Implementation of PrInTIS 

Project: Integrated Student Information System (PrInTIS)

PrInTis Project


PrInTis is a project to implement the Integrated Student Information System for University Malaya to replace the existing Student Information System (ISIS) and Student Accounting System (SAS). 

Drivers for Change and Business Case

The current Student Management System (ISIS), was developed in year 1996. University is looking into a modern Student Management (SMS) which should effectively support student and staff activity across the whole student lifecycle. New SMS is needed for UM to continue to grow, evolve and meet the needs of its stakeholders both now and into the future.

The University has undergone a significant journey to reach the point of initiating the implementation of a new integrated student management solution. The selected solution being Tribal’s SITS: Vision solution designed for higher education.

BUSINESS NEED

The University of Malaya’s current Student Management System is an aged product, which lacks the capacity to support UM’s future plans for growth in teaching, learning and research. UM needs to significantly improve the student experience to attract and retain students; and to improve the efficiency of business processes to reduce costs and improve outcomes.

To improve the student experience, the University needs to:

I. Transition to an online self-service by empowering students to engage more effectively with UM from anywhere, at any time.
II. Provide a coherent, structured online experience that aligns with what student’s experience elsewhere on the web and in the world.

To improve business processes and gain efficiencies, the University needs to:

I. Implement a SMS with automated processes and strong workflow functionality that will support the elimination of outdated unnecessarily variable, and inefficient processes.
II. Relieve the staff from manual tasks for more value-added work, such as supporting key recruitment and retention initiatives.
III. Increase staff usage of the system by providing an SMS that is simple and intuitive to use and can be conveniently accessed at any time and place. Reducing workarounds and supplementary systems where the data held in the SMS is more complete, and of better quality.
IV. Maintain reliable, valid and complete information of student’s core business in order to meet operational needs and to inform changes in strategic ways and the application of scarce resources.
V. Implement an agile, future-proof, rules-engine based system by allowing UM non-technical staff to undertake the system configurations in-house (including interfaces) by permitting the development of self-sufficiency and reduced on-going cost of ownership.


DRIVERS FOR CHANGE

The key driver for the implementation of a new Student Management System is due to the limited lifespan of the current system. Abundance of system supports and maintenances are required in order to sustain the current system. The implementation of a new SMS is an opportunity for UM to access the benefits of the latest technologies, supporting business improvements to deliver an outstanding student experience built upon leading global good practice.


Expected Benefits

DESIRED BUSINESS OUTCOMES

This project seeks to:

I. Address the risk to the University of Malaya posed by dependence on an aged SMS.
II. Bridge the gap between the existing SMS and UM’s current and future requirements by providing new functionality that increases focus on recruitment, student retention and student outcomes.
III. Eliminate unnecessary manual processes, workarounds, circulation of paper documents, align
processes, relieve staff to undertake added-value work (e.g. recruitment and retention
activities) and reduce ongoing support costs and maintenance.
IV. Deliver excellent services and usability for students and staff with an SMS that can be accessed anytime, anywhere through the use of technology such as the internet and mobile devices.
V. Reduce the number of peripheral student systems, and associated support costs.

In addition, it will:

Challenge UM to:

I. Improve student recruitment and enrolment process by competent information gathering; targeted and integrated communications and marketing; easier online admission and enrolment processes; more efficient and timely processing of applications; and increased self-service and accessibility. 

II. Improve the retention of current students, by supporting them throughout the student lifecycle to reach successful outcomes through better monitoring; identification of at-risk students; early warning systems and intervention programmes; better targeted student engagement strategies; and the implementation of student-focussed services.
III. Inculcate a culture of continuous improvement in student management business processes; leading to process efficiencies and the best use of scarce resources.


Help UM to Concentrate on:

I. Delivering an outstanding, world-class student experience, for all students at all stages in the student lifecycle.
II. Supporting and improving the online experience for students, staff and other stakeholders.

Help UM to Connect with:

I. International students, by improving support for international recruitment, admission and
enrolment; partners and agents; study abroad and exchanges.
II. External stakeholders, by providing appropriate information and functionality through the SMS.



About Product


What is SITS ?

SITS is a student records management system used to store, administer and manage all aspects of student information from initial enquiry and application through to Alumni.

SITS is provided by Tribal and is used by over 60% of UK Higher Education market, it is also used by a number of institutions in Malaysia, Australia, New Zealand, Malta, Norway and Jamaica.

SITS has a client interface commonly referred to as SITS:Vision or SITS and a web interface referred to as Student Records Online, SITS:eVision or just eVision.


The following are the modules in SITS to be implemented for the University of Malaya.

• Enquiries;
• Admissions;
• Module Enrolment;
• Course Enrolment (including Research Students);
• Enrolment Maintenance;
• Fees and Payments;
• Teaching Class Timetable;
• Funds and Scholarships;
• Academic Model;
• Assessments, Progression and Awards Management;
• Examination Timetabling;
• Alumni Management;
• Placements Management;
• Graduations Management.

Steering Committee Board

Working Committee

Project  Team



Change Team

Quality Team

Project Timeline

FAQ


1. What is PrInTIS

PrInTIS is stand for Implementation of Project Integrated Student Information System. It is to replace the University’s current Student Information System (ISIS) and Student Accounting System (SAS).

2. What is SITS

SITS is a product name provide by Tribal.

3. What does SITS stand for?

SITS stands for Strategic Information Technology Systems.

4. What is e:Vision?

e:Vision is the SITS:Vision web portal, which can be used by both students and staff at the institution.

5. What is the name of the new Student Management System?

We name the new system as UM-SITS.

6. Why UM embarked in this Project?

The current Student Management System (ISIS), was developed in year 1996. University is looking into a modern Student Management (SMS) which should effectively support student and staff activity across the whole student lifecycle. New SMS is needed for UM to continue to grow, evolve and meet the needs of its stakeholders both now and into the future.

7. What are the benefits that we expect from the Project?

Benefits that we expected from this project are:

i. Improved efficiency through process redesign and adopt standard practice processes

ii. Enhanced student experience through consistent delivery of fit for purpose processes and transactions

iii. Enhanced user experience through interaction with more intuitive and responsive systems

8. What are the timescales for the Project?

This project is estimate to be completed within 2 years. Modules are release by phases with minimal viable product. However, project working team will continuously to enhance and improve the system to meet users’ needs.

9. How and when will the new system replace old systems?

As the Project progresses, functionality will be launched in the new system replacing what is available in the old systems phase by phase based on priority. The University has decided not to launch all the functionality at a go, as there will inevitably be some need to run old systems in parallel with the new system.