1

Student Administration Advisory Group

December 5, 2007

2

AGENDA

General Updates Planning for Product Strategy

3

General Updates

Revised Student Billing and Due Dates Version 9 Upgrade Course Evaluations Textbooks Enterprise Directory Two Factor Authentication Kuali Student (open source effort) MAIS Connection Conference in 2008

4

Product Strategy

Looking back on planned/actual capacity Lessons learned External changes to process Recommended changes to process Need to develop criteria Timeframes Next Steps

5

Planned Capacity by ProductFY07

FY07 $ Budget by Product A rea

Student Rec ords , Curr ic ulum,

A c ademic A dv is ing36%

Financ ial A id and Student Financ ials

19%

Campus Community7%

Cros s Student A dminis tration

28%

Rec ruiting and A dmis s ions

10%

6

Planned Capacity by ProductFY08

FY08 $ Budge t by Product A rea

Student Rec ords , Curr ic ulum, A c ademic

A dv is ing34%

Financ ial A id and Student Financ ials

22%

Campus Community14%

Rec ruiting and A dmis s ions

9%

Cros s Student A dminis tration

21%

7

Planned Capacity by ProductMultiple Years

Budget $ Allocation by Product Areas - Comparison

00.05

0.10.15

0.20.25

0.30.35

0.40.45

Cross StudentAdministration

Cross HigherEducation

StudentRecords,

Curriculum,AcademicAdvising

Financial Aidand StudentFinancials

Recruiting andAdmissions

Student DataWarehouses

CampusCommunity

Product Area

% o

f D

olla

rs A

llo

ca

ted

FY02

FY03

FY04

FY05

FY06

FY07

FY08

8

Planned vs Budgeted by ProductFY06 and FY07

% of B udge t H ours to Actual H ours for FY06 and FY07 by Product A rea

0

0.1

0.2

0.3

0.4

0.5

XSA XA IS XH E /DW SR C A A F A SF R A C C all o ther

Product Are a

% o

f to

tal FY 06 budgeted hours

FY 06 ac tual hours

FY 07 budgeted hours

FY 07 ac tual hours

9

Planned Capacity by ServiceFY07

FY07 $ B udget by S ervice A rea

A pplic ation Maintenanc e

34%

Us er Support5%

Internal Serv ic es & General A c tiv ities

7%

Dis c retionary (QW, Projec ts , Initiativ es )

54%

10

Planned Capacity by ServiceFY08

FY08 $ B udget by S ervice A rea

A pplic ation Maintenanc e

34%

Us er Support4%

Internal Serv ic es & General A c tiv ities

8%

Dis c retionary (QW, Projec ts , Initiativ es )

54%

11

Planned vs Budgeted by ServiceFY06 and FY07

% of B udgeted H ours to Actual H ours for FY06 and FY07 by S ervice A rea

0

0.1

0.2

0.3

0.4

0.5

0.6

0.7

ApplicationM aintenance

User Support Internal Services &General Activities

Discretionary (QW,P rojects, Initiatives)

S ervice Area

% o

f to

tal FY06 budge ted hours

FY06 actua l hou rs

FY07 budge ted hours

FY07 actua l hou rs

12

Planned Capacity by ServiceMultiple Years

B udge t $ Allocation by Service A reas - C omparison

00.10.20.30.40.50.60.70.80.9

A pplicatio nM aintenance

User Suppo rt Internal Services& GeneralA ctivities

D iscretio nary(QW, P ro jects ,

Initiatives)

SystemM aintenance

S e rvice Are a

% o

f D

oll

ars

All

oc

ate

d

FY 02

FY 03

FY 04

FY 05

FY 06

FY 07

FY 08

13

Lessons Learned

Need to allocate time for surprises/mandates Need to do more outreach to other areas (OBP, Provost Office, etc.) Having a strategic plan to guide us would help Supporting processes that cross org boundaries and leverage

integrated system provide better return and seem to be of more interest as systems mature

Estimates are just that; need to leave room for contingency Need to consider impact on campus/timing MAIS Employee Satisfaction Survey – workload issues Others???

14

External Changes to Process

Potential budget cuts MAIS need to cover new products and services

Development Research Business Intelligence Academic Department System?

Need for common tools Portal, Workflow, Notification Imaging

Role of MAIS Advisory Committee

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Recommended Changes to Process More outreach than just our advisory groups Capacity allocations

Think across teams

Iterative prioritization Consider strategic planning (needs, direction) Continue:

Try to reduce modifications before next upgrade Consulting/Leveraging current functionality and data

16

Criteria

What will we use to make recommendations on prioritiesUsed to be self-service, cost-savingsWhat Now?

Strategic use of data Process integration Support for academic departments ???

17

Timeframes

Planning Process January start February/March check-in May and June priority setting

May understand capacity better at this point Quarterly reviews and revisions

Window of Opportunity May 2008 – June 2010 Next Upgrade June 2011? Maybe 2012?

18

Detailed Product Strategy Process

1. Determine capacity

2. Collect items for lists

3. Prioritized based on external input from central offices and advisory groups

4. Present at SAAG

5. Present to other areas in MAIS for capacity planning and prioritization

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SA Product Strategy Process

6. Scope projects, estimate effort, draft timelines

7. Work with central offices, product area advisory groups and SAAG as necessary on changes to lists (iterative)

8. Project plans will be created and analysis/design work will start as timelines dictate. Status will be reported through scorecards.

20

Wrap Up

Questions? Next meeting - January 9, 2008