1st STAGE OF SAINT PROJECT GOES LIVE

Staff within the Enquiries Office team have welcomed the new 'SAINT' system following its recent launch.

The office became the first area to receive the Enquiries module of the new student records system, which will be implemented across the rest of the University over the next two years.

The system, which featured in News and Views in November, aims to streamline current methods for collecting, processing and analysing data about Bradford students.

The Enquiries Office was established in September 2000 as a focal point for dealing and responding to enquiries to the University and deals with undergraduate, postgraduate, home and international enquiries. From January 2001 to March 2001 the office has responded to over 4,500 enquiries.

The team currently consists of a newly appointed Manager, Pam Gattaura plus three existing members of staff from Schools Liaison and Admissions, who have also retained some duties from their previous roles. Since November, Pam and Dean Woodhouse, of Management Information Services (MIS), with support from the 'SAINT' project team and MIS, have been working on setting up 'SAINT'.

Pam said: "One of my first briefs was to set up a tracking system for Enquiries and this was when I was introduced to the 'SAINT' project. Although the office already had a simple logging system, which we could have developed, it was felt it was more practical to investigate and develop 'SAINT'.

"It's been hard work, deciding on coding structures, deciding on how to link the data, deciding on how to make the best of the system, but it's been worth it."

Availability cross-campus is expected to provide wide access to an invaluable tool, which will help the University maintain accurate information from the recruitment of prospective new students through to their successful graduation and employment.

The 'SAINT' project uses software purchased from market leaders Strategic Information Technology Systems (SITS).

'SAINT' modules are expected to be delivered to Admissions in September 2001, then to the Student Records System and Credit Accumulation Management System in September 2002.

Project Manager, Philip Briggs, said: "Whilst the initial module is being placed live in the central enquiries area, the intention of 'SAINT' is to spread access across campus, with the ethos that data should be entered and maintained at the most appropriate location, kept up to date and not duplicated."

For further information about the project please contact the Project Manager Philip Briggs on p.j.briggs@bradford.ac.uk or visit www.bradford.ac.uk/admin/SAINT - the project website.

HOW THE SYSTEM CAN WORK FOR YOU
Enquiries Manager Pam Gattaura tells News and Views how the system has helped her Office.

On March 28 we went live with 'SAINT'and yes, it works. The benefits are ongoing but the main one for us is saving time.

We have now been live for over four weeks and have entered over 1500 enquiries. The team has quickly picked up the system. We originally had a system whereby we updated a database, created a letter and then the address labels - potentially entering the same data three times. Now we enter the data once, press a button and produce a personalised standard letter.

It has definitely streamlined our procedures. When you are dealing with approximately 1500 enquiries per month anything that saves you time is a welcome bonus.

The key benefits for us have been:
* We only key the data in once - before we were doing this up to three times. Once an enquirer has been created, their information will be available throughout the system i.e. in admissions, registration, etc.
* It saves time - one person can be generating the enquiry data whilst someone else can be sending the information out. The personalised letter gives you all the details of what needs to be sent to each enquirer.
* Standard letters and labels can be produced - no need to create time consuming mail merge documents.
* We can avoid duplication and hence reduce costs - the system provides a check as to whether previous contact has been made with an enquirer and provides a record of what information has been sent and when!
* Provides a complete record of all enquiry transactions and enables performance criteria to be monitored.
* Provision of Reports - creation of standard and customised reports for data analysis i.e. volume, areas of domicile for enquirers, courses of interest, etc.
* Follow Up Opportunities - focused (departmental) or general (institutional) mailshots.
* Tracking - conversion statistics of enquirers to formal applications (UG/PG).

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