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Student Information System (SIS)/Portal Proposal

Student Information System (SIS)/Portal Proposal. Presentation to the UTFAB Monday, February 23, 2003 Pat Burns, IAVPIIT, Patrick.Burns@Colostate.edu , 1-5778 Bill Haid, Dir. Enrollment Services, William.Haid@Colostate.edu , 1-3466

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Student Information System (SIS)/Portal Proposal

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  1. Student Information System (SIS)/Portal Proposal Presentation to the UTFAB Monday, February 23, 2003 Pat Burns, IAVPIIT, Patrick.Burns@Colostate.edu, 1-5778 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 • “Before and after” architectures • Project description • Progress to date and portal demo • Request for funding of staff in FY 05 • Summary SIS/Portal Proposal

  3. Background

  4. Overview • Aged student system, ISIS, requires replacement • 15 years old - not a modern, “real-time” system • Very intensive of staff time; limits progress in other areas • Runs on a mainframe together with FRS and several other applications • The SIS needs dedicated hardware • RAMweb (quasi-portal) • Complex interactions with eID and ISIS • System “constraints” exceeded Aug. 03, Jan. 04, … • See handout “RamWeb Overview, Spring 2004” • Additional enhancements very difficult due to ISIS and staffing limitations SIS/Portal Proposal

  5. Overview(cont’d) • Integration of administrative systems from SCT • Banner SIS • Luminis portal • Banner financial being considered… • September 2003 • UTF funding approved • University administration approval • Multi-year contracts executed SIS/Portal Proposal

  6. Benefits of a New SIS • SSN not used as Student PID • Closer to 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 Proposal

  7. Analysis of a New SIS (Banner) • SCT Banner is the only viable solution for CSU • Oracle SIS is not appropriate • Half to one-third the cost of PeopleSoft • However, Banner is not a perfect fit, it requires: • Significant local programming • 3rd-party software to fill some gaps • A huge implementation effort SIS/Portal Proposal

  8. Benefits of a University Portal • RamWeb available in portal • WebMail available in portal • WebCT available in portal • Personal calendar - new • Group communication tools - new • Email • Announcements/news • Integrated with calendars • Available to members through portal channels • Instant Messaging • Course tools - new • More….personalization, customization, single user interface – new SIS/Portal Proposal

  9. “Before and After” Architectures

  10. Current SIS/RAMweb Architecture – “Before” SIS/Portal Proposal

  11. Proposed Banner/Luminis architecture – “After” SIS/Portal Proposal

  12. Project Description

  13. Project Organization - Committees • Executive sponsors • Executive directors • Project managers • Portal teams • Content team • Technical team • Training team • SIS teams • Application team • Technical team • See detailed handouts from B. Haid • “All the king’s horses,…” SIS/Portal Proposal

  14. Project Schedule • Highlights • Feb 04 - Portal focus groups • Apr 04 – Banner kick off • Fall 04 – Portal phase 1 • Fall 05 – Portal phase 2 • Fall 06 – Banner in use for student systems • Fall 06 - Portal phase 3 (integration with Banner) • See detailed handout from C. Seng SIS/Portal Proposal

  15. The “Split” of Costs • 1-time costs – the University covers 100% • $5.4 million!!! • Annual recurring costs - split 50% each • University: $392k/yr. (1st year cost) • UTF: $392k/yr. (1st year cost) • Staffing on a 1-year basis • Plus modest inflation • Total cost “proportions” over 5 years • University: ~80% • UTF: ~20% SIS/Portal Proposal

  16. 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 • UTFAB to consider staffing costs on an annual basis SIS/Portal Proposal

  17. Progress to Date

  18. Progress on the SIS • Hardware and software installed.  Training database and application are being used by staff. • Business Process Analysis – over a dozen CSU processes have been reviewed. • Banner technical training is in process. • Training for application staff begins in early April.  • General Person Shared Data elements identified. • Work proceeding on consolidation of data elements. • Banner Project Team members are documenting specific system requirements for their areas. SIS/Portal Proposal

  19. Progress on the Portal • Web site created • http://portalproject.colostate.edu • All hardware and software delivered • Test server installed and functional • Production server installed, portal software will be installed on it soon • Staff on board • Portal teams formed: 1) technical and 2) content • Significant progress on data model • Campus focus group meetings in early Feb. • “Quiet launch” anticipated in fall 2004 SIS/Portal Proposal

  20. Portal Demo • By Linda McNamara SIS/Portal Proposal

  21. Projection of Expenses - FY 04 • Will “hit” the target of $392k within a narrow margin SIS/Portal Proposal

  22. Funding Request for FY 05

  23. Staffing for FY 05 • Portal Developer – ES • Student Employees - ES • Portal Java Developer - ACNS • Sun (Unix) System Administratorand Web Applications Specialist – ACNS & IS • DBA (Database Administrator) - IS SIS/Portal Proposal

  24. Portal Developer - ES • FY04 – Phase 1, Initial portal development • Integrate current RAMweb interface into the portal • Develop authentication mechanism (single sign-on) between portal and RAMweb • Provide ongoing maintenance of RAMweb • Supervise student employee(s) hired for the project • FY05 – Phase 2, On-going support and development • Identify RAMweb functionality that can be “channelized” • Channel development • Develop migration plan for RAMweb in regard to Banner • Provide ongoing maintenance of RAMweb • Supervise student employee(s) hired for the project SIS/Portal Proposal

  25. Student Employees - ES • FY04 – Phase 1, Initial portal development • Provide student perspective in the design and layout • Assist with the migration of RAMweb into the portal • Assist with the ongoing maintenance and support of RAMweb • FY05 – Phase 2, On-going support and development • Provide student perspective in the rollout of the portal to the campus • Assist with the development of RAMweb channels • Assist with the ongoing maintenance and support of RAMweb SIS/Portal Proposal

  26. Portal Java Developer - ACNS • FY04 – Phase 1, Initial portal development • Setup tabs and channels in portal • Learn all aspects of data integration into the portal • Develop channels for central services (mail, calendar, etc.) in portal • Create process for colleges/depts. to add channels to portal • FY05 – Phase 2, On-going support and development • Develop additional channels for portal • Assist other units as they build channels. Ensure stability as new features added. • On-going support for patches, troubleshooting, backups, etc. • Investigate enhancements to portal such as file storage or other. SIS/Portal Proposal

  27. Portal Sys Admin/Web Apps • FY04 Sun (Unix) System Administrator • Setup and configure hardware (test and production servers) • Install software for Portal -- portal, calendar, database, etc. • Load data into Portal LDAP database • Troubleshoot software issues • FY 05 – Web Applications Specialist • Develop web channels for the portal • Work on single sign-on between Banner web self-service/Admin and the portal • Develop standards for interfaces between systems using the Luminis Message Broker • Begin tailoring Banner web self-service to meet CSU needs SIS/Portal Proposal

  28. DBA (Database Administrator) - IS • FY04 • Implement database monitoring • Implement database backup procedures • Review the Oracle install and the Database(s) configuration • Review the IAS 9i install and configuration • Move from daily data updates to hourly or less • FY05 • Develop cloning procedures for Pre-Prod to Prod database • Create and Configure the Production Database • Provide support to developers for SQL development • Implement the DataMart utilizing Oracle Web Builder tool • Upgrade Banner to Version 7 • Upgrade Oracle products, IAS & Oracle to support Banner 7 SIS/Portal Proposal

  29. Staffing Costs for FY 05 • Staffing request $167.5k • SWA for 4 employees SIS/Portal Proposal

  30. Recurring Costs for FY 05 SIS/Portal Proposal

  31. Summary

  32. UTFAB Funding Criteria SIS/Portal Proposal

  33. 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 going exceptionally well – it is on schedule and at budget SIS/Portal Proposal

  34. 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 Proposal

  35. Discussion and questions Are most welcome. SIS/Portal Proposal

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