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Business weds IT – Saving the
Relationship from Divorce
A case study of implementing an online application system in a dual
sector university
Abhijith Mani
Kai Jensen
Page 2
Today’s therapy includes…
• About the University
• Commitment issues (first attempts)
• Apply online direct admissions project
• The honeymoon period (establishing the project and early positives)
• A complicated marriage (mistakes and consequences)
• It’s never too late to change (addressing the issues)
• Bad habits return (repeating our mistakes)
• Relationship counselling (forgiving the past and moving on)
• In hindsight
Page 4
Direct Admissions at RMIT University
Vocational Education
Certificate IV and above
only
Undergraduate
All bachelor and
associate degrees
Honours degrees
All honours degrees
(entry is after completion of
bachelor)
Postgraduate by
coursework
Graduate certificate
and diplomas
masters degrees
Page 6
Brave new world
Deferment
(Process - Current)
Program
Information
(Process - Current)
Rolling intakes/School
based applications(Application Type – New)
Group/industry
applications(Application Type – New)
Offshore
Applications(Application Type – New)
Future
Intakes(Application Type – New)
Re-admit
(Process – New)
Credit
Transfer
(Process - Current)
Accept,
Reject
Offer
(Process – New)
ARG Online Admission and Selection project landscape
V0.5
Search match
Search match exception report
Post form/ application to PeopleSoft
Post form/ application to PeopleSoft exception
report
Conditional offers
Applicant track progress and ‘My Info’ page
Update contact details and post to PeopleSoft
Return info from PeopleSoft to online system
Selection decision returned to online
Selection officer access, print, views
Maintain security
Maintain configuration
Maintain users
Search applications
Comments and issue recording
Withdraw
Post submission attachments by applicants (report, view)
Entry point (Direct only)
Scheduled tasks
Email – other
Communications to applicants
Printing and views
Systems reporting
Statistical reporting
Audit reporting
Maintain email content and form content
Apply Direct
Release 1.0
Bundle 5
Reporting
Bundle 1
Apply Online
Bundle 1A
Bundle 1
Apply Online
Bundle 1BBundle 1
Apply Online
Bundle 1C
Bundle 2
PeopleSoft and
PeopleSoft interfaces
Bundle 3
Administration staff
Bundle 6
Other
Bundle 7
Integration
Bundle 4
Selection officer
Registration including email confirmation
Address validation
Roles for security and security set up
Attach documents pre submission
Acknowledgement of submission
Auditing, archiving and maintain history
Supplementary information
Submit application including:
Data validation
Capturing preferences & statistics
Eligibility calculator
Program selection
PREP/TAFE/UGRD/PGRD/RSCH
Partial applications
Checklist prior to submission
Multiple opening & closing dates
Post VTAC applications
Late year entry applications
Special circumstances applications (Equity/
Scholarships/CSEP)
Internal Transfers Marketing
information
(Process - New)
Portal entry point
(International & Direct)
(Process - New)
Selection (assessment
tools, other advanced
functions and process re-
engineering)
(Process - New)
Apply Direct
Release 1.1
Initia
l G
o L
ive
/ R
ollo
ut
Apply Direct
Release 2
Go
Liv
e
Page 7
The honeymoon period
Apply Direct
Governance Structure
MPC
Exec Sponsor
Sponsor
(Chair of SSPAG)
Online Admissions and
Selection Steering Group
PM
ITS Project TeamBusiness Requirement
Focus GroupSelection Focus Group
Working Party*
I:\Program Admin\Projects 2010\ITS02195b - Apply Direct\01 Initiation\Background
Apply Direct Governance V1.0.vsd
*Comprises Business Requirement Focus Group
plus Sponsor and Sponsor delegate
Student System Projects
Advisory Group
Special Circumstances
Focus Group
"Waterfall model" by Peter Kemp / Paul Smith - Adapted from Paul Smith's work at wikipedia. Licensed under Creative
Commons Attribution 3.0 via Wikimedia Commons -
http://commons.wikimedia.org/wiki/File:Waterfall_model.svg#mediaviewer/File:Waterfall_model.svg
Page 8
11/7 18/7 25/7 1/8 8/8 15/8 22/8 29/8 5/9 12/9 19/9 26/9 3/10 10/10 17/10 24/10 31/10 7/11 14/11 21/11 28/11 5/12 12/12 19/12 26/12 2/1 9/1 16/1 23/1 30/1 6/2 13/2 20/2 27/2 6/3 13/3 20/3 27/3 3/4 10/4 17/4 24/4 1/5 8/5 15/5 22/5
ITS02195b - Apply Direct Project (Release 1.0)
Governance
Identify document
requirementsTest User review Implementation
User Acceptance
TestingLegend
AR
GP
roje
ct
Pla
nn
ing
ITS
13-Aug-10
Identify / document
requirements
Bundle 1B
Test
Bundle 1B
User review
Bundle 1B
Close Bundle 1BClose requirements definition (CRD)
Bundle 1B
Identify /
document
requirements
Bundle 1C
Test
Bundle 1C
29-Sep-10
22-Oct-10Close
Bundle 1C
Identify / document requirements
Bundle 2
Test
Bundle 2
User review
Bundle 2
Identify / document requirements
Bundle 3
Test
Bundle 3
User review
Bundle 3
Test
Bundle 4
26-Nov-10Close
Bundle 2
10-Dec-10Close
Bundle 3 & 4
Identify / document requirements
Bundle 4
User review Bundle 4
Identify / document requirements
Bundle 5
Test
Bundle 5
User review
Bundle 5
11-Feb-11Close
Bundle 5 11-Mar-11Close Bundle 6
Identify /
document
requirements
Bundle 6
Test
Bundle 6
User
review
Bundle 6
Identify / document
requirements
Bundle 7
Test
Bundle 7
18-Mar-11
Close Bundle 7
Identify / document
requirements
Bundle 1B
Identify /
document
requirements
Bundle 1C
Identify / document requirements
Bundle 2
Charter
Implement focus groups
Communication Planning
UAT Prep Load Test
Training preparation
Cut
over
18-Apr-11Go Live
(ARG)
Identify / document requirements
Bundle 3
Identify / document requirements
Bundle 4
Identify / document requirements
Bundle 5
Identify /
document
requirements
Bundle 6
Identify / document
requirements
Bundle 7UAT Training
1-Oct-10
15-Oct-10
22-Oct-10
26-Nov-10
21-Jan-11
CRD Bundle 2
CRD
Bundle 3
CRD
Bundle 4
CRD Bundle 5
CRD Bundle 6
Implementation planning
Implementation activities
Post implementation
support
Post implementation
support
1-May-11Go Live
(External)
Configuration activities
16-Aug-10CRD
Bundle 1C
Release 1.0
closure
31 May 2011
Post implementation
support
Page 11
Wait! Let’s bring more baggage
Work estimation
• Unrealistic time frames
• Descoping
• Risks to go live dates
Team skill set
• Limited solutions
• Limited discussions
• Incomplete analysis
ITS vs Business
• Us vs Them
• Maintaining requirements
Perspectives
• Differing priorities
• Expectations
Deferment
(Process - Current)
Program
Information
(Process - Current)
Rolling intakes/School
based applications(Application Type – New)
Group/industry
applications(Application Type – New)
Offshore
Applications(Application Type – New)
Future
Intakes(Application Type – New)
Re-admit
(Process – New)
Credit
Transfer
(Process - Current)
Accept,
Reject
Offer
(Process – New)
ARG Online Admission and Selection project landscape
V0.5
Search match
Search match exception report
Post form/ application to PeopleSoft
Post form/ application to PeopleSoft exception
report
Conditional offers
Applicant track progress and ‘My Info’ page
Update contact details and post to PeopleSoft
Return info from PeopleSoft to online system
Selection decision returned to online
Selection officer access, print, views
Maintain security
Maintain configuration
Maintain users
Search applications
Comments and issue recording
Withdraw
Post submission attachments by applicants (report, view)
Entry point (Direct only)
Scheduled tasks
Email – other
Communications to applicants
Printing and views
Systems reporting
Statistical reporting
Audit reporting
Maintain email content and form content
Apply Direct
Release 1.0
Bundle 5
Reporting
Bundle 1
Apply Online
Bundle 1A
Bundle 1
Apply Online
Bundle 1BBundle 1
Apply Online
Bundle 1C
Bundle 2
PeopleSoft and
PeopleSoft interfaces
Bundle 3
Administration staff
Bundle 6
Other
Bundle 7
Integration
Bundle 4
Selection officer
Registration including email confirmation
Address validation
Roles for security and security set up
Attach documents pre submission
Acknowledgement of submission
Auditing, archiving and maintain history
Supplementary information
Submit application including:
Data validation
Capturing preferences & statistics
Eligibility calculator
Program selection
PREP/TAFE/UGRD/PGRD/RSCH
Partial applications
Checklist prior to submission
Multiple opening & closing dates
Post VTAC applications
Late year entry applications
Special circumstances applications (Equity/
Scholarships/CSEP)
Internal Transfers Marketing
information
(Process - New)
Portal entry point
(International & Direct)
(Process - New)
Selection (assessment
tools, other advanced
functions and process re-
engineering)
(Process - New)
Apply Direct
Release 1.1
Initia
l G
o L
ive
/ R
ollo
ut
Apply Direct
Release 2
Go
Liv
e
Page 13
It’s never too late!
‘Marriage is a relationship where
one person is always right’
Project Success
Project Manager
Team staff
Support
Perspectives
Page 15
Old habits!
‘I know nothing about the subject but I’m happy to give you my expert opinion.’ No project
manager needed
‘It’s only usability’
‘It’s a simple
require-ment’
Maxims
Page 16
Relationship counselling
Agile methodology
• Low documentation
• 4-weekly sprints
• Backlogs
Management
• Regular updates
• Expectations
• Prioritisation
• Resources and estimations
Staff skills
• Continuity
• Context
• Triage
Page 17
How do we look now?
0
5000
10000
15000
20000
25000
30000
2010 2011 2012 2013 2014
Sem 1 Sem 2 Sum
Page 18
In hindsight
Project methodology
• Everything you read is true
• Management support is essential
Project team
• Skill set
• Business representatives
Perspectives
• Expectations
• Solutions
Requirements
• Early assistance
• Scope creep
• Managing for changing environments