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Summary

Summary

Education: Admissions In Year Citizen Portal - Implementation Package

Interested in learning how to manage In-Year applications with the Citizen Portal for Admissions and Transfers? Fill out this training request form.

The Citizen Portal for Admissions and Transfers is a powerful extension to the core A&T Module. A convenient online self-service portal for all school applications across your authority. It simplifies the whole process, empowering parents and carers by giving them access to what they need. Typically, it is used for end of phase transfers, but it can be configured to manage In-Year applications.

Session 1 (On Site): Project Launch

Key Prerequisites

  • Location for a meeting with access to screen
  • Access to a workstation with full access to MRI Education Test, with system admin rights for V4 Client, A&T Backoffice and the Citizen Porta

Objectives

  • Review the scope of the functionality and for all parties to understand how they will benefit, and what the challenges maybe
  • Identify time and resources needed to support the implementation

    Audience

  • IT Support – to check and review Technical environment if this a new implantation of the Citizens Portal for School Places
  • Admissions Managers to understand their service needs
  • Support – impact on MRI Education and reporting and support

    Standard Agenda

  • Demonstrate the module for a Parent, and integration with the back-office
  • Review the RAID log and Technical Pre-requisites, allowing for IT support to understand how The Citizen Portal integrates if this is the first module to be used in the Citizen Portal
  • Review the requirements how the Admissions and Transfer Process In Year applications
  • Test access to the Test environment to check for any missing configuration that will delay successful set up of the Test environment.

Outcomes

  • All parties have a mutual understanding of the scope of the software, the service requirements, and resources needed
  • Test environment is ready for setup and configuration

    Session 2 (Remote): Configuration of Test

    Key Prerequisites

  • Key contact for the Knowledge Specialist to contact who has full systems access to the V4 Client, Online Client, and access to Crystal or permissions to run reports
  • Key contact has can participate in MS Teams, and Webex meetings

    Objectives

  • Set up the Test Environment
  • Skim test it works form Parent application to import into MRI Education

Audience

  • MRI Education coordinator or Key contact with full access to MRI Education
  • Admissions team lead be available for any key questions
  • IT support be available to contact for IIsrests if required

    Standard Agenda

  • Configure A&T Backoffice and Bases
  • Configure the Citizen Portal for School Places
  • Skim test – Registration, Application, Process in the Back Office

    Outcomes
  • Test system is working end to end, ready for training

Session 3 (Onsite): User Training for UAT

Key Prerequisites

  • Key contact for the Knowledge Specialist to contact who has full systems access to the V4 Client, Online Client, and access to Crystal or permissions to run reports
  • Users have access to Test for both the A&T BackOffice, Citizen Portal and emails.
  • If emails are not active in test users will been to register as parents prior to the session to allow for accounts to be activated, users may also prefer to you’re a non-work email account to test access from outside the office.

    Objectives

  • Understand the parents experience
  • Know how to match and process applications
  • Have a clear view of what they want to Test during acceptance testing

    Audience

  • MRI Education coordinator or Key contact with full access to MRI Education
  • Admissions team

    Standard Agenda

  • Registration and orientation within the Citizen Portal
  • Making an application
  • Matching and importing – how it works and behaviours
  • Finding and manging parent enquires
  • Responses to parents

Outcomes

  • The admissions team are confident to test
  • Feel confident to invite other colleagues to make parent applications
  • Commit to testing

Session 4(Remote): User acceptance review

Key Prerequisites

  • Key contact for the Knowledge Specialist to contact who has full systems access to the V4 Client, Online Client, and access to Crystal or permissions to run reports
  • Able participate in MS Teams, and Webex meetings
  • Have a log of queries ready for the meeting

    Objectives

  • Review the UAT log
  • Confirm and agree text changes to the Live environment

    Audience

  • MRI Education coordinator or Key contact with full access to MRI Education
  • Admissions team

    Standard Agenda

  • Registration and orientation within the Citizen Portal
  • Making an application
  • Matching and importing – how it works and behaviours
  • Finding and manging parent enquires
  • Responses to parents
  • Check Technical Pre-requites for Live

Outcomes

  • The admissions team are confident to go live

    Session 5 (Remote): Configuration of Live

    Key Prerequisites
  • Key contact for the Knowledge Specialist to contact who has full systems access to the V4 Client, Online Client, and access to Crystal or permissions to run reports
  • Key contact has can participate in MS Teams, and Webex meetings

    Objectives

  • Set up the Live Environment
  • Skim test it works form Parent application to import into the MRI Education

    Audience

  • MRI Education coordinator or Key contact with full access to MRI Education
  • Admissions team lead be available for any key questions
  • IT support be available to contact for IIreset if required

    Standard Agenda

  • Configure A&T Backoffice and Bases
  • Configure the Citizen Portal for School Places
  • Skim test – Registration, Application, Process in the Back Office

Outcomes

  • Live system is working end to end, ready for the public. Note once setup the Module can be switch off, until the official launch.

    Session 6 (Remote): Post Go Live Applications

    Key Prerequisites

  • Key contact for the Knowledge Specialist to contact who has full systems access to the V4 Client, Online Client, and access to Crystal or permissions to run reports
  • Able participate in MS Teams, and Webex meetings

    Objectives

  • Review applications made by the public
  • Answer any queries the Admissions team for supporting parents

    Audience

  • MRI Education coordinator or Key contact with full access to MRI Education
  • Admissions team

Standard Agenda

  • E-applications and enquiries
  • Matching and processing conflicts
  • Checking for anomalies
  • Validation of E-applications

    Outcomes

  • The admissions team are confident they are handling applications correctly