Canvas Implementation STATUS REPORT FOR FEBRUARY, 2014 PROJECT MANAGEMENT TEAM

Transcription

1 Canvas Implementation STATUS REPORT FOR FEBRUARY, 2014 PROJECT MANAGEMENT TEAM 1

2 Project Highlights o o o o o Technology Three instances of Canvas (e.g. Production, Testing, and Beta) since Summer Integration testing with Student Information System and Active Directory by November NJVid integration with Canvas was completed in January. All content in itunesu will be uploaded to NJVid by the end of February Canvas Pilot Rollout: In Fall 2013, we have 26 faculty in pilot with 56 courses. For Winter 2013/14, we have 14 courses using Canvas. For Spring 2014, we have 485 courses using Canvas involving 234 instructors (143 full time; 82 part-time, 9 over-load teaching staff) with over 8,119students. Faculty participation by end of January is 279 (16% out of 1,695 faculty per FA13 list), far behind the goal of 40%. For Community, 239 out of 588 or 41% have been completed by end of January. This is ahead of planned schedule of 33%. Branding is ongoing and preliminary work including testing has been done. 2

3 Canvas Main Implementation Yellow Project Summary: Overall, the project health is a cautious Yellow with most of the task groups progressing on track. The exceptions are TurnItIn, Evaluation Kit, and faculty training. TurnItIn is currently behind schedule (resulting Schedule in Red). Evaluation Kit is only recently added and scheduling is underway. The biggest concern remains with faculty training, which is tracking behind schedule. On project management, Project Charter is waiting for ratification, and comprehensive project schedule and communication plan are underway. Actions / Accomplishments To Date: As this is the first formal status, this section highlights progress to date: On technology, completed SIS and authentication system integration. Canvas is now fully functional, with course shells created for all Spring 2014 courses. Branding for faculty has largely been completed; the logo and header are done. Course migration has started; we are still determining ways to track progress. Faculty training has started, but we are behind our target. On management, we are close to completing the charter with comprehensive scheduling underway. Governance is being established (this meeting, this status and related artifacts). Plan for Next Month: Complete project management planning including complete comprehensive schedule, develop project-side communication, and solidify project success metrics. Confirm and solidify scope and schedule for Evaluation Kit and plans for user community and policies. Determine plan for TurnItIn, including potential de-scoping from this project. Continue to make progress on Blackboard archive, course migration, and Canvas training. Scope Schedule Cost Quality Yellow Red Green Green Upcoming Milestones: Determine Evaluation Kit Schedule TBD Determine plan for TurnItIn - TBD Determine policy schedule TBD Faculty Training, % trained - About 16% of faculty has been trained - By end of Feb 2014, target is 40%, achieved is TBD Identify project management deliverables 2/28/14 Major Risks & Issues: Issues - Need to encourage faculty to attend Canvas training. We will need Academic Affairs to communicate with faculty about this urgency. In addition, we are examining the Fall 2014 faculty with the intention of pinpointing either individuals or at a School/Department level for more detailed communication. Communication planning is underway. Risks Course archives IT has no mechanism of knowing when and if faculty archive their Blackboard courses and properly store them. We are considering surveys to assess this risk. 3

4 Project Health - Milestones A. Project Health Phase # Milestones Status Assess Plan Implement Review / Test Deploy / Close 1 Technology In Progress C G R R R 2 Course Archive In Progress C C g g g 3 Blackboard Content Migration In Progress C C g g g 4 Canvas Training In Progress C C r Y Y 5 Branding Completed C C C C C 6 Policy Pending NS NS NS NS NS 7 Blackboard Decommissioning Pending NS NS NS NS NS 8 Management In Progress G G G G G Legend: Blue - Project has not started Green - Project is healthy Yellow - Project is on alert; executive attention is required Red - Project is in trouble; executive intervention is required Gray - Project has been completed 4

5 Project Management Metrics Modified Earned Value Task Group Planned Value Earned Actual Value Cost CPI SPI Technology Course Archive Leadership & Comm Blackboard Content Migration 1,721 1,721 1, Canvas Training 4,370 4,370 4, Branding Policy Blackboard Decommissioning Management Total 7,075 6,994 7, Cost Performance Index (CPI) and Schedule Performance Index (SPI) are ideally 1 and higher. Across the project, we have some areas requiring catching up. The pie chart shows the estimated project effort organized by the 8 major task groups. Project Effort by Task Group 2% 1% 11% Technology Course Archive Leadership & Communication Blackboard Content Migration Note: This is a workin-progress. As we define the effort for Blackboard Decommission and Policy, this will change. 62% 24% Canvas Training Branding Policy Blackboard Decommissioning Management 5

6 Project Health Success Criteria # Milestones Metrics from Project Charter Health Course shell will be 100% avail G 1 Canvas System implementation Course content will be migrated at 95% System integration (SIS, Authentication, NJVid) Evaluation Kit g G Y Explanation Completed. Already in place. Migration is exceeding target. But there is no definitive way of knowing for certain as some faculty migrate their own courses in due time. All completed except Evaluation Kit, which we expect to complete by end of Spring TBD; this is newly added to the scope TurnItIn R Significantly behind schedule 2 Faculty archive 90% archival rate Y 3 Transition to Canvas 4 Canvas Training Adoption rate on par with User satisation is 90% or higher with the Canvas LMS Target 80% faculty trained Y - 25% by end of 2013 R - 40% by end of Jan/Feb 2014 R - 55% by end of Mar/Apr 2014 R - 70% by end of May/Jun 2014 R - 80% by end of Jul/Aug 2014 R Training satisfaction rate of 80% 5 Branding Adoption rate on par with Blackboard G 6 Blackboard Decommissioning Fully decommission Blackboard NS 7 Management Develop support processes for ongoing operations NS Establish and manage project governance g G Y G Communication underway. But similar to content migration, there is no definitive way of checking this number. Early adoption indicators are positive. Will need to devise objective way of measuring this. Considering survey. We only achieved only 16% by end of January. In progress, likely to miss this. We are currently tracking to 96% satisfaction. Early adoption indicators are positive. Not started; TBD Not started; TBD In progress, first Steering Committee meeting is underway 6

7 Additional Attention Areas o Canvas training o Course migration o Course archive for Blackboard only Consider reducing the window for course archive from now to Aug 2014 February 2014, reduce the window from 18 months to 12 months May 2014, reduce the window further from 12 months to 3 months August 2014, all courses should be archived upon completion. Blackboard will be decommissioned by September 25, 2014 (last day of contract). In Canvas, we will continue the practice of 18 months archive. o TurnItIn 7

8 Change Requests o TurnItIn Currently under legal discussion. We still need to determine the liability under Family Educational Rights and Privacy Act (FERPA) Unless resolved quickly, we may wish to de-scope this from the current project. o Evaluation Kit Recently added this to the Canvas Implementation project Piloted and implemented in Blackboard in Fall 2013 Proposed to implement and test in Canvas Schedule TBD o Policies Minimal use policy 8

9 Goals for Next Monthly Meeting o Update status on current project tasks in progress o Ratify the Steering Committee Roles and Responsibilities o Review and agree on Communication Plan 9

10 Appendix 10

11 Explanation for Health Indicators Color / Indicator Name Overall Schedule Cost (working dollars only) Scope Green Yellow Red Good health state, most indicators are Green, with no Red. There are reasonable approaches to resolve the Yellows. On schedule, with little to no likelihood of schedule delays Actual or EAC is within -5% to positive of project budget No change to scope. Cautious health state, most indicators are Yellow or better with no Red. Potential delays, likelihood of schedule slips is high. Action required to eliminate or reduce delay. Actual or EAC is within -5% to -15% of project budget Potential change to scope with CCN submitted and being analyzed Project in trouble, one or more indicator is showing Red. Schedule already slipped. Immediate action is required to bring back the schedule or reevaluate the schedule Actual or EAC is greater than -15% of project budget Scope is being changed, but project has not been re-base-lined with the new scope adopted. Quality Project manager s judgment that the quality is acceptable. Considerations include (but not limited to): deliverable quality as appropriate to the phase, IRR findings, and testing metrics. Project manager s judgment that the quality is questionable. Yellow indicates caution, and the PM and others will need to manage the problem area closely. Project manager s judgment that the quality is unacceptable. Red indicates trouble, and the PM and others will need to manage the problem area immediately. 11

12 Management Consulting with A Social Conscience Contact: Te Wu wu@pmoadvisory.com Web: 12