AACRAO 2007 AACRAO 2007 ConferenceConference

Developing an Integrated Web Developing an Integrated Web EnvironmentEnvironment

Wendy Kilgore, Ph.D.Wendy Kilgore, Ph.D.Director of Admissions and RegistrarDirector of Admissions and RegistrarPima Community CollegePima Community CollegeProgram Code: S1.376Program Code: S1.376March 3 8:00 a.m. March 3 8:00 a.m. –– 9:00 a.m.9:00 a.m.

IntroductionIntroduction

Purpose of the discussionPurpose of the discussionShare the process used to manage portal Share the process used to manage portal development and to deliver training and development and to deliver training and supportsupport

Benefits of attending sessionBenefits of attending sessionLearn about the process used to design Learn about the process used to design and manage portal project and manage portal project Learn about strategies to integrate web Learn about strategies to integrate web and intranet contentand intranet content

Topics of DiscussionTopics of Discussion

Web backgroundWeb background–– VisionVision–– GoalsGoals–– TimelineTimeline

Portal Project PlanPortal Project Plan–– PhilosophyPhilosophy–– ScopeScope–– ConstituentsConstituents–– Timeline and AssumptionsTimeline and Assumptions–– Communication PlanCommunication Plan–– Team StructureTeam Structure

Wrap Up and QuestionsWrap Up and Questions

Pima College Website 2004Pima College Website 2004

Website GoalsWebsite Goals

OLD SITEOLD SITELarge (105,000+ pages)Large (105,000+ pages)Distributed campus websitesDistributed campus websitesVariety of stylesVariety of styles

NEW SITENEW SITESingle collegeSingle college--wide sitewide siteEmphasize commonality of servicesEmphasize commonality of servicesEmphasize programsEmphasize programsTrim down site, centralize serversTrim down site, centralize servers

Website TimelineWebsite Timeline

20042004•• Early spring: Select Web Design & Content Early spring: Select Web Design & Content

Management Systems vendorsManagement Systems vendors•• June: KickJune: Kick--offoff•• July: Focus groupsJuly: Focus groups•• Aug/Sep: first design layout draftsAug/Sep: first design layout drafts•• Sep Sep –– Dec: content outlineDec: content outline•• Dec: train writers and editorsDec: train writers and editors

20052005•• Jan Jan –– June: rewrite site and implement designJune: rewrite site and implement design•• July 28: July 28: Launch!Launch!

20042004--2006 College Plan2006 College Plan

Strategy 6.1: Create a collegeStrategy 6.1: Create a college--wide Webwide Web--based enterprise system.based enterprise system.1.1. Create and implement an infrastructure, Create and implement an infrastructure,

including human resources, that supports a including human resources, that supports a collegecollege--wide Webwide Web--based enterprise system.based enterprise system.

2.2. Implement accessible, userImplement accessible, user--friendly technology friendly technology that supports Webthat supports Web--based instruction and based instruction and student services.student services.

3.3. Implement collegeImplement college--wide intranet capability.wide intranet capability.

Portal Project PlanPortal Project Plan

PhilosophyPhilosophyMyPima will be a primary interface for MyPima will be a primary interface for

promoting and supporting:promoting and supporting:Student success and retentionStudent success and retentionTeaching/learning activitiesTeaching/learning activitiesCommunication within the college communityCommunication within the college communityBusiness process efficienciesBusiness process efficienciesEmployee selfEmployee self--serviceservice

Portal FeaturesPortal Features

Single sign onSingle sign onIncreased collaboration through Increased collaboration through ““groupsgroups””rolerole--based, customized interfacesbased, customized interfaces““My CoursesMy Courses””““targetedtargeted”” messagesmessages

Project ScopeProject Scope

In scope:In scope:Student email and calendarStudent email and calendarCourse studio (course web sites)Course studio (course web sites)Group studio (group collaboration work Group studio (group collaboration work spaces)spaces)Announcements/notifications/alertsAnnouncements/notifications/alertsWebCTWebCT integrationintegrationBanner integrationBanner integrationInternal PCC web contentInternal PCC web content

Project Scope cont.Project Scope cont.

Out of scope:Out of scope:NonNon--credit student accesscredit student accessDepartment level sitesDepartment level sitesProspective student accessProspective student accessAlumniAlumniCommunity accessCommunity accessPCAE (Pima College Adult Education)PCAE (Pima College Adult Education)

Project DeliverablesProject Deliverables

Portal content will be phased in based Portal content will be phased in based on need, ease of implementation, and on need, ease of implementation, and

relevance to the college mission.relevance to the college mission.

Project Deliverables Phase 1Project Deliverables Phase 1

ChannelsChannelsAnnouncements Announcements –– general and targeted messagesgeneral and targeted messagesQuick links to Banner Self Service Quick links to Banner Self Service –– financial aid, financial aid, grades, schedules, rosters, employee benefitsgrades, schedules, rosters, employee benefitsQuick links to academic calendar, Institutional Quick links to academic calendar, Institutional research reportsresearch reportsInformation Technology support documents for Information Technology support documents for students, faculty, and staffstudents, faculty, and staffRSS (Really Simple Syndication) feed from the RSS (Really Simple Syndication) feed from the Chronicle of Higher Education continuedChronicle of Higher Education continued……

Project Deliverables Phase 1 Project Deliverables Phase 1 Cont.Cont.

LibraryLibraryGroups Groups -- Selected college committees, Faculty Selected college committees, Faculty Senate, Staff Council, Limited number of student Senate, Staff Council, Limited number of student groupsgroupsCourse StudioCourse Studio–– My Courses My Courses –– limited number of pilot courses limited number of pilot courses –– Direct links to Direct links to WebCTWebCT and pilot course sites and pilot course sites

within the portalwithin the portalEmail and CalendaringEmail and CalendaringStudent email, Student calendars and course Student email, Student calendars and course calendarscalendars

Project Deliverables Phase 2Project Deliverables Phase 2

Additional ChannelsAdditional Channels

–– Migrating internal PCC systems and communications from Migrating internal PCC systems and communications from public web site to portal (grants, professional public web site to portal (grants, professional development, Center for Learning Technologies, research development, Center for Learning Technologies, research and planning, committee minutes)and planning, committee minutes)

GroupsGroups

–– Expand student groupsExpand student groups

–– Explore additional uses Explore additional uses –– advising, student workshopsadvising, student workshops

Course StudioCourse Studio

–– My Courses My Courses –– all courses (access for faculty all courses (access for faculty andand students)students)

Email and CalendaringEmail and Calendaring

–– Access to Outlook mail for faculty and staffAccess to Outlook mail for faculty and staff

Project Deliverables Phase 3Project Deliverables Phase 3

Continue to evaluate and developContinue to evaluate and developcontent, Banner channels, andcontent, Banner channels, andfunctionality.functionality.

StudentsStudentsFacultyFacultyStudent Services StaffStudent Services StaffIT StaffIT StaffAdministratorsAdministrators

Constituents AffectedConstituents Affected

Constituents AffectedConstituents Affected

Constituents How are they affected? How are they participating?

Faculty Provided additional instructional technology tools, enhanced communication with students, employee information.

Responsibilities regarding electronic communication, course management, and technical skills development.

Attending information sessions and focus groups.

Five faculty participating in Summer A pilots.

Additional faculty participating in Fall pilots.

Assisting with evaluation of training and informational materials.

Constituents Cont.Constituents Cont.

Constituents How are they affected? How are they participating?

Students Provided increased communication capability and expectations (with faculty and peers).

Expanded access to student services.

Increased receipt of timely information.

Five classes participating in Summer A pilot.

Participating in focus groups.

Assisting with evaluation of training and informational materials.

Constituents Cont.Constituents Cont.

Constituents How are they affected? How are they participating?

Administrators Responsibilities regarding electronic communication, course management, and technical skills development.

Potential expectation of expanded administration and monitoring of faculty-student or student-student electronic interactions.

Assist in developing policies and procedures.

Develop and prioritize content/messages.

Integrate MyPima materials into Faculty Learning Academy and orientations.

Constituents Cont.Constituents Cont.

Constituents How are they affected? How are they participating?

Student Services Staff

Increased capability to deliver services and communicate with students.

Responsibilities regarding electronic communication and technical skills development.

Technical support to students.

Attending information sessions and focus groups.

Assist in the development of student training/awareness materials.

Integrate MyPima materials into student orientations.

Constituents Cont.Constituents Cont.

Constituents How are they affected? How are they participating?

IT Staff Technical support to students and faculty. Possible need for extended hours.

Significant, on going, increase in core systems development and support.

Managing project, designing pilot, directing training program.

Soliciting expanded involvement from college community.

Project champions.

Constituents Cont.Constituents Cont.

Constituents How are they affected? How are they participating?

Other Staff Technical support to students.

Attending MyPima orientation sessions.

Portal TimelinePortal TimelineApril 30, 2006 April 30, 2006 –– Pilot PhasePilot Phase

–– Baseline contentBaseline content–– 5 summer pilot classes utilize portal5 summer pilot classes utilize portal Course functionality Course functionality –– 5 committees begin using Group collaboration tools5 committees begin using Group collaboration tools–– Student email activated for pilot summer classesStudent email activated for pilot summer classes

August 14, 2006 August 14, 2006 –– Initial production implementationInitial production implementation–– Student single signStudent single sign--on to: email, calendar, on to: email, calendar, WebCTWebCT and Banner and Banner

OnlineOnline–– Additional committees use Group collaboration toolsAdditional committees use Group collaboration tools–– Additional subset of 50 classes use Courses Additional subset of 50 classes use Courses

January 2007 January 2007 –– Full production implementationFull production implementation–– Portal Course areas are fully implementedPortal Course areas are fully implemented–– MS Outlook email integration availableMS Outlook email integration available–– Single signSingle sign--on to additional systems implementedon to additional systems implemented

Project AssumptionsProject Assumptions

MyPima will be championed and supported by MyPima will be championed and supported by college administratorscollege administratorsAdministrators, faculty, staff, and students will Administrators, faculty, staff, and students will actively participate in focus groupsactively participate in focus groupsAll necessary hardware and software will arrive on All necessary hardware and software will arrive on timetimeThe software will perform as expectedThe software will perform as expectedAll constituents will participate in trainingAll constituents will participate in trainingThe Office of the Provost will provide leadership The Office of the Provost will provide leadership and guidance in developing and prioritizing contentand guidance in developing and prioritizing content

Project AssumptionsProject AssumptionsCont.Cont.

Faculty and group leaders will manage their portal Faculty and group leaders will manage their portal space and activities in accordance with college space and activities in accordance with college policypolicyPolicy will be developed in a timely mannerPolicy will be developed in a timely mannerAll other critical information technology systems will All other critical information technology systems will remain stableremain stableAdditional major projects will be prioritized after Additional major projects will be prioritized after MyPima full implementationMyPima full implementationStudents will be required to use MyPima email for Students will be required to use MyPima email for sending and receiving official PCC correspondencesending and receiving official PCC correspondence

Project ManagerSharon Blanton

VC for IT

Project TeamBlanton, Pappas, Kelly, Glogoff,

Dooling, Gillaspie

ConsultantsSunGard SCT

Mike Bates, Dale Stiles, Russell Wright, Riley

Risberg

Student Training Working Group

Ceci Lou

Faculty and Staff Training Working

GroupMaggie Aldrich

Policy Working Group

David Irwin

Content Working Group

Raul Ramirez

Technical Infrastructure

Working GroupKirk Kelly

Adhoc MyPima Task Force

Suzanne Miles

Project SponsorSuzanne Miles

Provost

Executive SponsorRoy FloresChancellor

Portal LaunchPortal Launch

Home TabHome Tab

Academics TabAcademics Tab

Course Home PageCourse Home Page

@Work Tab@Work Tab

Library TabLibrary Tab

CommentsComments

““Awesome site and improvement. Much Awesome site and improvement. Much easier to use and very resourceful. Thankseasier to use and very resourceful. Thanks””““This service is great, thanksThis service is great, thanks””““ I am very pleased with the format of this I am very pleased with the format of this new centralized account system. Thanks for new centralized account system. Thanks for your hard work!your hard work!””““Nice addition to the website!!Nice addition to the website!!””““Easy to follow and navigate around; very Easy to follow and navigate around; very accessibleaccessible””

Portal StatisticsPortal Statistics

Over Over 30,00030,000 students, faculty, and students, faculty, and staff have used MyPimastaff have used MyPimaOver Over 3,0003,000 helpdesk contacts fielded helpdesk contacts fielded Over Over 8,000,0008,000,000 database transactions database transactions per hourper hourOver Over 132,000132,000 accounts in systemaccounts in system

SupportSupport

Extended Extended HelpDeskHelpDesk hourshoursCross training opportunityCross training opportunityVolunteersVolunteersQuickcardsQuickcardsVideosVideos

SummarySummary

Conduct focus groups Conduct focus groups –– all locations, all all locations, all constituent groups. Show that you listened.constituent groups. Show that you listened.Work to secure ownership and participation Work to secure ownership and participation collegecollege--wide. Keep project visible. Spread wide. Keep project visible. Spread the fun.the fun.Clearly define project deliverables, Clearly define project deliverables, assumptions, and expectations.assumptions, and expectations.DonDon’’t over analyze content t over analyze content –– just deploy the just deploy the ““no no brainersbrainers””

Summary ContinuedSummary Continued

Carefully consider balance of reCarefully consider balance of re--usable usable objects vs. original look and feelobjects vs. original look and feelDonDon’’t just duplicate web site internally t just duplicate web site internally (keep the focus)(keep the focus)Distribute ownership of dataDistribute ownership of dataDetermine what canDetermine what can’’t/shouldnt/shouldn’’t be t be done in publicdone in public

Presenter InformationPresenter Information

Wendy KilgoreWendy KilgoreDirector of Admissions and RegistrarDirector of Admissions and Registrar520520--206206--46404640wkilgore@pima.eduwkilgore@pima.edu

4905A East Broadway Blvd.4905A East Broadway Blvd.Tucson, AZ 85709Tucson, AZ 85709--12801280