MEMOTo: Annabelle Fournier Date: February 25, 2013From: Tarek Saleh, Michael Kelly, and Patrick Howey, COMS 363Subject: Proposal for a usability study of the Oracle Peoplesoft Student

Centre

Introduction and BackgroundThe purpose of this research project is to provide an analysis of the Oracle PeopleSoft Enterprise. Oracle is a program used at the University of Calgary for various student and faculty functions. In order to access this program, a user must be registered with the University of Calgary, and must log on with their eID at www.my.ucalgary.ca. Students can use this program to perform activities like enrolling in classes, paying fees, and locating information regarding grades and student transcripts. Since Oracle was introduced to the University of Calgary in 2007, there has been a high volume of staff and students that use this program to gather information through the various functions. There are many current users of the program, including students and faculty members, which is why a usability study is crucial.

The student centre is a highly used website so it is important to find any problems with that arise or make desired improvements. Potential problems need to be recognized and fixed so that users can be satisfied with the system. If users are confused by the website, they will become frustrated and establish a negative view towards the system. If the university wants to keep its students content, then it needs to be aware of any faults of the system. Students complained about the system when it was first implemented because numerous problems arose. This caused stress on the students as well as the support staff. This website was created to lower the need for assistance and increase the efficiency of information transfer. If problems arise the student centre can become a website that both students and faculty avoid. The student centre was originally created to save the university money, but if problems persist, the website can end up being costly.

The information gathered from the usability study will be used to create a final report. This report will include and explain all of the findings of the research. To create a visual demonstration of some of the aspects found, a PowerPoint presentation will be created.

Usability Criteria:Usability tests of documents are designed to answer questions such as these: How easily could users retrieve the relevant information? Have all the essential steps been included? Does every step that needs a visual have a visual? (Graves & Graves 2012). Usability tests are used to determine the functionality of a document or

webpage. Asking potential users to perform the activities on the webpage will provide researchers with an idea of what functions on the webpage can be improved. The following usability test will explore three elements of the student center website. These elements include: the navigational tools, the visual design, and the use of multimedia and graphics on the webpage.

Navigational ToolsNavigational tools are key elements on a webpage, such as the student center, that has little content to it. These tools need to be evaluated in the usability test because they allow students to efficiently move throughout the webpage in order to obtain their desired information. If the navigational tools are ineffective users may become easily frustrated and pursue other options to retrieve information. Effective websites should follow the “Three-Click Rule” which states that users should ideally be able to reach their intended destination within three mouse clicks (Zeldman, 2001). A good search engine ensures that potential users who visit the student center will easily be able to obtain the information they require.

Visual DesignGraves & Graves (2012) outline the following five strategies that webpage designers can use to create an effective webpage; divide the screen into functional areas, group related items, guide users’ eye movements, put action areas near where users will look for them, and use consistent design throughout the site. For a webpage that requires a navigational tool such as the student center the navigational button that takes users to the next step should appear right after the last step in the process (Graves & Graves 2012). This design will allow students to naturally move throughout the webpage in an efficient manner. Establishing an effective web design is crucial for the efficiency of a website and can eliminate the frustration users feel when they visit an unorganized webpage. Appropriate design elements will increase the usability of virtually all sites (Nielsen, 1999).

Multimedia and GraphicsOnline reading is unpleasant because of the eyestrain produced from the relatively poor resolution of the screen (Graves & Graves, 2012). Reducing the amount of text and replacing it with appropriate graphics will decrease the reading load for users. In order to decrease the text on a site, visuals must be attractive and provide concise information. For the website being evaluated, users will see a decrease in their reading through the use of graphics, images, and other multimedia types. When used effectively, multimedia and graphics can contribute to the user friendliness and overall success of the webpage.

Proposed Research Methods:For the analysis of PeopleSoft Student Center, the primary source of research will come from two usability tests, including a web-based usability survey and an in-person usability test. Using primary research the researchers will analyze the University of Calgary PeopleSoft Program based upon the evaluation criteria established. For secondary research the researchers will not only use the course

textbook, (Graves, H. & Graves, R., A Strategic Guide to Technical Communication) but the team will also utilize published research relevant to the analysis of PeopleSoft’s web design. The researchers will examine PeopleSoft to determine if it employs the best methods of presenting information, while considering their primary audience of students.

Usability SurveyTo evaluate the usability of the University of Calgary program, the researchers will administer a survey. Coms 363 students will be used for research purposes, because they have experience using PeopleSoft Student Center. If the respondents have had any problems with PeopleSoft or they would like to give some feedback, they can do so through the survey. A feedback section will be useful to include, so that the participants can leave additional information about problems they have noticed. By creating this survey we will be able to answer our predetermined questions, regarding the usability of PeopleSoft by using its primary audience as respondents. By testing this group of students accurate results will be achieved as to how useful the website is. For better data analysis a large participant group is necessary, therefore the entire Coms 363 class will be emailed. Testing a large group of respondents will allow for more precise results. In the mass email it is crucial that the researchers adhere to ethical guidelines.

Researchers will use SurveyMonkey, an online survey tool website where a survey will be created and administrated regarding PeopleSoft. The survey will focus on the participants’ attitudes regarding the textual components of the website. Using the Coms 363 student e-mail list provided on Blackboard, the questionnaire will be sent, via a link to SurveyMonkey, and the student’s will be asked to participate in the survey. By using SurveyMonkey, we will be able to administer a survey of 10 questions that provide instant and anonymous results. Refer to Appendix A for a draft survey.

Usability TestThe second usability study will be completed by an in-person usability test. We will recruit 5 volunteer testers through a mass e-mail to all Coms 363 student users. We will be conducting our test in the Scurfield Hall Computer Lab 105. We will have our testers complete a number of assigned tasks that will provide us with accurate research results on the usability of the University of Calgary PeopleSoft Student Center website. During the test, our group will be observing the testers complete each task. These volunteers will then complete a post-test questionnaire. Refer to Appendix B for a draft set of usability test instructions

Ethical considerationsEvery email we send to the respondents will include a link to our survey, as well as a statement of our research ethics obligations asserting that all completed surveys will remain anonymous. No names will be connected to any of the responses that result from participation in the survey. Survey Monkey is a safe and secure website that is password protected. All of the information gathered will be stored for six

months and then properly discarded. To comply with the University of Calgary research ethics guidelines, a consent letter will be provided to all participants before completing the in-person usability study (refer to Appendix C).

Task Timeline:

Task Start Date Completion Date

Finalize, Review, and Post Survey February 25th March 1st

Begin, and Create PowerPoint Presentation draft

March 1st March 8th

Create Final Report Outline March 7th March 12th

Close Survey, Complete In-Person Usability Test March 12th March 15th

Analyze Survey and In-Person Results March 15th March 19th

Revise, Finalize, and Submit PowerPoint Presentation March 19th March 25th

Create First Draft of Final Report March 22nd March 28th

Edit First Draft of Final Report March 28th March 31st

Create Second Draft of Final Report March 31st April 5th

Revise, Finalize, Submit Final Report April 9th April 16th

Conclusion Our report will benefit many users of the website. A lot of users of PeopleSoft Student Center find it very difficult and at times frustrating to use. This frustration causes users to avoid the web site, finding different methods of information gathering. The whole purpose of the site is to make users’ student lives a lot easier, registering for classes, checking grades, and paying tuition for example. Unfortunately many problems have been documented, for example students unable to register for classes. The University of Calgary needs to be educated of any problems users are having so they can fix these problems and run an efficient program. It is because of these frustrations that it is a good idea to see what other parts of the website has problems. This research project will benefit the University of Calgary by them receiving valuable feedback as to how well their website is functioning.

Reference List

Graves, H., & Graves, R. (2012). Chapter 12. A strategic guide to technical communication (pp.279-300). Peterborough, ON: Broadview Press.

Zeldman, J. (2001). Taking your talent to the web: a guide for the transitioning designer. Retrieved February 22, 2013 from: http://www.zeldman.com/2009/04/16/taking-your-talent-to-the-web-is-now-a-free-downloadable-book-from-zeldmancom/.

Nielson, J. (1999). 10 good deeds in web design. Retrieved February 22, 2013 from: http://www.nngroup.com/articles/ten-good-deeds-in-web-design/.

University of Calgary, (n.d.) PeopleSoft Student Center. Retrieved February 15, 2013, from www.my.ucalgary.ca

Appendix A

Draft of Online Usability Survey

The following is a draft survey and will appear with different formatting once uploaded to SurveyMonkey.com

1. Please login to your my.ucalgary.ca and proceed to the student centre. Once you have reached the student centre page comment on your initial reaction to the visual design of the page.

2. Were you able to locate the navigational feature?a. Yesb. No

3. Please select the navigational drop down menu and select the ‘Enrollment: Add’ option. Once you have reached this section search for Coms363 class. Comment on the process that you took to find the correct class.

4. Approximately how many clicks did it take you to reach the Coms363 class?a. 2 or lessb. 3-4c. 5 or more

5. Please return to the student centre homepage, how did you complete this task?

6. The level of images and graphics presented on the student centre website is:a. Appropriateb. Lackingc. Too muchd. Non-Existent

7. Does the font size on the website contribute to the user friendliness of the website?

a. Yesb. No

8. Scroll down the homepage to the personal information section. Which of the following is not an option given to users?

a. Addresses

b. Email addressesc. Account Inquiryd. Honors and Awardse. Phone Numbers

9. Comment on your overall impression of the available navigational tools.

10. If a student encounters a problem with the student centre is the help link easily noticed?

a. Yesb. No

Appendix B

Draft of In-Person Usability TestAge:

Concentration:

Visits to the student centre website per week (approx):

Part 1: Please login to your my.ucalgary.ca and proceed to the student centre. Use your opinions on the student centre website to answer the following questions with an (X).

StronglyDisagree

Disagree

Neutral AgreeStrongly

AgreeThe color scheme and design is effective

The navigational tools are easy to find and use

The student centre uses an appropriate amount of graphics and multimediaThe font size and style is easy to read

Part 2: Please rate the following functions on the student centre website from easiest to most difficult (1-easiest, 5-most difficult)

1 2 3 4 5

Searching for a class

Editing personal information

Make a payment

Obtain personal grades

View your current class schedule

Part 3: Please answer the following question with a few comments

What can the student centre website do to improve the functionality of the site?

Appendix C

February 22,2013

Usability Study of the Oracle Peoplesoft Student CentreTarek Saleh, Michael Kelly, and Patrick Howey

Dear Participant:

Thank you for agreeing to participate in my research project Usability Study of the Oracle Peoplesoft Student Centre, which I am completing as part of my course in Professional and Technical Communication (COMS 363) at the University of Calgary. This consent form, a copy of which has been given to you, is only part of the process of informed consent. It should give you an idea of what the project is about and what your participation will involve. If you would like more detail about something mentioned here, or information not included here, you should feel free to ask. Please take the time to read this carefully and to understand any accompanying information.

Purpose of study: The goal of the project is to assess the usability of the website PeopleSoft Student Center

Your participation in the study: Your participation will involve participating in a usability test.

Publication of results: Your interview, and any other material I collect, will be used as the basis for a PowerPoint presentation and a final report. Normally only my instructor and teaching assistant will see the final products. However, some reports may be posted on Blackboard for as examples for next year’s students. It may also be shared with the organization responsible for the website being studied.

Risk to you: Since your personal information will be anonymous and confidential, there are no risks to you beyond those normally encountered in everyday life.

Informed consent: Before we can begin the usability study I need your informed consent. You can provide this by reading and signing this form. Your participation is entirely voluntary and you can withdraw at any time during the usability study. If you withdraw, any material collected during my contact with you will destroyed and will not be used in any way in the analysis and writing of the research results. You are free to request more information about the study and you are also free to refuse to answer any specific questions during the interview.

Confidentiality and anonymity: Any information collected will remain anonymous and confidential. Names, identities will be disguised in my submitted assignment, and care will be taken to ensure that any descriptions of situations or direct

quotations cannot be connected to you. If you wish, you may choose your own pseudonym; if not, one will be assigned or you will be referred to simply as “a respondent,” as appropriate.

Storage of materials: All materials, including recordings, transcripts of recordings, and any notes I (or my group) might make, will remain confidential. Only I (or my group) plus the course instructor will be able to access that information. Any research notes and consent forms will be stored for two years under lock and key, including during the data collection phase.

Your signature on this form indicates that you have understood to your satisfaction the information regarding participation in the research project and agree to participate as a subject. In no way does this waive your legal rights nor release the investigator or the university from their legal and professional responsibilities. You are free to request more information about the study or to withdraw from it at any time, and you are also free to refuse to answer any specific questions during the interview. Your continued participation should be as informed as your initial consent, so you should feel free to ask for clarification or new information throughout your participation. If you have further questions concerning matters related to this research, please contact me at pdhowey@ucalgary.ca, tarek23_23@hotmail.com, or michael.paul.kelly@gmail.com or the instructor of COMS 363, Dr. Doug Brent, dabrent@ucalgary.ca or by phone at 403-220-5458. If you have any issues or concerns about this project that are not related to the specifics of the research, you may also contact the Senior Ethics Resource Officer, Research Services Office, University of Calgary, at (403) 220-3782, rburrows@ucalgary.ca.

1. Do you agree to participate in the studyaccording to the conditions outlined above?

2. Do you want to choose your own pseudonym?

If yes, please enter it here: _______________________

YES

YES

NO

NO

3. May I record our interview? YES NO

Participant’s Signature__________________________ Date_________________

Investigator’s Signature_________________________ Date_________________