June 10, E-Learning System Project Team. FROM: Michael Dieckmann. Project Charter for Desire2Learn Project.

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1 June 10, 2003 TO: E-Learning System Project Team FROM: Michael Dieckmann RE: Project Charter for Desire2Learn Project UWF is in the final phase of completing a software license and system hosting agreement with Desire2Learn for use of their system to replace our current Prometheus platform. This document gives a brief overview of the general goals and objectives for the migration to the new platform. President Cavanaugh and Senior Vice President White have assigned ITS the responsibility for overseeing the migration to, and technical support of, the new system. I have assigned Sylvia Maxwell and Melanie Haveard the responsibility for coordinating this project. The major goals for this project are: 1. Successfully decommission the Prometheus system when its license expires on July Successfully establish a production e-learning environment in Desire2Learn, and migrate needed Prometheus course content to it prior to August Prepare UWF faculty and students to be able to productively use the new system for Fall Term 2003 classes. 4. Shield UWF s e-learning system from identification with a particular product platform by customizing the Desire2Learn interface to reflect elearning.uwf.edu as the platform name rather than Desire2Learn. 5. Integrate the Desire2Learn system with UWF s new Campus Pipeline web portal system, when Campus Pipeline becomes operational. 6. Establish procedures whereby University units wishing to host courses in Desire2Learn for non-fte-generating learners request permission to use the system and agree to pay the required licensing charges for use of the system by other learners. Additionally, establish the system by which these charges will be computed and assessed to the host units. UWF is contracting with Desire2Learn to have the vendor host both a production and test environment for UWF at their facility. Desire2Learn will provide all technical support, upgrades, and maintenance on the hosted system. ITS will work with Desire2Learn to accomplish needed integrations between the system and other UWF information systems. UWF will have three active support contacts able to interface with Desire2Learn s support staff, initially two in ITS and one in CUTL. Desire2Learn will provide technical support 9 AM 5 PM Eastern time Monday Friday. Their preferred technical support contact method is electronic mail. 1

2 The following calendar identifies the milestones in the Desire2Learn contract and compares them with the UWF Academic Calendar and major inherent deadlines: Week UWF Academic Calendar Desire2Learn Contract Timeline June 9 M 1 Summer Term D Classes Begin 6/9 13 F D2L delivers test environment 16 M 2 20 F 23 M 3 Summer Term C Classes Begin 6/23 D2L delivers vanilla production environment and migration tool 27 F 30 M 4 July 4 F 7 M 5 11 F 14 M 6 18 F 21 M 7 25 F 28 M 8 Aug 1 F Last Day of Summer Terms C, D Prometheus Expires July 31. D2L delivers customized production environment. ** 4 M 9 8 F 11 M F 18 M F 25 M First Day of Fall Term Classes 8/25 ** Customizations include: Pass-through user authentication. Contact Helpdesk button. E-Reserves. Cross-walk keys for NAUTICAL integration. COMPASS integration. Batchfile student enrollment/de-enrollment integration. Content navigation changes. Test question pools and randomization. Other elements of the Desire2Learn customizations contract schedule include: Integration with the Campus Pipeline web portal, and management reports and metrics, are defined for delivery on November 1. An ad hoc reporting interface, ability to download a D2L course to offline media, WebDAV drag and drop functionality, IMS-conformant course export, and a whiteboard tool are defined for delivery prior to June 30,

3 Although Desire2Learn will provide UWF with a D2L-format archive of the course content of our Prometheus database, this archive is kept only for the purposes of restoring course content into Desire2Learn. It will be the responsibility of faculty to retain all course and student records that are required to be in conformance with public records law requirements and retention periods related to processing course incompletes and grade challenges. We will draft an information statement, and then ask the Provost s office, or alternatively the Dean s offices, to send an announcement to faculty using Prometheus, to inform them of their responsibilities in this regard. As the team works through a variety of administration, configuration, and operation decisions, it is important that these decisions be categorized and documented. This information must be given to the Deans and the Senior Administration for their final approval. This should be accomplished by the end of June. The ITS Support Center will coordinate a Prometheus to E-Learning information and training campaign for UWF students. I presume that support of UWF instructors will be the responsibility of the CUTL and the college E-Learning Administrators. MFD:md 3

4 Schedule C to Software License Agreement: Implementation and Conversion Services UWF agrees to pay D2L a fixed price implementation fee of $20,000 for installation of the D2L system on D2L s hosting infrastructure and assistance in converting from UWF s current Prometheus platform to D2L. The scope of services covered by this implementation fee includes the following: C.1 System Installation and Configuration D2L shall assist UWF in configuring and installing UWF s initial implementation of D2L, in either a D2L-hosted or UWF-hosted environment. These services shall include: User requirements planning. Organizations setup in the system. Implementation project management, to include Student Information System and LDAP directory/authentication integration. Assistance in customizing UWF s D2L implementation for UWF branding and logos. Testing of the D2L system to assure it is operating correctly. C.2 Conversion of Courses from Prometheus to D2L D2L shall complete the prototype Prometheus-to-D2L course content conversion tool according to UWF s D2L-approved specifications. This may be a batch-mode migration tool that will be executed by D2L staff upon UWF s request to migrate all courses in the UWF s Prometheus database to the D2L platform. C.3 Archiving of Prometheus Courses D2L shall also provide UWF with a copy of the extracted Prometheus course database for use as a course archive database. UWF understands that no user (student) data will be converted by the course content conversion tool. This database will be stored at UWF. UWF has the right to retain the data in this archival database indefinitely. D2L shall provide UWF with the ability, via a web-based tool, to load individual archived courses from this archival database into the active D2L system. After a one year period, other methods may be required to keep the archived information in a format that can easily import into the D2L system, such as using IMS Course Packaging to keep the archives. V4, 4-June-2003 D2L License Agreement C-1

5 C4. Implementation Schedule Milestones Payment of the implementation fee shall be based on provision of implementation services and deliverables according to the following schedule of milestones: Milestone Deliverable Initial Payment Delivery of initial full-featured test environment; D2L will maintain a separate test environment for UWF at elearning-d.uwf.edu for the duration of the system hosting agreement. Completion of course migration tool (section C.2 above) for a trial run of Summer Term C courses. Delivery of fully functional production UWF site at elearning.uwf.edu at current level of D2L system functionality, without UWF customizations. Upgrade of fully functional production UWF site at elearning.uwf.edu to include defined functionality as defined in sections D.2, D.3, D.4 (1,2,3,4), D.6, D.7, and D.8, and documentation. Completion Deadline Date Implementation Payment Schedule Upon Successful Completion Signing of 30% Contract June 13, % June 23, % June 23, % July 31, % Delivery of functionality as defined in sections D.1. and D.5.1. November 1, 20% 2003 Delivery of functionality as defined in sections D.5.2, D.9 D.12. June 30, % UWF must provide appropriate resources and materials in a timely manner to ensure the above milestones can be achieved. V4, 4-June-2003 D2L License Agreement C-2

6 Schedule D to Software License Agreement: Software Functionality Requirements UWF s licensing of the D2L system as its selected Learning Management System was based on functionality displayed in the current system, as well as assertions by D2L staff of additional functionality that was able to be supplied with the system as outlined below. This schedule describes that additional required functionality. D2L agrees to supply the specified functionality by the indicated deadline dates, at no cost to UWF unless otherwise specified in this schedule. The descriptions that follow are general functionality scope descriptions, with final specifics to be documented via detailed requirements analysis between D2L and UWF. The maximum cost of the combined services outlined below, will not exceed the total of the individual target maximum costs ($18,500). D.1 Integration to UWF s Campus Pipeline Web Services Portal This functionality will be provided under charged professional services fees, with a target maximum cost of $10,000 to accomplish the combined functionality in D.1 and D.2.1. UWF has purchased the Luminis Premier web services package from SCT Inc., which included the Campus Pipeline web services portal. UWF plans to integrate D2L to the portal through a My Courses channel that will be provided to both faculty and staff. Specific integration requirements include the following: 1. Ability to extract via a query to D2L a list of course names and titles for all active courses for an instructor or student, along with URLs that would link directly to the home page for each course. 2. Ability to reference a URL that would take a faculty member or student to his or her general my courses page in D2L. 3. Ability to reference a URL that would take a person directly to their role-based administration page in D2L. D.2 Integration to UWF Directory and Help Desk Request Systems This functionality will be completed under professional services fees: D.2.1 is part of the fee outlined in paragraph D.1 above; D.2.2 for a target price not to exceed $2,000. D.2.1 D2L shall a mechanism for pass-through authentication of users from a user authentication web page hosted at UWF. Such communications shall be fully encrypted. D.2.2 D2L shall provide a Contact Helpdesk button within the D2L framework that takes users to UWF s web-based help desk submission form. This interface shall transmit at minimum the following user information: Username. Course context from within which the button was executed. The target form must be able to differ depending upon the role of the user in D2L: students will be directed to a form for the Information Technology Services help desk; faculty and administrators will be directed to a form for the Center for University Teaching and Learning. D.3 Electronic Library Reserves V4, 4-June-2003 D2L License Agreement D-1

7 This functionality will be completed under professional services fees, for a target price not to exceed $1500. The UWF Library provides electronic ( online or digital ) course reserves for faculty ( e-reserves ), regardless of whether or not the course is using the LMS system. For courses in the LMS, the LMS must have the ability to link to e-reserve items from within the content area of the course. E-reserve files are stored at UWF, currently on a Library server. To maintain the e-reserve functionality that was available in Prometheus, UWF requires the following functionality in D2L: 1. A Request E-Reserve button, accessible to faculty, that would link them to the Library s Request an E-Reserve web page. 2. An E-Reserves area in the Learning Objects Repository and/or in a separate e-reserves area of D2L that would provide faculty with a catalog and links to their E-Reserves. Faculty should have access to all of their e-reserves from a central interface, with the ability to link e-reserves to specific courses or sections, sharing an e-reserve among several courses if desired. 3. An E-Reserves area of course content containing all the e-reserve links for the course; in addition, individual e-reserves should be linkable to a course session or lecture. D.4 Create a Course Process Enhancements and SIS Integration This functionality will be completed under professional services fees, for a target price not to exceed $5000. D2L shall provide integration functionality within the Create a Course process in D2L to allow for the required integration between D2L and UWF s student information system. These integration points are as follows: 1. Within D2L, a cross-walk key must be provided for linking a D2L course back to UWF s student information system. Currently in Prometheus, this cross-walk key is comprised of a section reference number, a course number, and a semester code. 2. Within D2L, a similar cross-walk key must be provided for all D2L users. Currently in Prometheus, this cross-walk key is the users NAUTICAL ID number, a 9-digit number. In D2L, the cross-walk key will be either the NAUTICAL ID number or the user s ArgoNet account username. 3. In UWF s COMPASS system, a student may view his or her course schedule. For courses in Prometheus, a link is provided that allows a student to directly navigate to that course in Prometheus, and the student is not required to re-authenticate (they have already authenticated into COMPASS). This functionality must be preserved in D2L. 4. For Prometheus, student enrollments/de-enrollments for courses are loaded in batch mode via a flat-file transfer. This functionality must be preserved in D2L. 5. Students are sometimes temporarily de-enrolled from courses for non-payment of fees, and swiftly re-enrolled. In the process, their course content and records in D2L must not be lost, so that when they re-enroll their status in D2L is the same as before they were de-enrolled. 6. The Create a Course process in D2L must provide a button to navigate the faculty member to a web page provided by UWF where required linkage information for the course is entered, currently resident in the faculty members Instructor Schedule page in UWF s Classmate system. This button should only appear if a provided flag is false in D2L; Classmate must have the ability via an API to set that flag to true. 7. D2L must provide an Activate Course button to faculty, that links to the Course Activation Page in UWF s NAUTICAL system. This button should only appear if the course has not been successfully activated. V4, 4-June-2003 D2L License Agreement D-2

8 8. The D2L Create a Course process must include the ability for the contents of a single course to be linked to multiple sections (classes) of that course. 9. The D2L Create a Course process must include the ability to replace a temporary course name with the official UWF course name. D.5 Administrative Reporting Features D.5.1 D2L shall work with UWF to build appropriate web-based management reports and metrics for November D.5.2 By May 2004, D2L shall provide UWF with a view-based interface to key areas of the D2L database for the purpose of ad hoc reporting for creation of management reports and metrics. This interface will include entity-relationship model documentation for the view structure, and a data dictionary of all data elements referenced in the query interface. D.6 Content Navigation Changes D2L shall provide the following navigation enhancements within the system: 1. A consistent upper-level course navigation framework so that once within a content area, Syllabus, Outline, Projects, and Lectures remain visible targets on the navigation pane regardless of course content location. 2. Addition of a quick link to the files area, in order to allow a user to easily insert a file into a course. 3. Ensure quick link ability to other content areas, particularly Lectures and Projects. 4. Addition of categories into the Dropbox area. D.7 Testing Area Features D2L shall provide the following additional functionality: 1. Enable test question pools. 2. Enable test question randomization. D.8 Threaded Discussion D2L shall provide the following enhancements: 1. Allow pulling of additional levels from Prometheus threaded discussions in the course migration process. 2. Extend data fields to alleviate problems with truncation of questions or topics from Prometheus threaded discussions in the course migration process. V4, 4-June-2003 D2L License Agreement D-3

9 D.9 Ability to Download a D2L Course to Offline Media (e.g., Compact Disk) D2L shall provide a tool for faculty that will export course content to a compact disk or other offline media, for use by students in situations that where they do not have access to the Internet. This exported course format will contain: All course content, organized as it appears in D2L. User-friendly navigational functionality via a web browser interface. Included course e-reserve materials. Courses intended for this delivery mode will be designed by faculty so that the student is not required to engage in interactive activities to complete the course. For example, there will be no chat or threaded discussions, and testing will be handled outside the D2L environment. D.10 WebDAV Capabilities D2L shall provide WebDAV drag and drop functionality for faculty who develop course content outside the D2L environment, to enable them to easily move course content into D2L. D.11 IMS-Conformant Course Export Tool D2L shall provide an IMS-conformant course content export tool, to be completed within the first year of this agreement. D.12 Whiteboard Tool D2L shall provide a whiteboard tool for interactive on-screen collaboration, to be completed within the first year of this agreement. V4, 4-June-2003 D2L License Agreement D-4