UW Parkside Student Administration System v 8.9 Upgrade Project Overview November 6 th , 2006
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Transcript of UW Parkside Student Administration System v 8.9 Upgrade Project Overview November 6 th , 2006
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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.
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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
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Faculty Center Main Page
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Faculty Center Drop-Down Selections
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Student Self Service Menu
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Student Center Main Page
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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