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Copyright Jill M.
Forrester and Jim Cunningham 2008. This work is the intellectual property
of the author. Permission is granted for this material to be shared
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365
Days to a Campus-Wide Portal
Educause
2008 Mid-Atlantic Regional Conference
Jill
M. Forrester
Director,
Institutional Systems
Dickinson
College
Jim
Cunningham
Vice
President for Information Technology
Pennsylvania
College of Technology
Overview
Dickinson
College00 Sungard Luminis Implementation Experience
Pennsylvania
College of Technology00 Sharepoint Implementation Experience
Questions
About Dickinson College
4-year, private liberal arts
college
Students: 2,400
Faculty: 230
Employees: 524 full-time
89 part-time
Banner client since 2005
Our Goal
To provide students and employees
with a web-based solution that would integrate with Banner and provide
single sign-on (SSO) access to a core suite of heavily used applications.
Our Solution
Implement the Luminis portal
solution
Utilize the Luminis framework
to provide users with SSO access to all campus web-based applications.
Our Challenges
No portal administrator
No staff with experience with
Luminis or portal management
< 365 days to launch (very
short timeline)
High expectations and an infinite
number of ideas!
Our Approach
Utilize existing web content
and applications
Limited and focused community
involvement
Focus on building the technology
foundation to provide future enhancements and capabilities
Our Approach
Benefits
Deliver a solution very
quickly
Provide immediate benefit
to community with SSO to existing web applications
Provide better organization
of existing web content
Availability of standard Luminis
features: Announcements, Calendar, Groups
Risks
Short timeline
Limited community involvement
and feedback
No new content or web applications
at launch
Our Plan 00The Technology
Find a portal administrator
Establish a technical support
team
Train the administrator and
support team
Install and configure the
software
Identify the core suite of
SSO-enabled web-based applications
Develop and test the external
authentication framework (SSO)
Our Plan 00The Technology
Core applications made available
using Luminis tabs and toolbar icons
Core Applications
Email 00Microsoft Exchange
and WebMail
Blackboard
Network
File Access
Banner
Self-Service
Cognos
Reporting
CLIQ
Our Plan 00The People
Establish portal roles and
target launch dates for each role
Identify content owners and
members of the content support teams
Portal Role
Content
Owner and Support Teams
Launch
Date
First-Year Students
Orientation
Office
May
2007
Employees
Human
Resources and Academic Affairs
July
2007
Returning
Students
Student
Life, Academic Affairs, Financial Aid, Student Accounts, Global Education
August
2007
Our Plan 00The Content
Utilized existing web content
Focused on identifying and
organizing relevant information
Used the tab and channel
structure to organize
information
Our Results
Our Results
All target launch dates were
met!
First User: May 10, 2007 at
12:35 PM
Student and employee usage
continues to increase
Students
Class
Percentage
2011
100%
2010
72%
2009
61%
2008
76%
All Students
78%
Employees
Type
Percentage
Faculty
51%
Administrators
64%
Staff
47%
All Employees
53%
Our Results
Reduction in the number of
first-year computer access problems during orientation
Students and employees are
very pleased with the SSO access to the core application suite:
Thanks for making the Gateway
happen, it is so much easier to use. Thanks again.
-Alex (Faculty member)
Gateway ROCKS!!!!
-Nancy (Staff member)
Lessons Learned
Give examples of secure passwords
00instructions are not enough
Consolidate systems before
launching
Organizing content takes time
00the more people involved the longer it will take
Keep content and technical
support teams focused
Since we launched00/font>
New Content
October 31: 28 new channels
Library Channel Suite (18
channels)
Campus Services Channel Suite
(5 channels)
Gateway Support Channel Suite
(5 channels)
December 5: 11 new channels
LIS Support Channel Suite
(3 channels)
News and Events Channel Suite
(5 channels)
Campus Services Channel Suite
(3 additional channels)
What00 Next
Luminis IV Upgrade
Alumni Portal Launch
Parent Portal Launch
Applicant Portal Launch
Prospective Student Portal
Launch
About
Penn College
2-year/4-year, public college
specializing in applied technology education
Special mission affiliate
of the Penn State University system
Students: 6,213
Faculty: 304 full-time, 207
part-time
Employees: 595 full-time,
510 part-time
Homegrown ERP
Our
Goals
Eliminate employee internal-only
content from
Web-browser based Employee
Information System (EIS)
Improve ability to find information
(search and logical organization)
Our
Solution
Microsoft Office Sharepoint Server
2007
Our
Challenges
No staff with experience with
Sharepoint or web design/portal content management
Content owners had no web
experience
< 365 days to launch (very
short timeline)
Capabilities of portal software
created potential for significant 00eature creep00/font>
Concurrent with campus migration
from Novell to Microsoft infrastructure conversion
Our
Approach
Identified clear Phase I goals
(department, policy and procedure content)
Partnered w/Academic Affairs
to access their technical writer
Designed the overall information
architecture
Built a prototype, test, refined
design, built working model
Brought in a consultant for
advanced training and review of prototype
Freeze development and start
migrating content
Our
Approach
Benefits
Deliver a portal solution
relatively quickly
Provide immediate benefit
to employees with improved access to content
Availability of standard Sharepoint
collaboration features: Announcements, Calendar, Document Libraries,
Links, 00resence00for workgroup adoption
Our
Approach
Risks
Short timeline
Limited community involvement
and feedback
No new content or applications
at launch
Limited ITS staff resources
due to Novell-Microsoft conversion
Our
Plan 00The Technology
Utilized Sharepoint portal
100% out-of-the box, no custom graphics, no branding
Our
Plan 00The People
Project Director: project
management
Director of Network Services
and Server Administrator: Sharepoint Portal server farm and software
deployment
Technical Support Staff (3):
testers and department content trainers and technical support
Technical Writer: overall
design and information architecture
Department content contacts:
transition existing documents and update basic department information
Our
Plan 00The Content
Template for presentation
of department content
50 myWorkgroup sites
460 announcements
1 www.pct.edu site migrated, Information Technology Services
Many staff and faculty have
updated their My Site social networking information
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