Introduction
At UNIwise, helping our customers on their journey towards successful delivery of the digitalisation or improvement of their students’ assessment experience is of the utmost importance.
After having signed a contract with UNIwise, the customer will start the WISEflow Onboarding Project with an Onboarding Expert from UNIwise. The onboarding project consists of three phases after contract signing: Project Planning, Onboarding & Transition into Business as Usual. Our article on WISEflow Onboarding describes the full WISEflow Onboarding Project in rich detail.
In the present article, we provide a shorter overview of which activities the customer can expect during the onboarding phase of the WISEflow Onboarding Project:
- Licence Configuration & System Integration
- WISEflow Training
- Project Team Meetings
Before starting the onboarding phase, we advise the institution to setup the appropriate institutional organisation with a core project team, super user group and steering committee. More information can be found in this article (link to Organising the Onboarding project).
Activities in the Onboarding Phase
Below you will find an overview of the three main activities in the onboarding phase.
After a successful execution of the kick-off meeting in the Project Planning phase, the project moves into the Onboarding Phase where the first engagement between the customer and UNIwise will focus on Licence Configuration and System Integration.
Purpose
There is one Licence Configuration and System Integration meeting, with the purpose of handing over the WISEflow licence to the customer and make sure WISEflow integrates with the surrounding system landscape to cater for efficient assessment workflows in the institution.
Prior to the meeting, the customer receives a survey on institutional information needed to setup the licence. The Technical Expert will go through this survey in the meeting. The licence will be setup shortly after this session. By handing over the licence this early in the process, the customer can start exploring WISEflow and try out the functions and features from the beginning.
The duration of this meeting is approximately 1,5 hours.
Participants
- UNIwise Onboarding Expert
- UNIwise Technical Expert
- The institution’s project team including a representative who knows about the institution’s integration needs
Content
- Licence presentation: Online presentation of the configuration and content of the WISEflow licence and
- System Integration: Overview of the WISEflow API and possibilities for integration, Authentication, SSO and Similarity Service
Purpose
The onboarding expert will deliver a tailored training plan to fit the customer’s needs in advance of the first assessments or exams.
The average duration of each of the four training/consultancy sessions is 1,5 hours.
Participants
- UNIwise Onboarding Expert
- The project team should appoint a group of trainers who will become WISEflow super users and be the institution’s trainers going forward – it can be a different group of super users for each training depending on the area of expertise
Content
UNIwise will schedule four training/consultancy sessions tailored to the institution’s training preferences; either a combination of flexible eLearning courses and consultancy sessions or four regular training workshops.
Training will be conducted by the Onboarding Expert covering a range of WISEflow topics grouped into the four main areas of WISEflow: Licence Admin & Supporter, Managing & Invigilation, Author, Marker & Reviewer.
Purpose
To ensure close collaboration throughout the onboarding phase, Project Team Meetings are scheduled bi-weekly between the Onboarding Expert and the institution’s project team to check in on the progress of the onboarding project.
The duration of each project team meeting is approximately 45 minutes.
Participants
- UNIwise Onboarding Expert
- The core project team
Content
All topics related to the implementation of WISEflow can be discussed in these meetings. It might be regarding how WISEflow best supports certain institutional processes, progress in the implementation project plan, training preparation or outcome, integration questions etc.
The First WISEflow Exam/Assessment
All activities in the project planning and onboarding phase are designed to prepare the institution’s project team to plan and execute their first WISEflow assessment or examination. The Onboarding Expert will help the project team prepare for this important milestone of the project to make sure it runs as smooth as possible.
This marks the end of the onboarding phase, which will be evaluated as the project moves into the transition phase into Business as Usual, which is explained in this article (Link to end of onboarding project article).