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March 8, 2005

March 8, 2005. Portal Delivery: A Bold Approach. Presented by: Rick Bunt, Jonathan Moore-Wright , Lea Pennock, Sharon Scott, Todd Trann University of Saskatchewan Saskatoon, Saskatchewan, Canada. Tuesday, 7:30 am – 8:30 am Evaluation Code 376.

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March 8, 2005

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  1. March 8, 2005 Portal Delivery: A Bold Approach Presented by: Rick Bunt, Jonathan Moore-Wright, Lea Pennock, Sharon Scott, Todd Trann University of Saskatchewan Saskatoon, Saskatchewan, Canada Tuesday, 7:30 am – 8:30 am Evaluation Code 376

  2. Acting boldly and seizing their chanceWith no promise of funds in advance A team of mere mortals Unacquainted with portalsPut one in by the seats of their pants.

  3. PAWS Personalized Access to Web Services Outline • Background • Our approach • Some challenges • Lessons learned

  4. The University of Saskatchewan • Located in Saskatoon, Canada • A “medical-doctoral” University • 20,000 students • 7,500 faculty and staff • 14 colleges and schools with a full range of programs

  5. Our ERP Timeline • May 2002 – Board of Governors approves Si! project; selection process begins • November 2002 – RFP issued • May 2003 – SCT Banner selected • June 2003 – Contract signed; project planning begins • September 2003 – PAWS launched “quietly” • March 2004 – PAWS launched “loudly” • April 2005 – Student goes live • May 2005 – Finance goes live

  6. The Case for a Portal • What we had in May 2003 • 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 Luminis …

  7. The Luminis Decision • Serendipity • Luminis came as part of Si! project purchase • Not our first choice, but a good one • Leveraged existing uPortal work • Provided a vendor partner • Project credibility

  8. Project Strategy • First tangible deliverable of our Si! project • We required a bold approach • Tight scope, focus on quick wins • Nimble governance, “just-in-time” project management • Evolutionary budgeting • Staged rollout

  9. May 03 Sep 03 Mar 04 Sept 04 Project Timeline Email MyGrades Calendar 3.1 Upgrade Tech training Faculty Pilot 3.2 Beta Implement MyFiles MyFees Train Users New Server Plan Sign Contract SoftLaunch Loud Launch 3.2 Upgrade Adjustments Banner Prep MyTaxForms Courses Groups

  10. Functionality & Services • Just-in-time delivery: leverage existing work • Out-of-the-box functionality • Email, calendar, groups, courses, announcements • Grab the “low-hanging fruit” • RSS, XML, WebProxy, CPIP • Throwaways

  11. 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 From our Technical Lead …

  12. Many Challenges • Both technical and organisational • A portal is a great “exposer” of existing issues • Enterprise-wide coordination

  13. Authentication • Issues • Centralised authentication • Distribution of login credentials • Strategies • Leveraged previous work to establish a campus-wide identifier • Chose LDAP, maintained via existing management system

  14. Email • Issues • Multiple existing services • No central directory • Coincident email system upgrade • Strategies • “Bless” one system, guess for the rest • Go live with old email server

  15. Instructor Data • Issues • No central instructor identification (>5000 class assignments) • Several existing manual processes and applications • Negative impact on MyCourses • Strategies • Opportunity for process improvement • Collect with “throwaway” application

  16. 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”

  17. Defining Responsibilities • Issues • A portal is not “just an IT project” • Unclear responsibility for communications • Strategies • Establish “Content Lead” • Clearly separate responsibilities (management, steering, operations) • Co-development model

  18. 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

  19. A quick look at PAWS…

  20. 1-Sep-03 1-Dec-03 1-Mar-04 1-Jul-04 1-Sep-04 Usage End of term Classes resume Loud launch Spring break NSID distribution to newly admitted students Christmas break Soft launch

  21. In Retrospect • Our bold approach has paid off • Clear vision, build the plan as required • Leverage existing work • Staged rollout, to everyone

  22. In Retrospect • Some challenges • Test vs. production environment • Everything on one server (scaling) • SSO to Banner • Email not the carrot we thought • Open-source vs vendor • Changing processes takes time (and patience)

  23. 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

  24. Summary:With PAWS, we are… • Responding to expectations of our students and faculty • Facilitating faculty adoption of technology • Reducing email clutter (via Targetted messaging) • Enhancing U of S reputation • Leveraging existing brand awareness

  25. With PAWS, we are… • Providing a common platform for service delivery • Building communities of both users and service providers • Preparing the community for on-line service delivery • Continuing to work with SCT in feature development • Proving value through usage – the system sells itself

  26. And Usage Continues to Grow … Term Two 2004/05 Term One 2004/05 NSIDs distributed to newly admitted students Loud launch Soft launch Sept 03 Mar 04 Sept 04 Jan 05

  27. Lessons Learned • Pay attention to governance • Take advantage of quick wins • Be ready • If you build it, they will come!

  28. Questions? Rick.Bunt@usask.ca Jonathan.Moore-Wright@usask.ca

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