Examiner Appointments and Payments (EAP) project

The Appointments element of the EAP system went live on 11 June 2019.

For support, visit our User Support pages.

 

The Payments element of the system is scheduled for Michaelmas Term 2019.

 

With development of the Payments element now complete, Payments will be launched at the end of October 2019, in time for 2019/20 Exam Board payments.

In October 2019, Exam Board Administrators will be invited to Payments roadshows and training sessions, while Chairs of Examiners and Financial Countersignatories will be invited to join the Payments roadshows. All Payments roadshows and training will take place in October and November.

The development of the new EAP system and associated integrations (e.g. the Congregation database) started in October 2018, and the Appointments element was launched in June 2019.

For EAP, the project team followed an Agile approach, whereby the system functionality was delivered in two-weekly sprints, allowing regular check points with the EAP User Group and other key stakeholders, to ensure development remained in line with their needs.

  • To deliver a solution that addresses key issues relating to NomCom (the database used by the University’s Examinations and Assessments team).
  • To support agreed new examiner appointment processes (e.g. whereby Proctorial approval is not needed for examiners and assessors who meet certain criteria).
  • To expedite processing and approvals of examiner appointments and payments by:
    • Reducing the number of steps involved in processes, including the number of handovers from one team or person to another
    • Automating manual processes and introducing workflows, particularly to remove the need to re-key data two or three times
    • Integration between the new system and existing systems, where appropriate
  • To support direct communications between departments, the Proctors and central University teams.

Departments have direct access to the new EAP IT system, where they enter information, instead of using spreadsheets. The new system replaces the database (NomCom) and various software (such as spreadsheets, WebLearn and SharePoint) that were used by the University’s Examinations and Assessments team, which frees the team from time spent on routine processes, and gives them time to focus on services and support for departments. 

The system has been built in Microsoft Dynamics already in use at Oxford, key strengths of which include its capability to manage data relating to people, and powerful workflow tools. The project has been working to the following principles:

  • Data should be recorded only in the appropriate University system, and not stored locally or transmitted via insecure methods.
  • Data should be recorded centrally, e.g. relating to Right to Work status, and made available to appropriate administrators via the new system, avoiding examiners receiving repeat requests for the same information.

Benefits are outlined in full on the EAP project Benefits page. They include:

 

  • Reduced risk of system failure 
  • Delivering a better service: improved efficiency and effectiveness
  • Improved compliance 
  • Improved data security
  • Improved quality assurance

The Project Board meets on a regular basis to review progress of the Examiner Appointments and Payments project, and has ultimate responsibility for overseeing direction and governance of the project. 

A User Group has been established to ensure that user views and requirements are fully taken into account in developing the new system.

Membership details are on the EAP Governance page. 

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