UCAS eDelivery

1
UCAS eDelivery
Whats in it for Higher Education
Institutions? Student Records Officers
Conference, April 5 2005
2
Introducing

• Alan Paull, eDelivery Programme Manager, UCAS
• Nick Wright, Head of Admissions, University of
  Exeter

3

Overview of the seminar

• Why are we running this workshop?
• The UCAS Angle
• Opportunities for the future operational and
  informational
• The Institutional Perspective
• Some issues
• Discussion

4

Overview of the UCAS Angle

• The why and what of UCAS eDelivery
• Principal application processes for 2006 entry
• Changes for 2006 entry as a result of
  electronification
• The new suite of services for higher education
  institutions

5
A Vision of eDelivery

• To enhance our
• infrastructure
• products and
• services
• through the efficient effective use of
  electronic means,
• so that we can improve our relationships with
• learners
• member Institutions
• other stakeholders and partners
• to the mutual benefit of all.

6
Why eDelivery?
eDelivery Programme Benefits

• An ability to launch new services efficiently to
  satisfy the requirements of institutions
• Improved services to learners
• Improved services to member institutions
• Improved services to learner establishments (e.g.
  schools and colleges) through web-based
  subscription services
• Electronification of processes to release
  resources for deployment elsewhere
• Greater efficiency in management of core
  application services
• Easier exploitation of commercial opportunities,
  e.g. utilisation of data

7
Principal Application Processes 2006 entry
UCAS
CORE APPLICATION SYSTEMS
gt
gt
UCAS
GTTR
application
application
system
system
gt
gt
gt
NMAS
CUKAS
application
application
system
system
ADDITIONAL KEY SYSTEMS
gt
gt
gt
Schools/
Exam info
Courses
colleges/
and results
databases
other
contacts
8
Principal Application Processes 2006 entry
UCAS
APPLICANTS
CORE APPLICATION SYSTEMS
gt
gt
UCAS
GTTR
application
application
system
system
gt
gt
gt
NMAS
CUKAS
application
application
system
system
ADDITIONAL KEY SYSTEMS
gt
gt
gt
Schools/
Exam info
Courses
colleges/
and results
databases
other
contacts
9
Principal Application Processes 2006 entry
UCAS
MEMBER INSTITUTIONS
APPLICANTS
Integrated HEI
Services
CORE APPLICATION SYSTEMS
gt
gt
UCAS
GTTR
application
application
system
system
gt
gt
HEI student
records
and
MIS systems
gt
gt
NMAS
CUKAS
application
application
system
system
gt
Web-link
ADDITIONAL KEY SYSTEMS
gt
gt
gt
Schools/
Exam info
Courses
colleges/
and results
databases
other
contacts
10
Principal Application Processes 2006 entry
UCAS
MEMBER INSTITUTIONS
APPLICANTS
CORE APPLICATION SYSTEMS
gt
gt
UCAS
GTTR
application
application
system
system
gt
gt
HEI student
records
and
MIS systems
gt
gt
NMAS
CUKAS
application
application
system
system
ADDITIONAL KEY SYSTEMS
gt
gt
gt
Schools/
Exam info
Courses
colleges/
and results
databases
other
contacts
11
Principal Application Processes 2006 entry
UCAS
MEMBER INSTITUTIONS
APPLICANTS
CORE APPLICATION SYSTEMS
gt
gt
UCAS
GTTR
application
application
system
system
gt
gt
HEI student
records
and
MIS systems
gt
gt
NMAS
CUKAS
application
application
system
system
ADDITIONAL KEY SYSTEMS
gt
gt
gt
Schools/
Exam info
Courses
colleges/
and results
databases
other
contacts
12
Changes for 2006 entry as a result of
electronification
Electronic data
Paper materials

• All data for all applicants available
  electronically
• Institutional requirements data collected
  electronically
• Listings and analyses available in electronic
  format
• Use of Personal ID with application number
• New data items

• Copy forms optional
• Only one copy form per applicant per institution
• Copy forms for NMAS and GTTR produced daily
• Reduction in the variety of colours used for copy
  form production
• No decision documents/cards or record cards
• No Information Lists
• No Extra Passport
• No Clearing Entry Form
• No applicant reply slips

13
The Immediate Future
For 2006 and 2007 entry
Services for universities and colleges
Marvin
Web-link
Xml-link
Odbc-link
14
What is Web-link?
Web interface replacement for the existing
Hercules Client service

• To incorporate existing net.update service
• Record-by-record access to UCAS data
• Online access to applicant data and courses
  data from one login point

Available for CUKAS (Conservatoires UK
Admissions Service) in May 2005 UCAS, GTTR and
NMAS in September 2005
15
What is Xml-link?

• Xml-link is a new server-to-server product using
  XML technology.
• Will initially transfer Applicant Data only.
• Will be developed alongside Odbc-link (the new
  name for
• Hercules Server).
• Will be available for UCAS, GTTR and NMAS in
  September 2005.

16
What is Odbc-link?

• Odbc-link is the new name for Hercules Server.
• It is our current server-to-server data
  transfer solution.
• It will continue to be developed alongside the
  new XML product.

17
Advantages of Xml-link Odbc-link

• XML advantages
• Flexible transfer of data
• e-Gif compliance
• High level of security
• No tie-in with specific software
• supplier
• ODBC advantages
• Compatible with Hercules Server
• Operational possibilities
• Less need for paper records
• HEI decides which data to receive
• Integration with existing institutional systems
  (MIS, student records, etc)

• Real time updating
• Online service direct to UCAS
• No reliance on overnight batch processing
• UCAS and institution records updated immediately
• Uses institutions systems directly
• Allows institutions to write in-house interactive
  systems
• Alternatively institutions can use their own
  choice of software supplier

18
The Future Future
From 2008 entry UCAS will no longer provide
Marvin FTP as a method of transferring Applicant
Data.
Services for universities and colleges
Marvin
Xml-link
Web-link
Odbc-link
19
Roadmap for services for universities and colleges
2004
2005
2006
2007
Hercules Client
Web-link
Web-link
net.update
Marvin FTP
Hercules Server
Odbc-link
Xml-link
20
Opportunities for the future operational and
informational

• Main drivers for change
• Schwartz
• Learner expectations, e.g. usage of the Internet,
  fair admissions
• Increasing importance of data sharing across
  agencies
• Increased capability of organisations by using
  efficient and effective electronic methods

21
The Future

• Traditional UCAS paper application form is no
  longer fit for purpose.
• Unitisation and credit
• Contextual and additional information
• Changes to Personal Statement and Reference
• Welsh Language Act
• Transparency
• Feedback to applicants
• Changes to qualifications framework
• Supplementary Applications