#107 Digitizing the Process: Development of a Digital...Drafted Project Management Plan (brief...

LEAD: Randi Harris, Special Assistant to the Vice PROVOST’S for Academic Innovation and Student Success, Office of Academic Affairs

PROJECT MANAGER: Hans VanDerSchaaf

COLLABORATORS: University Studies, Registration and Records, Degree Requirements, Office of Information Technology, Academic Requirements Committee,and Advising & Career Services

#107 Digitizing the Process: Development of a Digital Academic Requirements Committee (ARC) Petition

Create on-line resources, including workflows and electronic signatures, to accelerate

the Academic Requirements Committee petition process. Digitizing this process

will enable us to rethink every aspect of our petitions, eliminate redundancies,

create institutional memory, and work toward a paperless environment.

ACHIEVEMENTS

• Project achieved the following outcomes:

• Deployment of a fully functional digital ARC petition.

• Trained appropriate faculty and staff on the use of the digital ARC petition.

• Increased efficiency of the ARC petition process by reducing turnaround time from up to 10 weeks to the average petition taking between 1-10 days to be reviewed and processed.

• Please see the end-of-project report for additional information and these project artifacts:

• Assessment plan

• Academic Requirements Committee Petition Webpage

• OnBase ARC Petition User Manual

• OnBase ARC Petition Workflow

PROGRESS

15www.pdx.edu/oai/provosts-challenge

PROJECT STATUS: Completed

March 2015

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PROVOST’SCHALLENGE




PROVOST’S CHALLENGE BRANDING


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http://www.pdx.edu

http://www.pdx.edu/oai/provosts-challenge-projects-107

http://www.pdx.edu/oai/sites/www.pdx.edu.oai/files/Provost%27s%20Challenge%20107%20End-of-Project%20Report.pdf

http://www.pdx.edu/oai/sites/www.pdx.edu.oai/files/Provost%27s%20Challenge%20%23107%20Project%20Artifacts.pdf

http://www.pdx.edu/oai/provosts-challenge



OPEN ISSUES

• Not applicable.

KEY DECISIONS

• Not applicable.









ACHIEVEMENTS THIS PERIOD (12.01.14-02.01.15)






• Assessment plan




PROGRESS



February 2015

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GOALS FOR NEXT PERIOD (02.02.15-03.08.15)

• Not applicable.

http://www.pdx.edu







OPEN ISSUES

• None.

KEY DECISIONS

• None.










• Completed the project!






• Assessment plan




• Implemented the Digital ARC Petition process.

• The Office of Information Technology (OIT) upgraded OnBase13 to include authentication, which is critical to this project.

• Developed ownership of project moving forward.

PROGRESS



December 2014

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• Work with the Registrar’s Office and OIT to determine whether a reporting module will be purchased with project funds.

http://www.pdx.edu







OPEN ISSUES

• Reporting functionality in OnBase not currently available.

KEY DECISIONS

• None.LEAD: Randi Harris, Special Assistant to the Vice PROVOST’S for Academic Innovation and Student Success, Office of Academic Affairs









• Completed the project!

• Assessment plan




• Implemented the Digital ARC Petition process.

• The Office of Information Technology (OIT) upgraded OnBase13 to include authentication, which is critical to this project.

• Completed work to create standard login to work as an electronic signature (authentication).

• Piloted the ARC petition process with several advisors from the School of Business Administration, College of Liberal Arts & Sciences, Psychology, and University Studies Cluster Coordinators for the Leading Social Change, American Studies, and Global Perspectives clusters.

• Developed assessment plan for continuous process improvement.

• Developed ownership of project moving forward.

PROGRESS



October 2014

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• Work with the Registrar’s Office and OIT to determine whether a reporting module will be purchased with project funds.

• Complete end-of-project report.

http://www.pdx.edu


https://docs.google.com/a/pdx.edu/document/d/165StWjdm84XJrWXzOu_4dOpiz92DhSqIZF4kmrfOX5o/edit

http://www.pdx.edu/registration/academic-requirements-committee-petitions

http://www.pdx.edu/registration/academic-requirements-committee-petitions

https://docs.google.com/a/pdx.edu/document/d/1gzWKL5Ni__HKL-dRrEmhqhIzZADcIFbz_3Hh-_2nG9s/edit

https://docs.google.com/a/pdx.edu/drawings/d/1xrPvmKz2AEb3DsmnNEV1o8VsC3QkfqE8-kg-B0YSrcU/edit




OPEN ISSUES

OnBase reporting functionality not currently available.

Authentication functionality is not available yet - OIT will know by mid-June as to whether or not the upgrade to OnBase and the authentication functionality will be ready in either June or July. While WKHUHLVVWLOODULVNWKH\IHHOFRQ¿GHQWWKDWWKH\ZLOObe able to upgrade by July and launch the module for authentication.

KEY DECISIONS

None.

LEAD: Randi Harris, Special Assistant to the Vice PROVOST’S for Academic Innovation and Student 6XFFHVV2I¿FHRI$FDGHPLF$IIDLUV


COLLABORATORS: University Studies, Registration and 5HFRUGV'HJUHH5HTXLUHPHQWV2I¿FHRI,QIRUPDWLRQTechnology, Academic Requirements Committee,and Advising & Career Services


&UHDWHRQOLQHUHVRXUFHVLQFOXGLQJZRUNÀRZVDQGHOHFWURQLFVLJQDWXUHVWRDFFHOHUDWH





$5&3HWLWLRQSURFHVVZRUNÀRZFRPSOHWHGLQ2Q%DVH

Workgroup tested the full digital ARC petition process.

Completed initial training for pilot groups.

Pilot of digital petition process began.

PROGRESS


PROJECT STATUS: On Schedule

June 2014

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7KH2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\2,7XSJUDGHVOnBase13 to include authentication, which is critical to this project.

Complete work to create standard login to work as an electronic signature (authentication).

Pilot the ARC petition process with several advisors from SBA, CLAS, Psychology, and UNST Cluster Coordinators (for the Leading Social Change, American Studies, and Global Perspectives clusters).

Develop assessment plan for continuous process improvement.

Develop ownership of project moving forward.

Implement the Digital ARC Petition process.

Complete project.

OPEN ISSUES

• Reporting functionality in OnBase not currently available.

KEY DECISIONS

• Decided how DARS will be integrated into the petition (anticipated upgrade to U.Achieve will allow easier upload for students).










• Continued setting up digital ARC petition system to maintain documents and records in a retrievable format.

• Made significant progress in building electronic workflow and electronic signature.

• Finalized Project Plan/work outline.

• Finalized Project Management Plan.


• Workgroup will test the full digital ARC petition process.

• Complete initial training for pilot groups.

• Pilot of digital petition process begins.

• Office of Information Technology upgrades OnBase13, which is critical to this project.

• Complete work to create standard login to work as an electronic signature (authentication).

PROGRESS



April 2014

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http://www.pdx.edu





OPEN ISSUES

Reporting functionality in OnBase not currently available.

7KH2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\LVUHVHDUFKLQJthe best user authentication method, but nothing is currently in place.

Unsure if DARS will need to be attached and if so, will the student attach it, or a staff member? Need to clarify process.

KEY DECISIONS

None.

LEAD: Randi Harris, Special Assistant to the Vice PROVOST’S for Academic Innovation and Student 6XFFHVV2I¿FHRI$FDGHPLF$IIDLUV


COLLABORATORS: University Studies, Registration and 5HFRUGV'HJUHH5HTXLUHPHQWV2I¿FHRI,QIRUPDWLRQTechnology, Academic Requirements Committee,and Advising & Career Services






ACHIEVEMENTS THIS PERIOD

(2.3.14-3.9.14)

The student section of the digital Academic Requirements Committee (ARC) petition form was created in OnBase and workgroup is testing functionality.

Drafted Project Plan (detailed work outline/time-line).

Drafted Project Management Plan (brief document covering project scope, roles, and change management process).

GOALS FOR NEXT PERIOD

(3.10.14-4.27.14)

Set up digital ARC petition system to maintain documents and records in a retrievable format.

Workgroup will test the full digital ARC petition process.

Finalize Project Plan/work outline.

Finalize Project Management Plan.

PROGRESS



March 2014

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PROVOST’S CHALLENGEPROJECT STATUS: On ScheduleFebruary 2014

OPEN ISSUES

Reporting functionality in OnBase not currently available.

OIT is researching the best user authentication method, but nothing is currently in place.

Unsure if DARS will need to be attached and if so, will the student attach it, or a staff member? Need to clarify process.

KEY DECISIONS

None.

LEAD: Randi Harris, Special Assistant to the Vice PROVOST’S for Academic Innovation and

6WXGHQW6XFFHVV2I¿FHRI$FDGHPLF$IIDLUV


COLLABORATORS: University Studies, Registration DQG5HFRUGV'HJUHH5HTXLUHPHQWV2I¿FHRIInformation Technology, Academic Requirements Committee,and Advising & Career Services







2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\2,7FRQWLQXHVWRGHYHORSZRUNÀRZDQGHQJDJH+\ODQGIRUDQ\DGYDQFHGZRUNÀRZLVVXHV

&UHDWHGDQG¿QDOL]HG3URMHFW0DQDJHPHQWPlan (brief document covering project scope, roles, and change management process).


&UHDWHDQG¿QDOL]H3URMHFW3ODQ(detailed work plan/time-line).

Clarify process for attaching documents, VSHFL¿FDOO\'HJUHH$XGLW5HSRUWLQJSystem (DARS) to electronic petitions.

PROGRESS


PROVOST’S CHALLENGEPROJECT STATUS: On ScheduleDecember 2013

OPEN ISSUES

PSU does not currently own the reporting tool in OnBase; this will limit the reporting capability that is desired.

KEY DECISIONS THIS PERIOD (11.15.13-12.15.13)

Need CAS log in for authentication of users. This will require further research to see how 2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\DQG2Q%DVHcan support this type of authentication.

LEAD: Randi Harris, Special Assistant to the Vice Provost for Academic ,QQRYDWLRQDQG6WXGHQW6XFFHVV2I¿FHRI$FDGHPLF$IIDLUV


COLLABORATORS: 8QLYHUVLW\6WXGLHV5HJLVWUDWLRQDQG5HFRUGV'HJUHH5HTXLUHPHQWV2I¿FHRIInformation Technology, Academic Requirements Committee,and Advising & Career Services







2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\GHYHORSHGDSURWRW\SHRIWKHGLJLWDOIRUP7KHSURMHFWworkgroup reviewed the prototype and revisions are currently being made.


2I¿FHRI,QIRUPDWLRQ7HFKQRORJ\WREHJLQZRUNÀRZDQGHQJDJH+\ODQGIRUDQ\DGYDQFHGZRUNÀRZLVVXHV

&UHDWHDQG¿QDOL]H3URMHFW3ODQ(detailed work plan/timeline).

&UHDWHDQG¿QDOL]H3URMHFW0DQDJHPHQW3ODQEULHIGRFXPHQWFRYHULQJSURMHFWVFRSHroles, and change management process).

15

#107: Digitizing the Process: Development of a Digital AcademicRequirements Committee (ARC) Petition

Create online resources, including workflows and electronic signatures, to accelerate the AcademicRequirements Committee petition process. Digitizing this process will enable us to rethink every aspectof our petitions, eliminate redundancies, create institutional memory, and work toward a paperlessenvironment.

Project Status: On Schedule

Achievements this period (5.2013-11.15.13)

The project workgroup has mapped theARC petition pathways and selected theplatform that we will utilize for thedigital ARC petition.

Digital workflow was presented to theAdvising Council and received theirsupport.

Goals for next period (11.16.13-12.15.13)

OIT will begin development of theworkflow in OnBase and consult withHyland for high-level workflowdevelopment.

Key decisions this period (5.2013-11.15.13)

OnBase platform selection for thedigital petition.

CLAS Advising and UNST will selectseveral advisers and coordinators totest the pilot petition once it has beendeveloped.

Open issues

PSU does not currently own the reportingtool in OnBase;; this will limit the reportingcapability that is desired.

Lead: Randi Harris, Special Assistant to the Vice Provost for Academic Innovation and StudentSuccess, Office of Academic Affairs

Project Manager: Hans VanDerSchaaf

Collaborators: University Studies, Registration and Records, Degree Requirements, Office ofInformation Technology, Academic Requirements Committee,and Advising & Career Services

Provost's Challenge: Status Report, May 2013 - November 15, 2013 15

#107 Digitizing the Process: Development of a Digital...Drafted Project Management Plan (brief...

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