student information system (sis)/portal status update presentation to the utfab monday, november 15,...
TRANSCRIPT
Student Information System (SIS)/Portal Status Update
Presentation to the UTFABMonday, November 15, 2004
5-6:30 PM, Weber 202Bill Haid, Dir. Enrollment Services, [email protected], 1-
3466Don Hesser, Dir. Information Systems, [email protected],
1-5491
UTFAB - 11/15/2004
SIS/Portal Update 2
Outline Background “Before and after” architectures Project description Progress to date and portal demo Budget status and COF Summary
UTFAB - 11/15/2004
SIS/Portal Update 4
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 Runs on a mainframe together with FRS and several
other applications The SIS needs dedicated hardware
RAMweb (quasi-portal) Complex interactions with eID and ISIS System “constraints” exceeded during periods of heavy
load At the start of every semester In Aug. 04 intentionally “broke” the eID association, will
continue to do so during periods of heavy load Additional enhancements very difficult due to ISIS and
staffing limitations
UTFAB - 11/15/2004
SIS/Portal Update 5
Overview (cont’d) Integration of admin. systems from
SCT Banner Student Info. Sys. – “Aries” Luminis portal – “RamPoint” Banner financial being considered…
September 2003 UTF funding approved by ASCSU President University administration approval Multi-year contracts executed
UTFAB - 11/15/2004
SIS/Portal Update 6
Benefits of a New SIS
More “horsepower” 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 advising support for faculty and
students Fewer places to maintain personal data
Example - addresses integrated into one system More web service options
UTFAB - 11/15/2004
SIS/Portal Update 7
Analysis of a New SIS (Banner) SCT Banner is the only viable solution
for CSU Oracle SIS is not appropriate Half to one-third the cost of PeopleSoft
However, Banner is not a perfect fit, it requires: Significant local programming 3rd-party software to fill some gaps A huge implementation effort
UTFAB - 11/15/2004
SIS/Portal Update 8
Benefits of a University Portal Single point of entry to CSU services
RamWeb, single sign-on WebCT, single sign-on WebMail, but not single sign on
Customized and personal content Student and Faculty tab sets Personalize by adding channels and tabs 135 locally-developed channels Personal calendar
Group and course communication tools Much better than listservs Email to members File sharing, photo posting Chat and message board Announcements and news Group-specific calendars
Framework for accessing new SIS
UTFAB - 11/15/2004
SIS/Portal Update 10
Current SIS/RAMweb Architecture – “Before”
Clie
nts
Web
Inte
rface
Stu
dent
Sys
tem
ISIS(Mainframe IDMS DB)
IS
WSIS(Delphi Oracle DB)
IS
Ramweb(Agate Web Server)
ACNS
RamWeb Client(Student End User PC)
Logging Server(Boone SQL Server 2000)
ACNS
Administrative Client(Staff End User PC)
Periweb(Periweb Sun server)
IS
UTFAB - 11/15/2004
SIS/Portal Update 11
Proposed Banner/Luminis architecture – “After”
Clie
nts
Lum
inis
and
/or u
Por
tal
SC
T B
anne
r
Web Portal Server Farm
Production BannerDatabase Server
Banner Self-ServiceApplication Server
Banner ERP Coreand
SCT Workflow Server
Test/DevelopmentApplication andDatabase Server
(database, self serviceand core components)
Banner Client(core components)
Banner Client(web self-service)
Banner FormsDeveloper Workstation
Sun ONEIntegration andDirectory Server
Sun ONE Web Server
Sun ONE Web Server
Sun ONE Web Server
Sun ONE Web Server
Dynamic LoadBalancing and
SSL AccelerationServer
Sun ONECalendaring Server
1 2 3
4
5
MS SQL Server 2000CLM Database
Luminis/uPortal Database
79
10
12
13 14
16Storage
AreaNetwork
17
CLM and RMSIIS Web Server
14
UTFAB - 11/15/2004
SIS/Portal Update 13
Project Organization - Committees Executive sponsors Executive directors Project managers Portal teams
Content team Technical team Training team
SIS teams Application team Technical team
See detailed handouts from B. Haid “All the king’s horses,…”
UTFAB - 11/15/2004
SIS/Portal Update 14
Project Schedule
Highlights Feb 04 - Portal focus groups Apr 04 – Project kick off Fall 04 – Portal phase 1 Fall 05 – Portal phase 2 Fall 06 – Banner in use for student systems Fall 06 - Portal phase 3 (integration with
Banner) Hand out and note detailed project
schedule
UTFAB - 11/15/2004
SIS/Portal Update 15
The “Split” of Costs 1-time costs – the University covers 100%
$5.4 million!!! Annual recurring costs - split 50% each
University: $392,050/yr. (1st year cost) UTF: $392,050/yr. (1st year cost)
Staffing reviewed every year Plus modest inflation
Total cost “proportions” over 5 years University: ~80% UTF: ~20%
UTFAB - 11/15/2004
SIS/Portal Update 16
UTFAB Prior Commitments UTFAB committed to the following
costs in Fall 2003: Recurring contractual costs, plus
inflation 5 years for the SIS upgrade 3 years for the portal
UTFAB to consider staffing costs annually
UTFAB - 11/15/2004
SIS/Portal Update 18
Progress on the SIS Hardware and software installed. Business Process Analysis – many CSU processes
have been reviewed and refined. Banner functional training continues. Mapping of existing SIS data to Banner in progress. Proceeding to build “bridges” between old and new
systems. CSU will be an “early adopter” of Banner version 7!!!
Upgrade to Banner that provides expanded functionality. Forming a Faculty/Advisor group to examine Banner,
RamPoint, and WebCT tools.
UTFAB - 11/15/2004
SIS/Portal Update 19
Progress on the Portal Active portal teams: 1) technical and 2) content Development during spring and summer 2004 “Quiet launch” followed by “noisy launch” completed
in fall 2004 http://rampoint.colostate.edu
Content will be added in FY 05 Issues:
Calendaring systems Improved WebMail (may be difficult) Messaging “threads” Portal course tools, WebCT, & Banner Course Tools Better integration with WebCT
Total RamPoint Portal Unique Usersas of 21 October 2004
0
1000
2000
3000
4000
5000
6000
7000
38235 38240 38245 38250 38255 38260 38265 38270 38275 38280 38285
Date
Cu
mu
lati
ve U
niq
ue
Use
rs
Last Year - FY 04 Expenses (Actual)Total = $328,629
Available = $392,050
1. Soft. maint. - 44%
2. Hardware/OS - 0%
3. Staffing - 47%
4. Non-SCT soft. - 0%
5. Gaps - 0%
6. Class schedule - 9%
UTFAB - 11/15/2004
SIS/Portal Update 23
Staffing for FY 05 Portal Developer – ES Student Employees - ES Portal Java Developer - ACNS Sun (Unix) System Administrator
and Web Applications Specialist – ACNS & IS
DBA (Database Administrator) – IS
UTFAB - 11/15/2004
SIS/Portal Update 24
Observations to Date Lessons learned
SCT is used to providing end-to-end, integrated solutions, that involve additional 3rd-party software packages, for “smaller” schools
At CSU, we have found that the additional software packages provide neither the necessary functionality nor integrate with our large-school IT environment
Therefore, significant additional programming by CSU staff is required
In part, this is why the approved budget was under-expended last year
Also, the budget for FY 05 may be under-expended
UTFAB - 11/15/2004
SIS/Portal Update 25
College Opportunity Fund Legislation (SB 189) went into effect July 2004
The way that the state will fund public higher education
145 eligible credit stipend limit, +30 for BA or BS Institutional waivers @ 5% CCHE waivers for cause Performance contracts
Estimate $5 million/yr. to in-state, CSU students Total in-state tuition - COF Stipend (est. $80/credit-hour for next year) Student’s portion of in-state tuition
An additional requirement – part of the SIS not anticipated last spring
UTFAB - 11/15/2004
SIS/Portal Update 26
COF Staffing Need Implementation of COF
Has to be done twice, on our existing SIS and on Aries!!!
Additional staff are required to implement the College Opportunity Fund (COF), and simultaneously to meet the Aries project timeline
The University has already dedicated additional staff to the project, but more are needed
Implementing COF could delay Aries a year Delay the functionality enhancements of Aries Could add ~$1 million to the cost of the project
UTFAB - 11/15/2004
SIS/Portal Update 27
Request Maintain the total approved budget
of $392,050 In lieu of purchasing additional
applications that do not meet our needs UTFAB approve us substituting
additional staffing costs to implement the COF
UTFAB - 11/15/2004
SIS/Portal Update 28
COF Staffing Proposal Project Leader
Define, manage and operate the project Manage all the pieces according to the
project timeline Implementer
Mostly for student support Students will have to register with the COF
program Batch transaction files for 17,000 students:
queries, invoices, and end-of-term reconciliations
UTFAB - 11/15/2004
SIS/Portal Update 29
Staffing Costs for FY 05 UTF approved staffing $146,558 Proposed Additional COF staffing
Project leader 8 mos $25,000
COF support 6 mos $15,000 COF Total $40,000
Total staffing request $186,558
FY 05 Expenses (Projected)Projected Expenses = $366,855
Approved Budget = $392,050Contingency = $25,195 (6%)
1. Soft. maint. - 25%
2. Hardware/OS - 0%
3. Proposed Staff - 48%
4. Non-SCT soft. - 17%
5. Gaps - 0%
6. Contingency - 6%
UTFAB - 11/15/2004
SIS/Portal Update 32
UTFAB Funding Criteria1. 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 CFT Check.
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 - 11/15/2004
SIS/Portal Update 33
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 store, archive, disseminate and access data and information
The project is going exceptionally well – it is on schedule and on budget
UTFAB - 11/15/2004
SIS/Portal Update 34
Thank You The UTF and student
support provided the critical impetus for the project
The need for a new system is great
We request your feedback on COF staffing
Thank you for your support!