Rae Pinfold of EIT is also a very experienced user of Artena. In 1992 she was working
with Aplus, and was there when Artena was implemented at EIT, in 1998.
In 1992 the student management database was called Aplus and not a bit like the current Artena. After coming off an excellent system especially written for Hawke’s Bay, Tairawhiti, Wairarapa and Wanganui Polytechnic’s, it was a bit of a shock. Initially I received little training and it was a case of getting the manual out, sitting for several weekends and trialling how Aplus worked. It was a horrendous experience.
However, the benefits were in having a system used by a group of other polytechnics, with the substantially reduced costs. The User group was very knowledgeable and gradually I soaked up loads of information from other users. Working with a collaborative group on the direction of our SMS was, and still is, a real plus.
In 1998 EIT was asked to pilot the new SMS system now named Artena. The implementation was well planned by a team of staff across EIT. A business analysis of EIT’s processes was documented and a Visio (diagram) produced. From this, Prescribed Teaching, reporting, security and training was planned and implemented. The Executive team lead the implementation and there was ‘buy in’ across the Institute. A “SMART” Group was formed to carry on the direction of Artena. The SMART team continues today, still lead by Senior Management and remains a key factor to our success in managing our database.
At first there were difficulties, as often there are with new software. Slowness was a major issue. We discovered after the 7th person logged on, the system came to a virtual standstill and we were only enrolling five students per hour. The slowness was overcome with the purchase of new computers for all Artena users.
Artena Version 7 was much improved ...
Artena Version 7 was much improved, especially in the finance module, the system manager, academic records and reporting. Qualifications could be set up for programmes, which allowed for completion reporting. It allowed for flexibility in that each Institute could set up its own business rules. Enrolling through the ‘live form’ and adding the components (courses) and invoicing through the study contract pages was so much quicker. The ability to add cohorts and classes helped each Institute to choose how they used the functionality.
Over the years additional modules were added to take care of the ever growing TEC, NZQA reporting, transfers of data to Study Link and NSN requirements. Artena 7 became a very stable product.
Artena 7 was written in Delphi and as the years went by, despite upgrades it became ‘spaghetti like’. Developers were becoming very scarce as software had moved rapidly forward, so the SMSS board made the decision to rewrite to our current system (Version
9).
All users had input into Version 9 with meetings of experts in each module. From these meetings the specifications were written and often Users sat alongside the developers as it progressed. It was a huge learning curve and it gave me an insight into the work our developers did for us. All very bright young men and women and their dedication to the project was amazing. Many of them worked hours into the night and their weekends. Users spent many days testing functionality in Wellington prior to Artena being released.
We couldn’t believe all the ‘bells and whistles’ of the system
We couldn’t believe all the ‘bells and whistles’ of the system or the ease of manoeuvrability. The tab pages and the use of colours have lifted the system into a new era. The “Help” documents are great and are easy to follow.
The ‘magic change’ in Version 9 for me, was to the student finance debtors tab pages. The changes in development simplified the users view to all the details of invoices, credit notes, refunds, and GL transactions.
Version 9 saw the Enquiries module developed within the system and links made to Offered Teaching. This has enhanced our ability to follow enquiries to applications, and applications to enrolments. Telemarketers have been able to follow up with lists of applicants and this has been a real plus. We now have the ability to report from the first point of enquiry through to the student sitting in class.
Upgrades to Artena are no longer ad hoc and are well planned. The testing carried out at SMSS is much improved with releases no longer having the errors we once experienced. The Helpdesk is manned with knowledgeable staff who are willing to discuss any issues and are helpful at all times.
The merger of our Tairawhiti and EIT databases in 2011 went tremendously well. The staff at SMSS and a team here at EIT ensured there was no down time and it was business as usual on the following Monday. It was a real credit to those involved.
Have you moved through a series of different roles during the time you have been
using Artena?
Over the years like many others, my role has grown as TEC, Study Link, NZQA and EIT’s needs have evolved. I started at Hawkes Bay Community College in February 1986 as a part time Receptionist/Enrolment Officer. Everything was written by hand and we finished with 400 efts that year. I didn’t know how to turn a computer on.
Over the years I have been lucky enough to see EIT grow up and develop into the fabulous campus we have today. I have also been lucky to work with great teams of people at all levels, who have been willing to share their knowledge and skills. My position seemed to increase and grow around me and I now look after all the Registry functions, set up the system manager, prescribed and offered teaching plus the financial accounts and fees. My team of wonderful ladies also look after the enrolments, ERS, fee collection and batching, balancing of the student debtors, Study Link transfers and NSN data.
What's your best tip for a new Artena user?
My best tip for new Institutes implementing Artena would be to plan well – form a “Smart (Student Management Artena Group)” to drive your business and get the best out of the database. The Prescribed Teaching Register is the spine of the system and should be developed by senior staff with wide experience in all things academic.
Tip for new Users to the system – get to know both TEC and your Institutes regulations, and how they relate to Artena and reporting. When you are established in your own area of responsibility, seek an overview of all Artena modules and the functionality within the system. This will give you a greater knowledge of the links between modules/tab pages, and greater awareness of the importance of having error-free data.
Lastly, set up your own support network at your Institute and with users from other Institutes. There is a wealth of knowledge outside the gate. Don’t be afraid to call as the Users of Artena are only too willing to help you.
Rae Pinfold, Eastern Institute of Technology (EIT)
Watch for further updates. In future newsletters will be contributions from Terry Egerton, SIT, Joan Taylor, NorthTec and Sally Ridgway, Laidlaw College.
