INDIVIDUAL ACHIEVEMENT. EDUCATIONAL EXCELLENCE. ADMINISTRATIVE INNOVATION. INSTITUTIONAL PERFORMANCE. 1 A Phased Approach: Implementing IV Presented by: Andrea Pickles and Bill Shew Framingham State College April 16, 2008 Course ID S-0932

2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3 Course ID S-0932 Agenda Address small institutions who are in the process of or considering implementing Luminis (with Banner) Present overview of our implementation project Reflect on our lessons learned Provide best practices for your implementation projects Discuss next steps in our implementation project

4 Course ID S-0932 About Framingham State College Location Framingham, Massachusetts (20 miles west of Boston) Enrollment Undergraduate: 3,828 Graduate: 2,075 Faculty Full-time: 167 Part-time: 86 Majors/Programs Undergraduate: 25 Graduate: 24

INDIVIDUAL ACHIEVEMENT. EDUCATIONAL EXCELLENCE. ADMINISTRATIVE INNOVATION. INSTITUTIONAL PERFORMANCE. 5 Overview of the Implementation Project

6 Course ID S-0932 Background Evaluation and Selection of ERP Began in August 2005 Upgrade current administrative and student information system and portal Ingres (1990) Oracle Portal System (2003) Transition to a new system that would better serve our needs for the future UDC Initiative Began in September year implementation project Includes both Banner and Luminis

7 Course ID S-0932 UDC Initiative Project Goals Yield Significant Benefits in Security and integrity of data Improved information services for students, faculty, and staff Streamlined business processes Efficient access to data, information, and transaction processing Responsiveness to state/federal/internal reporting requirements

8 Course ID S-0932 Defined Long-term Objectives Provide reliable and consistent access to data Present accurate and real time information Build community resource that brings people together Develop large audience of users by providing variety of self services Present customizable environment that is attractive and easy to use Integrate campus resources to make portal a “one-stop shopping” site Luminis Portal Project Goals

9 Course ID S-0932 Luminis Implementation Phases Phase I Feb 2007 to September 2007 Focus on initial roll-out of Luminis Phase II September 2007 to March 2008 Focus on student and faculty self service (web registration) Phase III March 2008 to September 2008 Focus on finance self service Phase IV September 2008 to December 2008 Focus on alumni self service And Beyond

10 Course ID S-0932 Phase I Implementation – Challenges Existing myFSC Portal Some robust functionality Unstable environment Development issues High Profile Implementation External “face” of the project Two Data Systems Ingres Banner First Go Live Date Admissions/General Person Banner go lives end of September

11 Course ID S-0932 Phase I Implementation – Overview Primary Goal of Phase 1 Replicate existing functionality of current myFSC portal Kick-off February 27, 2007 Go Live September 1, 2007 Implementation Teams SunGard Higher Education Consultants Organizational/Functional Technical

12 Course ID S-0932 Phase I Implementation – Process Project Kick-off Organizational Process Platform Content Planning Platform Content Administration Training Platform Organizational Planning Platform Product Certification Platform Organizational Production Readiness Review Technical Process Platform Technical Training Platform Test/Production Install & ERP Integration Mid Tier Implementation Test/Production SSO to INB and Luminis Channels Data Integration Consultation Platform Technical Production Readiness Review

13 Course ID S-0932 Phase I Implementation – Organizational/Functional Team Lead Andrea Pickles, Director of Academic Technology Organization/Functional Implementation Team Cross campus representation Business Office, Admissions, Student Affairs, Library, Financial Aid, College Communications, Alumni, Information Technology Services, Registrar’s Office, Human Resources, Faculty, Student Government Subcommittees Content and Layout Training and Support Communication and Marketing Policies and Procedures

14 Course ID S-0932 Phase I Implementation – Content and Layout Decided Portal Name Designed Login Page

15 Course ID S-0932 Phase I Implementation – Content and Layout Determined Internal Layout/Design Determined Go Live Content

16 Course ID S-0932 Phase I Implementation – Training and Support Developed Training/Support Plan Developed Training/Support Materials Frequently asked questions First time login Login help Quick start guides Site map Glossary Provided Training Sessions Updating channels Posting announcements

17 Course ID S-0932 Phase I Implementation – Communication and Marketing “Better Connected, Better Informed and Better Served” Developed Marketing/Communication Plans

18 Course ID S-0932 Phase I Implementation – Communication and Marketing Marketing Teaser postcard Flyer Coffee giveaway Flash drive giveaway Info tables Communication Account letters Orientations from President FSC ACCESS newsletter Student newspaper article

19 Course ID S-0932 Phase I Implementation – Policies and Procedures Discussed and Developed Policies, Procedures and Guidelines Granting Access to myFramingham Portal Administration Committee Portal Content Management Channel Content Design Portal Tabs and Channels Group Studio, Groups, and Group Memberships Targeted Announcements as one Official Means of Communication to Students, Faculty and Staff

20 Course ID S-0932 Phase I Implementation – Technical Team Lead Bill Shew, Luminis System Administration Technical Implementation Team Representation from Information Technology Services

21 Course ID S-0932 Phase I Implementation – Technical Luminis III or Luminis IV Timelines Weighing the options Linux or Windows Capabilities Advantages Application Selection What are we going to offer Server Selection Network Architecture Can we support it? Upgrades and Patches

22 Course ID S-0932 Phase I Implementation – Technical Custom Channels Custom script and database Faculty/Staff channels Student channels Account Creation and Maintenance Ingres accounts Role maintenance The Disaster What happened What did we do Issues/Solutions Performance Firewall

23 Course ID S-0932 Phase I Go Live myFramingham 3 Primary Roles Student, Faculty, Employee 5 Tabs Faculty/Employee Student

24 Course ID S-0932 Phase I Go Live Welcome Tab Campus Alerts My Messages Campus Announcements Campus Spotlight College Events myFramingham Features Weather

25 Course ID S-0932 Phase I Go Live Academic Info/Academic Resources Tabs My Class Schedule*My Info* My Grades*Course Offerings* Course InformationAdvising My Advisees*Academic Support RegistrationDean of Students Graduate & Continuing Education

26 Course ID S-0932 Phase I Go Live Campus Resources/FSC Work Student Accounts Health & Wellness Career Resources Technology Resources My Info* My Leave* Payroll Services Business Office IR Resources Human Resources Form Search

27 Course ID S-0932 Phase I Go Live FSC Life/Campus Life Tabs Super WeekendsStudent Involvement AthleticsResidence Life Multicultural AffairsCommuter Student Dining ServicesArts & Humanities Training/Professional Development Library Tab For BooksFor Articles For HelpAnnouncements Information and ServicesQuick Links Resource of the Week

28 Course ID S-0932 Phase II Implementation – Organizational/Functional Focus is on Web Registration Incorporate Student and Faculty Banner Self Services Incorporate Luminis Channels for Banner Integrate New Content Summer Web Registration began March 3 rd Fall Web Registration began March 24 th Current Students Register through myFramingham

29 Course ID S-0932 Phase II Implementation – Organizational/Functional Web Registration

30 Course ID S-0932 Phase II Implementation – Technical Middle Tier Installation LDI User accounts Role maintenance LDI for Blackboard Snapshot LDI Banner Self-Service Channels Customizations Webtailor Modifications Quick Start applicants

31 Course ID S-0932 Project Status – Usage Statistics

INDIVIDUAL ACHIEVEMENT. EDUCATIONAL EXCELLENCE. ADMINISTRATIVE INNOVATION. INSTITUTIONAL PERFORMANCE. 32 Lessons Learned/Best Practices

33 Course ID S-0932 Lessons Learned/Best Practices Institutional Support UDC Executive Steering Committee Cross Campus Representation Need all areas at the table Champions Ownership Communication is Key Constant Consistent Always Promoting Unique ways

34 Course ID S-0932 Lessons Learned/Best Practices Targeted Announcements Who can post and what can be posted Announcements versus Balance Part of overall communication plan Policies and Procedures Cleary defined Implement in Phases Cannot do everything at once Oversight Constant review

35 Course ID S-0932 Lessons Learned/Best Practices Compelling Content Need a reason to log in Dynamic Content Ownership Does not go live without channel admin/manager Small Working Groups Subcommittees Ongoing Training Not just to get started Tips

36 Course ID S-0932 Lessons Learned/Best Practices Scalable Server and Architecture Test, Test, Test Have a Back Up Plan for your Back Up Plan Expect the unexpected Use Support and Luminis Community

INDIVIDUAL ACHIEVEMENT. EDUCATIONAL EXCELLENCE. ADMINISTRATIVE INNOVATION. INSTITUTIONAL PERFORMANCE. 37 Next Steps

38 Course ID S-0932 Next Steps Review of Current Portal Portal Administration Committee Update Look and Feel New College brand Implement Future Phases Incorporate Finance Self Service Integrate Financial Aid Roll-out to Alumni Workflow

39 Course ID S-0932 Next Steps Improved Design/Functional Aspects Web 2.0 technologies Targeted Content More defined roles (Graduate and Continuing Education) Single Sign On Blackboard EZ Proxy Improve Text Only Version

INDIVIDUAL ACHIEVEMENT. EDUCATIONAL EXCELLENCE. ADMINISTRATIVE INNOVATION. INSTITUTIONAL PERFORMANCE. 40 Questions and Answers

41 Course ID S-0932 Questions and Answers Andrea Pickles Director of Academic Technology Bill Shew Luminis System Administrator

42 Course ID S-0932 Thank You! Please complete the online class evaluation form Course ID S-0932 SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners. © 2008 SunGard. All rights reserved.