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Ready, fire, aim! A bold approach to implementing a campus portal

Ready, fire, aim! A bold approach to implementing a campus portal. Rick Bunt Jonathan Moore-Wright Lea Pennock Sharon Scott Todd Trann University of Saskatchewan. To be courteous to others, please turn off all cell phones and pagers.

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Ready, fire, aim! A bold approach to implementing a campus portal

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  1. Ready, fire, aim!A bold approach to implementing a campus portal Rick Bunt Jonathan Moore-Wright Lea Pennock Sharon Scott Todd Trann University of Saskatchewan To be courteous to others, please turn off all cell phones and pagers.

  2. Acting boldly and seizing their chanceWith no promise of funds in advanceA team of mere mortalsUnacquainted with portalsPut one in by the seats of their pants.

  3. PAWS - Personalized Access to Web Services Ready, Fire, Aim!

  4. Presentation Outline • Background; institutional need • Project strategy and services • Challenges • Lessons Learned Ready, Fire, Aim!

  5. The University of Saskatchewan • Located in Saskatoon • Medical-Doctoral University • 18,000 undergrads, 2,000 grad • 7,500 faculty and staff • 14 colleges and schools with a full range of programs Ready, Fire, Aim!

  6. Our ERP Timeline • May 2002 – Approval for SI project; selection process begins • November 2002 – RFP issued • May 2003 – Banner selected • June 2003 – Contract signed; project planning begins • September 2003 – PAWS launched • May 2005 – Finance rollouts • Dec 2004 - April 2005 – Student rollouts Ready, Fire, Aim!

  7. The need for a portal • What we had: • Institutional readiness • Existing work • Lists of desired services to deliver • What we didn’t have • Process to implement • Support (read: budget) • uPortal chosen as way to “break in” • Then, along came Si! Ready, Fire, Aim!

  8. The Luminis decision • Serendipity – Luminis came as part of SIS replacement project • Not our first choice, but a good one: • Leveraged uPortal knowledge • Provided vendor partner • Project credibility Ready, Fire, Aim!

  9. Project Strategy • First tangible deliverable of large-scale SIS replacement project • We required a bold approach • Tight scope, focus on quick wins • Nimble governance, “just-in-time” project management • Evolutionary budgeting • Staged rollout Ready, Fire, Aim!

  10. Org Structure and Governance • Need to engage and involve the campus • Need to clarify • Stewardship of content, roles, communication, users, permissions… • Responsibilities for data, images, policies Ready, Fire, Aim!

  11. May 03 Sep 03 Mar 04 NOW Project Timeline Email MyGrades Calendar 3.1 Upgrade Tech training Faculty Pilot 3.2 Beta Implement MyFiles MyFees Train Users New Server Plan Sign Contract SoftLaunch Loud Launch 3.2 Upgrade Adjustments Banner Prep MyTaxForms Courses Groups Ready, Fire, Aim!

  12. Functionality & Services • Just-in-time delivery: leverage existing work • Out-of-the-box functionality • Email, calendar, groups, courses, announcements • Grab the “low-hanging fruit” • RSS, XML, WebProxy, CPIP • Throwaways Ready, Fire, Aim!

  13. Things don’t always follow the plan… Rick, The portal is not yet live due to an unforeseen requirement to re-install the entire portal… —Todd Ready, Fire, Aim!

  14. Many Challenges • Both technical and organisational • Portal is a great “exposer of existing issues” • Enterprise-wide coordination Ready, Fire, Aim!

  15. Authentication • Issues • Centralised authentication • Login credential distribution • Strategies: • Leveraged previous work to establish a campus-wide identifier • Chose LDAP, maintained via existing management system Ready, Fire, Aim!

  16. Email • Issues: • Multiple existing services • No central directory • Coincident email system upgrade • Strategies • “Bless” one system, guess for the rest • Go live with old email server Ready, Fire, Aim!

  17. Instructor Data • Issues • No instructor data for >5000 class assignments • Many existing manual processes and applications • Negative impact on MyCourses • Strategies • Opportunity for change • Collect with “throwaway” application Ready, Fire, Aim!

  18. Eligibility • Issues • How to assign and control access to services? • Who is eligible for portal access? • Strategies • Calls for clear definition of roles • Use existing account management system • (Continually) redefine “university community” Ready, Fire, Aim!

  19. Defining responsibilities • Issues • Not “just an IT problem” • No clear responsibility for communications • Strategies • Establish “Content Lead” • Clearly separate responsibilities (management, steering, operations) • Co-development model Ready, Fire, Aim!

  20. Staffing • A special challenge: no budget for staff. Relied on “contributed” resources • Core skills needed: • Technical lead, systems and database admin, developers • Content lead • User support and training Ready, Fire, Aim!

  21. A quick look at PAWS… Ready, Fire, Aim!

  22. Ready, Fire, Aim!

  23. Ready, Fire, Aim!

  24. Ready, Fire, Aim!

  25. 1-Sep-03 1-Dec-03 1-Mar-04 1-Jul-04 1-Sep-04 End of term Classes resume Loud launch Spring break NSID distribution Christmas break Soft launch Ready, Fire, Aim!

  26. In retrospect • Our bold approach paid off • Clear vision, build the plan as required • Leverage existing work • Staged rollout, to everyone Ready, Fire, Aim!

  27. In retrospect • Changing processes takes time • Some architectural challenges • Test vs production environment • All on one server (scale) • Banner SSO • Email not the carrot we thought • Open-source vs vendor Ready, Fire, Aim!

  28. Now What? • Tie-in to Banner (Student and Finance) • WebCT integration • Integration – legacy middleware and role of LDIS • Enhancements to Luminis • More services • integration with legacy systems (eg. PS HR) • New channel development Ready, Fire, Aim!

  29. With PAWS, we are… • Responding to expectations • Building a base for additional services and new audiences • Facilitating faculty adoption of technology • Enhancing U of S reputation • Leveraging existing brand awareness Ready, Fire, Aim!

  30. With PAWS, we are… • Communicating more effectively with all constituents • Targeted messaging – reduced email clutter • Building communities of both users and content providers • Continuing to work with our vendor in feature development • Proving value through usage – the system sells itself Ready, Fire, Aim!

  31. Lessons Learned • Set appropriate governance • Take advantage of quick wins • Be ready • If you build it, they will come Ready, Fire, Aim!

  32. Questions ? Please fill out the evaluation form for this session and hand it to the moderator on your way out. Ready, Fire, Aim!

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