Student Information System SISPortal Progress Report

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Student Information System (SIS)/Portal Progress
Report

• Presentation to the UTFAB
• Tuesday, November 8, 2005
• 4-5 PM, Weber 202
• Bill Haid, Dir. Enrollment Services,
  William.Haid_at_Colostate.edu, 1-3466
• Don Hesser, Dir. Information Systems,
  Don.Hesser_at_Colostate.edu, 1-5491

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Outline

• Background
• Progress to date
• The delay
• Additional activities in FY 06
• Budgets and staffing
• Summary

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Background
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Names of Implementations

• Current Student Information System (SIS) is ISIS,
  SAM, SARS
• New products from Sungard SCT
• New (relatively) Luminis portal
• CSU implementation termed RamPoint
• New Banner Student Information System
• CSU implementation termed ARIES

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Overview of Current SIS

• Old student system
• 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 Finance and
  several other applications
• Recall ASCSU election downtime last year due to
  nightly financial processing requirements
• The SIS needs dedicated and much more powerful
  hardware requires replacement

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Overview of RAMweb

• Complex interactions with eID and ISIS
• System capacity exceeded at the beginning of
  every semester since August 2003
• Additional enhancements were very difficult due
  to ISIS and staffing limitations

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Overview (contd)

• 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
• Implemented now on our current system, ISIS
• Also need to implement on ARIES
• Processed 19 million in COF awards Fall 05
• Staffing approved by UTFAB last year

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Benefits of a New SIS

• SSN not used as Student PID huge factor!
• Nearly 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

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Benefits of a Portal

• Accessibility
• From anywhere at any time
• Just requires a web browser for access
• Avoids confusion of local user profiles, e.g.
  bookmarks, address books, etc.
• Security and privacy
• Architecture designed for security and privacy
• Protect 1 location, not many locations
• Single sign on to RamWeb, WebCT and other systems
• Minimize complexity
• IT far too complex today in any case
• Single point of entry minimizes user confusion
  and facilitates user support

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Progress to Date
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Portal Services

• Now
• Store personal info
• Customizable interface
• Communication tools
• Access to RAMweb
• Access to WebCT
• Calendars
• mobile.colostate.edu

• Future
• Access to new SIS
• More storage
• On-line surveys
• Enhanced collaboration
• Student portfolios
• Mobile editing
• Access to more back-end services

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RamPoint Cumulative Users
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RamPoint Concurrent Users
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Analysis of Portal Usage

• To date, we have not used the portal as
  effectively as we might
• Been very busy implementing ARIES and COF
• Need to integrate into our academic environment
• Academic Technology Plan will address this
• The portal will be critically important
  strategically
• For access to ARIES
• For enhanced security and privacy
• As an entry point for new services
• To minimize complexity

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Progress to Date on the SIS

• General Person, Student Loans and Catalog modules
  are live
• Financial Aid is live
• Major conversion efforts underway on General
  Student, Academic History, Accounting Details,
  and more
• Work begun on Banner version 7
• To avoid a significant conversion shortly after
  ARIES becomes live
• Bridging key sets of data between current SIS and
  Banner for a 24-month period
• Appworx software installed for production
  scheduling

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Progress to Date on the SIS (contd)

• All project teams Keep the trains running on
  time
• COF
• Additional COF programming for current ISIS
  system
• 19 million processed for Fall 2005
• Populating student information in ARIES (see next
  2 pages)
• Ensure 100 accuracy
• Develop and implement the CSUID
• Complex due to multiple conflicting requirements
  encompassing security, privacy and access
• CSUID exists in ARIES for 600,000 users
• ID re-carding required

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ISIS to ARIES Record Conversion
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SARS to ARIES Record Conversion
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Start of the Semester

• With the additional hardware and staff
  development, we were able to keep all systems up
  for the start of the fall semester, through a
  period of very heavy load
• First since initial melt down in Aug. 03!
• Thanks to UTF funding!

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The Delay
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Revised Project Schedule

• Original project schedule was for a complete
  implementation for Fall 2006
• Timeline was very tight to begin with
• Gaps in functionality presented challenges
• COF required a huge effort that was not planned
  for in the original project schedule
• Absorbed all the slack and then some
• As a result, deployment of some of the modules
  had to be delayed approved by executive sponsors
  in May 2005
• Full implementation now scheduled for Fall 2007

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(No Transcript)
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Additional Activities for FY 06
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SIS Activities Fall 2005

• Go live with Banner modules
• Fall 05 General Person, Student Loans, Catalog,
  Financial Aid for Fall 2006!
• Mock test December 05
• All the Queens horses, and all the Queens
  ladies
• Integrate RamPoint and ARIES a real chore!
• Accommodate multiple majors
• Implement DARS Degree Audit and Reporting
  System
• After a significant effort on SCTs CAPP
• Positive progress to date

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3-Year Plan

• FY 06
• The Fall 05 activities cited previously
• Accounts Receivable Spring 06
• Admissions Summer 06
• FY 07
• Class Schedule and Registration for Fall 2007
  live in ARIES
• Address gaps
• Implement COF in ARIES
• Implement Banner updates
• Ensure integration of ARIES with the portal and
  WebCT
• Considering WebCT Vista Edition
• FY 08
• Complete ARIES Installation
• Continue to address gaps
• Implement Banner updates
• Hardware refresh

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Budgets and Staffing
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The Split of Costs

• 1-time costs the University covers 100
• 5.4 million!!!
• Annual recurring costs 50 split
• University 392,050/yr.
• UTF 392,050/yr.
• Staffing approved annually by the UTFAB
• Total cost proportions over 5 years
• University 80
• UTF 20

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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 (Fall 06)
• Decision time is Spring 06
• UTFAB to consider staffing costs on an annual
  basis

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Expenses in FY 05 Last Year

• We hit the target of 392k within 2,500, lt1.

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Expenses in FY 06 This Year

• Total identical to those for FY 05
• Notes
• Gaps _at_ 60k
• Non-SCT software _at_ 7k
• Contingency _at_ 0
• Still a very spare budget

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Staffing for FY 06

• Portal Developer ES
• 3 Student Web Applications Developers ES
• Vijay Prince, Alexandra Jamieson, and Shweta
  Manohar Behere
• Portal Java Developer - ACNS
• Web Applications Specialist IS
• DBA (Database Administrator) IS
• COF Project Manager and Implementer - SFS

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Summary
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The Project Hype Cycle
Peak of Inflated Expectations
Value
Source Mike Zastrocky, The Gartner Group
Negative Hype
Plateau of Productivity
Positive Hype
Slope of Enlightenment
RamPoint
ARIES
Trough of Disillusionment
Technology Trigger
Maturity
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UTFAB Funding Criteria
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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 progressing it is mostly on
  schedule and mostly on budget
• The University is absorbing the cost overage due
  to COF
• Next fiscal year is the most critical year for
  the project

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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!

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Discussion and Questions

• Are most welcome