Student Information System (SIS)/Portal Status Update Presentation to the UTFAB Monday, November 15, 2004 5-6:30 PM, Weber 202 Bill Haid, Dir. Enrollment

Student Information System (SIS)/Portal Status Update

Presentation to the UTFABMonday, November 15, 2004

5-6:30 PM, Weber 202Bill Haid, Dir. Enrollment Services, [email protected], 1-

3466Don Hesser, Dir. Information Systems, [email protected],

1-5491

mailto:[email protected]

mailto:[email protected]

UTFAB - 11/15/2004

SIS/Portal Update 2

Outline Background “Before and after” architectures Project description Progress to date and portal demo Budget status and COF Summary

Background

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SIS/Portal Update 4

Overview Aged student system, ISIS, requires replacement

15 years old - not a modern, “real-time” system Very intensive of staff time; limits progress in other areas Runs on a mainframe together with FRS and several

other applications The SIS needs dedicated hardware

RAMweb (quasi-portal) Complex interactions with eID and ISIS System “constraints” exceeded during periods of heavy

load At the start of every semester In Aug. 04 intentionally “broke” the eID association, will

continue to do so during periods of heavy load Additional enhancements very difficult due to ISIS and

staffing limitations

UTFAB - 11/15/2004

SIS/Portal Update 5

Overview (cont’d) Integration of admin. systems from

SCT Banner Student Info. Sys. – “Aries” Luminis portal – “RamPoint” Banner financial being considered…

September 2003 UTF funding approved by ASCSU President University administration approval Multi-year contracts executed

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SIS/Portal Update 6

Benefits of a New SIS

More “horsepower” SSN not used as Student PID Closer to 24 x 7 access to RAMweb services New web registration system Degree Audit (GUIDE) on the web Improved advising support for faculty and

students Fewer places to maintain personal data

Example - addresses integrated into one system More web service options

UTFAB - 11/15/2004

SIS/Portal Update 7

Analysis of a New SIS (Banner) SCT Banner is the only viable solution

for CSU Oracle SIS is not appropriate Half to one-third the cost of PeopleSoft

However, Banner is not a perfect fit, it requires: Significant local programming 3rd-party software to fill some gaps A huge implementation effort

UTFAB - 11/15/2004

SIS/Portal Update 8

Benefits of a University Portal Single point of entry to CSU services

RamWeb, single sign-on WebCT, single sign-on WebMail, but not single sign on

Customized and personal content Student and Faculty tab sets Personalize by adding channels and tabs 135 locally-developed channels Personal calendar

Group and course communication tools Much better than listservs Email to members File sharing, photo posting Chat and message board Announcements and news Group-specific calendars

Framework for accessing new SIS

“Before and After” Architectures

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SIS/Portal Update 10

Current SIS/RAMweb Architecture – “Before”

Clie

nts

Web

Inte

rface

Stu

dent

Sys

tem

ISIS(Mainframe IDMS DB)

IS

WSIS(Delphi Oracle DB)

IS

Ramweb(Agate Web Server)

ACNS

RamWeb Client(Student End User PC)

Logging Server(Boone SQL Server 2000)

ACNS

Administrative Client(Staff End User PC)

Periweb(Periweb Sun server)

IS

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Proposed Banner/Luminis architecture – “After”

Clie

nts

Lum

inis

and

/or u

Por

tal

SC

T B

anne

r

Web Portal Server Farm

Production BannerDatabase Server

Banner Self-ServiceApplication Server

Banner ERP Coreand

SCT Workflow Server

Test/DevelopmentApplication andDatabase Server

(database, self serviceand core components)

Banner Client(core components)

Banner Client(web self-service)

Banner FormsDeveloper Workstation

Sun ONEIntegration andDirectory Server

Sun ONE Web Server

Sun ONE Web Server

Sun ONE Web Server

Sun ONE Web Server

Dynamic LoadBalancing and

SSL AccelerationServer

Sun ONECalendaring Server

1 2 3

4

5

MS SQL Server 2000CLM Database

Luminis/uPortal Database

79

10

12

13 14

16Storage

AreaNetwork

17

CLM and RMSIIS Web Server

14

Project Description

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Project Organization - Committees Executive sponsors Executive directors Project managers Portal teams

Content team Technical team Training team

SIS teams Application team Technical team

See detailed handouts from B. Haid “All the king’s horses,…”

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Project Schedule

Highlights Feb 04 - Portal focus groups Apr 04 – Project kick off Fall 04 – Portal phase 1 Fall 05 – Portal phase 2 Fall 06 – Banner in use for student systems Fall 06 - Portal phase 3 (integration with

Banner) Hand out and note detailed project

schedule

UTFAB - 11/15/2004


The “Split” of Costs 1-time costs – the University covers 100%

$5.4 million!!! Annual recurring costs - split 50% each

University: $392,050/yr. (1st year cost) UTF: $392,050/yr. (1st year cost)

Staffing reviewed every year Plus modest inflation

Total cost “proportions” over 5 years University: ~80% UTF: ~20%

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UTFAB Prior Commitments UTFAB committed to the following

costs in Fall 2003: Recurring contractual costs, plus

inflation 5 years for the SIS upgrade 3 years for the portal

UTFAB to consider staffing costs annually

Progress to Date

UTFAB - 11/15/2004


Progress on the SIS Hardware and software installed. Business Process Analysis – many CSU processes

have been reviewed and refined. Banner functional training continues. Mapping of existing SIS data to Banner in progress. Proceeding to build “bridges” between old and new

systems. CSU will be an “early adopter” of Banner version 7!!!

Upgrade to Banner that provides expanded functionality. Forming a Faculty/Advisor group to examine Banner,

RamPoint, and WebCT tools.

UTFAB - 11/15/2004


Progress on the Portal Active portal teams: 1) technical and 2) content Development during spring and summer 2004 “Quiet launch” followed by “noisy launch” completed

in fall 2004 http://rampoint.colostate.edu

Content will be added in FY 05 Issues:

Calendaring systems Improved WebMail (may be difficult) Messaging “threads” Portal course tools, WebCT, & Banner Course Tools Better integration with WebCT

http://rampoint.colostate.edu/



Total RamPoint Portal Unique Usersas of 21 October 2004

0

1000

2000

3000

4000

5000

6000

7000

38235 38240 38245 38250 38255 38260 38265 38270 38275 38280 38285

Date

Cu

mu

lati

ve U

niq

ue

Use

rs

Last Year - FY 04 Expenses (Actual)Total = $328,629

Available = $392,050

1. Soft. maint. - 44%

2. Hardware/OS - 0%

3. Staffing - 47%

4. Non-SCT soft. - 0%

5. Gaps - 0%

6. Class schedule - 9%

Funding Approved for FY 05 (This Current Year) -

$392,050

UTFAB - 11/15/2004


Staffing for FY 05 Portal Developer – ES Student Employees - ES Portal Java Developer - ACNS Sun (Unix) System Administrator

and Web Applications Specialist – ACNS & IS

DBA (Database Administrator) – IS

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Observations to Date Lessons learned

SCT is used to providing end-to-end, integrated solutions, that involve additional 3rd-party software packages, for “smaller” schools

At CSU, we have found that the additional software packages provide neither the necessary functionality nor integrate with our large-school IT environment

Therefore, significant additional programming by CSU staff is required

In part, this is why the approved budget was under-expended last year

Also, the budget for FY 05 may be under-expended

UTFAB - 11/15/2004


College Opportunity Fund Legislation (SB 189) went into effect July 2004

The way that the state will fund public higher education

145 eligible credit stipend limit, +30 for BA or BS Institutional waivers @ 5% CCHE waivers for cause Performance contracts

Estimate $5 million/yr. to in-state, CSU students Total in-state tuition - COF Stipend (est. $80/credit-hour for next year) Student’s portion of in-state tuition

An additional requirement – part of the SIS not anticipated last spring

UTFAB - 11/15/2004


COF Staffing Need Implementation of COF

Has to be done twice, on our existing SIS and on Aries!!!

Additional staff are required to implement the College Opportunity Fund (COF), and simultaneously to meet the Aries project timeline

The University has already dedicated additional staff to the project, but more are needed

Implementing COF could delay Aries a year Delay the functionality enhancements of Aries Could add ~$1 million to the cost of the project

UTFAB - 11/15/2004


Request Maintain the total approved budget

of $392,050 In lieu of purchasing additional

applications that do not meet our needs UTFAB approve us substituting

additional staffing costs to implement the COF

UTFAB - 11/15/2004


COF Staffing Proposal Project Leader

Define, manage and operate the project Manage all the pieces according to the

project timeline Implementer

Mostly for student support Students will have to register with the COF

program Batch transaction files for 17,000 students:

queries, invoices, and end-of-term reconciliations

UTFAB - 11/15/2004


Staffing Costs for FY 05 UTF approved staffing $146,558 Proposed Additional COF staffing

Project leader 8 mos $25,000

COF support 6 mos $15,000 COF Total $40,000

Total staffing request $186,558

FY 05 Expenses (Projected)Projected Expenses = $366,855

Approved Budget = $392,050Contingency = $25,195 (6%)

1. Soft. maint. - 25%

2. Hardware/OS - 0%

3. Proposed Staff - 48%

4. Non-SCT soft. - 17%

5. Gaps - 0%

6. Contingency - 6%

Summary

UTFAB - 11/15/2004


UTFAB Funding Criteria1. Benefit as many students as possible

All students at CSU will benefit.

2. Ability to effectively utilize the fee

Your decision.

3. Not funded by CFT Check.

4. Adherence to budget and accountability

Your decision.

5. Potential for direct student use

Absolutely.

6. Effort and thought reflected in the plan

Your decision.

7. Justification and clarity of project plan

Your decision.

UTFAB - 11/15/2004


Perspective Upgrading the SIS and a portal is the only

way for the University to evolve to a modern, real-time IT environment

The portal/SIS will fundamentally enhance the ways we interact, communicate, and store, archive, disseminate and access data and information

The project is going exceptionally well – it is on schedule and on budget

UTFAB - 11/15/2004


Thank You The UTF and student

support provided the critical impetus for the project

The need for a new system is great

We request your feedback on COF staffing

Thank you for your support!

UTFAB - 11/15/2004


Discussion and Questions

Are most welcome.

Documents

Student Information System (SIS)/Portal Status Update Presentation to the UTFAB Monday, November 15, 2004 5-6:30 PM, Weber 202 Bill Haid, Dir. Enrollment