AARB at AACRAO From Ad hocery to Organized Chaos: Advisors, Enterprise Architects, Registrars and Technologists working together to improve undergraduate advising Monday, April 15, :45am – 11:45am Session ID: 232

About UW-Madison Founded in 1848 Total Research Expenditures: #4 Total Students: 42,441 Undergraduate (28,737) Graduate (9,251) Professional (2,823) Specials (1,630) Total Schools and Colleges: 13 Number of Degrees Awarded Annually: 10,099

Introductions Scott Owczarek University Registrar, Division of Enrollment Management Jim Phelps Enterprise Architect, Division of Information Technology Jeffrey Shokler Assistant Director, Office of Undergraduate Advising

Five Years at Madison

Critical Success Factors The right people at the table Key retirements Maturity of the moment Buy-in and support from leadership Building on a win

Building the AARB Community buy-in and shopping the idea Build on existing governance Role of the Enterprise Architect

AARB - Membership Advisors Kendra Abel, L&S ACAC Nikki Bollig, Business Scott Burkhardt, History Tanya Cutsforth, Engineering Noel Howlett, CCAS Kathryn Paar, SOHE Molly Reinhard, CALS Chris Verhaeghe, CFYE Timothy Walsh, CCAS Technical Aaron Apel, RO Mike Farnham, DoIT - AT Scott Fullerton, DoIT James Helwig, DoIT - IIAT, AT James Phelps, DoIT Administrative Annette McDaniel, OUA Scott Owczarek (Co-Chair), RO Jeffrey Shokler (Co-Chair), OUA Wren Singer, OUA Michelle Young, RO

AARB - Mixed Bag Advisors Administrators Technologists

Advisors Administrators Technologists Complexity Connectedness Considerations Possibilities Complexity Connectedness Considerations Possibilities

AARB - Mixed Bag Advisors Administrators Technologists Jointly determine: Strategy Requirements Use Cases Jointly determine: Strategy Requirements Use Cases

Opportunity to Educate

The tools The limitations The flow The variations Advisors Complexity of Advising

Current tools Future state Easily attained changes Requirements needs Technologists Current state and future possibilities

What is under discussion What needs help What we could pursue Administrators Current roadblocks and opportunities

Design Thinking Service Oriented Architecture Enterprise Data Management Operational Data Stores Architects How to think architecturally and design for the future

AARB - Mixed Bag Advisors Administrators Technologists

How we use the Core Diagram

How we guide technical decisions

Scenario Review

Scenario: Training Analysis

Scenario: Advisee Experience

2013 Strategy Proxy “view” of advisee tools Usability studies of the advisee experience Gather metrics on time spent

Scenario: Data Entry Conundrum

Scenario: Strategy Development

Tools per task?

Seven tools per task…

Building More Apps

Plan/Program Change DARS ISIS Course Guide ANS

We can’t leave it to every service provider and every technologist to solve on their own.

Orchestration of reusable services Leveraging a shared infrastructure

Plan/Program Change Run DARS report Run ISIS Transcript Get Plan/Program Requirements Find Courses in CourseGuide Run DARS What If ISIS Change Plan ISIS Assign Advisor Advisor Notes System

Plan/Program Change DARS ISIS Course Guide ANS Services Mgmnt Orchestration Run DARS report Run ISIS Transcript Get Plan/Program Requirements Find Courses in CourseGuide Run DARS WhatIf ISIS Change Plan ISIS Assign Advisor Record Meeting in ANS Security Gov.

Plan/Program Change DARS ISISANS Services Mgmnt Orchestration Run DARS report Run ISIS Transcript Get Plan/Program Requirements Find Courses in CourseGuide Run DARS WhatIf ISIS Change Plan ISIS Assign Advisor Record Meeting in ANS Security Gov. Course Guide

Find Courses DARS ISISANS Services Mgmnt Orchestration Run DARS report Run ISIS Transcript Get Plan/Program Requirements Find Courses in CourseGuide Run DARS WhatIf ISIS Change Plan ISIS Assign Advisor Record Meeting in ANS Security Gov. Course Guide

Find Courses DARS ISISANS Services Mgmnt Orchestration Run DARS report Run ISIS Transcript Find Courses in CourseGuide Run DARS WhatIf Record Meeting in ANS Security Gov. Check PreReqs Course Guide

Orchestration of reusable services Leveraging a shared infrastructure

Metrics 33% 1,500 hours of high-value advising every year. 3,000 more students served. 1,500 hours of high-value advising every year. 3,000 more students served.

AARB as a way to help technologists, administrators and end-users understand...

Current technology landscape Costs of the current state Design goals and practices Complexity Opportunities Help understand…

Summary From weeds to a garden From tactical to strategic From filling holes to knitting an experience

Questions? Thank You! Session ID: 232 Scott Owczarek, Jim Phelps, Jeffrey Shokler,