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No More Paper, No More Stamps: Targeted myWSU Communications

No More Paper, No More Stamps: Targeted myWSU Communications. Jack Alilunas, Lavon Frazier October 20, 2004. 1. Overview of WSU. Research university 22,000+ students Four campuses Multiple learning centers Distance degree program. Spokane. ~DDP~. Pullman. Vancouver. Tri-Cities.

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No More Paper, No More Stamps: Targeted myWSU Communications

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  1. No More Paper, No More Stamps:Targeted myWSU Communications Jack Alilunas, Lavon FrazierOctober 20, 2004 1

  2. Overview of WSU • Research university • 22,000+ students • Four campuses • Multiple learning centers • Distance degree program

  3. Spokane ~DDP~ Pullman Vancouver Tri-Cities WSU Campus Locations

  4. Presentation Outline • Business Problem • Business Solution • Related Policies • Notices Demo • Technical Overview • Problems and Plans

  5. Presentation Outline • Business Problem

  6. Business Problem Better means of communication!

  7. Business Requirements Needed mechanism to: • communicate information to specified audiences • enable faculty to communicatewith students in their classes • officially notify individuals ofstatus, etc.

  8. More Requirements Needed electronic communication mechanism that was: • easier to maintain than mailing lists • more secure than e-mail • able to assure & track delivery • less costly than USPS • more timely delivery than USPSor campus mail

  9. Opportunity WSU was developing the myWSU web portal as part of our vision for a “seamless, integrated, intuitive information environment”

  10. Solution Targeted Notices Facility in myWSU

  11. Presentation Outline • BusinessProblem • Business Solution

  12. Targeted Notices Facility Uses target recipient groups In secured portal web space Delivery based on WSU network-id Electronic, not paper and stamps Available for immediate delivery

  13. Notices - Sender Authorizations - Target Groups Manage Subscriptions View Notices Manage Notices Create Notices Notices Information Flow myWSU Notice Sender myWSU Notice Recipient Database

  14. Sender Authorizations Automatically authorizedto classes Administrator authorizedto subscription groups to own area Default authorizationto individuals

  15. Target Groups • Automatically populatedclass enrollments • Self-service subscriptionsrole,campus, colleges, VP areas • Administrator managedPresident’s Cabinet

  16. Targeting Individuals • Ad-hoc targetingmanual id entrydata warehouse query results • Programmatic targetingnotice feeds

  17. Presentation Outline • BusinessProblem • Business Solution • Related Policies

  18. e-Correspondence Policy “Electronic correspondence shall be one of the authorized means of communication from Washington State University to students, faculty, staff, and other constituents.”

  19. Appropriate Security “All University electronic correspondence that contain individually identifiable confidential or operational information must be sentvia secure mechanisms that ensure message authenticity, confidentiality and integrity.”

  20. Appropriate Use “University electronic correspondence may be used only to meet academic instruction, research, public service, and administrative needs of the University.”

  21. Sender Responsibility “Note: to avoid the perception of myWSU notices as spam, it is essential for you to consider the needs of your audience, and that the targeting and frequency of your noticesreflect such consideration.” In help text:

  22. Recipient Responsibility “Just as they are responsible for any printed correspondence that is delivered by non-electronic means, faculty, staff and students are responsible for all information sent to them via University- provided electronic correspondence delivery mechanisms. …that would be received and read in a timely fashion.”

  23. Presentation Outline • Business Problem • Business Solution • Related Policies • Notices Demo

  24. Notice Recipient Functions • Notices alert • New notices list • Notices in-box and viewer • Campus announcements • Subscriptions alert • Manage subscriptions • Subscriptions list

  25. Notice Sender Functions • Create notices • three targeting methods • four notice styles • four handling options • Manage notices • search and display • delivery statistics • target additional recipients • change effective dates • stop further delivery

  26. Presentation Outline • Business Problem • Business Solution • Related Policies • Notices Demo • Technical Overview

  27. Oracle 9i Application Server Oracle Portal https F5 SSL Accelerator Oracle Internet Directory Oracle DB Portal Environment Redhat Enterprise Linux, J2EE http

  28. Legacy Systems Synch Process Legacy DB (Adabas) Portal Trans. (Adabas) Notices DB (Oracle) Attunity Connect Legacy Systems Interface class sections enrollments Legacy: MVS, Natural, Adabas Portal: Linux, Oracle SQL recipient groups

  29. RONet DB (SQL Server) Synch Process RONet Portal Trans. (Adabas) Notices DB (Oracle) Attunity Connect Attunity Connect OID (LDAP) Legacy Systems Interface SQL instructors, academic support staff Legacy: Windows Server 2003 Portal: Linux, Oracle SQL portal authorizations notice authorizations

  30. Batch or Online Process Any DB Notice Creation Notice delivery via myWSU Oracle XML DB Notices DB (Oracle) Notice Feeds XML, FTP Any environment Portal: Linux, Oracle notices recipients

  31. Presentation Outline • Business Problem • Business Solution • Related Policies • Notices Demo • Technical Overview • Problems and Plans

  32. Problems Encountered • Huge developer learning curve • Slow adoption by senders • Lack of recipient awareness • ignoring subscriptions • not opening notices • System instability

  33. Work in Progress • Fully automated notice feeds • Initial automatic subscriptions • Ability to reply to a notice

  34. Planned Enhancements • Distributed group administration • Automated records retention • Purge and archive functions • Accessibility issues

  35. For Further Information ... alilunas@wsu.edu lavon_frazier@wsu.edu

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