Business Services and Projects

OxCORT User Briefing13 August 2008

Sara Passmore – Project Manager

Sarah Holmes – Trainer

Linda Covill – Business Analyst

Page 2

AGENDA

OxCORT v3

Objectives and benefits Overview of new features for each role Timetable for implementation Communications and Training plan

Usability improvements (OxCORT v4)

Features Timetable.

Page 3

Objectives of OxCORT Version 3 (v3)

• Calculate payments for Tutorial teaching according to the Senior Tutors’ Register ofPayments and provide required outputs

• Capture Tutor’s College stint obligations and record teaching against stint

• Provide a facility for “Pay my department”• Provide a facility to record Subject.

Page 4

Out of scope

• Payments for:Invigilation of CollectionsAdmissions activitiesCollege Retainer payments / uplift arrangements

• Departmental stint• Splitting payments across departments and between

tutors• Loading file of payments into local Payroll / Finance

systems.

Page 5

Benefits

• Reduction of inter-College queries relating toPayments, as all using single system

• Reports on Tutor stint balance• Ability to analyse costs & teaching by Subject• Elimination of discrepancies between Tutorial

Reports and Payment/Stint data• Cutting down on duplication and reconciliation

of local systems.

Page 6

Pay

men

ts

Page 7

Overview of new featuresAll Roles

Additional report state of Paid- to indicate that money and stint has been calculated

Record of Tutor’s subject on reports- to allow subject based reporting and subject based accounting

Improvements to the functionality to export report data from the Search & Select screen- can now include year of study, payment details and flags in the download.

Page 8

Overview of new featuresOMC Role

Enter and maintain the Register of Payments information

Control which departments can use the new “Pay my department” feature.

Page 9

Overview of new featuresCourse Director RoleFacility to:

Enter/edit department payment details e.g. bank account number

View a list of payments due from Colleges

View payment information on reports as follows:

Page 10

Overview of new features Tutorial Office – Enhanced screens

Search and Select- search for reports by payment method

Manage Tutor Payment Data- export now includes payment amounts, gender and subject- new export to show totals by Tutor

List Payments Due from Other Colleges- includes payment amounts.

Page 11

Overview of new featuresTutorial Office – New functionality

Enter College specific weighting information

Enter/ edit College payment details e.g. bank account number

Validate teaching before processing for payment

Enter core stint hours and adjustments

Calculate payments and teaching hours and enter non-standard payment amounts

Produce payment and stint reports and print payslips.

Page 12

Overview of new featuresTutor

Record their subject Ability to record joint joint appointments Record their gender Ability to select “Pay my department” where

applicable.

Page 13

OxC

OR

T V

3 P

rogr

ess

Upd

ate Development is ongoing and there will be a

phased implementation in MT08:

Phase 2

Phase 1

Page 14

GO LIVE - WEEK 1: OCT 13 USERSNEW Register of Payments OMCNEW Authorise department to receive payment OMCNEW College weighting tables TONEW College bank details TONEW Tutor stint data TOAMENDED Tutor data (subject, gender, joint joint appointments) TUTORS/ALLAMENDED Report view and edit TUTORS/ALL

GO LIVE - WEEK 6: NOV 17 USERSNEW Validate teaching data TONEW Calculate payments and stint TOAMENDED Manage Tutor payment data TOAMENDED Inter-College data export (payments due from other

Colleges)TO

NEW Payment operational reports TONEW Stint operational reports TONEW Dept bank details CDNEW Payments due from Colleges CDAMENDED Export report data ALL

PHASE 1

PHASE 2

Page 15

Training Phase 1

Training will be delivered in line with the phased implementation

Quick Guides for each role detailing ‘what’s new’

Training presentation for Tutorial Office

Presentation and workshop during lunchtime session at OUCS for Tutors in Week 4.

Page 16

Training Phase 2

Full manuals and detailed quick guides for all roles

Classroom training on payments for Tutorial Office users (Week 6)

Quick guides for students in Week 7.

Page 17

Aim: to tidy up OxCORT screens and increase user-friendliness

Comments and suggestions relating to usability were grouped into a shortlist of 13 items

Tutorial Office and other key users were asked to select their favourite three

The results of the survey…

OxCORT v4: Usability

Page 18

0 2 4 6 8 10 12 14 16

Search for programme of study

Main Menu: report count buttons

Main Menu: revise menu options

Report creation: remove default term/year

View Tutorial Arrangements: add filters

Report Search: group action buttons

Report Search: split search / display

Report Search: common section headings

Standard button positioning

Standardisation of error messages

Standard confirmation screens

Standard ‘Cancel’ process

Standard capitalisation

OxCORT v4: Favourite Usability Improvements

Page 19

OxCORT v4: Usability The OxCORT technical team provided time

estimates for each of these

Development priority established –1. Search for Programme of Study2. Report creation: checks on term/year3. View Tutorial Arrangements: add filters4. Presentation of report count buttons

Implementation: Hilary 2009.