Ready, fire, aim! A bold approach to implementing a campus portal Rick Bunt Jonathan Moore-Wright Lea Pennock Sharon Scott Todd 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 advance A team of mere mortals Unacquainted with portals Put one in by the seats of their pants.

September 30, 2004Ready, Fire, Aim! 3 PAWS - Personalized Access to Web Services

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 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 03Sep 03Mar 04NOW 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

September 30, 2004Ready, Fire, Aim! 12 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

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 system upgrade Strategies –“Bless” one system, guess for the rest –Go live with old 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! 21 A quick look at PAWS…

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September 30, 2004Ready, Fire, Aim! 25 1-Sep-031-Jul-041-Mar-041-Dec-031-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 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 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

September 30, 2004Ready, Fire, Aim! 32 Questions ? Please fill out the evaluation form for this session and hand it to the moderator on your way out.