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UW Parkside

Student Administration System

v 8.9 Upgrade Project Overview

November 6th, 2006

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Agenda

• Why are we upgrading the SOLAR System?

• Who is involved? • How and when will the upgrade be completed?

• SOLAR v 8.9 new User Interface sneak preview • What we need from Faculty, Students & Staff.

• Critical dates & events.

System v 8.9 Upgrade Project Overview

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Why are we upgrading the SOLAR System?

• The version 8.9 upgrade is required to ensure that UWP implemented software stays current, secure and compatible with the rest of UW System.

• To maintain vendor (Oracle) support for the software.

• To take advantage of significant improvements in the presentation, packaging and personalizing of user’s access to information and functionality in the system.

• To allow users to more easily and efficiently find and process the precise information for their specific purposes and needs.

System v 8.9 Upgrade Project Overview

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Who is involved?

SOLAR System v 8.9 Upgrade Project Team

Executive Sponsorship / Project Governance

Rebecca MartinChancellor’s Cabinet

Project Management & Communications

Functional – Randy McCreadyTechnical – Ann Marie Durso

Financial Aid Team Leads

Functional – Bob MercerTechnical – Ishtiaq Yusuf

Student RecordsTeam Leads

Functional – Lisa MoellerTechnical – Ashi Yusuf

Recruiting & AdmissionsTeam Leads

Functional – Joe JuchaTechnical – Ashi Yusuf

Database & ReportingUWP Lead – Craig RoyalOracle Lead - Steve Persky

Fastar Lead – Nina Boss

Student FinancialsTeam Leads

Functional – Louise BrayaTechnical – Ishtiaq Yusuf

Training, Help Desk & Documentation

Lead – Pat Eaton, Backup - Dawne Bogardus

Customizations & InterfacesTechnical – Jim Hastings,

Ashfaq Yusuf, Ishtiaq YusufProcess Owners / Stakeholders Dirk Baldwin, Dawne Bogardus,

Ann Marie Durso, Pat Eaton,Lee Goldesberry, JoAnn Goodyear,

Rhonda Holland, Matt Jensen Peggy Karls, Randy McCready

UWP PeopleSoft v 8.9 Project Team Structure

Project Governance Team - Executive Sponsors & Key StakeholdersProject Management Team – Project Management & Communications

Project Core Team - Functional, Technical & Support Team Leads

AdvisingTeam Leads

Functional – Tina PlasmierTechnical – Ashi Yusuf

Faculty Center Team Leads

Faculty – Esther Wilson, Anne Statham, Lori Allen, Brad Piazza

PA’s – Karen Grabher, Connie Wheeler, Joe Lambin, Jennifer Filippone

Technical Teams

SecurityLead – Dawne Bogardus

Backup – Craig Royal

Upgrade Apply & Testing UWP Leads – Pat Hurley

Oracle Lead – Steve WillsonFastar Lead – Nina Boss

Functional Testing Teams

Student Center Team Leads

Student – CS475 ClassTechnical – Catrina McAlister

Batch ProcessesLead – Krsta Djukanovic

Backup – Lee Goldesberry

Quality AssuranceLead – Sandy Plawman

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How and when will the upgrade be completed?

• The version 8.9 upgrade project is a critical Campus-Wide initiative sponsored by the Chancellor’s Cabinet and Provost.

• The project was approved and initiated in July and will complete in mid January.

• UW Parkside partnered with Oracle’s Upgrade Lab to perform the initial software package upgrade of our current v 8.0 SOLAR System.

• The project under direction and support from Oracle is following their proven “Compass” Methodology.

• Key staff from all major administrative offices along with a select group of volunteer faculty, program assistants and students will setup and test the new software to ensure the systems proper and accurate functioning.

• This complex and critical work will continue throughout the Fall Semester to ensure a smooth transition.

SOLAR System v 8.9 Upgrade Project Overview

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June July Aug Sept Oct Nov Dec Jan

Planning Phase

Structure Phase

Construct Phase

Transition Phase

Deploy Phase

UWP SOLAR System v 8.9 Upgrade Schedule

2006/2007

Transition Phase Major Activities• Perform full system testing; 11/6/06 to 11/17/06• Correct all system test issues and problems• Perform 2nd move to production test • Perform full integration testing;12/5/06 to 12/12/06• Correct all integration test issues and problems• Perform 3rd move to production test• Perform parallel testing; 12/19/06 to 12/22/06• Correct all parallel test issues and problems• Perform 4th move to production test (as needed)• Develop and conduct end user demos & training

Deploy Phase Major Activities• Conduct end user demos & training • Freeze SOLAR System access 1/4/07 (4:30 pm) to 1/9/07 • Perform move to production 1/4/07 to 1/8/07• Perform Go-Live testing 1/9/07• Correct all issues and problems• SOLAR System access resumed 1/10/07• Provide post Go-Live Support

Planning Phase Major Activities• Define project objectives, scope, approach & schedule • Establish project team, roles, responsibilities & budget• Define project standards and administration processes• Develop project communications, testing, training & quality assurance plans• Monitor & track project schedule, issues, change, cost, progress, results & quality

Structure Phase Major Activities• Prepare & certify technical environment• Prepare & package UWP database for Oracle Upgrade Lab• Assess packaged delivered & UWP custom functionality to be implemented• Evaluate business & technical process changes• Finalize and conduct project team new functionality training/mentoring• Finalize end user training objectives, scope, approach and schedule

Construct Phase Major Activities• UWP database upgraded at Oracle Upgrade Lab • UWP database upgraded on-site in UWP technical environment • Functional staff assess, refine & validate package functional setup & configuration• Technical staff assess, refine, recode & test package data access & application code • Security staff assess, refine & validate application security• Technical staff assess, refine, test & validate custom functionality & 3 rd party interfaces• Finalize testing plans, approach and test cases for all levels of testing• Install and setup end user training tools & environment• Freeze upgraded database & refresh with current SOLAR System data

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-------------------------------- November -------------------------------- -------------------------------- December --------------------------------

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8

11/05 – 11/11 11/12 – 11/18

11/19 – 11/25 11/26 – 12/02 12/03 – 12/09 12/10 – 12/16 12/17 – 12/23 12/24 – 12/30

Develop Training Materials & Tutorials

Conduct Demos & Web Based Training Information Sessions

Faculty, Students & Staff Take Web Based Tutorials

UWP SOLAR System v 8.9 Demo/Training Schedule

Conduct Demos & Publish Web Based TutorialsWeek 5 & Week 6 • Conduct SOLAR v 8.9 Student Demos & Training Information Sessions – 12/4 through 12/13• Conduct SOLAR v 8.9 Faculty Demos & Training Information Sessions – 12/4 through 12/13

Week 6 & Week 7• Conduct SOLAR v 8.9 Staff Office Demos & Training Information Sessions – 12/11 through 12/22

Week 8• Provide Supplemental Training, Assistance and Technical Support as requested and reasonable • Refine and maintain Web Based Tutorials, Frequently Asked Questions & Glossary of Terms as needed – 12/4 through 1/5

Faculty, Students & Staff Take Web Based Tutorials Week 5 through Week 8 • Faculty, Students and Staff take SOLAR v 8.9 Web Based Tutorials per their individual schedules • Upgrade Project Team and Help Desk Staff Plan and Prepare for Go-Live Support

Develop Training Major Activities Week 1• Finalize General SOLAR v 8.9 Overview Training Content• Finalize Faculty & Student Center Training Content• Solicit Dates for Faculty Training Information Sessions from Deans & Dept Chairs• Solicit Dates for Student Training Information Sessions from Student Life• Solicit Frequently Asked Questions & Glossary of Terms from Project Team• Begin General SOLAR v 8.9 Overview Web Based Tutorials Development• Begin Faculty & Student Center Web Based Tutorials Development• Begin Demos & Training Information Session Schedule Development

Week 2• Finalize Staff Office Training Content (Academic PA’s, Advising, Athletics, Housing, Student Activities, Help Desk)• Solicit Dates for Staff Office Training Information Sessions from Dept Heads• Consolidate, Standardize & Package Frequently Asked Questions & Glossary of Terms Documentation• Continue General SOLAR v 8.9 Overview Web Based Tutorials Development• Continue Faculty & Student Center Web Based Tutorials Development• Continue Demos & Training Information Session Schedule Development

Week 3• Complete General SOLAR v 8.9 Overview Web Based Tutorials Development • Complete the Faculty & Student Center Web Based Tutorials Development• Begin Staff Office Web Based Tutorials Development• Finalize and schedule Faculty & Student Demos & Training Information Sessions• Begin Web Publishing of Frequently Asked Questions & Glossary of Terms Documentation • Begin Web Publishing of General SOLAR v 8.9 Overview Tutorials• Begin Web Publishing of Faculty & Student Tutorials

Week 4• Complete Web Publishing of General SOLAR v 8.9 Overview Tutorials• Complete Web Publishing of Faculty & Student Tutorials• Complete Development of Staff Office Web Based Tutorials• Complete Web Publishing of Frequently Asked Questions & Glossary of Terms Doc• Finalize and schedule Staff Office Demos & Training Information Sessions

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Self Service Main Menu System v 8.9 Upgrade Project Overview

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Faculty Self Service Menu

System v 8.9 Upgrade Project Overview

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Faculty Center Main Page

System v 8.9 Upgrade Project Overview

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Faculty Center Drop-Down Selections

System v 8.9 Upgrade Project Overview

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Student Self Service Menu

System v 8.9 Upgrade Project Overview

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Student Center Main Page

System v 8.9 Upgrade Project Overview

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What we need from Faculty, Students & Staff.

• Your awareness, insights and support in pro-actively communicating information access, processing and reporting issues and needs to the Upgrade Project Team. • Your assistance in timely completion of all fall semester information processing and reporting in strict observance with published cutoff schedules. • Your pro-active (prior to January 5th) printing of any documents, schedules or reports needed to function while the SOLAR System is unavailable.

• Your assistance and advocacy in raising awareness and soliciting participation of Faculty, Students and Staff in the Demos and Web Based Tutorials available beginning December 4th.

• Your patience and assistance in resolution of any issues or problems that may arise with SOLAR version 8.9 once live; by promptly reporting to the Help Desk.

• Your continued flexibility, insights and creativity in exploring and surfacing opportunities to further exploit the effective use and value of our Student Administration System.

System v 8.9 Upgrade Project Overview

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Critical Dates & Events

• System Testing - 11/6 through 11/17

• Integration Testing - 12/5 through 12/12

• Demo Day’s & Web Based Tutorial Information Sessions 12/4 through 12/13

• Faculty, Students & Staff take Web Based Tutorials 12/5 through 1/9 as available and personal schedules permit

• Parallel Testing - 12/9 through 12/22

• SOLAR v 8.0 unavailable 4:30 PM 1/4/2007 through 1/9/2007

• Go-Live Testing 1/9/2007

• SOLAR v 8.9 access resumed 1/10/2007

System v 8.9 Upgrade Project Overview