How to Implement an Enterprise Portal at a Small Campus MWRC06 Ilya V. Yakovlev, Ph.D. University of...

How to Implement an Enterprise Portal at a Small Campus

MWRC06

Ilya V. Yakovlev, Ph.D.

University of Wisconsin-Superior

Outline

Introductions University of Wisconsin-Superior Why Have an Enterprise Portal? Planning Process: Small Campus Perspective Implementation Process: Small Campus Perspective Measuring Success “Carrots” A Few Tips Conclusion

Introductions

Ilya Yakovlev Information Systems Supervisor (2) Patch management Student Information System development Portal planning Student Records/Admissions/Advisement

support

Introductions

Degree Audit (DARWin) consultant Adjunct senior lecturer in

Accounting/Computer Information Systems Ph.D. in Computer Information Systems from

Nova Southeastern University Contact: ilya@acm.org

University of Wisconsin-Superior

Small liberal-arts college in Northern Wisconsin with ~2,700 on-campus students

Founded in 1893 One of 13 four-year

universities in University of Wisconsin System

A small campus with good technology services

University of Wisconsin-Superior

Running PeopleSoft Student

Administration 8.0 SP1 PeopleSoft Enterprise

Portal 8.9 (“The E-Hive”)

Active Directory Microsoft Windows

XP/2003 Weblogic 8

Why Have an Enterprise Portal?

A “Grand Entrance” Integrated content from multiple diverse

sources Single-signon/security integration with many

content providers (sources) No-click or one-click access to information User-aware

Why Have an Enterprise Portal?

Built-in tools: Content ratings Related resources Related content News publications Discussion forums Usage tracking Surveys

And more!

MY E-Hive Login Page

News

Events

Quick Links

Planning Process: Small Campus Perspective Where do you start? Identify needs Create a SMALL Portal group Get Governance groups’ buy-in but keep

decision-making in the Portal group Get IT departments’ buy-in

Planning Process: Small Campus Perspective Identify

Scope (phase it in!) Timeline (over 1 year is probably too long) Budget (>0 ?) Tools Training needs (pre- and post-

implementation) Visit other campuses Define success measurement (usage,

budget?)

Implementation Process: Small Campus Perspective Divide into sub-groups Consider using students (a CS/CIS class?) Keep communicating Show live prototypes

Implementation Process: Small Campus Perspective Keep the process moving The process is similar to an ERP

implementation Post-implementation (maintenance,

improvements, eventual obsolescence)

Measuring Success

One approach Track budget (easy) Determine ROI (difficult in higher education

environment) An alternative approach – measure user

satisfaction Solicit feedback through surveys Track usage

Measuring Success

0

500

1000

1500

2000

2500

Guests

Users

7 per. Mov. Avg. (Users)

7 per. Mov. Avg. (Guests)

Measuring Success

Fall semester 2005

0

500

1000

1500

2000

2500

Guests

Users

7 per. Mov. Avg. (Guests)

7 per. Mov. Avg. (Users)

Measuring Success

“Carrots”

What will bring to the Portal Prospects* Students Staff Faculty Alumni*

“Carrots”

Students like self-service (Net-generation) Offer one-stop shop for

Application for degree Registration Grades Financial aid Bills Transcripts Degree audits

MY-E-Hive Home

Classic E-Hive Transaction Set

My Info---No-Click Student information

Off-campus Access to On-Campus Files

New Security Features

“Carrots”

Instructor pictures Office hours Earnings statement Off-campus file access Password reset

“Carrots”

Students like working in groups Offer

Single signon into Learning Systems, Email, etc.

Targeted discussion forums News publications Directory search Multiple tabs to partition “real estate”

Other Tabs- Academics & Student Life

Shortcuts to popular home pages

Directory Searches

Discussion Boards

Support Resources

“Carrots”

Students are faster than previous generations Keep news publications current Offer current weather information Add new features regularly Allow personalization of content

Personalize Content & Layout

“Carrots”

Faculty and staff just want to get their work done

Offer earnings/benefit statements targeted news feeds advisee pictures and academic information degree audits transcripts

Use students to encourage faculty and staff use of the portal

A Few Tips

Take advantage of the campus’ small size Attempt to involve students in a CS/CIS class Phase deployment Expect more use than current system and

plan for rapid growth

A Few Tips

Find champions for portal areas (discussion forums, news publications, and others) – quid pro quo

Revisit lessons learned from Web development (real estate battles, etc.)

Consider using Student Technology Fee and vendor collaboration to help fund the project

Keep tooting your horn

Conclusion

Enterprise Portal is a must for large and small campuses: be ahead of the game!

Take advantage of the campus’ small size: implement the Portal quickly but fulfill a few pressing needs.

Use the Portal to bring diverse systems together.

Use the Portal to augment, not replace existing Web site.

Conclusion

Utilize the Portal strategically: serve and involve students and other constituencies.

Continue to measure and advertise success. Monitor performance and usage. Keep the Portal fresh and plan for what’s

next.

Q&A/Demo?

Ilya Yakovlev: ilya@acm.org Sources used:

Educating the Net Generation (http://www.educause.edu/educatingthenetgen)

The New Face of the E-Hive by Jim Rink (2004-2005)

Copyright (Ilya Yakovlev, 2006). This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.