How it works
Live in about 16 weeks, with full scope by about 24
Week 0 is the day data access is approved, after your agreement, privacy impact assessment and security review. We start with your student system, prove the numbers against your official reports, then add other systems.
Two waves of data
Wave 1: live by week 16
Your student system
Students, programs, applications, enrolments, course offerings, credentials, academic history, the academic calendar and status history.
Unlocks: Revenue at risk, enrolment, success and retention, and the registrar action centre.
Wave 2: added by week 24
Your other systems
Finance and student accounts, the learning system, CRM and advising, financial aid, and extensions and exceptions.
Unlocks: engagement and unpaid-balance signals, outreach outcomes and aid analysis.
What happens, phase by phase
Before week 0 · typically 1–4 months
Approvals
Data-sharing agreement and privacy impact assessment, security review, and the go-ahead for data to flow.
Weeks 0–2
Kick-off
Name the team, agree the first-release dashboards and the Wave 1 tables and file format.
Weeks 1–6
Wave 1 data
Encrypted file drop, a linked sample extract we profile and check, then the full history load.
Weeks 3–12
Map and configure
Weekly code-mapping workshops starting from our defaults, business rules sign-off, settings, users and access.
Weeks 10–16
Prove it, then go live
Nightly loads, a parallel run of at least four weeks, reconciliation with your official reports, training and sign-off.
Weeks 14–24, then ongoing
Wave 2 and beyond
Connect and reconcile your other systems, then a change process and quarterly reviews.
Timing depends on readiness
| Your situation | First release | Full scope |
|---|---|---|
| Ready: standard student system, extract owner in place, quick decisions | about 12 weeks | 16–20 weeks |
| Typical: the plan we quote by default | about 16 weeks | about 24 weeks |
| Complex: custom tables, several campuses, slower approvals | about 20 weeks | 28–32 weeks |
What we ask of you
- An executive sponsor, a registrar lead, an IT extract owner and a data steward
- About 2–3 hours a week from the registrar lead in weeks 3–12
- A nightly file extract to the secure drop, after a one-time history load
- Decisions on code mappings and business rules
What we do
- Set up the encrypted drop and nightly loads, in Canada
- Profile your data and run checks on every file
- Start from default mappings and rules, so workshops confirm rather than begin from scratch
- Reconcile the numbers with your reports before anything goes live
Take the plan to your team
A one-page summary of the waves, phases and steps, ready to share.