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AARB at AACRAOFrom Ad hocery to Organized Chaos:
Advisors, Enterprise Architects, Registrars and Technologists working together to improve undergraduate
advising
Monday, April 15, 2013 10:45am – 11:45am
Session ID: 232
About UW-Madison•Founded in 1848•Total Research Expenditures: #4•Total Students: 42,441
• Undergraduate (28,737)• Graduate (9,251)• Professional (2,823)• Specials (1,630)
•Total Schools and Colleges: 13•Number of Degrees Awarded Annually: 10,099
Introductions
Scott OwczarekUniversity Registrar, Division of Enrollment Management
Jim PhelpsEnterprise Architect, Division of Information Technology
Jeffrey ShoklerAssistant Director, Office of Undergraduate Advising
8 109 1211
Five Years at Madison
Critical Success Factors
• The right people at the table
• Key retirements
• Maturity of the moment
• Buy-in and support from leadership
• Building on a win
Building the AARB
• Community buy-in and shopping the idea
• Build on existing governance
• Role of the Enterprise Architect
AARB - Membership
AdvisorsKendra Abel, L&S ACACNikki Bollig, BusinessScott Burkhardt, HistoryTanya Cutsforth, EngineeringNoel Howlett, CCASKathryn Paar, SOHEMolly Reinhard, CALSChris Verhaeghe, CFYETimothy Walsh, CCAS
TechnicalAaron Apel, ROMike Farnham, DoIT - ATScott Fullerton, DoITJames Helwig, DoIT - IIAT, ATJames Phelps, DoIT
AdministrativeAnnette McDaniel, OUAScott Owczarek (Co-Chair), ROJeffrey Shokler (Co-Chair), OUAWren Singer, OUAMichelle Young, RO
AARB - Mixed Bag
Advisors
Administrators
Technologists
AARB - Mixed Bag
Advisors
Administrators
TechnologistsComplexity
Connectedness
Considerations
Possibilities
AARB - Mixed Bag
Advisors
Administrators
TechnologistsJointly determine:
Strategy
Requirements
Use Cases
Opportunity to Educate
The toolsThe limitationsThe flowThe variations
Advisors
Complexity of Advising
Current toolsFuture stateEasily attained changesRequirements needs
Technologists
Current state and future
possibilities
What is under discussionWhat needs helpWhat we could pursue
Administrators
Current roadblocks and opportunities
Design ThinkingService Oriented ArchitectureEnterprise Data ManagementOperational Data Stores
Architects
How to think architecturally and
design for the future
AARB - Mixed Bag
Advisors
Administrators
Technologists
How we use the Core Diagram
How we guide technical decisions
Scenario Review
Scenario:Training Analysis
Scenario:Advisee
Experience
2013 Strategy
•Proxy “view” of advisee tools
•Usability studies of the advisee experience
•Gather metrics on time spent
Scenario:Data Entry Conundrum
Scenario:Strategy
Development
Tools per task?
Seven tools per task…
Building More Apps
Plan/Program Change
DARS ISISCourse Guide ANS
We can’t leave it to every service provider and every technologist to
solve on their own.
Orchestration of reusable servicesLeveraging a shared infrastructure
Plan/Program ChangeRun
DARS report
Run ISIS Transcript
Get Plan/Program Requirements
Find Courses in
CourseGuide
Run DARS What If
ISIS Change
Plan
ISIS Assign Advisor
Advisor Notes
System
Plan/Program Change
DARS ISISCourse Guide ANS
Serv
icesM
gm
nt O
rch
est
rati
on
Run DARS report
Run ISIS Transcript
Get Plan/Program Requirements
Find Courses in
CourseGuide
Run DARS WhatIf
ISIS Change
Plan
ISIS Assign Advisor
Record Meeting in
ANS
SecurityGov.
Plan/Program Change
DARS ISIS ANS
Serv
icesM
gm
nt O
rch
est
rati
on
Run DARS report
Run ISIS Transcript
Get Plan/Program Requirements
Find Courses in
CourseGuide
Run DARS WhatIf
ISIS Change
Plan
ISIS Assign Advisor
Record Meeting in
ANS
SecurityGov.
Course Guide
Find Courses
DARS ISIS ANS
Serv
icesM
gm
nt O
rch
est
rati
on
Run DARS report
Run ISIS Transcript
Get Plan/Program Requirements
Find Courses in
CourseGuide
Run DARS WhatIf
ISIS Change
Plan
ISIS Assign Advisor
Record Meeting in
ANS
SecurityGov.
Course Guide
Find Courses
DARS ISIS ANS
Serv
icesM
gm
nt O
rch
est
rati
on
Run DARS report
Run ISIS Transcript
Find Courses in
CourseGuide
Run DARS WhatIf
Record Meeting in
ANS
SecurityGov.
Check PreReqs
Course Guide
Orchestration of reusable servicesLeveraging a shared infrastructure
Metrics
33%
1,500 hours of high-value advising every year.
3,000more students served.
AARB as a way to help technologists,
administrators and end-users understand...
•Current technology landscape
•Costs of the current state
•Design goals and practices
•Complexity
•Opportunities
Help understand…
Summary
• From weeds to a garden
• From tactical to strategic
• From filling holes to knitting an experience
Questions?
Thank You!Session ID: 232
Scott Owczarek, [email protected] Phelps, [email protected]
Jeffrey Shokler, [email protected]
http://go.wisc.edu/3a5dbd
