Faculty Activities Reporting - unh.edu · those with access rights to add, update, and report on faculty teaching, research, scholarship, and service. ... This project will implement

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PROJECT CHARTER

Faculty Activities Reporting

VERSION: 1.3 REVISION DATE: 4-22-10

Approval of the Project Charter indicates an understanding of the purpose and content described in this deliverable. By signing this deliverable, each individual agrees work

should be initiated on this project and necessary resources should be committed as described herein.

Approver Name Title Signature Date

John Aber Provost & Executive V. P. for Academic Affairs

Via Email Mon 8/9/2010 6:06 AM

UNH IT PROJECT CHARTER

Faculty Activity Reporting Version 1.0 7/28/10

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Contents

Section 1. Project Scope.......................................................................... 1

1.1 Problem / Opportunity Statement .......................................... 1

1.2 Benefits .................................................................................. 1

1.3 Project Description ................................................................. 2

1.4 Project Goal and Objectives .................................................... 2

1.5 Project Scope.......................................................................... 3

1.6 Critical Success Factors ........................................................... 3

1.7 Assumptions ........................................................................... 3

1.8 Impacted Areas ...................................................................... 4

1.9 Project Risks and Mitigation plans .......................................... 4

Section 2. Project Plan ............................................................................ 6

2.1 Approach and Methodology ................................................... 6

2.2 Major Project Milestones ....................................................... 6

2.3 Issues and Risks ...................................................................... 7

2.4 Change Management ................................................................ 7

Section 3. Project Organization ............................................................... 9

3.1 Project Oversight Authority .................................................... 9

3.2 Project Structure .................................................................... 9

3.3 Funding Authority ................................................................... 9

3.4 Roles and Responsibilities ..................................................... 10

3.5 Project Facilities and Resources ............................................ 11

Section 4. Points of Contact .................................................................. 12

Section 5. Glossary ................................................................................ 13

Section 6. Revision History .................................................................... 14

Section 7. Appendices ........................................................................... 15



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Section 1. Project Scope

1.1 Problem / Opportunity Statement

Faculty activity information is collected, stored, and accessed by school/colleges and the

Library at their own initiative using various methods and formats. In general, comprehensive information (i.e. across all schools, colleges, and the Library) is not easily

accessible nor consistent across UNH.

There are currently multiple, disparate sources of faculty teaching, research,

scholarship, and service data. Some of these sources are institutional, for example, research activity data in InfoEd, course data in BANNER SIS, and personnel data in

BANNER HR. Other sources are localized to particular departments or divisions, for example, faculty research interests in the Hamel Center and faculty activities in the

CEPS, COLSA, or CHHS faculty activity reporting systems. Currently, there is no way to generate comprehensive reports of these data or to insure data consistency across all

schools, colleges, and the Library. In addition, there is no interface or way to grant access privileges to specific individuals, positions, or groups, for example, to a vice

provost, dean, or department chair.

Each school, college, and the Library employ a distinct methodology and system to gather faculty activities for annual reports. CEPS and COLSA use a similar Web-based

application developed by UNH IT. CHHS uses a Web-based application developed in-house. WSBE currently uses Digital Measures ActivityInsight. COLA, UNHM, and the

Library currently use Word documents or hardcopy.

In order to facilitate entering and accessing data concerning annual faculty activities and to meet

institution-wide and accreditation reporting needs, UNH will implement a Faculty Activity Reporting

(FAR) system for all schools, colleges, and the Library.

1.2 Benefits

Implementing a FAR system would bring together various sources of data to enable

those with access rights to add, update, and report on faculty teaching, research, scholarship, and service. A UNH FAR system would eliminate duplicate or inaccurate

information, make information more accessible, and put the power to add and change information into the hands of faculty. Faculty could update their information whenever

they wished and find preparing their annual reports easier and less time-consuming. In addition, FAR data would be more accurate and consistent across departments, schools,

and colleges Gathering data for the reporting necessary to meet accreditation requirements would be easier and more efficient and effective. Time savings alone for

faculty and administrators would reduce the cost of accreditation reporting for schools, colleges, departments, and UNH.

Successful completion of the FAR project would enable UNH to realize the following benefits:



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Simplify the FAR process so that faculty have a single place to enter, review, and

update their information. Enable individual faculty access to documentation of faculty activity and

productivity information at various levels (faculty, department chair, dean, provost).

Provide documentation of faculty activity for annual performance and tenure reviews.

Provide enhanced internal and external reporting capabilities for Board of Trusteesand discipline-specific requirements such as college and department

accreditations and strategic planning exercises. Provide faculty activity and credential information for NEASC reaffirmation.

Provide documentation and ongoing assessment activities for NEASC reaffirmation and institutional effectiveness.

Enable UNH and USNH authoritative data sources to contain the most accurate information on faculty demographics and academic/research activities.

1.3 Project Description

This project will result in the implementation of a system that will be used by faculty to enter annual faculty activity data and will be used by academic administrators to

produce reports on faculty activity.

The Provost will charge a Working Group composed of faculty and staff from CEPS, COLSA, COLA, CHHS, UNHM, WSBE, the Library, the Graduate School, Academic Affairs,

Institutional Research, the Office of Sponsored Research, and UNH IT to identify the required data elements, reports, access, and processes that will enable implementation

of one instance of a FAR System for UNH.

1.4 Project Goal and Objectives

Goal

This project will implement a system for storing, updating, and reporting on attributes

related to faculty teaching, research, scholarship, and service.

Objectives

Implement a UNH FAR system for the entry, update, and reporting of faculty

teaching, research, service, and scholarship data. Create data feeds from current UNH and USNH data sources (Banner / SIS, Banner

HR, and InfoEd). Confirm the need and develop a plan for the migration of historical data contained

in school/college FAR systems (CEPS, CHHS, COLSA, WSBE). Develop a single sign on solution (SSO) for the UNH FAR system.

Update institutional source data as appropriate.



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1.5 Project Scope

Project Includes (Deliverables)

Implement a UNH FAR system across all UNH schools, colleges, and the Library.

Populate the UNH FAR system with UNH/USNH data from Banner/SIS, Banner/HR, and InfoEd.

Migrate data from current FAR systems used by CEPS, CHHS, COLSA, and WSBE.

Project Excludes

Automated data feeds from institutional data. Online search capabilities of FAR data. Output of FAR data for the population of Web Pages (e.g. Faculty profiles, etc.). Management reporting capability on FAR data.

1.6 Critical Success Factors.

Permission to use UNH and USNH data to populate UNH FAR system.

Guidance from UNH and USNH data stewards regarding attributes, codes, and syntax of UNH/USNH data records.

Migration of data from current FAR systems in CEPS, CHHS, COLSA, and WSBE. Participation of faculty and staff currently responsible for FAR in their respective

school/college and the Library. Development by school/college, Library, and Academic Affairs representatives of

the reporting requirements for their constituency. Development by school/college, Library, and Academic Affairs representatives of

the standard data attributes from which a UNH-wide data model can be derived. Active engagement of the Faculty Senate; participating on the Working Group

and being available for project report updates. Administrative ownership for the daily operation of the UNH FAR system for

service transition and service operation activities. Faculty input and participation in a UNH FAR system pilot and UNH FAR System

usability testing to insure user acceptance. Support from Provost and Deans to encourage faculty adoption of the UNH FAR

system. Provost and Provost Council support as required by the FAR Working Group.

1.7 Assumptions

Required BANNER/HR, BANNER/SIS, and InfoEd data will be fed to initially populate the UNH FAR system.

Faculty and staff who currently perform FAR duties at the school, college, and Library level will be assigned to this project. Staff from the Office of Sponsored

Research, IT, Provost’s Office, Institutional Research, and the Graduate School will also be assigned to this project.

The Provost, Senior Vice Provosts, and Deans will ensure that assigned faculty and staff will have the time required to complete assigned tasks and meet



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deadlines. As requested, they will backfill for labor and/or reprioritize workload

to ensure project timelines are met. Representative academic departments in the schools and colleges will be

identified, and faculty in those departments will participate in a UNH FAR System pilot program and will provide feedback.

A broad range of faculty representing the schools/colleges and Library will be actively engaged in usability testing and will provide feedback.

1.8 Impacted Areas

The following areas will be impacted by this project:

School and college Dean’s Office administrators Library Administrators

Graduate School administrators Academic Affairs administrators

SIS Banner data steward (Registrar’s Office) SIS HR data steward (USNH HR)

InfoEd data steward (Office of Sponsored Research) UNH IT

o Academic Technology o Enterprise Computing

Institutional Research

The following information systems will be impacted by this project:

BANNER/HR

BANNER/SIS-Advancement InfoEd

Graduate/Undergraduate Catalog systems Identity Management system

Blackboard (depending on the authentication design)

1.9 Project Risks and Mitigation plans

Faculty will not enter their data into the UNH FAR system.

o Deans must strongly support and advocate the adoption of the UNH FAR system in their school/college and Library

College-specific faculty activity reporting systems will take precedence over using the UNH FAR system.

o Deans must strongly support and advocate the adoption of the UNH FAR system in their school/college and Library

o Deans of COLSA, CEPS, CHHS, WSBE will coordinate the sun setting of their current FAR systems.

Data Stewards may not support the project goals and timeline as other projects may compete for staff resources and time



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o Executive Leadership will establish project prioritization over other

bodies of work to ensure resource availability and the timely execution of project tasks.

UNH IT resources will not be available to do required work, as other projects may compete for staff resources and time

o Project Manager will escalate to UNH CIO for remediation Office of Sponsored Research resources will not be available to do required work

as other projects may compete for staff resources and time o Senior Vice Provost for research will establish project prioritization over

other bodies of work to ensure resource availability and the timely execution of project tasks.

Personnel who currently perform FAR duties from the schools, colleges, and Library will not be available to serve on the FAR Working Group and do the

required work as other duties and projects may compete for staff resources and time

o The Deans will establish project prioritization over other bodies of work to ensure resource availability and the timely execution of project tasks.

Provost and Deans may not be available to support project goals and timelines. o Regular Provost Council meetings will be used to get input as needed.

Lack of consensus regarding data attributes and reporting requirements among school, colleges, and Library will delay the schedule.

o Provost will decide whether to take the required time and delay the project or move forward without consensus.

Deviations from the baseline product will require customizations and will delay

the schedule. o The need for customization will be weighed against maintaining the

project schedule during the FAR Working Group sessions. o FAR Working Group chair will escalate to Provost’s Council if consensus

cannot be achieved in the FAR Working Group. Necessary funding may not be available to support and sustain the UNH FAR

system and associated services and support after implementation. o FAR Working Group chair will present the proposed ongoing budget to

Provost’s Council for approval. Upon approval, the Provost will charge the Associate Provost for Academic Administration to identify appropriate

funding source(s).



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Section 2. Project Plan

2.1 Approach and Methodology

Develop a project plan and provide weekly updates to the project plan.

Review the updated plan for variance to scope, schedule, or budget on a bi-weekly basis.

Modify the (baseline) project plan if and only when required through an approved change request.

Add or delete scope if and only when required through an approved change request.

Project manager will produce bi-weekly project status updates for FAR Working Group.

The FAR Core Project Team will meet weekly to share and communicate overall project status.

The FAR Working Group will meet weekly to develop requirements for UNH FAR system attributes and reports and to provide input, as needed, by FAR Core Project Team.

2.2 Major Project Milestones

Milestones/Deliverables Estimated Completion Date1

Due diligence of requirements and vendor for faculty activity reporting 8/2/10

Negotiate and sign agreement with vendor 8/13/10 (DB)

Form FAR Core Project Team 8/16/10

Form FAR Working Group 8/16/10

Vendor makes test environment available 9/30/10

Confirm UNH/USNH authoritative data sources 10/1/10

Review “as is” processes within school, college, Library, institution 10/1/10

Perform gap analysis between baseline product and school, college, Library, and institution reporting requirements

10/15/10

Develop pilot plan 11/5/10

Provide forums for sharing FAR project plan and demonstrating the FAR system for each school, college, and the Library

Oct.-Dec. 2010

1 The FAR Core Project Team will create a project plan for the FAR Working Group to approve.

The project plan will outline the agreed-upon final schedule for the FAR Project Milestones/Deliverables.



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Milestones/Deliverables Estimated Completion Date1

Provide public forum(s) for sharing the FAR project plan and demonstrating the FAR system.

Oct.-Dec. 2010

Perform gap analysis between baseline product and school, college, Library data requirements

11/29/10

Specify UNH data requirements 12/10/10

Provide forums for demonstrating the UNH FAR system for each school, college, and the Library

Feb., Mar., Apr. 2011

Provide public forum for demonstrating the UNH FAR system. Feb., Mar., Apr. 2011

Document “will be” processes within school, college, Library, institution 2/25/11

Develop authentication method 1/14/11

Develop initial data import process 1/14/11

Design technical plan for future data import automation 1/14/11

Develop test plan. 1/14/11

Develop training plan. 3/4/11

Develop process(es) for correcting data inaccuracies in UNH/USNH source systems 3/4/11

Pilot with targeted groups 4/26/11-6/30/11

Develop data migration plan for CEPS, CHHS, COLSA, and WSBE current instances of FAR

6/30/11

Modify as required based on Pilot feedback 7/1/11-9/30/11

Develop FAR system support plan and ongoing budget to support transition and service operation of FAR System (school, college, Library, institutional)

10/18/11

Develop UNH-wide rollout plan 11/15/11

Migrate current FAR system data in CEPS, CHHS, COLSA, and WSBE to UNH FAR system 12/6/11

UNH-wide implementation (production mode) 2/1/12

2.3 Issues and Risks

Anyone may report an issue or risk. Issues or risks will be captured in the Issue and Risk Log as appropriate.

The Project Manager, or designee, will review the Issue and Risk Log during project team meetings for discussion and closure.

Issues and/or risks that have not been resolved within the allotted time will be

escalated to the FAR Working Group for mitigation.

2.4 Change Management

Anyone may request a change. Change requests will be given to the Project

Manager.



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The Project Manager, or designee, will analyze the request and complete a change

request form.

The Project Manager will present the change request to the FAR Working Group chair for review, discussion, and approval.

A change request will be resolved (approved or rejected) within 1-3 business days

after submission by the authorized client in writing (no verbal approvals).

Project plan will not be adjusted until the change request is reviewed and approved.



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Section 3. Project Organization

3.1 Project Oversight Authority

The FAR Core Project Team will be comprised of the IT Academic Technology

Director and Associate Director, IT Manager from IT Enterprise Computing, Manager of Info System & Technology in the Office of Sponsored Research, and staff from

Institutional Research. The FAR Working group will be comprised of representatives of each school, college,

the Library, the Graduate School, Academic Affairs, Institutional Research, and the Faculty Senate.

Issues raised in the FAR Core Project Team will be escalated to the FAR Working Group. The Chair of the FAR Working Group is responsible for escalation to the

Provost’s Council. The Provost’s Council is responsible for timely decision making.

3.2 Project Structure

Dean, WSBE, is the Chair of the FAR Working Group

UNH IT Academic Technology Director is the Overall Project Manager. UNH IT Academic Technology Associate Director is the technical lead.

UNH IT Enterprise Computing Manager for Finance/HR systems is the point person for BANNER SIS/BANNER HR data integration.

Office of Sponsored Research Manager of Information Systems is the point person for InfoEd data integration.

IT staff from Institutional Research are the point persons for institutional reporting requirements.

3.3 Funding Authority

To be determined. Final recommendations made during the project planning phase will include the

required budget to support recommended services after implementation.



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3.4 Roles and Responsibilities

Name Role Responsibility

Terri Winters

Overall Project Manager Provide overall project management support. Maintain the master schedule and provide FAR Working Group chair with overall project status. Responsible for project Scope, Schedule and Cost Key Performance Indicators.

Kirit Basu Technical Lead Provide technical leadership for the project including working

with vendor, data stewards, and other IT staff.

Susan Sullivan

UNH/USNH Date Sources Liaison Provide technical knowledge regarding Human Resource, Finance, and SIS data sources. Work with data steward and technical lead to integrate UNH/USNH intuitional data with UNH FAR system.

Robert Anderson InfoEd Liaison Provide technical knowledge regarding Grants & Contracts

InfoEd system. Work with data steward and technical lead to integrate InfoEd data with UNH FAR system.

John Kraus Institutional Research Attend FAR WG meetings, represent Academic Affairs in areas

of data attributes and reporting.

Susan Hopkins Institutional Research Attend FAR WG meetings, represent Academic Affairs in areas

of data attributes and reporting.

Dan Innis

Chair, FAR Working Group Lead the FAR Working Group and provide progress reports for Provost’s Council and other senior leadership. Provide escalation path to senior leadership for Working Group and Project Manager.

Tina Sawtelle COLSA representative, FAR WG Attend FAR WG meetings, represent COLSA in areas of data

attributes and reporting, and provide ongoing project updates to COLSA dean and faculty.

Kate Roberts CEPS representative, FAR WG Attend FAR WG meetings, represent CEPS in areas of data

attributes and reporting, and provide ongoing project updates to CEPS dean and faculty.

Debra Williams CEPS representative, FAR WG Attend FAR WG meetings, represent CEPS in areas of data

attributes and reporting.

Neil Vroman CHHS representative, FAR WG Attend FAR WG meetings, represent CHHS in areas of data

attributes and reporting, and provide ongoing project updates to CHHS dean and faculty.

Jeremy Mayhew CHHS representative, FAR WG Provide technical guidance on CHHS FAR system to CHHS rep,

Neil Vroman.

Roger Grinde WSBE representative, FAR WG Attend FAR WG meetings, represent WSBE in areas of data

attributes and reporting, and provide ongoing project updates to WSBE dean and faculty.

Alasdair Drysdale COLA representative, FAR WG Attend FAR WG meetings, represent COLA in areas of data

attributes and reporting, and provide ongoing project updates to COLA dean and faculty.

Peg Kirkpatrick COLA representative, FAR WG Attend FAR WG meetings, represent COLA in areas of data

attributes and reporting.



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Name Role Responsibility

Doris Mrozek UNHM representative, FAR WG Attend FAR WG meetings, represent UNHM in areas of data

attributes and reporting, and provide ongoing project updates to UNHM dean and faculty.

Sherry Vellucci Library representative, FAR WG Attend FAR WG meetings, represent Library in areas of data

attributes and reporting, and provide ongoing project updates to Library faculty.

Cari Moorhead Graduate School representative, FAR WG Attend FAR WG meetings, represent Graduate School in areas

of data attributes and reporting, and provide ongoing project updates to Graduate School.

Ted Howard Faculty Senate representative, FAR WG Attend FAR WG meetings, represent Faculty Senate in areas of

data attributes and reporting, and provide ongoing project updates to Faculty Senate.

3.5 Project Facilities and Resources

None Required



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Section 4. Points of Contact

Identify and provide contact information for the primary and secondary contacts for the

project.

Primary Contact Name/Title/Organization Phone Email

Terri Winters Director, IT Academic Technology 862-4639 [email protected]

Secondary Contact Name/Title/Organization Phone Email

Dan Innis Dean, WSBE 862-1983 [email protected]

mailto:[email protected]



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Section 5. Glossary

Define all terms and acronyms required to interpret the Project Charter properly.

CEPS—College of Engineering and Physical Sciences

CHHS—College of Health and Human Services

COLA—College of Liberal Arts

COLSA—College of Life Sciences and Agriculture

FAR—Faculty Activity Reporting

FAR WG—Faculty Activity Reporting Working Group

IT—Information Technology

WSBE—Whittemore School of Business and Economics



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Section 6. Revision History

Identify document changes.

Version Date Name Description

1.1 8-12-10 Terri Winters Corrected college affiliation for WG member Peg Kiripatrick; Added Cari Moorhead as rep for Graduate School

1.2 8-30-10 Terri Winters

Deleted Academic Affairs representative; Added Alasdair Drysdale as COLA rep, Jeremy Mayhew as CHHS rep, and Susan Hopkins as IR rep; Corrected Neil Vroman rep to CHHS.

1.3 4-22-11 Terri Winters Update FARWG member list.



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Section 7. Appendices

Include any relevant appendices.

Documents

Faculty Activities Reporting - unh.edu · those with access rights to add, update, and report on faculty teaching, research, scholarship, and service. ... This project will implement