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No More Paper, No More Stamps:Targeted myWSU Communications
Jack Alilunas, Lavon FrazierOctober 20, 2004
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Overview of WSUOverview of WSU Research university 22,000+ students Four campuses Multiple learning centers Distance degree program
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PullmanTri-Cities
Vancouver
Spokane~DDP~
WSU Campus LocationsWSU Campus Locations
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Presentation OutlinePresentation Outline Business Problem
Business Solution
Related Policies
Notices Demo
Technical Overview
Problems and Plans
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Presentation OutlinePresentation Outline Business Problem
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Business ProblemBusiness Problem
Better means of communication!
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Business RequirementsBusiness Requirements
communicate information to specified audiences
enable faculty to communicatewith students in their classes
officially notify individuals ofstatus, etc.
Needed mechanism to:
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More RequirementsMore Requirements
easier to maintain than mailing lists more secure than e-mail able to assure & track delivery less costly than USPS more timely delivery than USPS
or campus mail
Needed electronic communication mechanism that was:
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OpportunityOpportunity
WSU was developing the myWSU web portal
as part of our vision for a “seamless, integrated, intuitive
information environment”
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SolutionSolution
Targeted Notices Facility
in
myWSU
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Presentation OutlinePresentation Outline Business Problem
Business Solution
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Targeted Notices FacilityTargeted Notices Facility
Uses target recipient groups In secured portal web space Delivery based on WSU network-id Electronic, not paper and stamps Available for immediate delivery
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Notices Information FlowNotices Information Flow
Notices-
SenderAuthorizations
-TargetGroups Manage
Subscriptions
View
Notices
Manage
Notices
Create
Notices
myWSUNoticeSender
myWSUNotice
RecipientDatabase
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Sender AuthorizationsSender Authorizations Automatically authorized to classes Administrator authorized to subscription groups to own area Default authorization to individuals
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Target GroupsTarget Groups Automatically populated
class enrollments Self-service subscriptions
role, campus, colleges, VP areas Administrator managed
President’s Cabinet
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Targeting IndividualsTargeting Individuals Ad-hoc targeting
manual id entry data warehouse query results
Programmatic targeting notice feeds
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Presentation OutlinePresentation Outline Business Problem
Business Solution
Related Policies
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e-Correspondence Policye-Correspondence Policy
“Electronic correspondence shall be one of the authorized means of communication from Washington State University to students, faculty, staff, and other constituents.”
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Appropriate SecurityAppropriate Security
“All University electronic correspondence that contain individually identifiable confidential or operational information must be sent via secure mechanisms that ensure message authenticity, confidentiality and integrity.”
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Appropriate UseAppropriate Use
“University electronic correspondence may be used only to meet academic instruction, research, public service, and administrative needs of the University.”
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Sender ResponsibilitySender Responsibility
“Note: to avoid the perception of myWSU notices as spam, it is essential for you to consider the needs of your audience, and that the targeting and frequency of your notices reflect such consideration.”
In help text:
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Recipient ResponsibilityRecipient Responsibility “Just as they are responsible for any
printed correspondence that is delivered by non-electronic means, faculty, staff and students are responsible for all information sent to them via University- provided electronic correspondence delivery mechanisms. …that would be received and read in a timely fashion.”
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Presentation OutlinePresentation Outline Business Problem
Business Solution
Related Policies
Notices Demo
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Notice Recipient FunctionsNotice Recipient Functions Notices alert New notices list Notices in-box and viewer Campus announcements Subscriptions alert Manage subscriptions Subscriptions list
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Notice Sender FunctionsNotice Sender Functions Create notices– three targeting methods– four notice styles– four handling options
Manage notices– search and display– delivery statistics– target additional recipients– change effective dates – stop further delivery
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Presentation OutlinePresentation Outline Business Problem
Business Solution
Related Policies
Notices Demo
Technical Overview
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Portal EnvironmentPortal Environment
OracleDB
Oracle 9i
Application
Server
Redhat Enterprise Linux, J2EE
OracleInternet
Directory
Oracle
Portal
httpF5 SSLAccelerator
https
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Legacy Systems InterfaceLegacy Systems Interface
Legacy
Systems
Legacy: MVS, Natural, Adabas
Portal: Linux, Oracle
class sections
enrollments
LegacyDB
(Adabas)
PortalTrans.
(Adabas)
NoticesDB
(Oracle)
Synch
Process
SQL
Attunity
Connect
recipient groups
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Legacy Systems InterfaceLegacy Systems Interface
RONet
Legacy: Windows Server 2003
RONetDB
(SQL Server)
PortalTrans.
(Adabas)
NoticesDB
(Oracle)
Synch
Process
OID(LDAP)
portal authorizations
notice authorizations
instructors, academic support staff
SQL
Attunity
Connect
Attunity
Connect
SQL
Portal: Linux,Oracle
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Notice FeedsNotice Feeds
Any environment
Portal: Linux, Oracle
AnyDB
Batch or Online Process
OracleXML DB
Notice
Creation
XML, FTP
NoticesDB
(Oracle)
notices
recipients
Notice delivery
via myWSU
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Presentation OutlinePresentation Outline Business Problem
Business Solution
Related Policies
Notices Demo
Technical Overview
Problems and Plans
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Problems EncounteredProblems Encountered Huge developer learning curve Slow adoption by senders Lack of recipient awareness– ignoring subscriptions– not opening notices
System instability
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Work in ProgressWork in Progress
Fully automated notice feeds Initial automatic subscriptions Ability to reply to a notice
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Planned EnhancementsPlanned Enhancements
Distributed group administration Automated records retention Purge and archive functions Accessibility issues
