View
216
Download
0
Tags:
Embed Size (px)
Citation preview
Ready, fire, aim!A bold approach to
implementing a campus portal
Rick BuntJonathan Moore-Wright
Lea PennockSharon ScottTodd Trann
University of Saskatchewan
To be courteous to others, please turn off all cell phones and pagers.
Acting boldly and seizing their chance
With no promise of funds in advanceA team of mere mortals
Unacquainted with portalsPut one in by the seats of their
pants.
September 30, 2004Ready, Fire, Aim! 4
Presentation Outline
• Background; institutional need
• Project strategy and services
• Challenges
• Lessons Learned
September 30, 2004Ready, Fire, Aim! 5
The University of Saskatchewan
• Located in Saskatoon
• Medical-Doctoral University– 18,000 undergrads, 2,000 grad– 7,500 faculty and staff– 14 colleges and schools with a full range of
programs
September 30, 2004Ready, Fire, Aim! 6
Our ERP Timeline
• May 2002 – Approval for SI project; selection process begins
• November 2002 – RFP issued• May 2003 – Banner selected• June 2003 – Contract signed; project
planning begins• September 2003 – PAWS launched• May 2005 – Finance rollouts• Dec 2004 - April 2005 – Student rollouts
September 30, 2004Ready, Fire, Aim! 7
The need for a portal
• What we had:– Institutional readiness– Existing work– Lists of desired services to deliver
• What we didn’t have– Process to implement– Support (read: budget)
• uPortal chosen as way to “break in”• Then, along came Si!
September 30, 2004Ready, Fire, Aim! 8
The Luminis decision
• Serendipity – Luminis came as part of SIS replacement project
• Not our first choice, but a good one:– Leveraged uPortal knowledge– Provided vendor partner– Project credibility
September 30, 2004Ready, Fire, Aim! 9
Project Strategy
• First tangible deliverable of large-scale SIS replacement project
• We required a bold approach– Tight scope, focus on quick wins– Nimble governance, “just-in-time”
project management– Evolutionary budgeting– Staged rollout
September 30, 2004Ready, Fire, Aim! 10
Org Structure and Governance
• Need to engage and involve the campus
• Need to clarify– Stewardship of content, roles,
communication, users, permissions…– Responsibilities for data, images,
policies
September 30, 2004Ready, Fire, Aim! 11
Project Timeline
May 03 Sep 03 Mar 04 NOW
Adjustments
Train Users
Faculty Pilot
Implement
Tech training
Plan
Banner Prep
3.2 Upgrade
3.2 Beta
3.1 Upgrade
New Server
Sign Contract
Loud Launch
SoftLaunch
MyTaxForms
MyGrades
MyFiles
Calendar
Courses
MyFees
Groups
September 30, 2004Ready, Fire, Aim! 12
Functionality & Services
• Just-in-time delivery: leverage existing work
• Out-of-the-box functionality– Email, calendar, groups, courses,
announcements
• Grab the “low-hanging fruit”– RSS, XML, WebProxy, CPIP
• Throwaways
September 30, 2004Ready, Fire, Aim! 13
Things don’t always follow the plan…
Rick,
The portal is not yet live due to an unforeseen requirement to re-install the entire portal…
—Todd
September 30, 2004Ready, Fire, Aim! 14
Many Challenges
• Both technical and organisational
• Portal is a great “exposer of existing issues”
• Enterprise-wide coordination
September 30, 2004Ready, Fire, Aim! 15
Authentication
• Issues– Centralised authentication– Login credential distribution
• Strategies:– Leveraged previous work to establish
a campus-wide identifier– Chose LDAP, maintained via existing
management system
September 30, 2004Ready, Fire, Aim! 16
• Issues:– Multiple existing services– No central directory– Coincident email system upgrade
• Strategies– “Bless” one system, guess for the rest– Go live with old email server
September 30, 2004Ready, Fire, Aim! 17
Instructor Data
• Issues– No instructor data for >5000 class
assignments– Many existing manual processes and
applications– Negative impact on MyCourses
• Strategies– Opportunity for change– Collect with “throwaway” application
September 30, 2004Ready, Fire, Aim! 18
Eligibility
• Issues– How to assign and control access to
services?– Who is eligible for portal access?
• Strategies– Calls for clear definition of roles– Use existing account management
system– (Continually) redefine “university
community”
September 30, 2004Ready, Fire, Aim! 19
Defining responsibilities
• Issues– Not “just an IT problem”– No clear responsibility for
communications
• Strategies– Establish “Content Lead”– Clearly separate responsibilities
(management, steering, operations)– Co-development model
September 30, 2004Ready, Fire, Aim! 20
Staffing
• A special challenge: no budget for staff. Relied on “contributed” resources
• Core skills needed:– Technical lead, systems and database
admin, developers– Content lead– User support and training
September 30, 2004Ready, Fire, Aim! 25
1-Sep-03 1-Jul-041-Mar-041-Dec-03 1-Sep-04
Soft launch
Christmas break
Spring break
Loud launch
End of term
NSID distribution
Classes resume
September 30, 2004Ready, Fire, Aim! 26
In retrospect
• Our bold approach paid off– Clear vision, build the plan as
required
– Leverage existing work
– Staged rollout, to everyone
September 30, 2004Ready, Fire, Aim! 27
In retrospect
• Changing processes takes time
• Some architectural challenges– Test vs production environment– All on one server (scale)– Banner SSO
• Email not the carrot we thought
• Open-source vs vendor
September 30, 2004Ready, Fire, Aim! 28
Now What?
• Tie-in to Banner (Student and Finance)• WebCT integration• Integration – legacy middleware and role
of LDIS• Enhancements to Luminis• More services
– integration with legacy systems (eg. PS HR)– New channel development
September 30, 2004Ready, Fire, Aim! 29
With PAWS, we are…
• Responding to expectations • Building a base for additional services
and new audiences• Facilitating faculty adoption of
technology• Enhancing U of S reputation • Leveraging existing brand
awareness
September 30, 2004Ready, Fire, Aim! 30
With PAWS, we are…
• Communicating more effectively with all constituents– Targeted messaging – reduced email clutter– Building communities of both users and
content providers– Continuing to work with our vendor in feature
development– Proving value through usage – the system
sells itself
September 30, 2004Ready, Fire, Aim! 31
Lessons Learned
• Set appropriate governance• Take advantage of quick
wins• Be ready• If you build it, they will come