We are testing a new beta website for gov.scot go to new site

Efficient Government Fund EGF)1)2)58 Accurate Data Management

DescriptionSTATUS - UNSUCCESSFUL - To harness existing web based technologies bringing data closer to the individuals the data represents, providing secure individual access to individual data, in order to facilitate electronic data transfer and data sharing.
ISBN
Official Print Publication DateMarch 2005
Website Publication DateMarch 01, 2006

    Listen

    This document is also available in pdf format (116k)

    Efficient Government Fund

    Preamble

    We are grateful for the opportunity to submit an outline stage 1 bid for your consideration. Cetral College of Commerce has a successful history of delivering 'multi partner projects'.

    Lead bidder

    Central College of Commerce
    Mr Peter Duncan - Principal
    300 Cathedral Street
    Glasgow
    G1 2 TA
    Tel: 0141 552 3941
    Peter.Duncan@central-glasgow.ac.uk

    Brief description of the aims of the project

    Further Education Colleges handle and process extensive data representing various client groups. The sector, generally, deals with a limited number of external agencies and stakeholders particularly SQA, SFEFC and SAAS. It is not uncommon to find evidence of duplication, such as with data entry, not only inter but also intra institution. This project aims to harness existing web based technologies, bringing data closer to the individuals the data represents, providing secure individual access to individual data, in order to facilitate electronic data transfer and data sharing. This will lead to a more efficient FE sector able to provide a focussed and effective public service. This is a multiple partner project, which will bring significant benefits not only to the initial partner colleges but also to the sector as a whole through: greater standardisation; the adoption of best practice; process simplification; the replacement of paper-based systems with electronic systems; joining up across business boundaries.

    Clear description of what the EGF money would be used to buy

    This project aims to enhance and deploy an existing working solution across the sector. The project is a business transformation and technology project. The costs of the project will be required to cover the following main headings:

    • Staff time
    • Consultancy support
    • Software / Hardware
    • Technical Training
    • Re training of any staff as a result of changed system or process.

    Partners to the project likely to commit resources

    • AYR College
    • Reid Kerr College
    • Langside College
    • Falkirk College
    • Cumbernauld College
    • SFEU
    • SQA

    Names of other organisations with whom the project has been discussed (to assist the introductions process)

    • North Glasgow College
    • Cardonald College
    • James Watt College
    • West Lothian College
    • Glasgow Metropolitan College
    • John Wheatly College
    • Barony College
    • Anniesland College

    Benefits projected from the project

    (other than cash or time)

    The project has short-term and long-term benefits. In the short-term, many of the existing challenges facing the sector will be overcome by deploying a proven solution. This solution that has already impacted the business processes within Central College removing the need for data duplication, entry and re entry. The model uses a 'single data capture approach' to satisfy the requirements of data life cycle management from enquiry to enrolment and certification providing a better customer experience and producing intra-institution efficiencies. In the long-term the data needs of external agencies will be embedded producing standards based data sharing protocols providing a sector wide service that leads to inter-institution efficiencies.

    Future Vision, post project benefits: It is easy to visualise a sector wide solution providing a single point clearing house type approach to all FE clients. A dedicated web portal providing shared IT services across the sector leading to further collaboration and joined up thinking. The momentum generated by this project will encourage further system integration.

    Specific project aims

    • the simplification and standardisation of processes associated with enrolment, admission and matriculation systems across FE colleges
    • streamlining of data entry - single point of data capture whenever possible
    • increased coordination between agencies with a common interest in ensuring the integrity of data between FE providers, Qualification Providers ( SQA) and funding agents ( SFEFC)
    • modernise standard back office operations and bring web technology benefits to prospective FE clients and stake holders by increasing access to and visibility of data.

    Estimated financial projections

    Total
    £ 1.26m

    2005/6
    £ 100K

    2006/7
    £ 360K

    2007/8
    £ 300K

    2008/9
    £ 500K

    Overall project cost

    While developing the cost model shown here we are making certain assumptions.

    1. Funding for the development of a stage 2 application will be provided by SE

    2. The project, after a stage 2 submission is accepted, will last some 48 months

    • start date 1 Jan 2006
    • end date 31 Dec 2009

    3. Running costs do not include the provision of services provided via the changes introduced by the project.

    2005/6

    • This is a project initiation stage with the associated costs being covered by an SE grant together with in kind costs from FE colleges to facilitate the development of a stage '2 'proposal.

    Year

    Project Costs

    2005/6

    £ 100K

    2006/7

    £ 360K

    2007/8

    £ 300K

    2008/9

    £ 500K (some 23 months)

    Total

    £ 1.26m

    • The £ 1.26m figure represents the total required to embed the change into "business as usual" in some 14 colleges. The total represents the total cost of the change process.

    Estimated projected benefits

    • This project builds on an existing solution currently fully utilised at Central College of Commerce. The financial benefits are real and measured by
    • Enrolment Cost Saving: Reduction in cost associated with the admissions process - no pre printed stationary, no data entry staff costs (12K / annum), reduction in error processing (~ 10K /annum), royal mail costs (online applications) (~ 1K/annum), reduction in staff hours required to manually process enrolments & payments (~ 5K/annum) - total 28K/annum.
    • Attendance Recording Cost Saving: Reduction from 2 FTE staff to 0.5 FTE a total saving of (~18K/annum) numerous and unquantifiable cost savings associated with ease of reporting.
    • An estimated per annum per FE college saving of some 46K
    • Equivalent to 186K per annum per FE college during the life cycle EFG
    • An estimated £2.6m up to 31 Dec 2009 (we are aware that there will be a staged implementation among the partner colleges)