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An enterprise-wide portal for the University of Minnesota

An enterprise-wide portal for the University of Minnesota. Robert B. Kvavik Associate Vice President Web Master Meeting. Questions to be addressed. Why are portals relevant to universities? Where do portals fit in our overall technology plan?

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An enterprise-wide portal for the University of Minnesota

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  1. An enterprise-wide portal for the University of Minnesota Robert B. Kvavik Associate Vice President Web Master Meeting

  2. Questions to be addressed • Why are portals relevant to universities? • Where do portals fit in our overall technology plan? • What are the challenges, benefits, risks, and outcomes? • Where, why, and how should we begin?

  3. What is driving change? • Rising customer expectations and demand for customer access and control • Demand for simplicity and transparency in an increasingly complex environment • Elimination of procedural controls/simplification of processes • Dynamics of a new labor force (high expectations, unwillingness to be on trailing edge)

  4. Portals are first and foremost about improving service to ensure enduring relationships with clients. They give each user a unique, personal and preferred perspective of the university.

  5. Portals are about community building, and especially the development and nurturing of learning communities

  6. Portals afford us the opportunity to transform key business processes through the use of Internet technologies to improve service to customers

  7. How can I use portals and e-business? • Distribute content information and communications: • Web searching, news, reference tools, digitized library materials, e-mail and chat groups • Education and training: • Technology enhanced learning (TEL), video streaming, course delivery to distant locations

  8. How do I use them? • Provide staff and student services via the Web • Create a common portal which provides referrals and dynamic links to other ISPs • Pulls it together as a one-stop service

  9. How do I use them? • Convenient: linked transactions, automation, and self-help • Customized: meets individual service needs • Markets: selling and buying of goods and services

  10. How do I use them? • Global reach: markets for distance education • Build and manage relationships: promotes brand awareness and loyalty • Redefine business relationships • Manage risk and compliance

  11. Portals: what do they look like? What should they do?

  12. The U of M One Stop: http://onestop.umn.edu/

  13. Work Learning Fun Community More... Mail 50 new messages Faculty Portal FFN 3 document to approve EGMS Proposals in progress NIH Rat Study #3 Waiting for RSPP signoff NSF Atom Abuse Pending agency approval WebCT Rats and Atoms assignments: 12 of 15 complete Financial status of your budgets supplies salaries equipment rats study $1,000 $54,000 $12,000 cats study ($200) $40,000 $40,000 smash atoms $123 $40,000 $1,500,234

  14. Finances Dashboard

  15. Student Admissions Portal

  16. 'Click' here to save report to your desktop 'Click' here for AddressFile for the list Deanna Olsen Jonathan Olsen Matthew Olsen TimothyOlsen Pamela Olsen Janelle Olsen Paul Olsen Shandy Olsen Scott Olsen David Olsen Rachel Olsen Thomas Olsen Brian Olsen Bruce Olsen Amber Olsen Kristin Olsen 'Click' here for Registration Summary 'Click' here for policy on student records privacy 'Click' here to send e-mail to student

  17. Portal capacities • Transactions • Planning • Performance assessment • Marketing

  18. Implementing portals and at the University The virtual university and process redesign

  19. The challenges • Vertical integration versus cross-departmental • Hierarchical and silo structures of university service units versus enterprise-wide solutions

  20. The challenges • Administrative solutions versus self-service • Producer-centric versus customer-centric culture • Specialists versus generalists

  21. Old Process New Process Auto Transaction Self Help Generalist Specialist

  22. The challenges (Net Ready). Are we at risk? • Efficiency • How efficient is the relationship between the university and a student? • Digitizability • How digitizable is the product or service we provide? • Customizable • How customizable is the product or service we provide?

  23. Are we at risk? (cont.) • Fragmentation • How fragmented is the market in which we operate? • Attitudinal readiness • How ready are students to accept new ways of learning and doing business with the university? • Velocity • How critical is the need for speed in the delivery of the product or service we provide?

  24. The benefits • Convenience (integrated services/one-stop) • Efficiency/cost reduction • Information-based products are scalable • Customized and personalized services for producers and customers • More choice

  25. How do we get there? • The Enterprise Portal must be a shared resource instead of a private domain owned by one group • Develop easy navigation systems • Enterprise portal framework that supports user customization

  26. How do we get there? • Content management systems to create content, and tag it for extraction into portal channels • Side doors into other enterprise applications creating channels that let a user go directly to a service • Integration with E-commerce systems

  27. How do we get there? • Authentication architecture that allows for single sign-on to web applications • Web-based e-mail readers that inter-operate with the portal • Web-based online course systems that inter-operate with the portal

  28. Assets • MyOneStop - A first generation portal framework with some self-service HR and student applications • X.500 directory - all users have an account, and e-mail address, and a password • X.500 central authentication hub - leverages the ubiquitous X.500 accounts for single sign-on authentication for web applications

  29. Assets • FormsNirvana - Online document approvals and integrated with X.500 authentication • TechMart - B2B and B2C online store with integration to FormsNirvana for purchase orders and X.500 central authentication • WebCT - online course framework with a teaching-centric portal in WebCT 3

  30. Assets • EGMS - online grant proposal preparation integrated with X.500 central authentication and FormsNirvana • WebMail Classic and WebMail Pro - web-based POP and IMAP e-mail client software. Integrated with Bento for preferences and X.500 for mail

  31. Infrastructure needs • IKnowU: a University "friends and family" analog to the X.500 directory for non-University people who visit the site • Standards-based channel interfaces into the portal: SOAP (Simple Object Access Protocol) for rich interactions between the portal and the channel provider

  32. Infrastructure needs • Bento: a user-preferences storage system that is independent of applications and language-independent • Applications speak to Bento via a HTTPS protocol with a simple syntax or an (under development) SOAP (Simple Object Access Protocol) XML interface • Bento is an architectural requirement for building scalable systems, since it allows multiple application servers to have access to a common user preference cache

  33. Infrastructure needs • Second generation portal framework with the following features: • More user control over the look and feel and subscription to channels in the portal • Channels that can render in small, medium, and large format based on user preference

  34. Infrastructure needs • Second generation portal framework with the following features: • Channels that can tell the user meta-information such as who prepared the information, when it was updated last, where to send comments • User preferences for look and feel that are carried across applications so that moving from a channel in the portal to an application or site that provided the channel is a seamless experience

  35. A new planning structure User (Students, faculty, staff and alumni)

  36. Conceptual Framework for University Information Services Vision Auxillaries, colleges, new for-profit & not-for profit entities Rich, full-featured, easy-to-use, multimedia, interactive information services Personalized views tailored to relationships and authorizations; full range of easy-to-use personalization and navigation features and publication/subscription services Universal, integrated, distributed, auditable authorization and authorization management services Accurate identification of individuals; appropriate level of identification depending on task Interaction for all through Web Portals Anytime, anywhere, anyhow; fast, reliable, recoverable, secure networking and computing services Innovation and Market Forces

  37. Measures and outcomes How will we know if we have been successful?

  38. Measures and outcomes • The percentage of clients using self service functions: • 80% of all admission applications done electronically • 97% of all purchases done electronically • 75 % of all university services can be provided through one-stop Web-enabled centers

  39. Measures and outcomes (cont.) • Customer satisfaction surveys reflect highly satisfied, successful customers • More processes integrated and online

  40. Questions and comments?Kvavik@umn.edu

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