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FAQs

To submit a question directly to the Sydney Student team, click here.

Questions and responses will be updated regularly.

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What is Sydney Student?

Sydney Student is the long-term initiative by the University to improve the student experience by managing the acquisition and implementation of a replacement system for FlexSIS, our current system, as well as implementing enhancements to current student administration business processes. Sydney Student directly supports the University’s strategic objectives for Student Experience and ICT.

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Are we simply replacing FlexSIS or is there more to it than that?

Sydney Student is more than just the replacement of FlexSIS with a new system. There are 2 major components of the program:

  1. Service Delivery Model (people and process-related initiatives).
  2. Systems Implementation (the technology replacement of FlexSIS).

We recognize that the successful implementation of the new student lifecycle management system is dependent on having the right processes and structures in place to support it. While technology replacement has served as the trigger for the program, it is the enhanced Service Delivery Model that will realise benefits for staff and students.

The Service Delivery Model refers to the governance, people, processes, interfaces, and infrastructure components of the student administration function, all of which are critical to its success.

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What is an example of a 'people and process' initiative?

The Sydney Student team is currently providing resources to support faculties and the Student Centre and to assist them both to deliver improvements to our in-person enrolments.

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How can I get involved?

The success of this program is dependent on as many staff from as many areas of the University becoming actively involved Ways that you can get involved in the program include:

  • Positions on the program – to find out more, visit the Getting Involved page of this website.
  • Academic, Administrative and Student Reference Groups will be comprised of nominated individuals to provide input into the program that act as key contact points for Sydney Student.
  • System and process design activities will take place across 2009-2010 and will require involvement from all faculties and units of the University;
  • You can ask questions or provide feedback directly to the program team here.
  • Join the Sydney Student mailing list to receive regular updates on the program.
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Who can I speak to about my faculty's needs?

Sydney Student has established Administrative, Academic and Student Reference Groups which provide a central point of contact for each faculty through which you are able to channel your concerns, feedback, and receive updates. If you currently have any concerns and would like to address them directly with the team, please clickhere for contact details.

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Will the new system and processes change the way I work?

Probably - but not overnight. New systems and processes will be designed in collaboration with key stakeholders and will significantly change the way that both staff and students perform some student administration-related activities at the University. These changes will include:

  • More user-friendly and efficient student administration systems and processes.
  • Less manual data processing, enabling more time to support other value adding student administration activities.
  • Improved access to information.
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Why are we replacing FlexSIS?

FlexSIS was conceived in 1996 and developed as a bespoke solution by the University’s in-house software programming team. It replaced the mainframe-based Student Records System (SRS) first developed in 1980. Since FlexSIS was commissioned, the availability and maturity of commercial industry-standard software packages has improved greatly. Today, only a small number of institutions continue to develop, maintain and operate their own student administration system.
In recent years, several reviews of the University’s student administrative systems and business processes have taken place and serious concerns about the suitability and sustainability of FlexSIS have emerged. These include the high cost of operating and supporting the system, the mismatch between system functionality and the University’s needs, inherent design limitations, poor system performance, and inflexibility.

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Are other Universities implementing similar student administration systems?

Yes. Universities domestically and internationally are implementing commercial industry-standard software packages to enhance the provision of student administration support services to students. Today, only a small number of institutions continue to develop, maintain and operate their own student administration system.

In conducting research to inform the Sydney Student approach, senior program and University leaders took part in a series of site visits to learn from the implementation experience of other universities. Click here to read more about the study tours and findings.

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How is that decision on the successful vendor made?

A decision will be made based on a pre-determined set of evaluation criteria around functionality of the solution, fit with the University’s ICT Strategy, the ability of the vendor to execute a project of this magnitude, cultural fit with the University and finally commercial and contractual negotiations. This end-to-end decision-making process has been overseen by an external Probity Advisor to ensure the effectiveness and integrity of the process.

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What is Due Diligence?

Due Diligence is the process of thoroughly investigating all issues that might exist regarding each of the short-listed vendors.

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How long will this project take?

The design and implementation of the new system and service delivery model for student administration will take place across 2008 – 2012, progressively delivering new functionality beginning in 2011. Sydney Student will also be working with a broad range of student administration staff and other key stakeholders to progress a number of other improvement initiatives during this period.

Continuous improvement initiatives will be undertaken well beyond 2012 to help ensure the new system and processes are delivering quality outcomes for the University and student experience.

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When will the new system be working?

Functionality of the new system will be rolled out progressively, most likely starting in 2011. Adopting a staged approach will manage risk to the University and help prevent disruption to daily University operations.

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When will FlexSIS be shut down?

According to current agreed timeframes, FlexSIS will be gradually decommissioned beginning in 2011 alongside the roll out of the new system. Carefully planned and managed migration of FlexSIS data and functionality is a primary program focus.

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Will training for the new system be provided?

Yes. Comprehensive training for the new system and business processes will be provided to all student administration staff to enable the success of the new approach to managing student administration at the University.

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I haven’t heard about this project until now. Why?

In an organisation of the size and complexity of the University, time constraints prohibit the engagement of all staff across the University. Therefore a representative cross-section of University staff across all Faculties and Business Units has been consulted to date.

Administrative, Academic and Student Reference Groups have been established. These are formal consultation structures comprised of nominated faculty, business unit, and student group representatives who serve as contact points for University staff alongside the program team. This will ensure that communications reach all impacted staff and students and provide a channel for critical feedback and input. University staff will also be heavily involved in program design activities across 2009 – 2010.

The Sydney Student website has been created as a key communication tool to provide detailed information on the program objectives, progress and updates for all staff to access regularly.

Contact details and a feedback channel are also provided on the website if you’d like to speak with the team directly, ask questions, or provide comments or feedback.

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How and when will I be asked if the new system does what I need it to do?

As part of the comprehensive procurement process the potential vendors were evaluated against the University’s functional and technical requirements to ensure that the selected system meets the University’s high-level needs. A cross-section of nominated staff from each division of the University were also involved in developing complex scenarios to test and evaluate the ability of short-listed vendors to meet the University’s unique needs.

System and process design activities during 2009 – 2010 will involve staff from all areas of the University and obtain detailed requirements to ensure that the system is tailored to deliver a solution that best meets our requirements.

Comprehensive program governance structures have been established to ensure that Sydney Student considers multiple perspectives in its approach and decisions. Click here to read more about the program governance structures.

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What does Go Live actually mean? Isn't this the same as implementation?

There is sometimes confusion over the project terminology of Go Live and Implementation. These terms are not interchangeable and have different meanings:

  • Go Live refers to the cut-over point at which functionality on the new system becomes available for use and the comparable functionality on FlexSIS will cease to be in operation.
  • Implementation refers to the project lifecycle of designing, developing and testing all of the system, process and people aspects of the program against agreed objectives.
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I have more questions about Sydney Student - who do I contact?

The Sydney Student team is available to answer any questions you have. Please contact the program team on the details provided or submit your questions or feedback directly to our program team here.

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