A Campus Portal It’s more than the technology…

1. A Campus PortalIt’s more than the technology… Presented by: Rick Bunt, Associate Vice President, Information & Communications Technology Sharon Scott, Manager of Communications, Student & Enrolment Services University of Saskatchewan Saskatoon, Saskatchewan

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 Outline • Background • A Bold Approach • Challenges Faced • A Look at PAWS • Lessons Learned

4. Background

5. The University of Saskatchewan Background • Located in Saskatoon • A “medical-doctoral” University • 20,000 students • 7,500 faculty and staff • 14 colleges and schools with a full range of programs

6. Our Timeline Background 2001-02 SIS replacement – needs & options investigation May 2002 BOG approves Si! Project; selection process begins Nov 2002 RFP issued May 2003 SSCT Banner selected June 2003 Contract signed; project planning begins Sept 2003 PAWS launched quietly Mar 2004 PAWS launched loudly April 2005 Student goes live May 2005 Finance goes live

7. SomeCharacteristics of Portal Technology Background • Consolidation: multiple services via single sign on (SSO) • Channels: to deliver content and services • Community: service delivery to specific groups based on institutional role • Customization: user-tailorable, in both content and form • Content management: tools for managing/distributing content

8. The Case for a Portal Background • What we had in June 2003 • Institutional readiness • Existing work • Lists of desired services to deliver • What we didn’t have • A process to implement • Support (read: budget) • uPortal chosen as way to break in • Then, along came Luminis…

9. The Luminis Decision Background • Serendipity • Luminis came as part of Si! project purchase • Not our first choice, but a good one • Leveraged existing uPortal work • Provided a vendor partner • Project credibility

10. A Bold Approach

11. Project Strategy A Bold Approach • First tangible deliverable of our Si! project • We required a bold approach • Tight scope, focus on quick wins • Nimble governance—Just-in-time project mgmt • Evolutionary budgeting • Staged rollout

12. June 03 Sep 03 Mar 04 Sept 04 Project Timeline A Bold Approach Grades Email Fees Calendar 3.1 Upgrade Tech training Faculty Pilot Exam Schedules 3.2 Beta Implement Files Train Users New Server TaxForms Plan Sign Contract SoftLaunch Loud Launch 3.2 Upgrade Adjustments Banner Prep Courses Groups

13. Functionality & Services A Bold Approach • Just-in-time delivery: leverage existing work • Out-of-the-box functionality • E-mail, Calendar • Courses, Groups • Announcements • Grab the low-hanging fruit • RSS, XML, WebProxy, CPIP • Throw-away applications

14. Sound like a lot of technology?There’s much more… A Bold Approach • What will it look like? • What will we call it? • Content decisions • Branding decisions • Training • Communications guidelines • Engaging campus stakeholders • Managing roles, users, permissions

15. Challenges Faced

16. Things don’t always go as planned Challenges Faced Three days before the launch …

17. Technical & Organizational Challenges Challenges Faced • Existing issues exposed • Enterprise-wide coordination • Examples: • Authentication • E-mail • Instructor Data • Eligibility • Responsibilities • Staffing

18. A quick look at our portal…PAWS

19. A Look at PAWS

20. A Look at PAWS

21. A Look at PAWS

22. Lessons Learned

23. In Retrospect Lessons Learned • Test vs. production environment • Everything on one server (scaling) • SSO to Banner • E-mail not the carrot we thought • Open-source vs vendor • Changing processes takes time (and patience)

24. In Retrospect Lessons Learned • Our bold approach has paid off • Clear vision, build the plan as required • Leverage existing work • Staged rollout, to everyone • Collaboration is key • Portal enhances content, communications

25. Next Steps… • Banner integration (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

26. Summary

27. With PAWS, we are… Summary • Responding to user expectations • Communicating effectively • Facilitating faculty adoption of technology • Reducing e-mail clutter • Leveraging existing brand awareness • Enhancing U of S reputation

28. Summary With PAWS, we are… • Providing a common platform for service delivery • Building communities • Preparing the campus for on-line service delivery • Continuing to work with SSCT in feature development • Proving value through usage – the system sells itself

29. Usage Continues to Grow… 19,000 users Christmas break Tuition payments Classes resume End of term Banner Integration IDs distributed to newly admitted students Loud launch Spring break Christmas break Soft launch new “business” applications And the work continues… “out of box” functionality Mar 05 Sept 03 Mar 04 Sept 04

30. Famous last words… Summary • Pay attention to governance • Take advantage of quick wins • Take opportunities to collaborate • Emphasize content and communications • Be ready • If you build it, they will come!

31. Questions? Contact us: rick.bunt@usask.ca sharon.scott@usask.ca