Department: |
Regestrar's Office |
Effective Date: |
May, 2011 |
Grade: |
USG 8/9
35 hrs/week
|
Reports to: |
Manager, Records & Systems |
General Accountability
The Records & Systems Analyst reports to the Manager, Records and Systems. S/he has a functional project leadership role in systems development related to the student administration system (SA) of the University. The incumbent must have an in-depth knowledge of SA in order to produce detailed functional documents which support the complex functional design and testing related to system customizations. The incumbent, under direction of the Manager, Records & Systems, has a key role in the training of staff and faculty users of records related features in Quest through online or in-class instruction and production of training documentation. The incumbent will serve as a resource for support and questions from self-service users. The incumbent will provide backup support for major roles assigned to the other Records & Systems Analysts. The Records & Systems Analysts collaborate in the preparation of the government claim submitted, three times a year, by the University to the Ministry of Training, Colleges and Universities. They will also collaborate in the testing of bundles delivered quarterly by OracleTM.
Nature and Scope
The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student registration, course and examination scheduling, student financial assistance programs and scholarships, academic records, examinations, grade reporting and transcript production. As a key member of the Student Administration (SA) team, the incumbent will participate in a wide range of activities related to the collection of user requirements at the departmental, faculty and institutional levels, the development of operational procedures, customizations and the testing of application software.
Due to the cyclical nature of the cooperative system of education at the University of Waterloo, record keeping is a more demanding activity than for most universities. The records module is the largest and key central component of the SA system. All other modules and support functionality, including student financials, student awards and financial aid and admissions rely on the smooth running of student records module. All student records are maintained in perpetuity to support requests for transcripts, degree verification and other alumni- and customer service-related functions. Data from the Registrar’s Office is used in reports and government claims submitted by the University to the Ministry of Training, Colleges and Universities.
Functional Project Development and Leadership Responsibilities
The incumbent is a member of the SA team and monitors and contributes to listserves relevant to PeopleSoftTM and the Higher Education User Group (HEUG/Alliance). The incumbent will have the opportunity to present project summaries at HEUG/Alliance or other relevant conferences. It is expected that the incumbent will spent 0.6 – 0.7 FTE towards SA related activities with specific lead role responsibilities for the following areas of expertise.
- The incumbent has a lead role, under the direction of the Manager, Records & Systems, in the cross-functional analysis, development, functional design and testing of the application software and new university-based student information projects. In this capacity, s/he works closely with stakeholder groups and technical staff on the Student Information Systems Project (SISP) to develop solutions that solve university-wide issues.
- Lead role in design and implementation of testing protocols for product enhancements related to pre-enrollment, scheduling, timetabling and examinations in PeopleSoftTM, and the InfosilemTM suite of products used for scheduling, timetabling and examinations.
- Lead role in functional design, testing and implementation of all production activity related to pre-enrollment, scheduling, timetabling and examinations.
- Reporting and documenting application problems to the Manager, Records & Systems, PeopleSoftTM, InfosilemTM and IST.
- Resource for PeopleSoftTM– and InfosilemTM-related inquires from other post secondary institutions.
Production Support Responsibilities
- The incumbent will participate in the development of business processes to accommodate the University’s requirements for enhanced customer services and administering policies and procedures managed by computerized student information systems and the design and creation of procedural documentation, training manuals and hands-on sessions for SA users as they relate to their area of expertise.
- The incumbent is responsible for directing maintenance of all activities related to coding associated with pre-enrollment, scheduling, timetabling and examinations in SA and the InfosilemTM suite of products. All modules in the University’s integrated SA data base are impacted by the tables maintained within the Student Records module.
- S/he is responsible for designing reports, queries and functional solutions to solve problems brought forward by our clients.
- The incumbent creates public queries and reports within SA and InfosilemTM that can be run on demand by various users to support their self-sufficiency.
- S/he must maintain a productive working relationship with managers and staff on the SA team, in the Registrar’s Office, Graduate Studies Office, Associate Deans, numerous Faculty and College based personnel who deal with scheduling.
- S/he supports, in a backup role, all production aspects of records keeping, academic progression, academic advisement and interfaces for undergraduate students and, in some cases, graduate students.
- S/he can provide functional supervision of the two Records and Systems Assistants
- The incumbent is a resource for questions from students, staff and faculty related to self-service systems.
The incumbent must have a sound knowledge of records policies and procedures, and must be familiar with all online systems related to maintenance of student records. It is essential for the incumbent to be knowledgeable in a variety of computer systems or languages in order to direct maintenance of the tables and manuals which support all student record keeping functions in the Registrar’s Office.
Statistical Data
Quest, the self service information system and PeopleSoftTM, the student administration system (SA) of the University serves the needs of approximately 900 faculty, 2100 staff, 24,000 full-and part-time undergraduate students, 3,000 full- and part-time graduate students and 125,000 alumni from 138 countries around the world. Student records form the basis for a government grant claim of $250,000,000 annually.
Specific Accountabilities
- direct solution design of reports, bolt-on solutions to operational records problems and production of reports and queries especially for, but not restricted to, pre-enrollment, scheduling, timetabling and examination processes
- resource on SR functionality in his/her specific area of expertise to other cross-functional users such as the Centre for Extended Learning, Graduate Student Office, IAP and key areas in the Registrar’s Office
- production control of security roles defining access to InfosilemTM and Quest for Faculty and Department scheduling representatives
- back-up for production control of security roles defining access for students, staff and faculty
- testing of upgrades, fixes and patches for the Student Administration (SA) system related to pre-enrollment and scheduling as well as testing of upgrades to the InfosilemTM systems
- take a collaborative role in testing of upgrades, fixes and patches for SA for undergraduate records
- reporting software application problems to the Manager, Records & Systems, PeopleSoftTM, InfosilemTM and to IST
- maintenance of the schedule for running any interfaces between Vision FMTM, InfosilemTM and Quest
- maintenance of the schedule for running any processes required for pre-enrollment, scheduling, timetabling and examinations in InfosilemTM and Quest
- take a lead role in the planning and delivery of training workshops, manuals and development of all user documentation information for his/her specific area of expertise
- provision of technical support to the Registrar’s Office related to use of the modules in SA for their specific area of expertise
- take a collaborative role in completing the government claim to the Ministry of Training, Colleges and Universities
- participate in a number of other activities for which the Office is responsible including Convocation, final examinations and such general and specific duties and assignments that may be determined by the Registrar
- The Records & Systems Analyst may be called upon from time to time by the Manager, Records & Systems to undertake special projects and tasks.
Working Conditions