Overview

Background

A university wide policy was brought in during the academic year 2016/17 to recommend that some postgraduate taught degree programmes require a non-refundable tuition fee deposit to be paid by applicants to secure their offer of a place.  The policy had been developed to help introduce more consistency of practice across the University when deposits were charged and to also improve prediction and conversion rates. (Link to policy: https://www.ed.ac.uk/files/atoms/files/spgsc-paper-a-280916.pdf)

The Schools of Informatics and Geosciences have been piloting a deposit scheme since March 2017.  However the process of administering the deposit scheme has been more manually time-consuming for the support teams than had been anticipated.

The result of this is a reluctance to roll out the deposit scheme to other schools within the college due to the negative impact this would have on the support team’s workloads.

As a result the IT Liaison Officer for CSCE approached Project Services to request help in identifying ways in which the processes surrounding the deposit scheme could be streamlined through process reengineering, system development or system configuration changes.

Scope

The scope of this project covers analysis of the processes and systems involved in the PGT deposit scheme  within the College of Science and Engineering. The focus of this project will be on providing process efficiency recommendations to the College of Science and Engineering, however the project will seek to consult with the other colleges and as a result may provide recommendations that benefit the colleges too.

The project will look only at post graduate degrees and only at the payment of offer based deposits.

Out of Scope

  • Implementation of recommendations. A follow project should be initiated for any implementation work.
  • Recommendations for improvements to other PGT deposit processes outwith the College of Science and Engineering.
  • PGT Application Fees
  • Deposit scheme for undergraduate degrees

Objectives and Deliverables

 

No.

Description

Priority

Owner

O1

To identify the PGT Deposit process pain issues

Must

Project Services

D1.1      

As-Is process maps/process description

M

Project Services

O2

To present recommendations for achieving To-Be process 

Must

Project Services

D2.1 Recommendations report of process improvements    M Project Services

D2.2

To-Be process maps/process description

S

Project Services

D2.3

Requirements Specification (if system changes are recommended)        

S       

Project Services

 

Benefits

Project benefits:

  • Identification of options for resolving process pain points including 'quick win' changes

Possible Future benefits (after implementation):

  • More efficient process will allow the college to roll out the scheme to all schools. This should, as the policy suggests,  help to  increase the acceptance rate of PGT offers.
  • Simpler user journey for students making PGT deposit payments
  • Time based efficiency savings for Admissions Team when managing prospective PGT deposits
  • Simpler reconciliation of payments
  • Reduction in manual errors
  • Improved reporting ability
  • Defined process and that could be utilised by other colleges

Success Criteria

Deliverable

Reference           

Description

Measure

D1.1

As-Is process maps/process description

Signed off by CSE Recruitment and Admissions   

D2.3

Requirements Specification

Signed off by CSE Recruitment and Admissions 

D2.2

To-Be process maps/process description               

Signed off by CSE Recruitment and Admissions 

D2.1

Recommendations report of process improvements   

Signed off by Project Sponsor and Student Systems Partnership 

Project Milestones

Target Datesort descending Previous Date Title Stage Complete  
21-May-2018 No date available Approval of Project Brief Plan No

view

11-Jun-2018 No date available Execute Analyse No

view

25-Jun-2018 No date available Deliver Deliver No

view

02-Jul-2018 No date available Project Closure Close No

view

Project Info

Project
Supporting for PGT deposits - Requirements
Code
SCE012
Programme
SCE Portfolio Projects (OTHSCE)
Management Office
ISG PMO
Project Manager
Ken Miller
Project Sponsor
Victoria Dishon
Current Stage
Close
Status
Closed
Start Date
01-May-2018
Planning Date
21-May-2018
Delivery Date
25-Jun-2018
Close Date
01-Feb-2019
Programme Priority
1
Overall Priority
Normal
Category
Discretionary