business weds it saving the relationship from divorce weds it – saving the relationship from...

Business weds IT – Saving the

Relationship from Divorce

A case study of implementing an online application system in a dual

sector university

Abhijith Mani

Kai Jensen

Today’s therapy includes…

• About the University

• Commitment issues (first attempts)

• Apply online direct admissions project

• The honeymoon period (establishing the project and early positives)

• A complicated marriage (mistakes and consequences)

• It’s never too late to change (addressing the issues)

• Bad habits return (repeating our mistakes)

• Relationship counselling (forgiving the past and moving on)

• In hindsight

Direct Admissions at RMIT University

Vocational Education

Certificate IV and above

only

Undergraduate

All bachelor and

associate degrees

Honours degrees

All honours degrees

(entry is after completion of

bachelor)

Postgraduate by

coursework

Graduate certificate

and diplomas

masters degrees

Commitment issues…

Brave new world

Deferment

(Process - Current)

Program

Information

(Process - Current)

Rolling intakes/School

based applications(Application Type – New)

Group/industry

applications(Application Type – New)

Offshore

Applications(Application Type – New)

Future

Intakes(Application Type – New)

Re-admit

(Process – New)

Credit

Transfer

(Process - Current)

Accept,

Reject

Offer

(Process – New)

ARG Online Admission and Selection project landscape

V0.5

Search match

Search match exception report

Post form/ application to PeopleSoft

Post form/ application to PeopleSoft exception

report

Conditional offers

Applicant track progress and ‘My Info’ page

Update contact details and post to PeopleSoft

Return info from PeopleSoft to online system

Selection decision returned to online

Selection officer access, print, views

Maintain security

Maintain configuration

Maintain users

Search applications

Comments and issue recording

Withdraw

Post submission attachments by applicants (report, view)

Entry point (Direct only)

Scheduled tasks

Email – other

Communications to applicants

Printing and views

Systems reporting

Statistical reporting

Audit reporting

Maintain email content and form content

Apply Direct

Release 1.0

Bundle 5

Reporting

Bundle 1

Apply Online

Bundle 1A

Bundle 1

Apply Online

Bundle 1BBundle 1

Apply Online

Bundle 1C

Bundle 2

PeopleSoft and

PeopleSoft interfaces

Bundle 3

Administration staff

Bundle 6

Other

Bundle 7

Integration

Bundle 4

Selection officer

Registration including email confirmation

Address validation

Roles for security and security set up

Attach documents pre submission

Acknowledgement of submission

Auditing, archiving and maintain history

Supplementary information

Submit application including:

Data validation

Capturing preferences & statistics

Eligibility calculator

Program selection

PREP/TAFE/UGRD/PGRD/RSCH

Partial applications

Checklist prior to submission

Multiple opening & closing dates

Post VTAC applications

Late year entry applications

Special circumstances applications (Equity/

Scholarships/CSEP)

Internal Transfers Marketing

information

(Process - New)

Portal entry point

(International & Direct)

(Process - New)

Selection (assessment

tools, other advanced

functions and process re-

engineering)

(Process - New)

Apply Direct

Release 1.1

Initia

l G

o L

ive

/ R

ollo

ut

Apply Direct

Release 2

Go

Liv

e

The honeymoon period

Apply Direct

Governance Structure

MPC

Exec Sponsor

Sponsor

(Chair of SSPAG)

Online Admissions and

Selection Steering Group

PM

ITS Project TeamBusiness Requirement

Focus GroupSelection Focus Group

Working Party*

I:\Program Admin\Projects 2010\ITS02195b - Apply Direct\01 Initiation\Background

Apply Direct Governance V1.0.vsd

*Comprises Business Requirement Focus Group

plus Sponsor and Sponsor delegate

Student System Projects

Advisory Group

Special Circumstances

Focus Group

"Waterfall model" by Peter Kemp / Paul Smith - Adapted from Paul Smith's work at wikipedia. Licensed under Creative

Commons Attribution 3.0 via Wikimedia Commons -

http://commons.wikimedia.org/wiki/File:Waterfall_model.svg#mediaviewer/File:Waterfall_model.svg

11/7 18/7 25/7 1/8 8/8 15/8 22/8 29/8 5/9 12/9 19/9 26/9 3/10 10/10 17/10 24/10 31/10 7/11 14/11 21/11 28/11 5/12 12/12 19/12 26/12 2/1 9/1 16/1 23/1 30/1 6/2 13/2 20/2 27/2 6/3 13/3 20/3 27/3 3/4 10/4 17/4 24/4 1/5 8/5 15/5 22/5

ITS02195b - Apply Direct Project (Release 1.0)

Governance

Identify document

requirementsTest User review Implementation

User Acceptance

TestingLegend

AR

GP

roje

ct

Pla

nn

ing

ITS

13-Aug-10

Identify / document

requirements

Bundle 1B

Test

Bundle 1B

User review

Bundle 1B

Close Bundle 1BClose requirements definition (CRD)

Bundle 1B

Identify /

document

requirements

Bundle 1C

Test

Bundle 1C

29-Sep-10

22-Oct-10Close

Bundle 1C

Identify / document requirements

Bundle 2

Test

Bundle 2

User review

Bundle 2


Bundle 3

Test

Bundle 3

User review

Bundle 3

Test

Bundle 4

26-Nov-10Close

Bundle 2

10-Dec-10Close

Bundle 3 & 4


Bundle 4

User review Bundle 4


Bundle 5

Test

Bundle 5

User review

Bundle 5

11-Feb-11Close

Bundle 5 11-Mar-11Close Bundle 6

Identify /

document

requirements

Bundle 6

Test

Bundle 6

User

review

Bundle 6

Identify / document

requirements

Bundle 7

Test

Bundle 7

18-Mar-11

Close Bundle 7

Identify / document

requirements

Bundle 1B

Identify /

document

requirements

Bundle 1C


Bundle 2

Charter

Implement focus groups

Communication Planning

UAT Prep Load Test

Training preparation

Cut

over

18-Apr-11Go Live

(ARG)


Bundle 3


Bundle 4


Bundle 5

Identify /

document

requirements

Bundle 6

Identify / document

requirements

Bundle 7UAT Training

1-Oct-10

15-Oct-10

22-Oct-10

26-Nov-10

21-Jan-11

CRD Bundle 2

CRD

Bundle 3

CRD

Bundle 4

CRD Bundle 5

CRD Bundle 6

Implementation planning

Implementation activities

Post implementation

support

Post implementation

support

1-May-11Go Live

(External)

Configuration activities

16-Aug-10CRD

Bundle 1C

Release 1.0

closure

31 May 2011

Post implementation

support

The hard yards…

You never told me about your ex!

© Copyright 2014 Universal Uclick.

Wait! Let’s bring more baggage

Work estimation

• Unrealistic time frames

• Descoping

• Risks to go live dates

Team skill set

• Limited solutions

• Limited discussions

• Incomplete analysis

ITS vs Business

• Us vs Them

• Maintaining requirements

Perspectives

• Differing priorities

• Expectations

Deferment

(Process - Current)

Program

Information

(Process - Current)

Rolling intakes/School

based applications(Application Type – New)

Group/industry

applications(Application Type – New)

Offshore

Applications(Application Type – New)

Future

Intakes(Application Type – New)

Re-admit

(Process – New)

Credit

Transfer

(Process - Current)

Accept,

Reject

Offer

(Process – New)

ARG Online Admission and Selection project landscape

V0.5

Search match

Search match exception report

Post form/ application to PeopleSoft

Post form/ application to PeopleSoft exception

report

Conditional offers

Applicant track progress and ‘My Info’ page

Update contact details and post to PeopleSoft

Return info from PeopleSoft to online system

Selection decision returned to online

Selection officer access, print, views

Maintain security

Maintain configuration

Maintain users

Search applications

Comments and issue recording

Withdraw

Post submission attachments by applicants (report, view)

Entry point (Direct only)

Scheduled tasks

Email – other

Communications to applicants

Printing and views

Systems reporting

Statistical reporting

Audit reporting

Maintain email content and form content

Apply Direct

Release 1.0

Bundle 5

Reporting

Bundle 1

Apply Online

Bundle 1A

Bundle 1

Apply Online

Bundle 1BBundle 1

Apply Online

Bundle 1C

Bundle 2

PeopleSoft and

PeopleSoft interfaces

Bundle 3

Administration staff

Bundle 6

Other

Bundle 7

Integration

Bundle 4

Selection officer

Registration including email confirmation

Address validation

Roles for security and security set up

Attach documents pre submission

Acknowledgement of submission

Auditing, archiving and maintain history

Supplementary information

Submit application including:

Data validation

Capturing preferences & statistics

Eligibility calculator

Program selection

PREP/TAFE/UGRD/PGRD/RSCH

Partial applications

Checklist prior to submission

Multiple opening & closing dates

Post VTAC applications

Late year entry applications

Special circumstances applications (Equity/

Scholarships/CSEP)

Internal Transfers Marketing

information

(Process - New)

Portal entry point

(International & Direct)

(Process - New)

Selection (assessment

tools, other advanced

functions and process re-

engineering)

(Process - New)

Apply Direct

Release 1.1

Initia

l G

o L

ive

/ R

ollo

ut

Apply Direct

Release 2

Go

Liv

e

But does it work?

It’s never too late!

‘Marriage is a relationship where

one person is always right’

Project Success

Project Manager

Team staff

Support

Perspectives

Getting back to basics!

Old habits!

‘I know nothing about the subject but I’m happy to give you my expert opinion.’ No project

manager needed

‘It’s only usability’

‘It’s a simple

require-ment’

Maxims

Relationship counselling

Agile methodology

• Low documentation

• 4-weekly sprints

• Backlogs

Management

• Regular updates

• Expectations

• Prioritisation

• Resources and estimations

Staff skills

• Continuity

• Context

• Triage

How do we look now?

0

5000

10000

15000

20000

25000

30000

2010 2011 2012 2013 2014

Sem 1 Sem 2 Sum

In hindsight

Project methodology

• Everything you read is true

• Management support is essential

Project team

• Skill set

• Business representatives

Perspectives

• Expectations

• Solutions

Requirements

• Early assistance

• Scope creep

• Managing for changing environments

And they lived happily

ever after…

Thank you

business weds it saving the relationship from divorce weds it – saving the relationship from...

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