Student Information System (SIS)/Portal Progress Report Presentation to the UTFAB Monday, October 30, :10-5 PM, LSC 220 Bill Haid, Enrollment and Access, Don Hesser, Information Systems,

Oct. 30, 2006SIS/Portal Report to UTFAB2 Outline Fall 2006 start up Progress to date 3-year project plan Demo of DARS Project issues Budgets Summary

1. Fall 2006 Start Up

Oct. 30, 2006SIS/Portal Report to UTFAB4 Start of the Semester This fall, we were able to keep all systems up for the start of the fall semester, through a period of very heavy load A first since initial “melt down” in Aug. 03! Thanks to hardware and staff from the project

Oct. 30, 2006SIS/Portal Report to UTFAB5 RamPoint Portal Cumulative Users

Oct. 30, 2006SIS/Portal Report to UTFAB6 RamPoint Portal Concurrent Users

Oct. 30, 2006SIS/Portal Report to UTFAB7 RAMweb Logins 1 st Month/Term

2. Progress to Date

Oct. 30, 2006SIS/Portal Report to UTFAB9 Project Progress – Live Now Rampoint Portal – August 2004 Fall 2007 Catalog - June 2005 General Person Module - CSUID July 2005 Operational Data Store – July 2005 Campus Loan Manager - July 2005 eID for all applicants - July 2005 RAMweb access via RamPoint - October 2005 Financial Aid - Oct 2005 for Fall 2006 / Spring 2007 terms Accounts Receivable - May 2006 ARIESweb - July 2006 Admissions - July 2006 for Fall 2007 applicants Housing – August 2006 for Fall 2007 applicants SCAIT – October 2006 Class Schedule draft and training – October 2006 DARS for Transfer Evaluation – October 2006

Oct. 30, 2006SIS/Portal Report to UTFAB10 Project Impact to Date COF processing (on current system) $38 million processed last academic year $20 million processed for this fall semester Implemented the CSUID Replacement for SSN to enhance security and privacy CSUID exists for ~600,000 users ID re-carding completed Major conversion efforts underway: General Student, Academic History, Accounting Details, and more Populating massive amounts of student information Must ensure 100% accuracy for tens of millions of records Bridging key data between current SIS and Banner Full “go live” in Fall 2007

3. DARS (Degree Audit and Reporting System) DEMO

4. Project Plans Ahead

Oct. 30, 2006SIS/Portal Report to UTFAB13 Project Plans – Coming (Very) Soon Admissions Status Information – November 2006 Fall 2007 class schedule in RAMweb – March 2007 Gen Student and Acad History Data Conversion – March 2007 Course Applicability System – April 2007 Fall 2007 Registration – April 2007 Advisor / Advisee in ARIESweb – April 2007 Degree Audit New Students for Fall 2007 – April 2007 Continuing Education Registration – June 2007 Tuition / Fee Assessment – July 2007 Graduate School Degree Audit - July 2007 Graduate School Self Service Program of Study – Sept 2007

Oct. 30, 2006SIS/Portal Report to UTFAB15 Project Plans; 3-Year View FY 07 (this fiscal year through June 30, 2007) Class Schedule and Registration for Fall 2007 live in ARIES Address “gaps” Implement Degree Audit and Reporting System (DARS) Implement COF in Banner Implement Banner updates Ensure integration with the portal and WebCT WebCT CE6 upgrade in progress FY 08 (July 1, 2007 – June 30, 2008) Perform hardware upgrades, as necessary Continue to address “gaps” Implement Banner and DARS updates Add functionality: workflow FY 09 (July 1, 2008 – June 30, 2009) Complete hardware upgrades, if needed Implement Banner and DARS updates Add functionality: workflow and document imaging

5. Project Issues

Oct. 30, 2006SIS/Portal Report to UTFAB17 5. Project Issues Post implementation “fixes” Staffing required to address “gaps” Inflation Software inflation (in the contract) 4% annual inflation on SIS software 10% annual inflation on portal software 3 years of salary inflation mandated by the State Inflationary cost increases anticipated in spring budget request Hardware and software upgrades

Oct. 30, 2006SIS/Portal Report to UTFAB18 The Project Hype Cycle – We Have Gaps to Overcome Source: Mike Zastrocky, The Gartner Group Positive Hype Technology Trigger Peak of Inflated Expectations Trough of Disillusionment Slope of Enlightenment Plateau of Productivity Maturity Negative Hype Time ISIS Functionality

6. Budgets

Oct. 30, 2006SIS/Portal Report to UTFAB20 The “Split” of Costs 1-time costs – the University covers 100% $5.9 million!!! Annual recurring costs – 50% split 1 st year costs University: $392,050/yr. UTF: $392,050/yr. – constant for 3 years! Staffing approved annually by the UTFAB Total cost “proportions” over 5 years University: ~80% UTF: ~20%

Oct. 30, 2006SIS/Portal Report to UTFAB21 UTFAB Prior Commitments ASCSU UTF commitment in Fall 2003: Recurring contractual costs plus inflation 5 years for the SIS upgrade 3 years for the portal (Spring 06 approval to continue) UTFAB considers staffing on an annual basis Project budget has been constant for 3 years No increases in budget have been requested

Oct. 30, 2006SIS/Portal Report to UTFAB22 UTFAB Approved Expenses In FY05, we “hit” the target within 1%. $392,050 budget, constant over 3 years

Oct. 30, 2006SIS/Portal Report to UTFAB23 Anticipated Increase in Expenses We can no longer sustain the project with a fixed budget Annual recurring cost increases due to inflation of software and mandated staff salary increases Hardware upgrades being assessed Periodic hardware upgrades necessary to maintain currency with software and operating systems, and to meet increasing system load May be spread over two years Planning a “load test” in spring semester 2007 We will provide cost details in the spring

7. Summary

Oct. 30, 2006SIS/Portal Report to UTFAB25 UTFAB Funding Criteria 1. Benefit as many students as possibleAll students at CSU will benefit. 2. Ability to effectively utilize the feeYour decision. 3. Not funded by CFTCheck. 4. Adherence to budget and accountabilityYour decision. 5. Potential for direct student useAbsolutely. 6. Effort and thought reflected in the planYour decision. 7. Justification, incl. quantitative usage dataYour decision. 8. Level of sponsorship by the University80% over 5 years. 9. Balance between central and distributed technology Central IT infrastructure, accessed locally. 10. Costs and potential benefitYour decision.

Oct. 30, 2006SIS/Portal Report to UTFAB26 Thank You The UTF and student support provided the catalyst for the project The need for a system upgrade is great Thank you for your support!

Oct. 30, 2006SIS/Portal Report to UTFAB27 Discussion and Questions Are most welcome