A successful Student Information System implementation relies on a combined effort between the Internal Customer Team and the RIO Implementation team.
Internal Customer Team
The following team members below are vital to the project's success:
Role
Description
Responsibilities
Project Sponsor
Project approver who champions the project from the business perspective.
Endorse the project's alignment to the organisation's strategic objectives.
Provide resources and support.
Help to remove obstacles to the project's success.
Project Manager
Plans and oversees the project on a day-to-day basis (main 'conduit' between Internal Customer team & RIO Implementation team).
Deliver the project on time and on budget.
Share updates from the RIO Implementation Project Manager with the Internal Customer Team.
Support the team to meet agreed deadlines.
Communicate potential risks.
IT Team
Customer's internal IT team.
Support integration and data migration activities
Learn and understand in detail the custom components and maintenance to configure future enhancements and term setups (with module SMEs)
1. Recruitment/ Admissions Office Representative.
Assists in recruiting new students, reviews student applications, has a strong grasp of the admissions process.
These roles are the Institution's Subject Matter Experts (SMEs) who will help the RIO Implementation team understand your current ways of working and where RIO Education can add the most value.
Obtaining input and expertise from these roles is critical to ensuring RIO Education meets your needs and solves existing business problems.
With your input, RIO Education will be the best fit possible for your organization - saving you time and creating a real uplift in admin/faculty/student experience.
In addition, the SME's role is to learn and understand in detail their module's custom components and maintenance to configure future enhancements and term setups (with IT team).
Note: The diagram below contains each RIO Education module. The numbers correspond to the 8 SME roles and notate where they are likely to be asked to participate in the project by way of:
Use Case identification.
Business Process Mapping
Requirements building
Attending virtual training (and/or viewing recordings)
User Acceptance Testing (UAT)
Module sign-off
2. Registrar - Program Administration Officer.
Administers programs of study and creates the new course offerings each term/semester.
3. Registrar - Session Management Officer.
Schedules facilities and faculty members to sessions.
4. Registrar - Enrollment Officer.
From 'Acceptance of Offer' stage, supports students to enroll in courses of study.
5. Registrar - Assessment Officer.
Maintains results records. Produces and issues certificates and transcripts.
6. Learning Management System Representative (if any).
Administers the institution's Learning Management System (e.g. Canvas, Moodle).
7. Student Service/Support Representative
Provides customer service support to students through a range of communication channels.
8.Faculty Representative
Provides UEX insights from the faculty member perspective.
9. Finance Team Representative
Understands the billing/fees process and uses the institution's accounting system
10. Financial Aid Representative
Internal Customer Team (estimated effort and responsibilities)
Responsibilities and estimated weekly time commitment (hours) throughout each phase of the Implementation.
Project Manager
Internal IT Team
Responsibilities
Hrs p/w
Responsibilities
Hrs p/w
Discovery
Attend kick off meeting & Discovery sessions
Attend weekly project meetings and data migration planning sessions
Support SMEs to complete homework
Communicate action items & deadlines to internal team
20
Watch preparation videos
Attend all discovery sessions
Attend weekly project meetings and data migration planning sessions
Assist SMEs in gathering data and materials to complete homework
Assist PM and SMEs in identifying data for migration
20
Prototype
Attend prototype presentations
Collate feedback & share with RIO team
20
Attend prototype presentations
Review the prototype mock ups & provide feedback
20
Build
Liaise between RIO & SMEs to answer questions that arise during the Build phase
5
Work with the Project Manager to answer RIO’s questions and clarify requirements that may arise during the Build phase
5
UAT/
Data Migration
Attend UAT & You kick off session
Attend training sessions
Attend weekly project meetings
Work with RIO, Internal IT Team & SMEs on Data Migration
20
Attend UAT & You kick off session
Attend training sessions
Attend weekly project meetings
Test data migration & assist resolving errors
20
Go Live
Be on call to advise RIO team on any issues, bugs, etc
Assist with transition to RIO Support team
20
Be on call to advise RIO team on any issues, bugs, etc
Liaise with your department’s team to complete project homework
Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation
Identify data for migration managed by your department
20
Watch preparation videos
Attend sessions for ‘your’ modules
Liaise with your department’s team to complete project homework
Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation
Identify data for migration managed by your department
20
Prototype
Attend presentation for 'your' modules
Review prototype mock ups & provide feedback
20
Attend presentation for 'your' modules
Review prototype mock ups & provide feedback
20
Build
Answer questions and clarify requirements if needed
5
Answer questions and clarify requirements if needed
5
UAT/
Data Migration
Use case testing & acceptance
Nominate users to test
Attend training sessions
20
Use case testing & acceptance
Nominate users to test
Attend training sessions
20
Go Live
Be on call to answer questions if needed
10
Be on call to answer questions if needed
10
Post RIO Implementation, the Internal Customer Team will be asked to nominate a representative to liaise with the RIO Customer Support Team on an ongoing basis.
RIO Implementation Team
The following team members will provide support to ensure the implementation runs smoothly:
Functional Team
Core team supporting the customer for the duration of the implementation.
Role
Description
Responsibilities
Project Manager
Plans and oversees the project on a day-to-day basis (main 'conduit' between Internal Customer team & RIO Implementation team).
Deliver the project on time and on budget.
Provide regular project status updates to the RIO Implementation Team and Customer project manager
Support the team to meet agreed timelines
Communicate potential risks.
Business Analyst
Researches, analyses and evaluates business processes.
Analyse and evaluate the customer's current business processes.
Research current business processes within the Customer's industry, and share opportunities.
Technical Team
Specialist skillset related to the RIO Education product, engaged when required for specific tasks.
Role
Description
Responsibilities
Solutions Architect
Understands the customer's business needs and identifies how to best leverage RIO Education.
Create the overall technical vision to solve the Customer's business problems.
Design and manage the RIO Education solution.
Senior Consultant
RIO Education Subject Matter Expert who contributes to the work while also coaching and supporting other team members.
Lead specific project initiatives.
Coordinate the efforts of the technical team.
Ensure the RIO Education implementation maximises efficiencies for the Customer.
Developer
Builds the software solution for the Customer.
Produce code based on Customer's specifications.
Integrate RIO Education components and third party programs.
Troubleshoot, debug & upgrade RIO Education as needed.
Integration/ Migration Specialist
Leads the data migration from the outgoing SIS to RIO Education.
Meet with the Customer and create a project plan for the migration process.
Map risks & potential impacts.
Audit & cleanse existing data to remove potential issues.
Quality Assurance Tester
Software Quality Assurance Testing.
Test and evaluate the software before it's delivered to the customer.
Identify any bugs, glitches or user experience issues.
