Student Record System (SRS) Project

Project Background

The University is currently undertaking a transformational project to merge the two existing Student Record Systems (Agresso and SITS) to one solution based on the SITS platform. The project implementation is being phased and implemented over a two year period for completion in December 2017. The project's objectives will support the university's strategic direction by:

  • Rationalising business workflow to improve the efficiency and effectiveness of administrative processes.
  • Improving the student experience by providing enhanced online self-service interfaces to applicants and students throughout their academic journey.
  • Providing a harmonised dataset for institution wide business intelligence reporting.
  • Improving data quality and integrity.


Project Timelines

 The project is being delivered in strands across three phased deployments

 Phase 1 
 Admissions – one unified admissions system  October 2016
 Phase 2 
One unified Student Record System across institution. Incorporates migration of data and processes from Agresso to SITS as well as additions and enhancements to business process functions for both staff and students  September 2017
 Phase 3 
 Consolidation and support of systems. Further additions and enhancements to SITS platform  December 2017

 

Phase 1 - Admissions for 2017 Entry - Complete

Phase 1 of the project was delivered in October 2016 providing a unified Admissions solution for both applicants and admissions processing staff. All UWTSD applicants applying through UCAS and UTT (UCAS Teacher Training) for entry in 2017/2018 onwards now apply to one institution code – T80. Direct applicants now apply using the University's new on-line form.

  

Phase 2 – Merge and Migration of Systems

Phase 2 of the project will focus on migrating the data and merging processes from the Agresso system, as well as enhancing and adding new services to the SITS platform. This will include:

  • Finance – Fee Matrix migration and enhancement; Fund Manager
  • Registry Services – new and improved functionality for Exams, Assessment & Progression; Student Change of Circumstance; and Online Enrolment.

Completion of Phase 2 is scheduled for mid-August in preparation for the new academic year in September 2017.

A programme of staff training will be implemented to ensure that both new and existing users have the required skills and support to effectively use the SITS system. These are being arranged on a Faculty / Business Unit basis over September.

 

Key Dates

 9 - 10 August 

 All student data imported from Agresso into SITS.
 Both systems will be unavailable during this period.

 11 August

 All staff / students will now use the SITS SRS (Agresso system archived).
* Swansea re-sit exam boards will continue to use Agresso to progress remaining re-sit students. 

 4 - 15 September   Programme of staff training. Hands-on role based training. 
 5 September  Student Enrolment online opens : New + PGCE Students
 12 September  Student Enrolment online opens : Continuing Students

  

Phase 3 – Further System Enhancements 

Phase 3 will further consolidate the systems and provide continued support following the migration from the Agresso system. Other enhancements will include Curriculum Management and further Registry Services functionality.

Delivery of Phase 3 is scheduled for December 2017.

 

FAQ

For the processing of Swansea based applicants, students and courses

Academic Year 2016/2017 - The following applies up to 8 August 2017. All processing of Admissions for 2017 entry will be completed using the SITS based Online Paperless system. All other processes will continue to be administered in the Agresso QL / V4 system. For example, to query a Swansea based applicant you would use SITS; to query a Swansea based student you would query Agresso QLX, V4.

On the 9 + 10 August 2017 both Agresso and SITS will be taken offline to transfer the Agresso data into SITS. Please see below for processes after this date.

Academic Year 2017/2018 – From 11 August 2017 all staff across the institution will use the unified SITS solution for administrative processing. Agresso will be archived. A full staff training programme will be implemented to prepare users moving to the new system.

For the processing of Carmarthen / Lampeter / London based students and courses

Academic Year 2016/2017 onwards - Continue to use the SITS based systems currently in use.

Function / System matrix

This matrix below summarises the functions and systems to use for 2016/2017 onwards.

Function 16/17 17/18 onwards
Swansea student, applicant, course etc.
To query / process Applicant SITS SITS
To query / administer enrolled Student Agresso QLX V4 SITS
Carmarthen, Lampeter, London student, applicant, course etc.
To query / process Applicant SITS SITS
 To query / administer enrolled Student SITS SITS

The team are located on the Carmarthen Campus, level 1 of the Norah Isaac building and can be contacted via email csproject@uwtsd.ac.uk or by phone on Carmarthen extension 5195 / 5194.