, Information Technology Services, Planning and Performance Measurement, the Service Improvement Group and College and School staff.

Delivered projects included;

Manage My Degree - Coursework:

  • Leave (for International Students, Medicinae ac Chirurgiae Doctoranda (M ChD) and  Honours Students (including post graduate coursework students who are undertaking the research component of their degree))       
  • Change Enrolment:
    • Reduced Study Load
    • Add Courses - Overload
    • Add Courses - 3rd Attempt only
    • Late Withdrawal
  • Voluntary discontinuation/ Program Withdrawal
  • Extension of eCOE (electronic confirmation of enrolment)

2. Manage My Degree - HDR

  • Leave
  • Change enrolment - Add/ Drop coursework
  • Extension of program - including scholarship extensions
  • Change of intensity -  full or part time
  •  Change of program level - (PhD/MPhil/ Professional doctorate)
  • Voluntary discontinuation/ Program Withdrawal
  • Extension of eCOE (electronic confirmation of enrolment)

3. HDR Milestone Reporting

  • First Annual Research Plan
  • Annual Research Report and Plan
  • Thesis Proposal Review
  • Supplementary Review
  • Oral Presentation
  • Research Integrity Test

4. Special consideration

  • Submission and acknowledgement of request

5. Deferred examinations.

  • Submission and acknowledgement of request

Delivering improved services

The eForms facilitate streamlined and efficient processing of key student administrative activities for students and staff. The benefits for both students and staff will be achieved through a reduction in process timeframes, improved data quality, automatic document retention in ERMS, compliance with policies and procedures and providing visibility of form progress tracking. The eForms will complement the current suite of ISIS self-service functionality.

What it means for staff

There are a small number of changes to the areas responsible for activities to streamline the workflow of the forms. These include:

  • responsibility for data entry of coursework enrolment processing actions (overload and 3rd attempt) will be centralised while the endorsement and approval steps remain in the Colleges. 
  • for Reduced Study Load, the decision making step replaces the current endorsement action for compassionate and compelling reasons will be taken in the Colleges. Reduced Study Load College approval for academic reasons and processing centrally of all applications remains unchanged. 

All HDR data entry remains unchanged as a centrally managed process.

Support and assistance

The eForms have been built with links and references to applicable policy to facilitate self-help by students and academic staff. If further assistance is required, the primary points of contact for students are:

  • HDR Administrators (HDR Students only)
  • College Administrators
  • Student Central

The eForms include logic to comply with policies and procedures and are designed to be intuitive and easy to use. Support resources and contacts are available on both the Staff eForms website and the Student eForms website.

We will continue to run a weekly support forum in order to understand the common issues faced by the colleges and share support solutions. The group is made up of representatives from College administrative areas and divisional staff involved in the processes. This forum is key to identifying potential areas for improvement and new enhancements for future continuous improvement.

eForm Tracking and Reporting

Administration staff for HDR and coursework will be able to track and monitor the progress of milestone eForms, and provide reporting on the duration for each step in the process, outcomes for students and non-compliance. Reporting can be accessed through https://insight.anu.edu.au/

Reviewing and approving eForms

Approvers who are part of the student eForm processes (e.g. Delegated Authority, Associate Deans, STAR etc) will receive notifications through their functional group email accounts. These have been set up in coordination with College / School student administration as well as local IT support areas. This approach has been designed to ensure there is flexible coverage for review and approvals while people are on leave or travelling for work.

Groups will be maintained in the Student Administration System by administration staff and instructions can be found on the Staff eForms website.

 

Highlight news

15 Feb 2017

Over 5,200 Student Administration eForms commenced since July 2016 »

Over 5,200 eForms have been commenced since they were introduced on 1 July 2016.  4,600 (87%) of these have been completed end-to-end. Student...
20 Jan 2017

Student Administration Continuous Improvement releases »

With a commitment to continuous improvement the following changes have been recently released across the Student Administration eForms: HDR...
10 Nov 2016

Over 3000 Student Administration eForms commenced since 1 July 2016 »

Over 3000 eForms have commenced using the new Student Administration eForms since they were introduced on the 1 July.  Over 1,800 of these have been...
12 Oct 2016

New Student eForms released »

The second phase of the Student Business Transformation Program was successfully released on the 29 September 2016.  Phase 2 improvements for Manage...
13 Sep 2016

Manage My Degree- Student eForms to be released »

The Student Business Transformation project team are finalising two new Manage My Degree student eForms due to be released at the end of September...
12 Sep 2016

Over 1,400 Student Administration eForms commenced since July »

Over 1,400 eForms have been commenced using the new Student Administration eForms since they were introduced on 1 July.  Over 1,000 of these have...
11 Aug 2016

Over 750 Student Administration eForms commenced since release »

Following the release on 1 July, over 750 Student Administration eForms have been commenced and over 650 of these have been HDR Milestone eForms....
30 May 2016

Implementation of HDR Milestone eForms »

In late 2015, the HDR Administrative Support Project Steering Committee agreed that the HDR Milestone process be digitalised, utilising the expertise...
16 May 2016

Student eForms under development »

Over the last few weeks, the Student Business Transformation team have been gathering feedback from various stakeholder groups across the University...
14 Apr 2016

Student Business Transformation: User Experience Sessions »

Our journey to become one of the first Australian universities to launch intuitive and 'smart' eForms for students, academics and staff took another...
7 Mar 2016

Student Business Transformation: College and Student Engagement »

The project team has been working with Colleges and Students to finalise the design and plans for the upcoming release of new student eForms. The...
9 Feb 2016

Fast-Tracking Form Automation for Student Administration »

Work progresses on digitising manual processes across the Division of Student Administration, through the Student Business Transformation (SBT)...
9 Dec 2015

Student Business Transformation program progresses »

The new program of work to transform student business processes is progressing. The program of work includes digitalisation of forms for coursework...
28 Oct 2015

Transforming student business processes »

A new program of work has commenced to transform core administrative processes within the Student function. The objective of this Program is to...
13 Dec 2016

Update on new student eForms »

Since the release of eForms as part of the Student Business Transformation project, (HDR Milestone Reporting, Special Consideration / Deferred...
21 Jun 2017

Student Administration Continuous Improvement releases »

With a commitment to continuous improvement the following changes have been released across the Student Administration eForms. These will apply for...