Your New Student Management System

Welcome

The UWI Open Campus is preparing to launch a new Student Management System to align with the wider University’s new student portal - My UWI My Campus - via the CampusEAI system.

The new student portal has been carefully designed to improve our student-customer satisfaction and service efficiency across the board for all registered UWI students.

With the implementation of the new system, all UWI staff and students would be impacted. So it is important to familiarise yourself with the steps to learn how to navigate the new CampusEAI system.

All students (including face-to-face students at Open Campus Country Sites [OCCS] across the region) will now have to login to the CampusEAI portal to access services from the Open Campus.

Staff also would need to login to the CampusEAI portal to access all online services.

The older Open Campus Management System (OCMS) will still be the authoritative system for student records until around December 2016.

Overview

Improved access, action, response and support for student services. Increased productivity, student management and growth across our distributed geographical environment. These are just some of the great benefits that students and staff of the Open Campus will gain by using our improved Banner ERP student and administrative system.

Simply put, the new student management system will streamline all of our internal administrative and academic processes in key areas such as student management, finance, teaching and learning, supplies, and data management. The new Banner ERP system will help us do these activities, among others, with its faster, simpler and smoother design.

Although much in the newer system will be familiar through still-current Banner elements, you will still have to learn to navigate and learn about new elements within the upgraded system. This will take time and patience. There will be challenges, but, in the end, it will all be worth it.

Better data management will improve service efficiencies to our valuable student-customers across the Open Campus, and with our sister UWI campuses. Our students benefit directly from all our unified processes as we grow into a more responsive, cost-effective and profitable organisation.

By connecting UWI Open Campus employees, students, partners, suppliers, and other customers online, the new Banner ERP system fast tracks all our student administration and related exchanges within and outside the organisation.

We hope that this website will help you to understand the new and improved Banner ERP system as it rolls out in stages over the next year.

Message

Dr. Luz Longsworth
Pro Vice-Chancellor and Principal


Dear Students and Colleagues,

As we move forward to improve our brand of online, on site and on demand educational services, we are implementing an improved Banner system to align with those on our sister campuses at The UWI as we move towards a ‘One University’ student portal.

This development is to ensure that we remain relevant and responsive to the needs of our students. So, over the remaining months of 2016 and into the first months of 2017, our current Campus’ student management system will be upgraded. This new space allow us to facilitate and support a more responsive and vibrant learning environment for all of our students.

Our responsive programmes and courses equip our students with highly industry-relevant skills and knowledge, preparing them to compete within a global economy. This new student management system was therefore developed to align with our vision to be a campus of enterprise and innovation for our students and other stakeholders.

As with the introduction of anything new across an organisation, our new Open Campus Banner ERP student management system will certainly bring its own sets of benefits and challenges. The benefits are many – i.e. more billing efficiencies, better student management including, enhanced recruitment & admissions, easier registration & curriculum planning, improved Moodle Interface, upgraded access to student and GPA records, and better Graduation processes.

Of course, there will be ongoing and unexpected challenges that we will encounter as we begin to become more familiar with the new system. However, I have full confidence that we will work through these challenges with support, as well as embrace and welcome all the benefits as we learn to manage our own information and data within the system.

As we learn about, hone, and test this system, we call upon you to read about, watch and embrace all the information about it as it is rolled out over the next several months across the campus. So please look out for more alerts about the training times and training videos for both Open Campus students and staff as these are developed. These will make it easier for you to follow and learn about our new system.

We appreciate your patience and feedback as we work together to be an education hub of The UWI that meets the learning needs of our students, staff, industry and community in an authentic learning environment and with a holistic learning experience.

I invite you to explore the campus’ new student management website at www.open.uwi.edu/myoc-portal and discover how our new student management system will impact you. It promises to make our jobs and the campus experience of all our students so much better.

Warmest Regards,
Dr. Luz Longsworth

Ms. Sheryl Whitehall
Chief Financial Officer


Dear Students and Colleagues,

The implementation of the Student Banner system in the Open Campus will have a positive impact on the way we operate in the Office of Finance and in the services we provide to our students.

The new system will facilitate the registration of both our online and face-to-face students. It will permit the assessment of fees for both categories of students using one centralised system. The assessed fees will be captured in Banner Accounts Receivable (AR) module with automatic links that interface with Banner Finance.

The Office of Finance will now have a registration system which integrates completely with our Banner Finance System. This will reduce the percentage of transactions processed manually in our current processes and allow for a more transparent, effective and centralised service to all our students and staff.

We look forward to

• Increasing efficiency and effectiveness of our business processes
• Enhancing our ability to manage and account for our Accounts Receivable and Revenue
• Increasing the accuracy of student financial records
• Improving our delivery of timely reporting
• Using our real time cash balances to enhance treasury management

Enhancing the student’s experience has been an important driving force behind the implementation of this new system.

In addition to the existing payments option, students will now have the ability to pay their fees online using their credit card or visa debit card.

This system will allow students to view their generated fees online once the registration process has been completed and all payments made towards their accounts via Self Service Banner.

As we move forward with the implementation of this new system, we will keep you informed so that we manage any challenges that we may encounter in order to resolve them and ensure a smooth transition for our staff and students.

Ms. Sheryl Whitehall,
Chief Financial Officer

Mr. Howard Brown
Guild President


Message from the Student Guild,

On behalf of the UWI Open Campus Guild of Students, it is indeed a privilege to extend gratitude to The University of the West Indies (UWI) Open Campus Leadership and Management Teams for always seeking to enhance the methods of communication and service delivery to all stakeholders of this Campus. One of such would be through the implementation of the Banner Enterprise Resource Planning (ERP). Already, students have shared their sentiments on how the system is user-friendly and will encourage more students to operate in the online world of studies.

The Guild is pleased to hear the many compliments from our students, even with a few issues and hitches. Nonetheless, with a firm assurance to us about their commitment to the students, the University’s technical team is currently resolving these issues to ensure that our students are equipped with the necessary resources to enhance our Open Campus experience.

The Banner ERP will facilitate efficient service delivery through faster registration, better academic management, and the payment of tuition fees online. All these improvements are highly welcomed by our students.

We would like to take this opportunity to wish our Principal, Dr. Luz Longsworth, and the Open Campus team, every success with the implementation and management of our new Banner ERP Student Management System.

Let us all continue to contribute in order to make The UWI Open Campus the best model for online, face-to-face, and blended studies in this Caribbean region, and by extension, the world.

Yours respectfully,
THE UWI OPEN CAMPUS STUDENT GUILD

President (2016/2017)
Howard Brown

Executive Members (2016/2017)
Rayon Walters (VP) | Krystyan Russel (VP) | Kedejah Green (Secretary) |Karen Carlton (Treasurer) | Abigail Liburd (PRO) | Dwayne Simon (PGR) | Natasha Jervier (GCC) Trevor Queeley(CLO) |Rhona Riley ( RO)

About the Banner ERP Project

The Open Campus of the University of the West Indies (UWI) initiated the Banner Enterprise Resource Planning (ERP) Project as part of an effort to transform the student-related administrative processes that support the teaching, and administrative functions of the Campus.

The project includes the implementation of a new student information system and dependent technologies that are mission critical, as well as activities pertaining to the re-engineering of institutional policies and processes.

The implementation will improve the student access to The UWI Open Campus and increase capabilities for administrative services through implementing a single vendor ERP solution that replaces several legacy administrative systems and paper processes.

Purpose

To provide the Open Campus community with

• an efficient and effective student information system that supports the University's 2012-2017 Strategic Plan

• a more efficient integration with new and existing systems

• a way to adapt to growth and change and to facilitate student success

Objectives

• To provide all students with one identity across all campuses allowing their past, current and future course work to move seamlessly across the Open Campus, Open Campus Countryside Sites (OCCS) and the UWI campuses at Mona, Cave Hill, and St. Augustine.

• To develop data standards and change management methodology focused on cultivating system ownership among a strong user community.

• To mold these standards and methodology to operate within a framework that promotes exceptional customer and intuitive self-service for the students.

Benefits

• Modernised technology

• Centralised/integrated systems

• Improved functionality

• Improved access to data

• Improved efficiency

• Improved usability

• Improved security

• Updated functional policies

• Enhanced online payments

• Improved reporting

• Reduced redundancy of data

Expected Results

• Conversion of years of historical data and operations from OCMS, OCCS various systems and paper to Ellucian Banner (i.e., Banner General, Student and Banner AR).

• Implementation of supportive infrastructure and technical services

• Implementation of related ancillary systems (CampusEAI Portal, Argos, Intellicheck, Touchnet, Form Fusion - Evisions)

• Development of relational data warehouse and real time reporting structures

• New solutions for identified constraints with refined and sufficiently documented business processes across functional/technical and departmental areas

• Implementation of a change management process to use for future enhancement/changes to the system

• Elaboration of a sound policy for data standards to be used for all UWI campuses

• Provision of improved data integrity and access for University constituents,

• Enhanced ability and accessibility for UWI to respond and report quickly and accurately to auditors and other agencies

• Integration of billing and payment processes from Banner Student to the Banner Finance module and General Ledger processes.

Student Videos

All Current and Future Students of The University of the West Indies (The UWI) Open Campus are being advised to familiarize themselves with the new navigation of the Student Portal.

The important section related to Registration and Student Billing will be live to ALL eligible students (face-to-face and online) on January 3, 2017. Students may view the informational videos about the new student management system below.

New UWI Open Campus Portal Video

Log In: New Student Portal

Reset Password: New Student Portal

Registration: New Student Portal (Updated)

Online Payment: New Student Portal

Moodle and Grades: New Student Portal

Frequently Asked Questions

Student Questions

What is the my.uwi.edu student portal and how does it differ from the my.open.uwi.edu portal?
Welcome to your my.uwi.edu student portal. We are sure you will enjoy this single space where you have access all your student resources from whichever UWI campus where you are registered. You will log in to this space and then it will direct you to select your campus – Cave Hill, Mona, Open, or St. Augustine – to login to your own specific student portal.
If you need any further assistance or encounter any problems, please feel free to send an e-mail to your campus webmaster or helpdesk.

How do I login to the portal?
To login to the portal, you must be a registered UWI student. These username and password provided to you to gain access to other services such as wireless network, computer labs or myOC or e-learning can also be used to log in to the portal.

What is my username?
Your username is your student ID number

What do I do if I forget my password?
See the relative campus information to the right of this page on how to reset your password.

Can I access the portal from off campus?
Yes. The portal can be accessed from anywhere off campus or off local sites. All that is needed is an Internet connection.

Why do I receive a message about secure and non-secure items when I use the Portal? What should I do?
Click to acknowledge the message. Some of our portlets pull in information from external sites (RSS feeds / Top Stories, weather, verse of the day, video etc.) and this information is not encrypted. That's what generates the warning. This error happens mostly when using Internet Explorer browsers

Staff Questions

How Does Banner ERP Improve My Workload?

1. More work can be done at a faster rate throughout the Campus. User productivity increases with a more intuitive and easier user interface that will speed up the embrace of the system.

2. More usable data will be accessible to more users across the Campus to track key performance indicators.

3. More control will be had over the Campus’ automated workflow processes to eliminate inefficiencies, ensure compliance, and streamline operations through end-to-end integration.

4. More user control will allow you to better evaluate risks, collect data, monitor performance and do reports with enhanced working tools in real-time.

5. More options will be available to serve the Campus’ student-customers better. Employees will have faster and simpler access to more information and options for issues resolution and quicker responsiveness.

6. More techniques will be at hand to increase cash flow/revenue and invest in student and Campus development with better control of costs across all processes.

7. More opportunities will develop to expand into new markets or geographies to increase capacity, implement new student billing processes, manage new business partnerships, or expand to new geographies with the system’s more flexible financial management solution.

Support Services

Support Services & Systems
http://www.open.uwi.edu/help/support-services-systems

For your Online Assistance
helpdesk@open.uwi.edu

Problems with the website?
To report broken links, or any other technical issues relating to any UWI website, please email: webmaster@open.uwi.edu