UC Transfer Initiatives

Transcription

1 UC Transfer Initiatives Opening SlideUC TAP & UC Review IT Shared Services Colloquium Brian Alexander UC Davis

2 Service Overview The Transfer Problem? Meet with Campus Transfer Counselor Student Interested in Transfer to UC Questions: Campus options? Major options? What are the requirements? Am I qualified, on track? What admissions options are there? When? Visit a UC Campus Admission Office Search Web 2/20/2015 2

3 Service Overview The Transfer Solution uctap.universityofcalifornia.edu 2/20/2015 3

4 Service Overview UC TAP for Students: Students create an account and enter basic demographic information, academic history, courses planned (tied into ASSIST), and preparation program participation. Receive detailed self-advising information: UC GPA, transferable unit totals, and satisfaction of UC transfer course requirements View both UC transfer requirements AND campus specific requirements View campus major-preparation requirements View campus filing options and time periods Apply for a Transfer Admission Guarantee (TAG) Are automatically connected to Community College Counselors and UC Admissions/Outreach staff Academic history/coursework is transferred to the UC Application 2/20/2015 4

5 Service Overview UC TAP for Community College Counselors: View all students from their college with a UC TAP account Student advising: review coursework, progress to UC transfer, course planning Communicate with their students individually or in mass with secure messaging tools within UC TAP Review/evaluate student requests for a UC Transfer Admission Guarantee (TAG) 2/20/2015 5

6 Service Overview UC TAP for UC Campus Staff: View students with a transfer interest to their UC or those who indicate participation in a preparatory program from their campus Student advising & pre-evaluation Communicate with students individually or in mass with secure messaging tools Review/evaluate student requests for a UC Transfer Admission Guarantee (TAG) 2/20/2015 6

7 Service Overview UC TAP Stats: Started in 2010 Over 152,000 student accounts: Approximately 30,000 per transfer term Over 70% matriculate to UC Applicants Student entered courses/exams: 2,820,840 Students with a TAG started: 83,000 (64,000 submitted to UC) Over 1,000 active California Community College counselor accounts across all 112 Community Colleges 31,000 student profile lookups in the last year Messages posted to individual students: 84,000 2/20/2015 7

8 Service Overview Transfer Applicant Lifecycle UC Review CCC UCB UCD UCR UC TAP ApplyUC UC Review Applicant UCSB coursework Data UCLA UCI UC UCSD UCSC UCM 2/20/2015 8

9 Service Overview Transfer Applicant Lifecycle UC Review UC Staff (Admissions & Academic Preparation) Review/Advise UC TAP students Evaluate UC TAP and UC TAGs Perform evaluation on ALL transfer applicants to UC Project future transfer student interest Manage academic preparation program participation and perform SAPEP reporting Run complete lifecycle reports from prospects to enrolled students UCB UCD UC Review UCSD UCSC UCR UCSB UCLA UCI UCM 2/20/2015 9

10 Governance The projects are governed by a combination of OP and campus stakeholders Different players for different aspects of the project The governance group formed naturally out of an established committee on UC Transfer initiatives 1 Governance: the oversight process where stakeholders make important decisions/recommendations regarding the service that ensure business and technology alignment and create value for the mission of the University. Strategic governance generally affects the overall direction and major functions of the service, whereas operational governance address day-to-day issues such as reviewing and approving proposed changes to the service. 2/20/

11 Funding Project funding comes from OP, split across different stakeholder groups (admissions and academic preparation) OP funded the pilot projects and continued to provide ongoing funds vs. recharging campuses 1 Self-sustainable funding: Every service must have a sustainable funding model, whether funded centrally by UCOP or other entity, recharge to campuses, or another model such as assessment (tax) model. A non self-sustainable model might be funded by a single campus for the system, or funding from a grant that is temporary. 2/20/

12 Knowledge Management Project documentation is housed at UC Davis and managed by the technical team Feedback/enhancement tools built into site for users to make requests is most common method of requests and documentation which can be problematic 1 Knowledge management: is the process of capturing, developing, sharing, and effectively using organizational knowledge. In the context of Information Systems and Business Applications, it is often documented support materials and how they integrate with operating the service and addressing day-to-day service requests. Examples include maintenance and management of product training materials, best practices, technical standards, FAQs, help desk procedures, and other information that supports the successful operation of the service. Also please include any KM tools or platforms which are being used to manage the access, present and disseminate the supporting product information to users and IT staff. 2/20/

13 ITSM Operations Davis has an MOU with OP and Davis staff serve roles of project management, technical operations, and user support Coordinate with OP and campus stakeholders on change requests In-house tools were developed to capture incidents and track their status/completion Clients have different policies/practices, local technology setups, and levels of involvement that make single solutions a challenge 1 IT Service Management: the service and customer-oriented day-to-day management of an Information Technology service. Focus on service transition and operation functions such as: service desk, incident management, desktop support, change and release management 2/20/

14 Strengths and Challenges Strengths: Projects came about from a clear need in a grass-roots style. The projects filled a need and/or created a better solution for campuses to adopt The staff delivering solutions have a very high level of business expertise Challenges: Initial getting buy-in for a UC project at a local campus (web domains, accounts, etc.) Ongoing: Difficult to always find agreement on practices; leads to campus compromise or adjustments in technology HR challenges (staff classifications/compensation) 2/20/

15 Exercise: The Future Service Model Funding Campus Manage budgets and reporting Central Continue to fund centrally but perhaps setup/broker campus requests that require funding KM Central Create KM sites etc. Campus Participate in collecting best practices Governance Central Coordination but not ownership Help identify campus leaders for project consistency and equal representation Be a champion of the project to UC leadership Campus Manage day to day operations ITSM Operations Campus Day to day project management Central Advise on best practices and infrastructure support tools. 2/20/2015 8

16 Questions

17 UC RISK & SAFETY SHARED SERVICES OVERVIEW

18 Service Overview Software Development Specializing in Risk & Safety Systemwide (ten UC campuses, five medical centers) Software as a Service (SaaS)

19 Media Kits, Web Support, Distributions

20 Communications Systemwide Communications Marketing System Implementation Toolkits Website Creation & Implementation Systemwide Brochures Liaison between Workgroups & UCOP Communications

21 Current Status

22 History UC Risk & Safety 3 FTEs in support of EH&S at UC Davis 7 FTEs in support of Safety Services & one system-wide tool in support of Risk Management Support grew to 95% for systemwide development in support of EH&S, Risk Management, Occupational Health, Workers Comp. Shared Services

23 Governance Board of directors strategic direction Program directors programs priorities Functional workgroups system features Technical team technical enhancements

24 Our Approach Agile Embrace failure as an opportunity to learn new ways of doing things Business Focus Governance Agile development Flat organization Sustainable Funding Funded by relevant liability programs Revenues from external clients while maintaining UC business needs as the top priority

25 Our Process

26 2015 Roadmap

27 Funding Centrally funded from Risk Management Programs Campus bills OPRS on quarterly basis

28 Knowledge Management Public website for all users Confluence for project-specific information Jira for code ServiceNow for end user support

29 Implementation Toolkits User Guide Access Information FAQs Promotional Website Text Promotional Text Print Media Suggested Social Media Contact & Support Information

30 Operations ServiceNow for all end user requests Deployment kits to support campus rollouts ServiceNow for end user support

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32 Ticketing System

33 Strength Mature governance model with clear separation of concerns and responsibilities Strong Agile culture with innovative development teams Proven model with the rollout of 16+ systems UC-wide since 2010 Challenges Lack of a central identity management and a systemwide person identifier Initially garnered inconsistent support from some UC campuses Viewed as a UC Davis team

34 Future Service Model Funding Campus Manage billing for their service Manage budgets and reporting Central Provide the funding for the Shared Service KM Central Create KM sites etc. Campuses Participate in collecting best practices Governance Central Provide governance models and tools Mediate, advise, and provide metrics for consumers Campuses Participate in selecting rep. Manage change management Shared Service Support governance teams ITSM Operations Shared Service Tier level support Central Advise on best practices Centralized services where applicable

35 QUESTIONS

36 MWF (is evolving into) Opening Mobile Slide App Store Network Powered by CASA IT Shared Services Colloquium (20 Minute Presentation) Presenter(s): Rose Rocchio Campus: UCLA

37 MWF & CASA Overview MWF Mobile App development toolkit; 6 principles: cross platform, device agnostic, graceful degradation, unified mobile presence, distributed architecture, modern web standards MWF powers UCLA Mobile, launched MWF is in currently in UCLA, UC Berkeley, UC Santa Barbara, and UC San Diego, previously used/piloted by UCSF, UCR, UCI, UC Davis MWF evolving into CASA Mobile App Store Network CASA Community App Sharing Architecture (BGP) UCLA Mobile will launch its app store by March 1st 2/20/2015 2

38 Governance UCLA Mobile is governed by the UCLA Mobile Steering Committee (16 Dept Reps, 5 Fac Mbrs, 2 Med Ctr mbrs, 3 UG Student & 1 Grad Student Rep) MWF governed by UC Mobile Collaborative Group CASA is an IMS Global standard, governed by the IMS Global CASA Task Force & IMS Global Technical Congress UC Mobile App Store Network would leverage the UC MCG 2/20/2015 3

39 Funding Created by UCLA to meet campus needs UC Estimated Annual Savings of > 1 Million ( ) Future: SaaS Campus App Amazon EC2 2/20/2015 4

40 Knowledge Management Mailing Lists The Mobility & Modern Web UCLA Code Github.com CASA Protocol wiki CASA IMS has collaborative site Challenges: Technology moves at an increasingly fast pace 2/20/2015 5

41 ITSM Operations CENIC MWF Pilot We developed a model to have CENIC deliver PaaS and UCLA deliver SaaS. CENIC created the master instance and UCLA created code versioning Served UCLA, Berkeley and deployed a test instance of UC SB Challenges, Lessons Learned Automation critical for SaaS to Scale 2/20/2015 6

42 Strengths and Challenges Strengths Strong & Willing UC Collaboration, 8/10 campuses engaged, timing CASA is an IMS Global Standard & has three strong USE cases The Mobile Dashboard The LTI tool store inside an LMS Working to integrate with EPIC Challenges Difficult communicating abstract concepts Some have a phobia if not invented here 2/20/2015 7

43 Exercise: The Future of the UC App Sharing Network Model Funding UCLA: OPT-in SaaS Managed Budget/Rptg UCOP: FUND IMS-Global 4 system OP Adoption, Participation PR & Marketing KM UCOP OFFER hosted KM sites UCLA IMS Global Hold Bi-weekly Calls Participate in collecting best practices Governance UCOP Coordination Support, Hosting Gov Meetings UCLA Lead governance team Manage change management ITSM Operations UCLA OFFER SaaS hosted App Stores UCOP Promote and provide PR 2/20/

44 Questions

45 UC Recruit Opening Slide used by all 10 campuses IT Shared Services Colloquium February 4, 2015 Presenters: Joan Tenma, Assistant Vice Chancellor, Academic Personnel Shohreh Bozorgmehri, Director, Students and Academic Services Division, OIT UC IRVINE

46 Service Overview UC Recruit provides an online recruitment process for all academic appointees including faculty Includes all phases of recruitment such as planning, approval, managing applicants, and reporting UC Recruit automates a labor intensive process UC Recruit is in use by all 10 UC campuses 2/20/2015 2

47 Governance The UC Recruit Governance Board guiding principal is to find common solutions for enhancements to the system for all the campuses and to prioritize those enhancements UC Recruit Governance consists of representatives from business office partners in Academic Personnel (AP) and Equal Opportunity and Diversity (EOD) with IT participating as ex-officio member The majority of UC Campuses are represented not all are mandatory The Governance board represents the best practices in their respective areas rather than an individual campus 2/20/2015 3

48 Funding Each campus plus UCOP pays 1/11 th of the cost of UC Recruit UCOP has been instrumental in funding ad-hoc and high priority initiatives as well as initial startup costs Funding needs are assessed annually by the Governance Board 2/20/2015 4

49 Knowledge Management UC Recruit project website for communication: ) Governance Board reviews requirement documents Subject matter expert partners with IT for new features and enhancements Webinar Demos through ReadyTalk 7 minute overview video, screen cast training, 1-page user quick guides, product release Blog, and e-learning Complete UC Recruit system-wide user guide 2/20/2015 5

50 ITSM Operations Change & Release Management Project requests tracked via Trello and prioritized by the Board Every 2 weeks the team demo s and releases the highest priority changes following the Scrum methodology Help Desk Each campus runs their own help desk The UC Recruit Help Desk <UCRecruit-Support@uci.edu> supports 1-2 campus admins at each campus Service Level Agreement covers the following: Inquiry, enhancement request, and incident response times Release management Uptime requirements Communication plan 2/20/2015 6

51 Strengths and Challenges Challenges: Eliciting campus concerns about enhancements before demo day Strengths: Strong Board collaboration, driven by support from executive leadership, results in UC adopting best practices Systemwide prioritization by the Board ensures that the development team is focusing on the strategic projects that meet the mission of the University of California 2/20/2015 7

52 The Future Service Model Funding Campus Manage funding for their service Manage budgets and reporting Central Develop framework models for COE Aid in identifying services and ROI for consumers KM Central Create KM sites etc. Campus Participate in collecting best practices Governance SHARED (neither campus nor central) Central Provide governance models and tools Mediate, advise, and provide metrics for consumers Campus Lead governance teams Manage change management ITSM Operations Campus Tier level support Central Advise on best practices Centralized services where applicable 2/20/2015 8

53 Questions