The Department of Education is a government department in Victoria, Australia. Formerly known as the Department of Education and Early Childhood Development until January 2015 and Department of Education and Training until January 2023, the department is responsible for the state's education system.
DET Victoria currently uses a host of legacy systems to make up the Victorian Student Information system. The Student Insight programme is a multi-year digital transformation program to transform the way student information is managed at Victorian Government schools. It is digitising many paper-based processes to create a new way of working. Ultimately Student Insight will create a single record for each student, placing the student at the centre of their journey through the school system.
The goals and capabilities of the program include:
- Centralise student related data and processes with a focus on each individual student
- Enable Schools & central functions to share and collaborate on all aspects of student care
- Transform the student administration process
- Business insights capability for Schools and Central staff
- Student Insight has been and continues to be progressively co-designed with schools and central staff
- Efficiencies within Schools to allow School staff to focus on the children and not the admin
The engagement commenced with the Ingenuity team understanding the current landscape and legacy platforms at DE. A roadmap was produced sequencing out the capabilities that would provide the most benefits across Schools and the Department to be completed first. The first release was focussed on producing a digital Enrolment process followed by the digital 6-7 Placement Process - currently paper based and time-consuming processes across all Schools.
Our team integrated the overall Agile run program which was broken down into multiple (up to 6), parallel Scrum teams with each having a discrete but inter-connected area of responsibility. We have been running typical Agile rituals to run such a program at scale, including Daily Stand-ups by workstream, weekly Scrum of Scrums, Program level Stand-ups, Sprint Planning across workstreams, and technical shoulder checks. At the User Story level, these are refined in the workstream and then prioritized by Product Owners. Workstream Retros and Program Level Retros involving both the Technical and Business Teams are continually looking at ways the program can improve its execution.
The digital enrolment and the digital year 6-7 placement process was piloted to 18 schools in 2023. While it is early days, we are seeing significant efficiency benefits. For example, a 13-page paper-based digital enrolment form which previously took a school officer 45 minutes to re-key data is now only taking a few minutes. Full rollout is in progress to provide the digital process to all schools and obtain the benefits at scale.
The program has, to-date, achieved the successful transformation of a paper-based system to fully digital process using the Salesforce EDA model. It is currently live and in pilot mode with 18 schools undertaking their enrolment processes for both a primary and a secondary school year. The next committed phases of work (currently in development) is the expansion of the number of schools and years supported, as well as the ability to transfer and exit from schools.
“This engagement has been outstanding. Resources were skilled and experienced in the product, communicated regularly and were easy to work with. A very successful engagement, with no hesitation to engage the partners in the future." Edel David
Program Director Student Insight Program