Student Information System (SIS)/Portal Progress Report Presentation to the UTFAB Tuesday, November 8, PM, Weber 202 Bill Haid, Dir. Enrollment Services, Don Hesser, Dir. Information Systems,

UTFAB - Nov. 8, 2005SIS/Portal Report2 Outline Background Progress to date The delay Additional activities in FY 06 Budgets and staffing Summary

Background

UTFAB - Nov. 8, 2005SIS/Portal Report4 Names of Implementations Current Student Information System (SIS) is ISIS, SAM, SARS New products from Sungard SCT New (relatively) Luminis portal CSU implementation termed RamPoint New Banner Student Information System CSU implementation termed ARIES

UTFAB - Nov. 8, 2005SIS/Portal Report5 Overview of Current SIS Old student system 15 years old - not a modern, “real-time” system Very intensive of staff time; limits progress in other areas Replacement will enhance security and privacy Runs on a mainframe together with Finance and several other applications Recall ASCSU election downtime last year – due to nightly financial processing requirements The SIS needs dedicated and much more powerful hardware – requires replacement

UTFAB - Nov. 8, 2005SIS/Portal Report6 Overview of RAMweb Complex interactions with eID and ISIS System “capacity” exceeded at the beginning of every semester since August 2003 Additional enhancements were very difficult due to ISIS and staffing limitations

UTFAB - Nov. 8, 2005SIS/Portal Report7 Overview (cont’d) Unfunded state mandates House Bill – non-SSN student IDs We support increased privacy, but need a new SIS to accomplish College Opportunity Fund (COF) stipends Implemented now on our current system, ISIS Also need to implement on ARIES Processed ~$19 million in COF awards Fall 05 Staffing approved by UTFAB last year

UTFAB - Nov. 8, 2005SIS/Portal Report8 Benefits of a New SIS SSN not used as Student PID – huge factor! Nearly 24 x 7 access to RAMweb services New web registration system Degree Audit (GUIDE) on the web Improved/integrated advising support for faculty and students Fewer places to maintain personal data Example - addresses integrated into one system More web service options

UTFAB - Nov. 8, 2005SIS/Portal Report9 Benefits of a Portal Accessibility From anywhere at any time Just requires a web browser for access Avoids confusion of local user profiles, e.g. bookmarks, address books, etc. Security and privacy Architecture designed for security and privacy Protect 1 location, not many locations Single sign on to RamWeb, WebCT and other systems Minimize complexity IT far too complex today in any case Single point of entry minimizes user confusion and facilitates user support

Progress to Date

UTFAB - Nov. 8, 2005SIS/Portal Report11 Portal Services Now Store personal info Customizable interface Communication tools Access to RAMweb Access to WebCT Calendars mobile.colostate.edu Future Access to new SIS More storage On-line surveys Enhanced collaboration Student portfolios Mobile editing Access to more back- end services

UTFAB - Nov. 8, 2005SIS/Portal Report12 RamPoint Cumulative Users

UTFAB - Nov. 8, 2005SIS/Portal Report13 RamPoint Concurrent Users

UTFAB - Nov. 8, 2005SIS/Portal Report14 Analysis of Portal Usage To date, we have not used the portal as effectively as we might Been very busy implementing ARIES and COF Need to integrate into our academic environment Academic Technology Plan will address this The portal will be critically important strategically For access to ARIES For enhanced security and privacy As an entry point for new services To minimize complexity

UTFAB - Nov. 8, 2005SIS/Portal Report15 Progress to Date on the SIS General Person, Student Loans and Catalog modules are live Financial Aid is live Major conversion efforts underway on General Student, Academic History, Accounting Details, and more Work begun on Banner version 7 To avoid a significant conversion shortly after ARIES becomes live Bridging key sets of data between current SIS and Banner for a 24-month period Appworx software installed for production scheduling

UTFAB - Nov. 8, 2005SIS/Portal Report16 Progress to Date on the SIS (cont’d) All project teams: “Keep the trains running on time” COF Additional COF programming for current ISIS system $19 million processed for Fall 2005 Populating student information in ARIES (see next 2 pages) Ensure 100% accuracy Develop and implement the CSUID Complex due to multiple conflicting requirements encompassing security, privacy and access CSUID exists in ARIES for ~600,000 users ID re-carding required

UTFAB - Nov. 8, 2005SIS/Portal Report17 ISIS to ARIES Record Conversion ISIS DataCount Persons750,000 Person Address Records1,100,000 Person Telephone Records1,000,000 Person Addresses150,000 Person Comment150,000 Person Hold90,000 Parent Names90,000 Academic History Courses8,600,600 Academic History Transfer Records346,000 Academic History Awards/Degrees138,000

UTFAB - Nov. 8, 2005SIS/Portal Report18 SARS to ARIES Record Conversion SARS Data Count Transaction Records9,900,000 Payment Application Records9,800,000

UTFAB - Nov. 8, 2005SIS/Portal Report19 Start of the Semester With the additional hardware and staff development, we were able to keep all systems up for the start of the fall semester, through a period of very heavy load First since initial “melt down” in Aug. 03! Thanks to UTF funding!

The Delay

UTFAB - Nov. 8, 2005SIS/Portal Report21 Revised Project Schedule Original project schedule was for a complete implementation for Fall 2006 Timeline was very tight to begin with Gaps in functionality presented challenges COF required a huge effort that was not planned for in the original project schedule Absorbed all the “slack” and then some As a result, deployment of some of the modules had to be delayed; approved by executive sponsors in May 2005 Full implementation now scheduled for Fall 2007

Additional Activities for FY 06

UTFAB - Nov. 8, 2005SIS/Portal Report24 SIS Activities – Fall 2005 Go live with Banner modules Fall 05: General Person, Student Loans, Catalog, Financial Aid for Fall 2006! Mock test December 05 All the Queen’s horses, and all the Queen’s ladies… Integrate RamPoint and ARIES – a real chore! Accommodate multiple majors Implement DARS – Degree Audit and Reporting System After a significant effort on SCT’s CAPP Positive progress to date

UTFAB - Nov. 8, 2005SIS/Portal Report25 3-Year Plan FY 06 The “Fall 05” activities cited previously Accounts Receivable Spring 06 Admissions Summer 06 FY 07 Class Schedule and Registration for Fall 2007 live in ARIES Address “gaps” Implement COF in ARIES Implement Banner updates Ensure integration of ARIES with the portal and WebCT Considering WebCT Vista Edition FY 08 Complete ARIES Installation Continue to address “gaps” Implement Banner updates Hardware refresh

Budgets and Staffing

UTFAB - Nov. 8, 2005SIS/Portal Report27 The “Split” of Costs 1-time costs – the University covers 100% $5.4 million!!! Annual recurring costs – 50% split University: $392,050/yr. UTF: $392,050/yr. Staffing approved annually by the UTFAB Total cost “proportions” over 5 years University: ~80% UTF: ~20%

UTFAB - Nov. 8, 2005SIS/Portal Report28 UTFAB Prior Commitments UTFAB committed to the following costs in Fall 2003: Recurring contractual costs 5 years for the SIS upgrade 3 years for the portal (Fall 06) Decision time is Spring 06 UTFAB to consider staffing costs on an annual basis

UTFAB - Nov. 8, 2005SIS/Portal Report29 Expenses in FY 05 – Last Year We “hit” the target of $392k within ~$2,500, <1%.

UTFAB - Nov. 8, 2005SIS/Portal Report30 Expenses in FY 06 – This Year Total identical to those for FY 05 Notes $60k Non-SCT $7k $0 Still a very spare budget

UTFAB - Nov. 8, 2005SIS/Portal Report31 Staffing for FY 06 Portal Developer – ES 3 Student Web Applications Developers – ES Vijay Prince, Alexandra Jamieson, and Shweta Manohar Behere Portal Java Developer - ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS COF Project Manager and Implementer - SFS

Summary

UTFAB - Nov. 8, 2005SIS/Portal Report33 The Project Hype Cycle Source: Mike Zastrocky, The Gartner Group Positive Hype Technology Trigger Peak of Inflated Expectations Trough of Disillusionment Slope of Enlightenment Plateau of Productivity Maturity Negative Hype ARIES RamPoint Value

UTFAB - Nov. 8, 2005SIS/Portal Report34 UTFAB Funding Criteria 1. 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 CFTCheck. 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 - Nov. 8, 2005SIS/Portal Report35 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 access data and information The project is progressing – it is mostly on schedule and mostly on budget The University is absorbing the cost overage due to COF Next fiscal year is the most critical year for the project

UTFAB - Nov. 8, 2005SIS/Portal Report36 Thank You The UTF and student support provided the critical impetus for the project The need for a system upgrade is great Thank you for your support!

UTFAB - Nov. 8, 2005SIS/Portal Report37 Discussion and Questions Are most welcome