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Queen Mary's College, University of London
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Preparation and creation of the
functional requirements for a
new student information system
Challenge
Oakleigh was appointed by Queen Mary's College to assist with the preparation and creation of the specified functional requirements for a new student information system as part of the procurement exercise being undertaken by the College.
Solution
We conducted a number of workshops held with Special Interest Groups (SIGs) in which the existing business processes were documented along with their different strengths and weaknesses. The outputs of these workshops were reports outlining the current issues and functional requirements needed within a new student information system pertaining to that particular SIG.
As a result of our work from the mapping exercise, we were appointed to draw up the specification for the Invitation to Tender (ITT), which included recommendations made as a result of the mapping exercises, and to evaluate the responses from software suppliers to this ITT.
As part of the evaluation process we were commissioned to:
- Devise an evaluation model for suppliers' submissions.
- Conduct a detailed analysis and assessment of the proposals made by four short-listed suppliers.
- Present a comprehensive written report that comparatively analysed the merits and weaknesses of each supplier's proposal and made recommendations to the University as to the lines of enquiry it might pursue is subsequent discussions.
Outcome
The University has proceeded to move to the selection of its preferred supplier.
"Over the past two years we have used Oakleigh Consultancy on a number of occasions specifically for our procurement of a new Student Information System (SIS).
As a fairly traditional HEI, Queen Mary recognised there were some areas where external consultants could add value and after research in the market and conversations with other HEIs, Oakleigh Consultancy became the preferred choice for the College. It is a choice that the College feels fully justified with as the quality of work produced has been to a high professional standard.
Two examples of where we have used Oakleigh are:
- Requirements Gathering
- Marking the responses to the ITT
Both pieces of work were conducted on time, to cost and to a high standard. What is more revealing, however, is the feedback from those involved in the requirements gathering work. Without exception, there was unanimous praise for how the sessions were conducted and the requirements elicited.
This was amply born out by the subsequent review of the requirements from staff, College wide. Their experience brought to bear on a critical part of the procurement process was a decisive factor in producing a comprehensive Statement of Requirements.
The College's methodology used in marking the responses to the ITT included an overview analysis of how each bidder responded as well as an appraisal of other selected criteria in the bids: pricing, service levels, support etc.
We engaged Oakleigh to produce a summary report covering these areas. The resulting report was clear, concise, very informative and, most importantly, easy to read. Suggestions to the College were made that were founded on an understanding of the HE market as well as an in depth knowledge of the suppliers involved.
The Oakleigh staff we have come in contact with have been conscientious, unobtrusive, polite, knowledgeable and always willing to help. We shall be using them again."
Project Director, QMUL
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