March 8, 2005 Portal Delivery: A Bold Approach Presented by: Rick Bunt, Jonathan Moore-Wright, Lea Pennock, Sharon Scott, Todd Trann University of Saskatchewan Saskatoon, Saskatchewan, Canada Tuesday, 7:30 am – 8:30 am Evaluation Code 376

2 Acting boldly and seizing their chance With no promise of funds in advance A team of mere mortals Unacquainted with portals Put one in by the seats of their pants.

Evaluation Code PAWS  Background  Our approach  Some challenges  Lessons learned Outline Personalized Access to Web Services

Evaluation Code The University of Saskatchewan  Located in Saskatoon, Canada  A “medical-doctoral” University  20,000 students  7,500 faculty and staff  14 colleges and schools with a full range of programs

Evaluation Code Our ERP Timeline  May 2002 – Board of Governors approves Si! project; selection process begins  November 2002 – RFP issued  May 2003 – SCT Banner selected  June 2003 – Contract signed; project planning begins  September 2003 – PAWS launched “quietly”  March 2004 – PAWS launched “loudly”  April 2005 – Student goes live  May 2005 – Finance goes live

Evaluation Code The Case for a Portal  What we had in May 2003  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 Luminis …

Evaluation Code The Luminis Decision  Serendipity  Luminis came as part of Si! project purchase  Not our first choice, but a good one  Leveraged existing uPortal work  Provided a vendor partner  Project credibility

Evaluation Code Project Strategy  First tangible deliverable of our Si! project  We required a bold approach  Tight scope, focus on quick wins  Nimble governance, “just-in-time” project management  Evolutionary budgeting  Staged rollout

Evaluation Code Project Timeline May 03Sep 03Mar 04Sept 04 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 Soft Launch MyTaxForms MyGrades MyFiles Calendar Courses MyFees Groups

Evaluation Code Functionality & Services  Just-in-time delivery: leverage existing work  Out-of-the-box functionality  , calendar, groups, courses, announcements  Grab the “low-hanging fruit”  RSS, XML, WebProxy, CPIP  Throwaways

Evaluation Code 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 From our Technical Lead …

Evaluation Code Many Challenges  Both technical and organisational  A portal is a great “exposer” of existing issues  Enterprise-wide coordination

Evaluation Code Authentication  Issues  Centralised authentication  Distribution of login credentials  Strategies  Leveraged previous work to establish a campus-wide identifier  Chose LDAP, maintained via existing management system

Evaluation Code  Issues  Multiple existing services  No central directory  Coincident system upgrade  Strategies  “Bless” one system, guess for the rest  Go live with old server

Evaluation Code Instructor Data  Issues  No central instructor identification (>5000 class assignments)  Several existing manual processes and applications  Negative impact on MyCourses  Strategies  Opportunity for process improvement  Collect with “throwaway” application

Evaluation Code 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”

Evaluation Code Defining Responsibilities  Issues  A portal is not “just an IT project”  Unclear responsibility for communications  Strategies  Establish “Content Lead”  Clearly separate responsibilities (management, steering, operations)  Co-development model

Evaluation Code 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

Evaluation Code A quick look at PAWS…

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Evaluation Code Sep-031-Jul-041-Mar-041-Dec-031-Sep-04 Soft launch Christmas break Spring break Loud launch End of term NSID distribution to newly admitted students Classes resume Usage

Evaluation Code In Retrospect  Our bold approach has paid off  Clear vision, build the plan as required  Leverage existing work  Staged rollout, to everyone

Evaluation Code In Retrospect  Some challenges  Test vs. production environment  Everything on one server (scaling)  SSO to Banner  not the carrot we thought  Open-source vs vendor  Changing processes takes time (and patience)

Evaluation Code 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

Evaluation Code Summary: With PAWS, we are…  Responding to expectations of our students and faculty  Facilitating faculty adoption of technology  Reducing clutter (via Targetted messaging)  Enhancing U of S reputation  Leveraging existing brand awareness

Evaluation Code With PAWS, we are…  Providing a common platform for service delivery  Building communities of both users and service providers  Preparing the community for on-line service delivery  Continuing to work with SCT in feature development  Proving value through usage – the system sells itself

Evaluation Code And Usage Continues to Grow … Term Two 2004/05 Sept 03Sept 04Jan 05 Soft launch Loud launch NSIDs distributed to newly admitted students Term One 2004/05 Mar 04

Evaluation Code Lessons Learned  Pay attention to governance  Take advantage of quick wins  Be ready  If you build it, they will come!

Evaluation Code Questions?