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June 18, 2014
CLAC 2014
Adam Hughes
As DePauw University, we want a
robust software system to help us
efficiently manage donor
relationships and advance
institutional goals.
LegacyBest-of-Breed
Legacy Donor Relationship
Management (DRM) System
Vended, Best-of-Breed DRM
October 2011 - System selection completed
January 2012 - Conversion began
Spring 2012 - First data conversion
Summer 2012 - Training
October 1, 2012 - Second data conversion
October 26, 2012 - Third data conversion and go-live
Information Services
November 2012
September 2013
Vendor
Leadership Change Old System
Information Services
Donor Relationship Management
Vendor
Development and Alumni Engagement
Development Services
Registrar
School of Music
Board of Trustees
Consultants
Academic Affairs
Finance
Harris Data
Donors
DePauw Web Site
Alumni Gateway Vendor Center for Student
Engagement
Office of the President
Office of Communication
Cabinet
AdmissionCurrent Students
New Leadership
Alumni
Should we go back to the old system?
Reporting Needs
Functionality Updates
Data Integrity
Vendor Management
Workflow Enhancements
Training
System Performance
Communication
Campaign Structure
Project Delivery?Project Initiation
VOIP
SIS Network Switch Upgrades
ADP Integration SSO
Cable Television
Construction - Tech Needs
HPC Cluster
Security PoliciesTraining
Google Apps
RolloutWeb Site Redesign
Windows XP Retirement
There are no IT projects, only business projects.
MAYBE, but ...
There are (almost) no business projects that DON’T
involve technology.
● Clear definition of outstanding issues
● Quick results
● The right tasks at the right time
● Ability to change course quickly and frequently
● The right decision makers
● The right project team
● Open communication and complete transparency
Individuals and interactions over processes and tools
Working software over comprehensive documentation
Customer collaboration over contract negotiation
Responding to change over following a plan
1
1The Agile Manifesto, 2001, http://agilemanifesto.org/
Individuals and interactions over processes and tools
Working solutions over comprehensive documentation
Stakeholder collaboration over contract negotiation
Responding to change over following a plan
2
2Scott Ambler, IBM developerworks, 2010, https://www.ibm.com/developerworks/community/blogs/ambler/entry/reworking_the_agile_manifesto14?lang=en
… a starting point!
Director of AIS
Programmer
Director of Development
Services
Alumni Report Expert Development
Data Specialist
Administrative Information Systems Staff
Development Services Staff
VP of Development and Alumni
Engagement
ScrumMaster/PM Product Owner(s)
DRM Vendor
Consultants
Two Weeks
Informatio
n Servic
es
Donor Relationshi
p Manageme
nt Vend
or
Development and Alumni Engagement
Development
Services
Registrar
School of
Music
Board of
Trustees
Consultants
Academic
Affairs
Finance
Harris Data
Donors
DePauw Web
Site
Alumni Gatewa
y Vendor
Center for
Student
Engagement
Office of the Presid
ent
Office of
Communicati
on
Cabinet
Admission
Current
Students
New Leader
ship
Alumni
● Morning stand-up
● Three questions
○ What did you do yesterday?
○ What will you do today?
○ What roadblocks do you face?
● Review and update Trello as needed
Director of AIS Programmer
Director of Development
Services
Alumni Report Expert Development
Data Specialist
ScrumMaster/PM
Office of Development
Scrum HQ
● Completed vendor engagement
● Management team successfully transitioned
● Completed migration to new system
● TURNED OFF old system
● Better planning upfront
● Better management of churn
● More focused Scrums
● Dedicated ScrumMaster or PM
● Better Staff Availability
● Better Definition of “Done”
● Development Services (DS) in operational mode
● Team restructured to meet changing needs
● Daily stand-ups maintained by DS
● User group maintained by DS
● Standing weekly IS-DS meeting for prioritization
● IS counsels Development on tech issues regularly
● Daily discussion between IS and DS liaisons
Student Portal Athletics Recruitment
Course Registration New-Hire Workflow
IS Academic Affairs
Registrar Admission
IS
IS IS
Student LifeFinance
Admission
Athletics
Registrar
Academic Affairs
Students
Finance
HR
Academic Affairs
Development
Departments
● Learning a new domain
● IS becomes the “experts” for a time
● Maintaining our “day jobs”
● Defining “done”
● Managing expectations
● Maintaining thick skin
● Break things down
● Focus on outcomes instead of on output
● Make our work visible and transparent
● Track our progress
● Embrace change
● Reduce wasted effort
● Self-organize teams to produce the best results
● Inspect and adapt
3
daxko, 2013, http://daxko.com/blog/2013/04/10-ways-agile-can-improve-your-team/3
3
● Carol Smith, DePauw CIO
● DePauw Cabinet
● DePauw Office of Development and Alumni Engagement
● DePauw Administrative Information Systems Team
Thank you!
Agile principles
The Agile Manifesto is based on twelve principles:
1. Customer satisfaction by rapid delivery of useful software
2. Welcome changing requirements, even late in development
3. Working software is delivered frequently (weeks rather than months)
4. Close, daily cooperation between business people and developers
5. Projects are built around motivated individuals, who should be trusted
6. Face-to-face conversation is the best form of communication (co-location)
7. Working software is the principal measure of progress
8. Sustainable development, able to maintain a constant pace
9. Continuous attention to technical excellence and good design
10. Simplicity—the art of maximizing the amount of work not done—is essential
11. Self-organizing teams
12. Regular adaptation to changing circumstances
4
Wikipedia, http://en.wikipedia.org/wiki/Agile_software_development#Agile_principles4
