Student Information System (SIS)/Portal Progress Report

1. Student Information System (SIS)/Portal Progress Report Presentation to the UTFAB Monday, October 30, 2006 4:10-5 PM, LSC 220 Bill Haid, Enrollment and Access, William.Haid@Colostate.edu, 1-3466 Don Hesser, Information Systems, Don.Hesser@Colostate.edu, 1-5491

2. Outline • Fall 2006 start up • Progress to date • 3-year project plan • Demo of DARS • Project issues • Budgets • Summary SIS/Portal Report to UTFAB

3. 1. Fall 2006 Start Up

4. Start of the Semester • This fall, we were able to keep all systems up for the start of the fall semester, through a period of very heavy load • A first since initial “melt down” in Aug. 03! • Thanks to hardware and staff from the project SIS/Portal Report to UTFAB

5. RamPoint Portal Cumulative Users SIS/Portal Report to UTFAB

6. RamPoint Portal Concurrent Users SIS/Portal Report to UTFAB

7. RAMweb Logins 1st Month/Term SIS/Portal Report to UTFAB

8. 2. Progress to Date

9. Project Progress – Live Now • Rampoint Portal – August 2004 • Fall 2007 Catalog - June 2005 • General Person Module - CSUID July 2005 • Operational Data Store – July 2005 • Campus Loan Manager - July 2005 • eID for all applicants - July 2005 • RAMweb access via RamPoint - October 2005 • Financial Aid - Oct 2005 for Fall 2006 / Spring 2007 terms • Accounts Receivable - May 2006 • ARIESweb - July 2006 • Admissions - July 2006 for Fall 2007 applicants • Housing – August 2006 for Fall 2007 applicants • SCAIT – October 2006 • Class Schedule draft and training – October 2006 • DARS for Transfer Evaluation – October 2006 SIS/Portal Report to UTFAB

10. Project Impact to Date • COF processing (on current system) • $38 million processed last academic year • $20 million processed for this fall semester • Implemented the CSUID • Replacement for SSN to enhance security and privacy • CSUID exists for ~600,000 users • ID re-carding completed • Major conversion efforts underway: General Student, Academic History, Accounting Details, and more • Populating massive amounts of student information • Must ensure 100% accuracy for tens of millions of records • Bridging key data between current SIS and Banner • Full “go live” in Fall 2007 SIS/Portal Report to UTFAB

11. 3. DARS (Degree Audit and Reporting System) DEMO

12. 4. Project Plans Ahead

13. Project Plans – Coming (Very) Soon • Admissions Status Information – November 2006 • Fall 2007 class schedule in RAMweb – March 2007 • Gen Student and Acad History Data Conversion – March 2007 • Course Applicability System – April 2007 • Fall 2007 Registration – April 2007 • Advisor / Advisee in ARIESweb – April 2007 • Degree Audit New Students for Fall 2007 – April 2007 • Continuing Education Registration – June 2007 • Tuition / Fee Assessment – July 2007 • Graduate School Degree Audit - July 2007 • Graduate School Self Service Program of Study – Sept 2007 SIS/Portal Report to UTFAB

15. Project Plans; 3-Year View • FY 07 (this fiscal year through June 30, 2007) • Class Schedule and Registration for Fall 2007 live in ARIES • Address “gaps” • Implement Degree Audit and Reporting System (DARS) • Implement COF in Banner • Implement Banner updates • Ensure integration with the portal and WebCT • WebCT CE6 upgrade in progress • FY 08 (July 1, 2007 – June 30, 2008) • Perform hardware upgrades, as necessary • Continue to address “gaps” • Implement Banner and DARS updates • Add functionality: workflow • FY 09 (July 1, 2008 – June 30, 2009) • Complete hardware upgrades, if needed • Implement Banner and DARS updates • Add functionality: workflow and document imaging SIS/Portal Report to UTFAB

16. 5. Project Issues

17. 5. Project Issues • Post implementation “fixes” • Staffing required to address “gaps” • Inflation • Software inflation (in the contract) • 4% annual inflation on SIS software • 10% annual inflation on portal software • 3 years of salary inflation mandated by the State • Inflationary cost increases anticipated in spring budget request • Hardware and software upgrades SIS/Portal Report to UTFAB

18. Peak of Inflated Expectations Source: Mike Zastrocky, The Gartner Group Plateau of Productivity Negative Hype Positive Hype ISIS Functionality Slope of Enlightenment Trough of Disillusionment Technology Trigger Maturity Time The Project Hype Cycle – We Have Gaps to Overcome SIS/Portal Report to UTFAB

19. 6. Budgets

20. The “Split” of Costs • 1-time costs – the University covers 100% • $5.9 million!!! • Annual recurring costs – 50% split • 1st year costs • University: $392,050/yr. • UTF: $392,050/yr. – constant for 3 years! • Staffing approved annually by the UTFAB • Total cost “proportions” over 5 years • University: ~80% • UTF: ~20% SIS/Portal Report to UTFAB

21. UTFAB Prior Commitments • ASCSU UTF commitment in Fall 2003: • Recurring contractual costs plus inflation • 5 years for the SIS upgrade • 3 years for the portal (Spring 06 approval to continue) • UTFAB considers staffing on an annual basis • Project budget has been constant for 3 years • No increases in budget have been requested SIS/Portal Report to UTFAB

22. UTFAB Approved Expenses • In FY05, we “hit” the target within 1%. • $392,050 budget, constant over 3 years SIS/Portal Report to UTFAB

23. Anticipated Increase in Expenses • We can no longer sustain the project with a fixed budget • Annual recurring cost increases due to inflation of software and mandated staff salary increases • Hardware upgrades being assessed • Periodic hardware upgrades necessary to maintain currency with software and operating systems, and to meet increasing system load • May be spread over two years • Planning a “load test” in spring semester 2007 • We will provide cost details in the spring SIS/Portal Report to UTFAB

24. 7. Summary

25. UTFAB Funding Criteria SIS/Portal Report to UTFAB

26. Thank You • The UTF and student support provided the catalyst for the project • The need for a system upgrade is great • Thank you for your support! SIS/Portal Report to UTFAB

27. Discussion and Questions Are most welcome SIS/Portal Report to UTFAB