Enterprise Applications

F 10 IT Application Services Department Enterprise Applications Annual Assessment Report Terry Phalen Linda Modiste, Director

Unit Introduction, Challenges, and Services

Although each team is managed separately, they actively collaborate on many projects within the Units and with our ITSD partners in Client Services, Infrastructure and Communications, Educational Technology, and the University s Technology Division, UITS. More complex activities are being driven by multi-tiered application architectures, having a variety of database, API, crossplatform and data integration, operating system differences, and the speed of new IT technologies in the marketplace. The proliferation of the use of the Internet, SaaS (Software as a Service) and Cloud Computing provide multiple layers of an application, access control, databases, application development methods, integration points, and presentation layers with quick movement into retirement of the thick client and client/server architectures is changing the way work is done, anytime and anywhere access is becoming the norm. Expectations for static and real time information display from internal and external sources is changing and new products are being rolled out at lightning speed. Continuous assessment, review, and integration of social networking and media, other information collection technologies and products continue to increase, as will our readiness activities to deploy them. Internal business applications such as Finance, HR, Student systems will continue to be refined and expanded, the goal to provide additional automation, self-service and centralization of administrative systems, along with minimizing manual efforts, paper usage, and allowing the client to do more for themselves, once again anytime, anywhere.

Project management, coordination, and communications Business analysis and process reengineering Application and data integration services Metrics, reports, and analytics (monthly, annual, on demand) for R25, HEAT, Application change management Training documentation and conduct of one-on-one or formal training classes Account administration for campus and enterprise applications Technical advisory and assistance Administrative support Daily application operational tasks Business application development, implementation, and administration Database administration Work order management Problem determination, isolation and resolution New product feasibility studies

Alignment with Goals and Unit Report Card

University Goals 1. Increase student access, engagement, and success 2. Attract, develop, and sustain highly effective faculty 3. Create a physical environment that supports teaching, learning, and research 4. Enhance campus-community engagement ITSD Goals 1. Communicate better and build partnerships, within IT and with customers and the university community 2. Continue to improve the campus infrastructure 3. Improve planning 4. Improve organizational development 5. Support teaching and learning 6. Support research 7. Improve and streamline business processes for IT and the university ITSD Goals University Goals Application Services Goals 1 1, 2, 4 es 2 1, 2, 3 3 1, 2, 3 es 4 1, 2, 3 5 1, 2 6 2 7 1, 2 es

Deliverables of F10 Planning Initiative Web Rearchitecture Project Web CMS Conversions Met? R25 Integration with www.umb.edu (Event Calendaring Integration) 75% Web Mobile Study Web Mobile Site HEAT Hardware Upgrade HEAT Application Upgrade V8,4 V9.0.2 HEAT Self Service HEAT Survey New Enterprise Database Server 95% PeopleSoft Student Administration Upgrade Document Management ImageNOW (on-going) IdM Identity Management (on-going) Summit Reporting (BI) (on-going) Production implementation of X25 Expansions to R25 data with the assistance of Facilities Feasibility Studies: 25Live (replacement of R25) and Digital Measures Activity Insight (replacement of afrweb) Process Improvement Work: Change Control, Service Catalog Entries, Project Pipeline (in progress), Project Portal Strategic Planning for all multi-year phases of all applications 2010-2015

Team I : Web Services Manager : Jim Wyse

Team Members Lisa Berelson, Web Design and Development Bandhavi Kukkamalla, Web Development Chao-Ming Kwok, Web Development Lisa Link, Web Design Martha Scanlon, Content Writer Peter Tattlebaum, Web Development Peter Shmiro, Web Development and Photography Thanh Vuong, Web Development (Contractor) Major Services and Support: Coding and Development in a LAMP (Linux, Apache, MySQL, PhP) environment Traditional website development and design Mobile website development and design Technical assistance to campus web site owners and content contributors Alignment and collaboration with University Marketing and Communications Ensure University branding parameters Administration of the EllisLab Expression Engine content management system (CMS) ADA regulatory compliancy adherence Evaluate, purchase, install, configure and administer 3rd party web applications Private labeling of 3rd party applications such as Xythos, Email, etc. Review and revise contracts and deliverables for departments pursuing external web services

Highlighted Web Services Projects

Web Rearchitecture Project Status: In Progress ; Aligned to ITSD Goals: 1, 7 Health: Overview and Introduction The redesign of the entire UMass Boston web presence was initiated by the combined efforts of ITSD, Marketing and Communications, Enrollment Management and the Office of the Chancellor. University Advancement prepared to launch their revamped site at http://www.umb.edu/giving using the new project design. Objectives, Activities, Deliverables The current condition of the UMass Boston campus web presence does not align itself with the branding or the plans of the University. With over 40,000 pages of content in our production site, this project is long overdue. The decision was made to completely redesign and deploy a parallel web architecture (physical and logical) that best fits the campus goals of a Research University with a Teaching Soul. With the unfortunate demise of our original vendor Big Bad in early 2010, we relatively quickly commenced an agreement with Viridian Spark, comprised of ex-big Bad employees to re-scope and re-align the project back into In Progress status. Strategy Phase Strategy Brief Wireframes Blueprints Usability Testing Project Plan Entry into Design Phase

Mobile Web Site Status: In Progress; Aligned with ITSD Goals1, 7; Health: Go To: http://www.umb.edu/m from your handheld device Overview and Introduction We recognized that student, staff, and faculty mobility needed to be addressed back in 2009. The proliferation and sophistication of handheld devices of varying types is the norm for much of our audience and this will only continue to grow in numbers and in customer expectations for all IT areas. Objectives, Activities, Deliverables We worked closely with Student Affairs and assigned temporary High School students to survey as much of the student population as possible, and the results were better than expected. In May 2010 we launched the first UMass Boston mobile web site. This will continue to expand and additional integrations, devices, and apps are developed externally, or internally for specific devices such as iphone and ipad.

New Content Management System (CMS) and Web Workload Status: In Progress *; Aligns with ITSD Goals 1, 7: Health: Overview and Introduction With a large number of web sites, an out of date, non-robust content system Adobe Contribute, in 2008/2009 we commenced the study of new CMS systems available on the market. We selected EllisLab s Expression Engine with the rationale that it fit over our existing Web architecture, robust, scalable, user friendly, and at an acceptable cost. At this time we are working to create new sites (all are created in the new CMS), revamping, converting, and expanding existing sites, and enhancing the CMS with additional modules and capabilities. Objectives, Activities, Deliverables We have been proactively moving existing content and sites into our new CMS as well as supported a significant established workload. New web requests exceeded 800 for F10, with over 500 completed. We have expanded our use of Google Analytics for trending.

Team II : Enterprise Business Applications Manager : Terry Phalen

Team Members Tom Keedy, Business Analyst (Open Position Retired June 30) Thomas McClennan III, Account Administration/Project Activities Anthony Manibusan, Account Administration/Project Activities Carolyn Nelson, Business and Project Analysis and Coordination Linda Perrotto, Change Coordination and Training Mary Ryan, Business and Project Analysis and Coordination Major Services and Support: Planning, coordination and cross campus deployment assistance for: PeopleSoft Human Capital Management (HCM / HR) Initiatives PeopleSoft Finance & Grants Initiatives PeopleSoft Student Administration Initiatives Identity Management (IdM) Initiatives Summit Reporting (BI) Business Intelligence Initiatives Document Management (ImageNOW) Initiatives

Highlighted Enterprise Application Projects

Enterprise Business Applications PeopleSoft, IdM, BI Status: In Progress; Aligns with ITSD Goals: 1, 7; Health: Overview and Introduction The ongoing multi-year, multi-campus projects for enterprise application initiatives continues to change along with the strategic plans and activities of UITS in support of ERP and other initiatives for business applications used across the campus including all applications which supply back office systems such as Finance, Human Resource, and Student Administration operational systems, reporting and single sign on capabilities. Objectives, Activities, Deliverables We provided campus project management, change control, account administration, stakeholder communications, training, business analysis, process engineering and deployment assistance. PeopleSoft Student System Upgrade PeopleSoft HCM access for Employee and Manager Self Service with IdM Access Control PeopleSoft Finance Dashboards using Summit Reporting (BI) PeopleSoft Finance Upgrade to V9.1 planning (slated for Fall 2010) Document Management ImageNOW Effort Certification Grants Assistance to ORSP

Enterprise Business Applications - Document Management ImageNOW Status: In Progress; Aligns with ITSD Goals: 1, 7; Health: Overview and Introduction This is multi campus UITS hosted initiative which currently is nearing completion of Phase I. There is a strong need for across the campus Document Management for our Business partners, scanning, multiple cabinets of documents and other repository needs, OCR (Optical Character Reading) capabilities, meta-data, data extraction and mining, and imaging for multiple departments across the campus within the next year. The outcome will be a decreased number of paper documents, enhanced security of documents, centralization, and data access and searching ease. Objectives, Activities, Deliverables The study and design phases for both the Registrar s Office and the Office of Graduate Admissions was completed. Included is the conversion of all Registrar s Office data from their Key File system by contract with BizTech. Additional departmental expansions are planned. Contract signed with BizTech, data extracted for Registrar s Office Graduate Admissions is underway Requests from Additional departments are being received

Team III : Campus Applications and Databases Manager : Robert Caron

Team Members Jeeva Arthur, Database Developer Alexandrine Policar, Application Specialist Bhavesh Shah, Database Administrator Major Services and Support Provided for Series25, Schedule25 R25 X25 HEAT Service Desk (IT Departments and A & F Customer Service Center) HEAT SMART Reporting New Xythos Modules and processing (Workflow, MS Office product integration, training) MS Enterprise SQL Server Database Administration Scantron configuration Middleware development (PeopleSoft and Campus Application integration and feeds)

Highlighted Campus Application & Database Projects

HEAT Service Desk Upgrade Status: 95% Complete ; Aligns with ITSD Goals: 3, 7; Health: Overview and Introduction After nearly 2 ½ years utilizing the initial installation of HEAT version 8.4 and with test/development hardware nearing 10 years of age, we initiated the project for numerous rationale, hardware, additional/replaced modules, and a version upgrade for both IT and A & F Customer Service Center. Objectives, Activities, Deliverables Installation of 4 New Servers Creation of new Production and Development Architecture Review of Business Processes and Revamp Creation of a new Enterprise Database Server Upgrade from V8.4 to V9.0.2 Re-implementation of HEAT Self Service Implementation of SMART Reporting Implementation of HEAT Survey Module Creation of new Development Region * Move of SQL Databases to new Enterprise DB Server * Decommission of old servers *

X25 Space Analytics Status: Complete; Aligns with ITSD Goals: 1, 3, 7; Health: Overview and Introduction While primarily for operational analysis tasks such as efficiency of scheduling, inventory fitness (the match between the supply and demand for event space and resources on campus) and departmental scheduling analysis, it also can serve a strategic role. X25 easily allows timeline comparisons (term to term, year to year) and asset comparisons (schedules with or without real or imaginary resources). As such, we expect it to be a valuable tool in campus master planning, as Suffolk University found it to be in planning their newest academic building. Objectives, Activities, Deliverables Data snapshots for key semester and timelines have been created for each user. On Site Training was conducted in May: Office of Institutional Research and Policy (OIRP) Provosts Office Chancellors Office Campus Center Customer Service Center Information Technology Special Events Marine Operations Athletics Facilities

Selected Metrics

Campus Mobile Use Survey Results 650 Respondents The highest percentage of respondents have an Apple iphone, a Blackberry Curve, or an Apple itouch 62.1% of responders have the capability of browsing the internet on their phone Of those that can browse the internet on their phone, 48% do so multiple times/day The top 5 types of information that students responded to being Very Likely to access on their mobile device were (in order from highest # students responding Very Likely) are: Academic/Course Information, Weather on campus, Financial Aid/Scholarships, Events on campus, and Tuition/Fees Touch screen is the most preferred navigation method Top social networking site students use (students responded overwhelmingly that they Never use other sites listed) was Facebook, and 302/581 students responded that they use Facebook multiple times/day 74% of responders stated that they never use the UMass outube page; 70% Never use the UMass SAGroups page, and 40% never use the UMass Student Activities page 70% of responders use email either somewhat frequently or very frequently (multiple times/day) When asked for suggestions, the most frequent responses were requests for better or faster access to wireless while on campus, and requests for the ability to access WISER, email, Blackboard, and WebCT on their mobile devices

New, revamped, web applications or sites in new CMS Completed in F10 Site Link College of Science and Mathematics(CSM) University Advancement (now Giving, new umb wireframe) Office of Research and Policy(OIRP) Registrar s Office Course Wizard Facilities Public Safety Office of Student Leadership and Community Engagement(OSLCE) The Point The Collaborative Institute for Oceans, Climate and Security(CIOCS) outh Education & Sports with Africa(ES with Africa) Venture Development Center Student Life UMBeGreen Strategic Planning Bayside Govt Relations & public Affairs/Communications Beacon Leadership History of London MyUMassBoston Chancellors Office Master Plan IT Website Breaking the Cycle of Violence(BCVI) Faculty/Staff Directory China Program Center Campus Alert http://umb.edu/csm http://umb.edu/giving http://umb.edu/oirp http://www.umb.edu/registrar/course_wizard/ http://www.umb.edu/facilities http://www.umb.edu/safety http://www.umb.edu/oslce http://www.umb.edu/news/thepoint/ http://www.umb.edu/ciocs http://www.umb.edu/yesafrica http://www.umb.edu/vdc http://www.umb.edu/studentlife http://www.umb.edu/umbegreen http://www.umb.edu/strategicplan http://umb.edu/bayside http://umb.edu/communications http://www.umb.edu/oslce/entry/beacon_leadership _project/ http://www.london.umb.edu http://www.umb.edu/communications/myumassboston/ http://www.umb.edu/chancellor/entry/chancellor_j._keith_motley/ http://www.umb.edu/masterplan http://www.umb.edu/it http://www.umb.edu/bcvi http://www.umb.edu/directory http://www.umb.edu/chinaprogramcenter http://umb.edu

New, revamped, web applications /sites in new CMS WIP/Assigned in F10 Site Link Department of Environmental, Earth & Ocean Sciences Department of Chemistry A & F Initiatives Commencement Mobile Site (iphone Version) Registrar s Office College of Liberal Arts(CLA) College of Management

Volume Metrics for Application Use Growth and Resource Utilizations Metric F 09 F 10 % Increase/Comment R25 Events (Confirmed) 2,903 2,845 < 1% decrease in state / gov events www.umb.edu Traditional Web Hits (Unique) 3,054,630 6,112,010 + 50.9% Traditional Web Users (Unique) 1,206,626 1,363,450 + 14.65% www.umb.edu Incoming hits from # Countries www.umb.edu/it Traditional Web Hits (Unique) www.umb.edu/m Mobile Web Hits (Unique) 205 216 + 9.4% + 9.4% -------- 18,813 From May 10 June 30 10 Mobile Web Users (Unique) -------- 6,906 From May 10 June 30 10 Total Web Requests Submitted 836 818 < 1% More user capabilities with new CMS Total Web Requests Completed 676 550-8% Loss of resources, impact of new CMS work & Rearchitecture project HEAT Tickets Created 31,391 26,464-8% Combined IT & CSC, Decrease due to?

F11 Goals at a Glance

Deliverables of F11 Planning Initiative Web Rearchitecture Design Acceptance, Commences New Architecture, Content Sub Projects, and Go Live Activities Implementation of new Web hardware environment Implementation of new CMS or expansion to existing CMS Growth of Web Mobile site Web Mobile Site HEAT Planning for V9.0.2 to V9.5 Upgrade (Major Upgrade), New HEAT Self Service, New Knowledge Management Implementation of HEAT Knowledge Management HEAT Planning for Centennial (Asset Discovery) PeopleSoft Finance V9.1 Upgrade IdM Identity Management Expansion (Student Administration ) PeopleSoft HCM new modules, Candidate Gateway, Recruitment Document Management ImageNOW completion of Registrar s Office and Graduate Admissions roll out Document Management ImageNOW expansions to additional departments Summit Reporting (BI) expansions to additional departments (additional dashboard developments) X25 expansions to assist in futures planning (Master Plan, additional University growth) R25 ability to provide invoices and quotations to clients for events Initiation of 25Live (replacement of R25) project post budget and resource planning Initiation of Digital Measures Activity Insight project, replacement of afrweb post budget and resource planning Commence design of PMO structure for Application Services, centralize and standardize all project processing using best practices

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