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Student Information System (SIS)/Portal Progress Report

Student Information System (SIS)/Portal Progress Report. Presentation to the UTFAB Tuesday, November 8, 2005 4-5 PM, Weber 202 Bill Haid, Dir. Enrollment Services, William.Haid@Colostate.edu , 1-3466 Don Hesser, Dir. Information Systems, Don.Hesser@Colostate.edu , 1-5491. Outline.

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Student Information System (SIS)/Portal Progress Report

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  1. Student Information System (SIS)/Portal Progress Report Presentation to the UTFAB Tuesday, November 8, 2005 4-5 PM, Weber 202 Bill Haid, Dir. Enrollment Services, William.Haid@Colostate.edu, 1-3466 Don Hesser, Dir. Information Systems, Don.Hesser@Colostate.edu, 1-5491

  2. Outline • Background • Progress to date • The delay • Additional activities in FY 06 • Budgets and staffing • Summary SIS/Portal Report

  3. Background

  4. Names of Implementations • Current Student Information System (SIS) is ISIS, SAM, SARS • New products from Sungard SCT • New (relatively) Luminis portal • CSU implementation termed RamPoint • New Banner Student Information System • CSU implementation termed ARIES SIS/Portal Report

  5. Overview of Current SIS • Old student system • 15 years old - not a modern, “real-time” system • Very intensive of staff time; limits progress in other areas • Replacement will enhance security and privacy • Runs on a mainframe together with Finance and several other applications • Recall ASCSU election downtime last year – due to nightly financial processing requirements • The SIS needs dedicated and much more powerful hardware – requires replacement SIS/Portal Report

  6. Overview of RAMweb • Complex interactions with eID and ISIS • System “capacity” exceeded at the beginning of every semester since August 2003 • Additional enhancements were very difficult due to ISIS and staffing limitations SIS/Portal Report

  7. Overview (cont’d) • Unfunded state mandates • House Bill 03-1175 – non-SSN student IDs • We support increased privacy, but need a new SIS to accomplish • College Opportunity Fund (COF) stipends • Implemented now on our current system, ISIS • Also need to implement on ARIES • Processed ~$19 million in COF awards Fall 05 • Staffing approved by UTFAB last year SIS/Portal Report

  8. Benefits of a New SIS • SSN not used as Student PID – huge factor! • Nearly 24 x 7 access to RAMweb services • New web registration system • Degree Audit (GUIDE) on the web • Improved/integrated advising support for faculty and students • Fewer places to maintain personal data • Example - addresses integrated into one system • More web service options SIS/Portal Report

  9. Benefits of a Portal • Accessibility • From anywhere at any time • Just requires a web browser for access • Avoids confusion of local user profiles, e.g. bookmarks, address books, etc. • Security and privacy • Architecture designed for security and privacy • Protect 1 location, not many locations • Single sign on to RamWeb, WebCT and other systems • Minimize complexity • IT far too complex today in any case • Single point of entry minimizes user confusion and facilitates user support SIS/Portal Report

  10. Progress to Date

  11. Now Store personal info Customizable interface Communication tools Access to RAMweb Access to WebCT Calendars mobile.colostate.edu Future Access to new SIS More storage On-line surveys Enhanced collaboration Student portfolios Mobile editing Access to more back-end services Portal Services SIS/Portal Report

  12. RamPoint Cumulative Users SIS/Portal Report

  13. RamPoint Concurrent Users SIS/Portal Report

  14. Analysis of Portal Usage • To date, we have not used the portal as effectively as we might • Been very busy implementing ARIES and COF • Need to integrate into our academic environment • Academic Technology Plan will address this • The portal will be critically important strategically • For access to ARIES • For enhanced security and privacy • As an entry point for new services • To minimize complexity SIS/Portal Report

  15. Progress to Date on the SIS • General Person, Student Loans and Catalog modules are live • Financial Aid is live • Major conversion efforts underway on General Student, Academic History, Accounting Details, and more • Work begun on Banner version 7 • To avoid a significant conversion shortly after ARIES becomes live • Bridging key sets of data between current SIS and Banner for a 24-month period • Appworx software installed for production scheduling SIS/Portal Report

  16. Progress to Date on the SIS (cont’d) • All project teams: “Keep the trains running on time” • COF • Additional COF programming for current ISIS system • $19 million processed for Fall 2005 • Populating student information in ARIES (see next 2 pages) • Ensure 100% accuracy • Develop and implement the CSUID • Complex due to multiple conflicting requirements encompassing security, privacy and access • CSUID exists in ARIES for ~600,000 users • ID re-carding required SIS/Portal Report

  17. ISIS to ARIES Record Conversion SIS/Portal Report

  18. SARS to ARIES Record Conversion SIS/Portal Report

  19. Start of the Semester • With the additional hardware and staff development, we were able to keep all systems up for the start of the fall semester, through a period of very heavy load • First since initial “melt down” in Aug. 03! • Thanks to UTF funding! SIS/Portal Report

  20. The Delay

  21. Revised Project Schedule • Original project schedule was for a complete implementation for Fall 2006 • Timeline was very tight to begin with • Gaps in functionality presented challenges • COF required a huge effort that was not planned for in the original project schedule • Absorbed all the “slack” and then some • As a result, deployment of some of the modules had to be delayed; approved by executive sponsors in May 2005 • Full implementation now scheduled for Fall 2007 SIS/Portal Report

  22. Additional Activities for FY 06

  23. SIS Activities – Fall 2005 • Go live with Banner modules • Fall 05: General Person, Student Loans, Catalog, Financial Aid for Fall 2006! • Mock test December 05 • All the Queen’s horses, and all the Queen’s ladies… • Integrate RamPoint and ARIES – a real chore! • Accommodate multiple majors • Implement DARS – Degree Audit and Reporting System • After a significant effort on SCT’s CAPP • Positive progress to date SIS/Portal Report

  24. 3-Year Plan • FY 06 • The “Fall 05” activities cited previously • Accounts Receivable Spring 06 • Admissions Summer 06 • FY 07 • Class Schedule and Registration for Fall 2007 live in ARIES • Address “gaps” • Implement COF in ARIES • Implement Banner updates • Ensure integration of ARIES with the portal and WebCT • Considering WebCT Vista Edition • FY 08 • Complete ARIES Installation • Continue to address “gaps” • Implement Banner updates • Hardware refresh SIS/Portal Report

  25. Budgets and Staffing

  26. The “Split” of Costs • 1-time costs – the University covers 100% • $5.4 million!!! • Annual recurring costs – 50% split • University: $392,050/yr. • UTF: $392,050/yr. • Staffing approved annually by the UTFAB • Total cost “proportions” over 5 years • University: ~80% • UTF: ~20% SIS/Portal Report

  27. UTFAB Prior Commitments • UTFAB committed to the following costs in Fall 2003: • Recurring contractual costs • 5 years for the SIS upgrade • 3 years for the portal (Fall 06) • Decision time is Spring 06 • UTFAB to consider staffing costs on an annual basis SIS/Portal Report

  28. Expenses in FY 05 – Last Year • We “hit” the target of $392k within ~$2,500, <1%. SIS/Portal Report

  29. Expenses in FY 06 – This Year • Total identical to those for FY 05 • Notes • “Gaps” @ $60k • Non-SCT software @ $7k • Contingency @ $0 • Still a very spare budget SIS/Portal Report

  30. Staffing for FY 06 • Portal Developer – ES • 3 Student Web Applications Developers– ES • Vijay Prince, Alexandra Jamieson, and Shweta Manohar Behere • Portal Java Developer - ACNS • Web Applications Specialist – IS • DBA (Database Administrator) – IS • COF Project Manager and Implementer - SFS SIS/Portal Report

  31. Summary

  32. The Project Hype Cycle Peak of Inflated Expectations Value Source: Mike Zastrocky, The Gartner Group Negative Hype Plateau of Productivity Positive Hype Slope of Enlightenment RamPoint ARIES Trough of Disillusionment Technology Trigger Maturity SIS/Portal Report

  33. UTFAB Funding Criteria SIS/Portal Report

  34. Perspective • Upgrading the SIS and a portal is the only way for the University to evolve to a modern, real-time IT environment • The portal/SIS will fundamentally enhance the ways we interact, communicate and access data and information • The project is progressing – it is mostly on schedule and mostly on budget • The University is absorbing the cost overage due to COF • Next fiscal year is the most critical year for the project SIS/Portal Report

  35. Thank You • The UTF and student support provided the critical impetus for the project • The need for a system upgrade is great • Thank you for your support! SIS/Portal Report

  36. Discussion and Questions Are most welcome SIS/Portal Report

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