l & is annual report

Library & Information Services


L & IS Annual Report

Academic Year 2002-2003


1. Context

2. Introduction

3. New Developments and Services

4. Service Moves and Changes

5. Staff Development

6. Process Management Groups

7. Coming Soon

8. Context for Future Strategic Development

9. Conclusion

L & IS Annual Report 2002/03


Context

• Continuing move from Teaching to Learning.

• Increasing use of e-learning.

• Increasing reliance on IT for all aspects of UWIC activity.

• Uncertainty due to potential merger.


1. Introduction

• L & IS provides a very broad range of services.

• The service has a direct impact on the student learning experience.

• Significant progress has been made in many areas.


2. New Developments and Services

• Llandaff Learning Centre• Visitor Figures. • Issues & Renewals.

• Online Library Induction • Online Library Induction.

• Online Renewals • SCONUL Research Extra• Mapping Wales• Network Expansion• Increased Helpdesk enquiries/support

• Trends.• New Llandaff Server Room


New Developments and Services (continued)

• Virtual Learning Environment

• Online and Fast-Track Enrolment

• Student Loan Payment via BACS

• Academic Enquiry System

• New Annual Course Report System

• New System Training Provision

• Major System Upgrades etc


3. Service Moves and Changes

• Howard Gardens Refurbishment

• New Issue Desk at Colchester Ave

• Enhancements to Disabled Facilities

• Shelf-Ready Books

• Increased Electronic Resources

• Additions to Stock (11565 new items)


4. Staff Development

• Extensive staff development has been undertaken to support all L & IS development

• Considerable time was spent in developing strategy for merger. Not all of this was wasted time.

• Appendix C (Page 14) provides staff development detail


5. Process Management Groups

• Considerable work has been undertaken by the groups during the year most of which has resulted in significant improvement

• Enrolment

• Customer Relations

• Modular Tracking & Awards

• Space Management

• E-Learning


6. Coming Soon

• Cyncoed Learning Centre• Heron• Talis Alto• Slide Library• Talis Prism• HELP Project• Dyslexia Workshop• Howard Gardens Learning Centre• Direct-Entry Student System• Improved Blackboard Support


7. Context for Future Strategic Developments

• The task - to provide an excellent level of support students and staff in their learning, research and management/administrative activities within the resources that are available to us.

• More flexible provision through extended opening hours etc

• Real-time information provision to support MLE development and delivery

• Staff development is a key issue, equipping them for the changes ahead.


8. Conclusions

• A very busy and successful year despite the uncertainties.

• Continuing the transition from Teaching to Learning there will be even more need to provide a more comprehensive and integrated service delivered flexibly working with others across UWIC.

• There is still much to do and another busy year lies ahead.


L & IS Key Objectives for Current/Next year

• Development & Implementation of Phase2 of the Cyncoed Learning Centre.

• Implement Online Enrolment and Module Selection.• Introduce more Comprehensive and Integrated Student Academic

Support (Working with LTSU, Disability Unit, and Schools).• Investigate Document/Content Management System.• Introduce New HR/Payroll System.• Implement the new Slide Library System.• Implement new Networking Infrastructure at Colchester Avenue.• Plan Howard Gardens Learning Centre Development.• Investigate Collaboration Opportunities.


Things That Were Left Out

• Contribution to Computing Subject Review

• Working with LTSU on initial setup and testing of Question Mark Perception.

• Working with PDR on implementing Virtual Private Network

• Open Access Computer Room at Howard Gardens


Library/Learning Centre Visitor Figures

Annual Report - Page 9

0

100,000

200,000

300,000

400,000

500,000

600,000

700,000

2000-2001 2001-2002 2002-2003


Issues & Renewals

Annual Report Page 10

320,000

340,000

360,000

380,000

400,000

420,000

440,000

460,000

2000-2001 2001-2002 2002-2003

Year


Colchester Ave Helpdesk Trends


Cyncoed Helpdesk Trends


Howard Gardens Helpdesk Trends


Llandaff Helpdesk Trends


Staff Development


Enrolment Process Management Group

Achievement Benefit

Web based Student Handbook. Savings of approx £14k per annum.

All required data gathered at source, i.e. on line at enrolment. Data gathered at one place and at one time, cash flow increased due to ‘Bill Ready’ status.

Formalised planning with actions. Clear roles and responsibilities, advance timetables and resource requirements.

Electronic submission of data from CIMIS to the following systems

1 Badge ID 1 Access to all UWIC resources within 24 hours

2 CAMS 2 removes need to double enter student data, ready to accept module data

3 Agresso 3 Improved cash flow, invoice production

4 TALIS Library 4 as 1 & 2

Fast track system for returning students. Reduction in queues and time spent enrolling.

Better student experience

Improved cash flow through advance payment

Automatic Production of Daily Banking Report. Manual recording of payments removed.

Electronic submission of returns to Student Loan Company. Reduction in manual processes, savings in time.

Improved software with drop down list boxes. Enables correct choice of codes - less errors.

Standardised enrolment procedures across all campuses. Staff able to carry out enrolment at any campus without additional training. Information gathered in same way.

Automatic creation of User logon’s and ID. No delay in service delivery for students. Reduction in IT admin

Payment of student loans by BACS. Speedier response, savings in time and resources.

Automated access to on line resources via ATHENS. Improved service to students. Reduction in IT admin.


Customer Relations Process Management Group

Achievement Benefit

On line standardised P/T and Post Grad application form. One corporate style UWIC application form to be used by all schools. Cost savings (estimated figure needs to be calculated).

Web based General Enquiry System. Allows on-line public enquiries with data captured and retained for student life cycle

Fully integrated with UWIC student system.

International Student software enhancements. Removal of disparate database

Speedier Enrolment process due to early collection of data

Synchronised corporate data.

SMS text messages (INTOUCH). Better student communication.

Good PR. Customer focused news and event service for students.

Standardised information packs. Better corporate image, equal treatment of students.

Web based Student withdrawal form. Standard, corporate form.

Removal of paper

Improved ‘proof of receipt’

Potential for further (XML) integration.

Standardised UWIC enquiry process. Able to roll out across UWIC in a corporate fashion.

New Equal Opportunities monitoring form for P/T and P/G students. UWIC wide standard for collection of equal opportunities.

Format of data maps to Student Information System.


Modular Tracking & Awards Process Management Group

Achievement Benefit

CAMS/CIMIS roadshow. Academic staff made aware of usefulness of common enquiry screens and reports.

New Module descriptor forms designed. Collects required data only for Modular Tracking purposes. Saves time as staff do not have to trawl through course description documents.

Training for academic staff in use of CAMS enquiries and reports etc. Wider use of corporate information system and corporate data.

Production of Student Module selection forms Facilitates early collection of module data .

Inclusion of all Programmes of study on CAMS. Comprehensive set of student/module records for tracking and progression purposes.

Direct input of marks to CAMS by academic staff. Reduction in errors. Reduces pressure on Registry. Information available earlier (e.g. for exam boards).

CAMS server memory upgraded. Enabled wider use as a Corporate Information System.

Pilot integration project successfully transferred module data to Blackboard. Synchronisation of corporate data in disparate Information Systems.

Identification of bottlenecks in the process. Opportunity given to resolve these problems.

Identification of communication problems between Registry and Schools. Opportunity given to resolve these problems


Space Management Process Management Group

Achievement Benefit

Upgrade Archibus system to version 14. Moved to SQL server platform which is corporate standard.

Implementation of Archibus Building Operations Management module. Enabling planned preventative maintenance schedules.

Reduction in reactive maintenance

Savings in labour and materials.

Upgrade of Sports Facilities Management system. Stable system providing wide ranging reports, integration with ‘Office’ products, graphical representation of data, improved debt monitoring.

Integration Requirements. All identified down to field level.

Review of Timetabling Support and Development. Clear identification of roles and responsibilities regarding Scientia Timetabling System.

Identification of previously unknown, disparate Information Systems. Opportunity to include in Corporate Strategy.


E-Learning Process Management Group

Achievement Benefit

Pilot integration project successfully transferred module data from CAMS and CIMIS.

Synchronisation of corporate data in disparate Information Systems.Reduction in manual administration of system.

Evaluation of QM Perception software for Computer Aided Assessment. Potential to reduce time spent marking. Accurate capture of data.

l & is annual report

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