UW Parkside Student Administration System v 8.9 Upgrade Project Overview November 6 th , 2006

1. UW Parkside Student Administration System v 8.9 Upgrade Project Overview November 6th, 2006

2. System v 8.9 Upgrade Project Overview • Agenda • Why are we upgrading the SOLAR System? • Who is involved? • How and when will the upgrade be completed? • SOLAR v 8.9 new User Interface sneak preview • What we need from Faculty, Students & Staff. • Critical dates & events.

3. System v 8.9 Upgrade Project Overview • Why are we upgrading the SOLAR System? • The version 8.9 upgrade is required to ensure that UWP implemented software stays current, secure and compatible with the rest of UW System. • To maintain vendor (Oracle) support for the software. • To take advantage of significant improvements in the presentation, packaging and personalizing of user’s access to information and functionality in the system. • To allow users to more easily and efficiently find and process the precise information for their specific purposes and needs.

4. Who is involved? SOLAR System v 8.9 Upgrade Project Team Technical Teams Batch Processes Lead – Krsta Djukanovic Backup – Lee Goldesberry Executive Sponsorship / Project Governance Rebecca Martin Chancellor’s Cabinet Customizations & Interfaces Technical – Jim Hastings, Ashfaq Yusuf, Ishtiaq Yusuf Process Owners / Stakeholders Dirk Baldwin, Dawne Bogardus, Ann Marie Durso, Pat Eaton, Lee Goldesberry, JoAnn Goodyear, Rhonda Holland, Matt Jensen Peggy Karls, Randy McCready Database & Reporting UWP Lead – Craig Royal Oracle Lead - Steve Persky Fastar Lead – Nina Boss Project Management & Communications Functional – Randy McCready Technical – Ann Marie Durso Security Lead – Dawne Bogardus Backup – Craig Royal Training, Help Desk & Documentation Lead – Pat Eaton, Backup - Dawne Bogardus Quality Assurance Lead – Sandy Plawman Upgrade Apply & Testing UWP Leads – Pat Hurley Oracle Lead – Steve Willson Fastar Lead – Nina Boss Functional Testing Teams Financial Aid Team Leads Functional – Bob Mercer Technical – Ishtiaq Yusuf Advising Team Leads Functional – Tina Plasmier Technical – Ashi Yusuf Recruiting & Admissions Team Leads Functional – Joe Jucha Technical – Ashi Yusuf Student Records Team Leads Functional – Lisa Moeller Technical – Ashi Yusuf Student Financials Team Leads Functional – Louise Braya Technical – Ishtiaq Yusuf Faculty Center Team Leads Faculty – Esther Wilson,Anne Statham, Lori Allen,Brad Piazza PA’s – Karen Grabher, Connie Wheeler, Joe Lambin, Jennifer Filippone Student Center Team Leads Student – CS475 Class Technical – Catrina McAlister UWP PeopleSoft v 8.9 Project Team Structure Project Governance Team - Executive Sponsors & Key Stakeholders Project Management Team – Project Management & Communications Project Core Team - Functional, Technical & Support Team Leads

5. SOLAR System v 8.9 Upgrade Project Overview • How and when will the upgrade be completed? • The version 8.9 upgrade project is a critical Campus-Wide initiative sponsored by the Chancellor’s Cabinet and Provost. • The project was approved and initiated in July and will complete in mid January. • UW Parkside partnered with Oracle’s Upgrade Lab to perform the initial software package upgrade of our current v 8.0 SOLAR System. • The project under direction and support from Oracle is following their proven “Compass” Methodology. • Key staff from all major administrative offices along with a select group of volunteer faculty, program assistants and students will setup and test the new software to ensure the systems proper and accurate functioning. • This complex and critical work will continue throughout the Fall Semester to ensure a smooth transition.

6. UWP SOLAR System v 8.9 Upgrade Schedule 2006/2007 • Planning Phase Major Activities • Define project objectives, scope, approach & schedule • Establish project team, roles, responsibilities & budget • Define project standards and administration processes • Develop project communications, testing, training & quality assurance plans • Monitor & track project schedule, issues, change, cost, progress, results & quality • Transition Phase Major Activities • Perform full system testing; 11/6/06 to 11/17/06 • Correct all system test issues and problems • Perform 2nd move to production test • Perform full integration testing;12/5/06 to 12/12/06 • Correct all integration test issues and problems • Perform 3rd move to production test • Perform parallel testing; 12/19/06 to 12/22/06 • Correct all parallel test issues and problems • Perform 4th move to production test (as needed) • Develop and conduct end user demos & training • Structure Phase Major Activities • Prepare & certify technical environment • Prepare & package UWP database for Oracle Upgrade Lab • Assess packaged delivered & UWP custom functionality to be implemented • Evaluate business & technical process changes • Finalize and conduct project team new functionality training/mentoring • Finalize end user training objectives, scope, approach and schedule • Deploy Phase Major Activities • Conduct end user demos & training • Freeze SOLAR System access 1/4/07 (4:30 pm) to 1/9/07 • Perform move to production 1/4/07 to 1/8/07 • Perform Go-Live testing 1/9/07 • Correct all issues and problems • SOLAR System access resumed 1/10/07 • Provide post Go-Live Support • Construct Phase Major Activities • UWP database upgraded at Oracle Upgrade Lab • UWP database upgraded on-site in UWP technical environment • Functional staff assess, refine & validate package functional setup & configuration • Technical staff assess, refine, recode & test package data access & application code • Security staff assess, refine & validate application security • Technical staff assess, refine, test & validate custom functionality & 3rd party interfaces • Finalize testing plans, approach and test cases for all levels of testing • Install and setup end user training tools & environment • Freeze upgraded database & refresh with current SOLAR System data

7. UWP SOLAR System v 8.9 Demo/Training Schedule • Develop Training Major Activities • Week 1 • Finalize General SOLAR v 8.9 Overview Training Content • Finalize Faculty & Student Center Training Content • Solicit Dates for Faculty Training Information Sessions from Deans & Dept Chairs • Solicit Dates for Student Training Information Sessions from Student Life • Solicit Frequently Asked Questions & Glossary of Terms from Project Team • Begin General SOLAR v 8.9 Overview Web Based Tutorials Development • Begin Faculty & Student Center Web Based Tutorials Development • Begin Demos & Training Information Session Schedule Development • Week 2 • Finalize Staff Office Training Content (Academic PA’s, Advising, Athletics, Housing, Student Activities, Help Desk) • Solicit Dates for Staff Office Training Information Sessions from Dept Heads • Consolidate, Standardize & Package Frequently Asked Questions & Glossary of Terms Documentation • Continue General SOLAR v 8.9 Overview Web Based Tutorials Development • Continue Faculty & Student Center Web Based Tutorials Development • Continue Demos & Training Information Session Schedule Development • Week 3 • Complete General SOLAR v 8.9 Overview Web Based Tutorials Development • Complete the Faculty & Student Center Web Based Tutorials Development • Begin Staff Office Web Based Tutorials Development • Finalize and schedule Faculty & Student Demos & Training Information Sessions • Begin Web Publishing of Frequently Asked Questions & Glossary of Terms Documentation • Begin Web Publishing of General SOLAR v 8.9 Overview Tutorials • Begin Web Publishing of Faculty & Student Tutorials • Week 4 • Complete Web Publishing of General SOLAR v 8.9 Overview Tutorials • Complete Web Publishing of Faculty & Student Tutorials • Complete Development of Staff Office Web Based Tutorials • Complete Web Publishing of Frequently Asked Questions & Glossary of Terms Doc • Finalize and schedule Staff Office Demos & Training Information Sessions • Conduct Demos & Publish Web Based Tutorials • Week 5 & Week 6 • Conduct SOLAR v 8.9 Student Demos & Training Information Sessions – 12/4 through 12/13 • Conduct SOLAR v 8.9 Faculty Demos & Training Information Sessions – 12/4 through 12/13 • Week 6 & Week 7 • Conduct SOLAR v 8.9 Staff Office Demos & Training Information Sessions – 12/11 through 12/22 • Week 8 • Provide Supplemental Training, Assistance and Technical Support as requested and reasonable • Refine and maintain Web Based Tutorials, Frequently Asked Questions & Glossary of Terms as needed – 12/4 through 1/5 • Faculty, Students & Staff Take Web Based Tutorials • Week 5 through Week 8 • Faculty, Students and Staff take SOLAR v 8.9 Web Based Tutorials per their individual schedules • Upgrade Project Team and Help Desk Staff Plan and Prepare for Go-Live Support

8. System v 8.9 Upgrade Project Overview Self Service Main Menu

9. System v 8.9 Upgrade Project Overview Faculty Self Service Menu

10. System v 8.9 Upgrade Project Overview Faculty Center Main Page

11. System v 8.9 Upgrade Project Overview Faculty Center Drop-Down Selections

12. System v 8.9 Upgrade Project Overview Student Self Service Menu

13. System v 8.9 Upgrade Project Overview Student Center Main Page

14. System v 8.9 Upgrade Project Overview • What we need from Faculty, Students & Staff. • Your awareness, insights and support in pro-actively communicating information access, processing and reporting issues and needs to the Upgrade Project Team. • Your assistance in timely completion of all fall semester information processing and reporting in strict observance with published cutoff schedules. • Your pro-active (prior to January 5th) printing of any documents, schedules or reports needed to function while the SOLAR System is unavailable. • Your assistance and advocacy in raising awareness and soliciting participation of Faculty, Students and Staff in the Demos and Web Based Tutorials available beginning December 4th. • Your patience and assistance in resolution of any issues or problems that may arise with SOLAR version 8.9 once live; by promptly reporting to the Help Desk. • Your continued flexibility, insights and creativity in exploring and surfacing opportunities to further exploit the effective use and value of our Student Administration System.

15. System v 8.9 Upgrade Project Overview • Critical Dates & Events • System Testing - 11/6 through 11/17 • Integration Testing - 12/5 through 12/12 • Demo Day’s & Web Based Tutorial Information Sessions 12/4 through 12/13 • Faculty, Students & Staff take Web Based Tutorials 12/5 through 1/9 as available and personal schedules permit • Parallel Testing - 12/9 through 12/22 • SOLAR v 8.0 unavailable 4:30 PM 1/4/2007 through 1/9/2007 • Go-Live Testing 1/9/2007 • SOLAR v 8.9 access resumed 1/10/2007