Scope of work

Objective 1

Due to its sensitive nature, there is a need to move the following defined list of “reportable characteristics,” data items to a new, more secured place (MCI) on the SITS database as the golden copy, so that EUCLID remains supported.

MCI is also used as a data source for HESA Statutory Returns.

Some processes such as online registration have already been updated to store this data on MCI, but other processes (like admissions, reporting etc.) that are still reading data from the STU table need to be reviewed. Historic student data also needs to be migrated, including the GDPR review of data “not needed.”

Current students will have data written to MCI as they complete online registration, but if all of the “reads” are moved to look at MCI rather than STU it will mean that any student data not on MCI will drop from reports and retrieval screens etc. There is therefore need to agree whether this migration should be performed for all historic students or if there's a cut-off period and, if the latter, how historic data is reported on/retrieved. This is not likely to be required for historic data but a discussion with GaSP/Planning will follow.

A benefit of moving to MCI is that there will be no need to manage dual maintenance of storing/updating data on both Student and MCI tables. This will also allow the use of Tribal recommended processes. At an as-yet unconfirmed date, Tribal will stop supporting the use of STU (student) tables for the storage of reportable characteristic data. Not doing so will leave us open to potential reporting errors. This will also impact the current Admissions process and BI reporting. 

Objective 2

We also need to address the SITS database performance issues that occur on large tables so that EUCLID downtime is prevented as the increased number of users, processes and therefore data being stored on the SITS database is causing performance issues and impacting users (staff and students). This will involve identifying data for deletion. Previous analysis work done on the Assessment APT tool showed that low level components assessments could be deleted and the performance would be boosted by 30%.

This occurred recently with the Engagement tables growing at a rate of 2 million a year. New processes were also added during the Covid period to record students' LEARN logins as required for Immigration Tier 4 students and is still being used by CAHSS. This was implemented without a data retention policy and therefore, the creation of a new data retention policy is required.