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Empowering Student Lifecycle Management: Digital Transformation SITS:eVision and Power BI

Updated: Mar 7

In the ever-evolving world of education, institutions face the daunting task of not just imparting knowledge, but also efficiently managing the complex journey of each student. This journey, often referred to as the student lifecycle, encompasses a wide range of activities and interactions that span from the moment a student considers enrollment to their graduation and beyond. In this intricate tapestry of educational experiences, every thread – be it academic progress, student engagement, or specialised services like disability support – plays a critical role in shaping the overall tapestry of educational success.


Against this backdrop, the challenge for educational institutions is twofold. First, there's the need to streamline processes, making them more efficient and less cumbersome, thereby freeing up valuable resources to focus on what truly matters – student success and wellbeing. Second, and perhaps more importantly, is the need to be inclusive, ensuring that all students, regardless of their backgrounds or abilities, have equal access to educational opportunities and support.


This is where SITS:Vision and PowerBI integration come into the picture, offering a beacon of hope and efficiency in this complex landscape. SITS stands out as a comprehensive solution designed to manage and enhance every aspect of the student journey, particularly in the realm of disability services. This case study will take a closer look at the core features and functionalities of SITS, shedding light on how it revolutionizes the management of student lifecycle and amplifies the support for students with disabilities.


Furthermore, we will explore a real-world application of this system through the collaboration between Agility X LTD and the NHS Tavistock and Portman Trust. This partnership is a testament to the transformative power of integrating advanced technologies like PowerBI with SITS:eVision.


Together, they provide not just a glimpse into the future of educational administration but also offer concrete, actionable solutions that have already begun reshaping the way educational institutions support and empower their students, faculty and professional services.


By delving into these examples, we aim to ignite a conversation about the potential of such integrations in revolutionising educational administration, particularly in the realm of admissions, and reasonable adjustments for those with disabilities. This case study promises to be an insightful journey into the heart of modern educational management, showcasing the possibilities and paving the way for a more efficient, inclusive, and successful educational environment.




Background and Challenge: Tavistock and Portman NHS Trust required a significant overhaul of its student data systems and professional services processes to improve efficiency, data management, and decision-making. The existing systems were manual and fragmented, hindering effective management information flow and operational processes.


The project under consideration was an ambitious overhaul of the existing management information systems (MIS) using MYTAP. The existing system comprised 50-100 legacy reports, many of which were outdated and basic. The goal was to create a robust, decision-making centric MIS platform using Power BI. The previous attempt at this transformation had failed, but this project achieved notable success.

Objectives:


  1. Transition to Power BI: The project successfully shifted from MYTAP/SITS to PowerBI, creating a single-entry system for student data. This change revamped the central dashboards used by professional services.

  2. Streamlined Management Information: The new system enhanced decision-making capabilities for professional services and course leaders, particularly in understanding student demographics for the NHS Trust. This also facilitated improved statutory reporting.

  3. Automation via SITS eVision: The implementation of SITS eVision for Reasonable Adjustments significantly automated processes in disability services.

  4. Operational Process Improvement: The Department for Education's target operating model was updated with the new system, improving processes in student admissions, recruitment, enrolment, and registry.


Approach and Implementation:


  1. Stakeholder Engagement: Business requirements for the SITS upgrade and PowerBI development were identified through active collaboration with IT and stakeholders.

  2. Process Optimisation Workshops: Workshops focusing on SIPOC (Suppliers, Inputs, Process, Outputs, and Customers) helped identify and eliminate waste in business processes.

  3. Technical Team Leadership: A team of seven technical developers was led to execute the process improvements across SITS and PowerBI dashboards.

  4. Project Management Excellence: The project was managed with daily stand-ups, fortnightly stakeholder meetings, and regular sprints, ensuring continual progress and resolution of issues.

  5. Governance and Review: Full project governance was maintained, including PID development, RAID management, and thorough project planning.


Impact and Results:


1. Streamlined Management Information for Decision-Making: The initiative provided a robust Management Information (MI) system to professional services and course leaders, enabling them to make informed decisions based on a comprehensive understanding of student demographics, particularly for the NHS Trust. This enhanced decision-making capability was also instrumental in improving statutory reporting to various bodies, ensuring compliance and transparency.


2. Automation of Disability Services: By leading the transition from manual systems to automated processes, the project implemented SITS eVision development specifically for Reasonable Adjustments, thereby enhancing the support infrastructure for disabled students. This pivotal move towards automation streamlined services and improved accessibility, reflecting the institution's commitment to inclusivity.


3. Operational Process Improvement: The project drove significant improvements in the operational processes of people and technology across the Department for Education's target operating model. By employing the ADKAR framework—a model for change management focused on Awareness, Desire, Knowledge, Ability, and Reinforcement—the project aligned outdated dashboards and processes with more efficient ways of working in student admissions, recruitment, enrolment, and registry (excluding short courses), thereby fostering a culture of continuous improvement and adaptability.


4. Professional Services Enhancement: The project facilitated and led rapid improvement workshops focused on Student Admissions, Reasonable Adjustments for Disabled Students, and Clinical Governance for Trainees Passport. These workshops took the professional services teams from their current state to a more streamlined and better-engaged future state, optimizing the process flow and enhancing team engagement.


By incorporating these additional elements into the project’s scope, the educational institution was not only able to modernize its administrative functions but also establish a more responsive, agile, and inclusive environment for all stakeholders involved in the educational process. The strategic use of technology and process reengineering has resulted in a comprehensive and sustainable change, setting a new precedent in educational administration.


SITS stands as a robust and adaptable Student Information System, meticulously designed to streamline and simplify the administrative processes associated with managing students throughout their academic journey. Developed by experts in the field, this system offers a comprehensive solution that transcends traditional data management, empowering educational institutions to make informed decisions, improve efficiency, and enhance the overall student experience. The corporate website is here.




Contact us if you need a Project Delivery team to manage your system overhaul, upgrade, or major integration. We can take your student services and digital transformation forward.




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