Luminis Kick‐off Meeting March 18, 2008 Notes What is Luminis? ‐understand the features and functions ‐many different ways to roll it out, based on our decisions, based on our culture and the vision of the district/colleges ‐help to make the appropriate decisions ‐what are other institutions doing? ‐define project success criteria ‐discuss implementation approach, methodology, and services ‐introduce client action plan The power of the portal: ‐goal should be to attract prospective students ‐way to organize information for faculty, staff and students, customized for each audience ‐Digital Campus: different solutions, Luminis is the central hub ‐content management (decentralized web content development) ‐integration solutions ‐administrative solutions ‐academic solutions ‐information access and business intelligence solutions ‐Luminis does not change the functionality of an existing program, only changes the front‐end look ‐access should be transparent, centralizes the access What is a portal? (see ppt slide) We will decide on the “base” content for all. Demo: HTML based log‐in page, easily customizable. Q: Can there be a different log‐in page for LPC, Chabot and District? Ventura decided to customize top banner based on the institution, but then the content is role‐based (faculty, staff or student). Issue: student logs onto CLASS‐Web, but don’t always know which campus the class is offered at. Need to be sure to select campus when searching for a course. (Brigitte) If they are on LPC website, they are an LPC student. Eric: we can create static pages showing course information campus specific, but once in CLASS‐web, it will show information based on student’s assigned campus. Login page: ‐customizable banner/skin based on location, at top of page, can be based on primary location. ‐tabs defined by core group (Eric Q: can these be campus specific? Amy: need to define custom role) ‐each tab has channels (need to be a task based format) Targeted announcements: ‐General announcements: for everyone, “campus is closed”, “system will be down”, some institutions don’t use, use personal announcements instead. ‐Personal: we can define attributes, and/or based on roles. ‐Needs to be useful information, not just spam. Can replace some of the “everyone” emails. Think of as quick reminders, short and sweet message. Announcements set to expire, or can be deleted by user. Jeannine Q: how do you control or limit the announcements? Amy: can create other more specific channels (custom). Will only show 3 most current announcements, but will bump the others to “more”. Need to define what qualifies for these announcements. Faculty use Personal Announcements to send message to their students/classes. Bookmarks channel: follows the user where ever they go. Calendar channel (or link at the top): For SunOne email. Jeannine: faculty, staff will continue to use GroupWise. When they click on email link it will take them to WebAccess GW. Students will use SunOne email. (Separate core group will implement that.) Faculty & staff will have a different icon to log onto GW. Students will see calendar and email channels. Calendar can be synched with PDA. Also will pre‐
populate with their course information w/meeting times and locations. Will change dynamically as students drop/add classes. Jeannine Q: can GW be a channel? Amy: yes. Would be a custom channel. Brigitte Q: what if students have their own email? Can they have a different channel for personal email? Amy A: no, can’t do that. Jeannine A: hopefully student will use SunOne email account. This will be used instead of sending out mailers (from A&R). Eric: student CAN forward their SunOne emails to their personal email accounts. Tram Q: what have schools done to entice students to use the SunOne email? Amy: keep student stuff separate from personal stuff. Judy Y. agrees. Depends on how well we market it to the students. Amy: can bring in Facebook as a channel. Don’t have to worry so much about students accessing it, they need to come here to register and access library information. Harder to get faculty and staff to go here. Can put personal content on a different tab, not on the “home” tab. Course Studio (under Student Information tab): Allows for classes to have a web‐based presence, for those who don’t use Blackboard. Hybrid and online courses should continue to use Blackboard. Instructor led courses should use this for posting syllabi and for emailing students. Provides tools for instructors: announcements, message board topics, and course information. By posting an announcement, it puts it on student’s personal announcement. Calendar will have course details pulled from Banner. Some institutions don’t even use this feature, hard to get faculty to use. Roll both (Blackboard or Course Studio) tools out together, and help faculty decide how best to use it. Good example: Saskatchewan. Committee will have to decide to use it or not. Need the integration to be transparent: when student clicks on course, goes directly to Blackboard (requires SSO channel), or goes to course studio. Another option would be to turn off course studio, would only access calendar, announcements and email. Tram Q: can this be used for things other than classes? Group Studio: Amy: Different tool. Group Studio is an ad hoc channel for clubs or committees. Can create groups and invite people to join. Rachel Q: students need to be enrolled to create groups? Amy: yes. We don’t have the piece for prospective students. Tram Q: how do you pre‐populate a group? Amy: can be done at the system level, by the system administrator. Jeannine reminder: we will prioritize what pieces of this will be rolled out, to keep our focus on how we do the roll‐out. (it will be a Fall roll‐out) We can also consider a phased roll‐out of different pieces, or who to roll out to. Tutorial Tab: Personal Tab: can add which ever channels are available to me. Also has RSS feeds. What Banner Self‐Service (CLASS‐Web) will look like inside the portal: Student Services: Financial Aid, My (student) Account, Registration Tools, My Courses, Student Grades, Academic Profile. Once they click on a link, it then looks like CLASS‐Web. Tram Q: what about counseling areas? How will counselors teach new student how to use this? (What have other schools done? How have they done it?) Amy: agree. Need to remember that there are some students that are not tech savvy. Jeannine: Santa Barbara City may be a good contact. Amy: some schools have posted tutorial right on the log‐in page. Faculty & Advisor Channel: Faculty dashboard, My Banner goes to Banner (not web self‐service), Dave Q: can we have more than one session open at a time from within Luminis? Amy: don’t know. Jeannine: focus is to talk about Web Self Service products (what students and faculty access remotely) Employee Channel: Employment details, personnel action notices, Banner services, My Banner, personal information. Finance Channel: My account, approval alerts, finance alerts grants, requisitions and PO’s, Financial Advisor. Implementation Plan and Approach: Four phase (organizational plan): 1. Assess 2. Plan 3. Implement <Go live> 4. Re‐assess Core team has to continue to discuss content on an ongoing basis, at least quarterly. Assess: Project kick‐off, organizational information gathering (with focus groups including students, faculty and staff) about 90 minutes, then technical planning workshop. Plan: Content planning, organizational planning, UDC functional integration consultation. Implement: System admin training, SDK Training, Content Admin training, production readiness support (organizational and technical), test system install, SDK training, production system install. Brigitte: what is timeline? Jeannine: dates are not locked in or published yet. Amy: can discuss this more tomorrow. Jeannine: April 8, 9 & 11 Focus Groups will meet. Core group members only need to attend meetings with peers. Don’t need to attend all, just certain groups. Amy: start thinking about who to invite to these focus groups. These meetings will be done via webinar. Do we want to combine colleges or not? Amy: very important to include students. No more than 10 in a focus group, good to get 5 students in the student group. Need to offer at times when they can attend. Jeannine: have marketing survey results – can we incorporate that? Jennifer: incorporate that info after the focus group surveys are done. Jennifer: more useful to use web redesign survey information. Content Planning Sessions: April 30 & May 1 two days for core team, 9am – 5pm at district training rm. Subcommittee Organizational Planning Session: (remote) Tuesday, June 3 from 1‐5pm, and Wednesday, June 4 from 9am‐5pm. Subcommittee: (Jennifer (lead), Sylvia R., Judy Y., Susan May, Brigitte Ryslinge, Katherine) Building Communication & Implementation plan, training plan (tutorials, instructor led, minimal). UDC Functional Integration Consultation (remote): think how current processes will improve or change. Think about processes that will be affected and map out new processes. Week of June 23: Tuesday, June 24 from 9am – noon, and Wednesday, June 25 from 9am ‐ noon. (at least two half‐day sessions) Content Admin Training: after content planning meeting, admins will be determined (who owns the content) “train the trainer”, how to send out announcements, how to build channels, basic content channels. 2 full day sessions (on site) July 15 & 16. People using Contribute can continue to use Contribute. Jeannine: are content admin staff going to be here during the summer? (yes) Production Readiness Support: time to help give technical support if needed. Depends on where we are, if we are behind schedule in the roll‐out plan by that point. Week of August 4. Once we start content planning, consider it testing period. Close‐out and Post Implementation: should be a month after go‐live date. Maybe after census date, to early October (week of Oct. 6). Probably want to set up a standard weekly meeting for Core Team. Recommendations for setting up core teams: Critical success factors: ‐Executive sponsorship (yes) ‐Build effective project teams (still need Library, Finance, HR and Student reps) Birgitte thinks it’s important to have a Library representative on the project team, especially for the content planning stage. Norman Buchwald will be asked to join for Chabot, Brigitte will select LPC rep. Eric – what about the Bookstore? Amy ‐ yes, definitely. Kathleen Kaser for Chabot, Nolan Howe for LPC. Organizational Team: the core group will create the content architecture. Need to seek feedback from other users. Organizational Lead will be Jennifer Aries. 3 main focuses: 1. Content – need a lead from each campus. Birgitte lead for LPC, Rachel lead for Chabot, Cathy for District. 2. Communication (Jennifer and team – Birgitte, Susan, Sylvia, Judy, Katherine) 3. Procedure‐ document and communicate the content and communication. Communication structure: If there are major procedural changes, may need to be taken to the cabinet for approval. ‐Will require many regularly scheduled meetings of the entire core group, with the subcommittees meeting in between ‐Create cross‐constituent ownership and involvement ‐Establish initiatives, priorities and goals ‐Build on stable and robust technology ‐Identify and understand technical, business and organization requirements ‐Allow enough time for effective planning ‐Provide for appropriate communication and knowledge transfer ‐Understand that Luminis represents change. What are main goals for the portal? (critical success factors) 1. Provide access to student email. (email is a separate project team) 2. Provide access to general student self‐service (CLASS‐Web). 3. Replace CLASS‐Web home page w/Luminis page. 4. Ability to communicate critical (including technical) announcements. 5. Provide key access point for all automated web‐based services (DegreeWorks, CollegeNet) 6. Implement all changes to prevent/avoid negative impact on registration cycles. 7. Portal has no unplanned downtime. 8. Create a plan for alternative access to key systems in the case of unforeseen downtime. 9. Clearly define/document policy and process that comes out of implementation and appropriate ownership. 10. Design the portal that meets the SLO goals. 11. Map Blackboard/Course Studio functionality to technical capabilities. Determine how BB/CS will be used, then document, market and train it. 12. Create a training plan to support non‐technical users. What perception should students have? 1. Calendar auto populated w/their course information 2. Communication between classes 3. Provide clear, concise and targeted information. 4. Enhance registration process (conceptual survey, measure time it takes – before/after) Define: what does registration process mean for a student? (buying books, getting parking permit, etc.) 5. Create the perception of an online community for the institution. 6. Define process associated with Group Studio. Re‐assess: Close‐out and post implementation assessment Action Plan: Initial log‐in: 1. What will the banner/header be? (Amy: should probably have one for all locations (CLPCCD) – a unified brand) Jeannine thinks the generic log‐on page should be a generic name, then once student logs in, they see either Chabot or Las Positas based on the student role. Alternative is to have unique log‐on page for each location since students will start at web site for colleges or district with unique header. Eric to confirm with Sungard if can have separate log‐on pages with unique college or district logo at top. Amy: important to have a strong brand to change the culture at the institution. Jennifer: need to understand what “brand” means, which is the school logos. Clarification: we need a name for the Luminis system, not a new logo. 2. What tabs and what channels? 3. Allow the ability for staff/students to customize their portal, or lock down? (make sure it’s stated in our “web” policy.) What the standard Roles look like: ‐Student (could also be employee) ‐Faculty (is also an employee) ‐Employee (includes faculty, could also be a student) ‐All user ‐can create a guest role for each type of user/role Home tab for all users: ‐will have channels for all users. ‐1 to 3 tabs for each role ‐3 or more tabs for different entities (within Chabot, Las Positas, District skins) Group Studio: ‐will need to define the group categories Different types of users: ‐group administrator (usually at system admin level, group creation) ‐group leader (responsible for posting content) ‐group delegate (leader can delegate to other users to post different pieces of content) ‐group member Group applications: ‐Message board, announcements, chat, file sharing, calendar, email. How will we use GroupStudio? ‐committees, student clubs, study groups, special programs ‐use as a discussion board We will need to develop the Web Policy to include the features of Luminis. (for example, groups and membership policies for use of Group Studio) ‐Chat room feature. What if you want visitors to use Luminis? Would have to define that in policy and procedures, if we want to be able to do that. Targeted Announcements: ‐define capacity of announcement (they will actually be predefined) Ex: Sylvia can only send announcements to LPC students. ‐can send as announcement channel or email (don’t recommend doing both) ‐can define delivery and expiration dates. SDK training – (software development kit) in order to do single sign‐on for other applications with Luminis.