Balancing Institutional Goals and Resources by Committee

1. Balancing Institutional Goals and Resources by Committee

2. About the presenters… Lance Speelmon, Manager Online Development, Indiana University Anastasia S. Morrone, Associate Dean, Teaching and Learning IT, Office of the Vice President for IT and CIO, Indiana University and Associate Professor, School of Education, Indiana University Indianapolis David A. Goodrum, Director, Teaching and Learning Technologies Centers (TLTC), Indiana University Bloomington

3. About the session … In this session, we will share how Indiana University has created an effective process for managing its Sakai-based collaborative learning environment through committees made up of faculty, teaching center consultants, and other IT staff. Challenges presented by balancing institutional goals and resources with a diverse open source community will also be discussed.

4. What is the suggestions enhancement process at IU? https://oncourse.iu.edu/access/content/user/ocadmin/developmentcl.htm

6. Oncourse Priorities Committee The Oncourse Priorities Committee (OPC) is primarily comprised of faculty members who are actively engaged in teaching with Oncourse. The committee considers proposals for improvements, new features and tools. These proposals are further defined in collaboration with the Functional Requirements Committee. The OPC determines the priorities for Oncourse development. https://oncourse.iu.edu/access/content/user/ocadmin/developmentcl.htm

7. Functional Requirements Committee The Functional Requirements Committee (FRC) is comprised of academic, library and technology service providers as well as members of the development team who categorize and review suggestions. This committee initiates an iterative process with users, the Oncourse development team and the OPC to establish specific functional requirements for proposed improvements, new features and tools. At the conclusion of the committee's process, a report including development information and functional requirements is prepared for the OPC. https://oncourse.iu.edu/access/content/user/ocadmin/developmentcl.htm#Pcomm

8. Suggestions analysis process at IU START: Suggestions, questions and comments entered by users Support team responds immediately to support issues and bug reports Faculty Priorities Committee rank orders priorities for upcoming development FRC combines suggestions data, opt-out rationales, and other sources into a proposal to the Priorities Committee Remaining entries compiled monthly, forwarded to Functional Requirements Committee (FRC) FRC members analyze suggestions for trends & update summary reports

9. Excerpts from the FRC report

14. FRC Recommendations (Message Center Example)

15. Refining our process The FRC sends their report to the OPC one week prior to the retreat. The retreat is an all day face-to-face meeting that takes place at the beginning of the fall and spring semesters. At the retreat, the OPC discusses the FRC’s recommendations and votes on the development priorities for the December and May releases of Oncourse.

16. Sample OPC Retreat Agenda • Define timeline - 5 months / 2 months • Review available resources • Review functional recommendations • Caucusing • Voting • Verify scope matches available resources

17. Reality Triangle Choose any two... We get the third... Scope Resources Time

18. Developers * Two vacancies

19. Design / Quality Assurance + Centers, KB, Training

20. Sample Timeline • June 1st through July 31st • Two months • Eight weeks / 320 hours total • Holidays, PTO, etc. • 70% Standard Project Planning

21. Resources

22. Benefits • Engenders meaningful dialogue with faculty • Sets expectations and promotes consensus • Engages faculty in the process and provides vested ownership • Fosters transparency, trust, understanding, and shared knowledge • Provides indemnification

23. Sakai Community Benefits • Regular and clear communication of local priorities • Transparency • Collaboration

24. Lessons Learned • Keep committee objectives focused on tool requirements in support of teaching and learning • Embrace the process that places faculty input at the forefront • Make judgement calls wisely and confidently when necessary • Make time to communicate - transparency • Deliver on your promises!