1. Student Information System (SIS)/Portal Proposal Presentation to the UTFAB Tuesday, March 8, 2005 Bill Haid, Dir. Enrollment Services, William.Haid@Colostate.edu, 1-3466William.Haid@Colostate.edu Don Hesser, Dir. Information Systems, Don.Hesser@Colostate.edu, 1-5491Don.Hesser@Colostate.edu

2. UTFAB - 03/08/2005SIS/Portal Proposal2 Outline Background “Before and after” architectures Project description Progress to date and portal demo Request for funding of staff in FY 05 Summary

3. Background

4. UTFAB - 03/08/2005SIS/Portal Proposal4 Overview Aged student system, ISIS, requires replacement 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 FRS and several other applications The SIS needs dedicated and much more powerful hardware RAMweb (quasi-portal) Complex interactions with eID and ISIS System “constraints” exceeded Aug. 03, Jan. 04, … Additional enhancements very difficult due to ISIS and staffing limitations

5. UTFAB - 03/08/2005SIS/Portal Proposal5 Overview (cont’d) Unfunded state mandates House Bill 03-1175 – non-SSN student IDs We support increased privacy, but need a new SIS to accomplish College Opportunity Fund (COF) stipends Implementing now on our current system, ISIS Also need to implement on the new Banner system Staffing approved by UTFAB in Fall 04

6. UTFAB - 03/08/2005SIS/Portal Proposal6 Benefits of a New SIS SSN not used as Student PID Closer to 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

7. UTFAB - 03/08/2005SIS/Portal Proposal7 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 UTFAB to consider staffing costs on an annual basis

8. “Before and After” Architectures

9. UTFAB - 03/08/2005SIS/Portal Proposal9 SIS/RAMweb Architecture – “Before”

10. UTFAB - 03/08/2005SIS/Portal Proposal10 Banner/Luminis architecture – “After”

11. Project Description

12. UTFAB - 03/08/2005SIS/Portal Proposal12 Project Organization - Committees Executive sponsors Executive directors Project managers Portal teams Content team Technical team Training team SIS teams Application teams Technical teams A massive amount of work to implement the SIS is ongoing

13. UTFAB - 03/08/2005SIS/Portal Proposal13 Project Schedule To date Feb 04 - Portal focus groups Apr 04 – Banner kick off Fall 04 – Portal phase 1 Fall 05 – Portal phase 2 – lots of rich content Pending Fall 06 – Banner in use for student systems Fall 06 - Portal phase 3 (integration with Banner) Years of enhancements thereafter

14. UTFAB - 03/08/2005SIS/Portal Proposal14 The “Split” of Costs 1-time costs – the University covers 100% $5.4 million!!! Annual recurring costs University: $392,050/yr. UTF: $392,050/yr. Staffing approved annually by the UTFAB Total cost “proportions” over 5 years University: ~80% UTF: ~20%

15. Progress to Date

16. UTFAB - 03/08/2005SIS/Portal Proposal16 Progress on the SIS Go live in July 2005 for Admissions, Housing and Student Loans Conversion efforts have begun on Person, Entity, catalog, Prospect, Student and Accounts receivable data CSU will be an “early adopter” of Banner version 7!!! A major technical upgrade to Banner that provides expanded functionality Bridging key sets of data between current SIS and Banner for a 14-month period Three committees have been formed to examine Banner, RamPoint, WebCT and SAN course and student advising tools

17. UTFAB - 03/08/2005SIS/Portal Proposal17 Progress on the Portal Active teams: 1) technical, 2) content, and 3) training Development during spring and summer 2004 “Quiet launch” followed by “noisy launch” completed in fall 2004 http://rampoint.colostate.edu Significant content added in FY 05 Issues: Calendaring systems Improved WebMail (may be difficult) Messaging “threads” Portal course tools, WebCT, & Banner Course Tools Real-time integration with WebCT

18. UTFAB - 03/08/2005SIS/Portal Proposal18 FY 06 Very Important Activities “Keep the trains running on time” Implement COF In ISIS and RAMweb A very significant and important effort!!! In Aries and Luminis Refresh all business processes associated with the SIS Populate student information in Aries (see next page Ensure 100% accuracy Explore accommodating multiple majors, e.g in registration

19. UTFAB - 03/08/2005SIS/Portal Proposal19 ISIS to ARIES Record Conversion ISIS DataCount Persons750,000 Person Address Records1,100,000 Person Telephone Records1,000,000 Person E-mail 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

20. UTFAB - 03/08/2005SIS/Portal Proposal20 SARS to ARIES Record Conversion SARS Data Count Transaction Records9,900,000 Payment Application Records9,800,000

21. UTFAB - 03/08/2005SIS/Portal Proposal21 FY 06 Very Important Activities (cont’d) Real-time integration of SIS with WebCT Develop and implement the UID Complex due to multiple conflicting requirements encompassing security, privacy and access Complex involving eID, UID, and PID, and ID re-carding required Develop on-line student course survey Assess faculty and advising tools Explore consolidation of calendaring systems Go live with Banner modules beginning early in 2006

22. UTFAB - 03/08/2005SIS/Portal Proposal22 Projection of Expenses - FY 05 Will “hit” the target of $392k within a narrow margin

23. Funding Request for FY 06

24. UTFAB - 03/08/2005SIS/Portal Proposal24 Staffing for FY 06 Portal Developer – ES Student Employees - ES Portal Java Developer - ACNS Web Applications Specialist – IS DBA (Database Administrator) – IS COF Project Manager and Implementer - SFS

25. UTFAB - 03/08/2005SIS/Portal Proposal25 Recurring Costs for FY 06 Essentially identical to those for FY 05

26. UTFAB - 03/08/2005SIS/Portal Proposal26 3-Year Plan FY 06 The “very important” activities cited previously FY 07 Complete Banner Installation Address “gaps” Implement Banner updates Ensure integration of the SIS with the portal Assess other portal options, e.g. uPortal FY 08 Continue to address “gaps” Implement Banner updates Assess Learning Management Systems, e.g. Project Sakai

27. Summary

28. UTFAB - 03/08/2005SIS/Portal Proposal28 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.

29. UTFAB - 03/08/2005SIS/Portal Proposal29 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 going exceptionally well – it is on schedule and on budget Next year is the most critical year for the project

30. UTFAB - 03/08/2005SIS/Portal Proposal30 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!

31. UTFAB - 03/08/2005SIS/Portal Proposal31 Discussion and questions Are most welcome