IT Solution Options Document - Web viewAn eight screen digital signage solution that can be used to communicate with students in a variety of ways

Learning Hub Information Technology (IT)

Program

IT Solution Options Document – Executive Summary

Program Manager:

Version: 1.0

Status: Pending approval

SIGN-OFF

Senior Responsible Owner: …………………….……………………………. Date: …………………………….

Business Change Manager: ………………………………………………….. Date: …………………………….

Senior Supplier (Customer Services): ....……………………………………. Date: …………………………….

CONSULTATION AND REVIEW

Business Consultation

Name Role in this project Signed Date

David Munro Associate Director, IT Strategy and Architecture

Senior Responsible Owner

Kendra Backstrom Program Director, Property Services

Business Change Manager

Ian WillisManager, Customer Services

IT Program Executive

Document Version Control

Version Updated By Date Major Changes

1.0 Anne Primus Feb, 18 2011 For approval

2.0 Anne Primus Feb, 18 2011 Updated with Kendra Backstrom’s changes. For approval

Learning Hub IT Program - Solutions Roadmap Version 1.4 Page iii

Table of Contents1. INTRODUCTION..................................................................................................................................................................... 5

2. SOLUTIONS SUMMARY........................................................................................................................................................ 6

Learning Hub IT Program - Solutions Roadmap Version 1.4 Page iv

1. IntroductionThis document is a summary view of the IT Solution Roadmap document for the Learning Hub at the University of Adelaide. This document will only detail those options considered and selected for the IT scope of work. Full options analysis and costings are provided in the complete version of the IT Solution Roadmap. If you require a copy of this document please contact David Munro, Associate Director, IT Strategy & Architecture, at [email protected].

The roadmap was developed by the IT Project team through engagement with the various Learning Hub Reference Groups, and with other stakeholders. The Reference Groups have provided guidance, not only on the specific IT business requirements, but also on their relative priority. The Learning Hub major change process was followed in order to determine and finalise the IT services which would be delivered for the first phase of the Learning Hub.

The options presented in this document will provide a sound IT capability for the Hub that will immediately improve the student experience, and which will create a base from which to further extend some of the more innovative and successful capabilities further across the University.

Learning Hub IT Program - Solutions Roadmap Version 1.4 Page 5

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2. Solutions Summary

Solution for Consideration Availability

A wired data, wireless data and voice network capability throughout the Hub.This is a core capability for the Learning Hub. As well as facilitating the provision of university services to students, the data networks also enable the computing capability in the Hub, and provide the means for students to connect their own laptops, and other mobile devices to the Internet.

The Hub will have an extensive Wireless network with 72 Wireless Access Points, ensuring that network coverage is available throughout.1

Day 1

Around 200 new computers for general-purpose student use.The IT Project Team recommends the purchase of around 200 desktop machines (rather than leasing them or implementing a virtualised solution). Computers will be provided as below:

Day 1

Five new printers (two colour and three black and white) and advanced print capabilities in the form of ‘follow me’ printing and the ability Day 1

1 72 represents the maximum number of Wireless Access Points that can usefully be deployed within the Hub.



to print from laptops, and integration with Library print/copy facilities.The IT Project team recommends the purchase or lease of five printers for the Learning Hub – two colour and three black and white. In addition, the expenditure required for the following tasks is recommended:

the delivery of advanced print capabilities;

the extension of those capabilities to printer/copiers presently provided by the University Library;

integration of the University Library printers with the printers in the Hub, and transfer of responsibility for those printers to Property and Information Technology Services.

Audio Visual installations across most Project Rooms and Booths, Skype Booths, Training Rooms, Mezzanine and News Room (Lite).The IT Project team recommend the Audio Visual fit-out of the rooms noted in the table below.

Day 1

A Room and Equipment Booking system.The IT Project Team recommends a Room Booking solution based on functionality similar to the Meeting Room Manager system

Meeting Room Manager (MRM) is a commercial Booking Room system available in Australia through Novera. MRM is also offered as a hosted solution, but offers more advanced features again than Option 2. While many of those features are in excess of what is required by the Learning Hub, the ability to centrally administer meeting requests is a key differentiator, and provides the means to mitigate one of the foreseeable risks of the Room Booking system.

Day 1

An eight screen digital signage solution that can be used to communicate with students in a variety of ways.Day 1


Location(s) QtyProject Rooms 5Project Booths 3Training Rooms 2Mezzanine 1Skype Booths 2News Room Lite 1


The IT Project team recommend the deployment of eight LCD Digital Signs, along with the associated hardware and software systems to process and manage content. This solution can be expanded to include more signage points in the future as required

A knowledge management system that will provide an enhanced repository of information accessible by students - WayfindingThe IT Project team recommends the deployment of free-standing kiosk terminals at each of the three main entrances to the Learning Hub dedicated to providing access to existing Way Finding content (maps and text). The kiosks terminals are robust personal computers, packaged in a secure housing and with a 17 inch touch sensitive screen. They will be locked down so as to only allow access to University web pages proving way finding services

IT Project team recommends extending the content available for display in two ways:

i) i) By adding a number of Mapping and Way Finding enhancements to the current student portal. These enhancements are documented in more detail in Campus Maps Portlet

ii) ii) By also presenting access to a number of other useful Hub-related services from within the portal, and hence on the Way Finding kiosk; specifically access to the CRM knowledge base, Room Booking features, and “What’s on in the Hub”

The enhanced student portal option will ensure that Way Finding information is available to students from any laptop or desktop, on or off campus, as well as from the three prominent kiosks located in the Hub

Day 1

An issue management system that will allow staff to handle large numbers of enquiries and issues, and track those to closure.The IT recommendation provides an extended CRM capability, consisting of Knowledge Management augmented by system solutions that specifically provide Case Management and Workflow services, without being CRM systems in their own right. The latter capability is provided though the rollout of an Issue Management tool, for selected types of services, which allows issues to be captured and managed through to closure, according to a well-defined workflow. The University already possesses a campus-wide license for the use of an application which is capable of this.

Day 1

Cashless Learning Hub (non-IT).Removing the need for cash to be handled in the Hub turns out not to be an IT issue, and only makes business sense if considered for the whole North Terrace campus. The IT Project Team recommends that the University pursue neither of the above options for the Hub in the short term, but keep discussions open with card issuers regarding the possibility of a combined student card/pre-paid contactless credit card at some point in the future.

Stage 2 or 3

Queing and Ticketing solution.Stage 2 or 3



Given the ongoing work to confirm the type of services offered in the Learning Hub, the IT Project Team recommends that a Queuing and Ticketing system be considered once the outcomes of the service definition work is complete.

Media Wall The IT Project team recommend the option of utilising a projector as an alternative to more expensive LCD technology be trialled first to determine whether fears regarding ambient light are founded. Based on the outcome of that trial, as well as funding availability, a final solution for the Media Wall can be determined

Stage 2 or 3

Un-Metered Internet access within the HubThe IT Project Team recommends against providing un-metered Internet access within the Hub at the time of launch. A risk averse approach instead is suggested, establishing a trial to understand how peer feedback or other social networking ideas could be used to moderate user behaviour and mediate access to finite resources in the Hub.

Stage 2 or 3

Microsoft Office SupportThe proposal put forward was to:

1. Employ sufficient student cadets to provide a minimum of 1.5 hours of application support each morning and afternoon (3 hours per day or 15 hours per week).

2. Provide 0.4 (two days FTE) of HE07 to provide high level support, mentoring and training for the cadet(s). This will also enable the more complex questions to be solved by more skilled trainers. In times of high demand, this trainer can be available for direct support to students.

3. Provide full MS Certification training and assessment for the cadet(s)

The IT Project Team recommends that given the merits of this proposal that a means should be found to provide this service to students in the Hub; however the IT budget does not seem the appropriate vehicle to fund this work.

Stage 2 or 3


Documents

IT Solution Options Document - Web viewAn eight screen digital signage solution that can be used to communicate with students in a variety of ways