Programme Management Office

Project Charter & Scope Statement

Project Title: Project and Module Data Project
Project ID:
Project Sponsor: Brian Norton, President
Project Manager: Liam Duffy, IS Services
Charter approval date:

Document Control

Date Version Changed by Reasons for Change

30-01-12 V 1.0 Liam Duffy Original Document
02-02-12 V 2.0 Liam Duffy Consultation with Sponsor
10-02-12 V 3.0 Liam Duffy Consultation with Project Board
16-03-12 V 4.0 Liam Duffy Consultation with Project Board

Distribution List

Name Role eMail

Brian Norton Sponsor [email protected]
David Scott CISO [email protected]
Michael Mulvey Director, Academic Affairs [email protected]
Noel O’Connor Director, Student Services [email protected]
Paul Flynn Director, Finance [email protected]
Brendan Ruddy Operations Manager, Academic [email protected]
Affairs
Jane Murphy PMO [email protected]
Margaret Whelan SDST [email protected]
Jennifer Farrell Student Services [email protected]
Marie Kennedy SDST [email protected]
Andrea Marcelin College Manager [email protected]
Andy Myler Fees & Incomes Office [email protected]
Gillian Donagher IS Development Team [email protected]

IS Project Charter Document

ISPMO Project Charter

1. PROJECT ORGANISATION

1.1 PROJECT SPONSOR Brian Norton,

President
The Project Sponsor is the client side representative who acts as a single focal point of
contact with the project manager for the day-to-day management of the interests of the
project. The person in this role must have adequate knowledge and information about
the business and the project to be able to make informed decisions.

1.2 PROJECT MANAGER: Liam Duffy, Senior

Project Manager, IS
The Project Manager is the individual responsible for delivering the project. The Services
Project Manager leads and manages the project team, with the authority and
responsibility to run the project on a day-to-day basis.

1.3 PROJECT BOARD MEMBERS: • Brendan Ruddy, Academic Affairs

• Jennifer Farrell, Student Services
Project board members should be formally
• Marie, Kennedy, SDST
appointed with specific remit to assist in decision-
• Andy Myler, Fees & Incomes
making and on-going progress of the project.
• Gillian Donagher, IS Development
• Andrea Marcelin, College Manager

1.4 PROJECT BOARD RESPONSIBILITIES (if • Represent the Institute and ensure that effective
communications and feedback to stakeholders
different from agreed responsibilities on ISPMO
website) • Make key decisions on behalf of the Institute
whose interests s/he is representing on the Board

• Make board level decisions and promote the

implementation of all project decisions

• Take individual responsibility as required to

resolve key issues
• Provide demonstrable support to the Project
Manager, partners, team and the user community

1.5 RESOURCES PREASSIGNED: How many or what resources will be assigned to the
project?

Level of involvement of Academic Affairs & IS Development Staff is expected to be high, requires detailed
planning to measure

• Academic Affairs
- Quality Assurance (High)

• Student Services

- Registrations
- Timetabling

• Colleges Managers

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• Finance & Resources

- Fees & Incomes

- IS Development Staff (High)

• Strategic Development Services

• Exams Offices

1.6 STAKEHOLDERS: Who will affect, or be affected by, the project (influence
the project) as known to date? Please provide details.
• Academic Affairs & Registrar (Quality Assurance & Admissions)

• All Colleges

• Student Services (Registrations, Exams & Timetabling)

• IS Services

• Office of the President

• Finance

• Students

• Exams Offices

Further details of Roles & Responsibilities available on the “Project Roles” pages of the ISPMO website.

2. SCOPE STATEMENT

2.1 SCOPE The scope should define the boundaries of the project. What is included in the
project? Only work specified in this document is included in the project.

• Provide a mechanism of obtaining consistent programme and module data for all programme types
(including Post Graduate Research) across all IS system to meet operational and reporting requirements
(List of systems affected see appendix 1)

• Business Process design

• Map out and agree required business process around all programme, module and related data
approval within the QA Office
• Control programme, module data (incl. CRN’s and components), approval and entry to
systems to the Academic Affairs and Registrar following Academic Council approval

• Verify and correct all existing data for the current (2011-12) and next academic year (2012-13)
• Reflect programme, module data within the current Organisational Structure of DIT i.e. the College
Structure
• Ability to develop flexible reports arose
• Integration of data is to be included in the scope of the project.
• HEA returns
• Amend all user rights to create, change or delete programme, module or related data within IS Systems to
reflect revised Business Process

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2.2 OUT OF SCOPE Please provide a clear statement of what this project will not include

• Integration of third party systems Campus IT & Apply on Line with the Banner Student System
• Virtual University

• Student specific data

• Bluebrick & Springboard Integration

• Inputting, amending or archiving any legacy data

2.3 DELIVERABLES List the high level project outputs whose satisfactory delivery mark the
KNOWN completion of the project i.e. Tender \ supplier agreed, working computer code,
user training.

• Business process design for programme and module creation, from ‘cradle to grave’
• Implementation of revised access rights within system to reflect revised business process
• Integration at a business and technical level of IS systems to reflect revised business process
• Training of staff in relation to revised processes

2.4 PROJECT SUCCESS Specify what must be done in order for the project to be considered a success by
its stakeholders.
• There is a complete database of approved modules and programmes
• Feeds to other systems are in place
• A framework is in place for creating correct and accurate reports

3. REQUIREMENTS \ ASSUMPTIONS \ CONSTRAINTS \ DEPENCENCIES \RISKS

3.1 STAKEHOLDER Please describe any additional features that describe the desirable outcome of the
REQUIREMENTS project.

• As outlined in scope section 2.1 above

3.2 ASSUMPTIONS These are items which are uncertain and are presumed about the project

• This project is the number one priority project for 2102 [Agreed by Facilities, IT & Procurement
Committee – 17th January 2012)

• Coursewise is currently the definitive source of data [See also constraints]

• Resources (Financial and Staff) will be made available to the project when required and in a timely manner

• Decisions will be made in a timely manner

• Interdependencies between projects will be managed

• Data will be available by the required dates

3.3 CONSTRAINTS These are items which are known and impose restrictions on the project, i.e. Time,
Resources, Cost,

• Project timeline fixed at 30th June 2012 for completion

• Coursewise is the definitive source of data, this may impact on how we progress, but it is not necessarily
the final technical solution [See also Assumptions]

• Project is being implemented on multiple moving targets (Coursewise, Banner, CMIS etc.) e.g. CMIS is

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currently being upgraded

• Banner term roll needs to occur after 20th June and before 30th June and some changes cannot happen until
after that period we may therefore have to phase some implementation

• CMIS Term Roll occurs in late April, programme & module data for the coming year should be available at
that time
• CAO loads must commence in July (4th) and all programme data needs to be in Banner for that time, hence
30th June is fixed

• Automating some processes may be cost prohibitive and extremely difficult to achieve, this needs to be
assessed

• Interdependencies on other Projects

• Department of Finance Directives 02/09 and 02/11 – adherence to will lead to time delays

3.4 DEPENDENCIES A dependency is an item outside of the projects direct control but on which it depends
and without which time, cost or quality will be affected.

• Business Process Design from NQAI project

• NQAI Review and related projects [dependencies need to be assessed]

• HEA Returns Project – Needs to be completed

• Agresso and Core Projects – Organisational Structure feeds to Banner through interfaces

3.5 RISKS A risk is any item outside of the projects direct control which may affect the successful
delivery of the project, or may impact negatively on the project timescale, cost or
quality.

Risks not listed in any particular order of magnitude

• Banner System and its related hardware / software is currently in a de-support status, it is never advisable
to develop in an un-supported environment – See Appendix 4
• Banner 8.5 project may constrain what we can achieve

• Development completed in Banner 7.4 environment needs to be upgraded / re-developed for Banner 8.5
environment, may require us to change how the interface will work for a Banner 8 environment
• NQAI Review requirements (Projects under this initiative are not currently defined and have conflicting
timelines) – Appendix 5

• All other projects on the Facilities, IT & Procurement Committee approved list for 2012 and the demands
they place on resources and timelines

• Project timelines are extremely aggressive

• Insufficient time to adequately plan project or assess options

• Availability of resources including external resources as there are lead times of 2 to 3 months on booking
external resources

• Timelines for required procurement process is likely to be months

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• Operational demands on staff (IS & Functional) may impact on their availability for project related work

• Changes in the Organisational Structure will affect multiple systems and needs to be synchronised as a
change in one system may cause the interfaces between the systems to fail

4. PROJECT CHARTER APPROVAL

I have read the information contained in the charter document and recommend approval to proceed:

Name Signature Date

Approval signature (Project Sponsor)

Approval signature (Project Manager)

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Appendices
APPENDIX 1- IS SYSTEMS POTENTIALLY AFFECTED BY PROJECT
• Programme & Module Catalogue - Coursewise
• Student & Academic Records - Banner
• Timetabling - CMIS
• E-Learning - Web Courses
• TLT Grants System - TLT
• HR / Payroll & Student ID Card - Corehr
• HEA Returns
NOTE: DURING THE PROJECT OTHER SYSTEMS MAY BE IDENTIFIED

APPENDIX 2 – BRIEF DATA COMPARISON

Programmes [Data as of 3pm 27th Jan 2012)

• There are 307 programmes in Coursewise.
• There were 336 programmes returned to the HEA in October with students attached.
• There are currently 372 programmes with registered Students in Banner
• There are currently 622 Programmes in CMIS

Modules [Data as of 3pm 27th Jan 2012)

• Hard to map due to lack of CRNs in coursewise
• There are 5,179 modules in Coursewise
• There are 3,253 modules in Banner with at least 1 student registered for the current
term (Noting S2 Students probably not registered)
• There are 6,958 modules setup in Banner for 201112 (likely a lot not in use)
• There are currently 9,299 Modules in CMIS

NOTE: A random selection of two programmes from each of the four colleges was carried out to do a three way
comparison between the Programme Documents, Coursewise and Banner. Significant differences were
identified.

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APPENDIX 3- INTEGRATION OPTIONS PRESENTED BY SUNGARDHE

Coursewise integration options

Coursewise http://modulecatalogue.hosting.heanet.ie/catalogue/ is an application developed

locally at DIT by Academic Affairs that displays programme and module information to
students, prospects and staff. Through a login screen academic staff (or those authorised) can
set up new programmes and modules, and maintain them. At present the application is being
used as a point of reference only and is not integrated with any other systems.

DIT wants to use Coursewise as a single point of entry for all programme and module
information. Coursewise is then to be integrated with Banner so data is consistent. Data will
also be used in other DIT systems (e.g. CMIS and Raisers Edge). These systems currently
feed from Banner.

Coursewise has been developed in the past two years outside DIT‟s usual framework and it
now needs to be brought into the fold and will be managed by Information Services. It has
been developed using Django but at this stage there is not a full understanding of the database
behind it including the data structures. Coursewise currently has a single point of failure,
limited documentation and no test instance. Information Services need to spend time
discovering more about Coursewise to be able to support it in the short term at least whilst
the integration options are being considered.

The project deadline is June 2012 and this is the single most important project Information
Services is to work on.

I agree there should be one single point of entry for all programme and module information,
yet I also believe we need to consider the approvals process for quality assurance reasons.
The detailed requirements of this project are still to be specified but I think the options to
consider are:
1. An integration between Coursewise and Banner using the Infinity Process Platform
(IPP) as the integration tool
2. Implementation of a new version of Coursewise using the Programme and Modules
Approvals system developed through Infinity Process Platform (IPP) as a basis
3. Implementation of a new version of Coursewise using the Programme Catalogue
delivered in Banner and enhancements using the Self Service Engine

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Option 1: Integration between Coursewise and Banner using IPP as the integration tool

This option utilises the existing Coursewise as the single entry point for programme and module data
entry and maintenance, and uses the IPP tool to integrate with Banner.

Firstly, a full technical analysis of Coursewise would be required to see if it can turned into a fully
supported application by Information Services. Concerns already include:
• Development has been done outside DIT‟s usual framework
• Lack of knowledge and skill set to support Django
• Lack of information on longevity of Django
• Limited documentation
• Lack of a test system

Once this analysis is complete, Information Services will need to decide if this is a technically viable
and strategic way forward. If this is not the case, one of the other options should be followed or the
cost of bringing Coursewise to the required standards needs to be calculated (if indeed this is possible)
and used in the decision making process.

If Information Services agree this is a technically viable and strategic way forward, a full functional
analysis would be required to see if it meets the needs of the users. The analysis should involve
discussions with all stakeholders, including;
• Coursewise users with logins
• Representative staff and prospects and students that use the Coursewise live webpage
• Those involved in quality assurance at institution, college and school level
• Those that would hope to use Coursewise outputs in their systems in the future

Analysis should involve finding out who currently uses Coursewise and what they like and do not like
about the system, and whether it supports them to do their job in relation to programme and module
set up and maintenance. Concerns already include:
• Module and programme codes – where are these coming from? Any they just free text entry?
Does it validate to check if the code already exists?
• Lists of values behind certain fields – can individuals create a new school for example if they
need this? Is there not validation processing behind this? Or is creation restricted to selected
users?
• Lack of validation behind many important fields (e.g. level – it seems free text can be entered
here) which can impact quality of data and make further reporting and integrations very
difficult
• Lack of validation controlling whether data entry should be a number/date/text
• Validation of staff numbers - Is there a link with the HR system? If not, where do the numbers
come from?

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• When data is linked and relationships created, free text seems to be used and there
seems to be no validation. For example, when pre-requisites modules are added to a
module, it looks like you cannot select the module; you have to type in module code
or title. A lack of such data structures will make it difficult to integrate with other
systems without manual intervention.
• It seems an assumption has been made that assessment is part of the module on a one
to one basis. Can you not have more than one occurrence of the course which may
follow a different form of assessment? Or would this be classed as a separate module
at DIT? It is important to define what constitutes a module and what part of it has
been through the approval process, and how often and when it is allowed to change.
• Access rights and the control over who can change data
• Use of other systems to support the process (Excel spreadsheets, Word documents,
other databases, etc)
• Difficultly in reporting?
• Limited reporting?
• Different approach to reporting – not Business Objects, so how does this impact
strategic vision?
• Lack of audit history for changes?
• Usability and workflow
• Approval process – apart from some dates and approval flags nothing is known about
the approval process for initiating, creating and changing programmes and modules
that would come before the data entry into Coursewise. I presume this data is already
collated in some manner and passed to different internal and external people for
approval? Is this a paper based exercise or is another system used? If data has already
been entered somewhere it may be worth investigating whether it can be used as an
input so academics do not have to enter the data again or could Coursewise be used as
the

Once the functional analysis has been done, a full data review is required. I would advise
all data fields are looked at. The following needs to be considered:
• Accuracy of data
• Completeness of data
• Approval of data

I understand not all colleges and schools are using Coursewise as the authoritative source
of data at present so such an activity is essential if integration with Banner is the option
DIT progress with. The team were able to show me some comparisons between data held
in programme documents, in Coursewise and in Banner and there were many
discrepancies.

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If following the technical, functional and data analysis DIT wish to progress with the
option of utilising Coursewise as the single entry point for programme and module data
entry and maintenance, the next step is to do a mapping with Banner and consider any
implications. In addition to working out what data elements would need to be pushed
from Coursewise into Banner and where they would be held, DIT need to consider
potential issues such as those listed below:

• Data items in Coursewise will not be a straight forward mapping onto Banner fields,
and validation will need to be considered.

• Programme and Module Codes – if new programme and module codes are to be
created in Coursewise, how are DIT sure they do not already exist? Should a manual
check in Banner be part of the process or should checking be built into Coursewise?
Will Coursewise be able to collect all the other date required to set up new
programmes and modules? Will it be able to provide data that fits with the validation
of Banner fields (e.g. will it adhere to field length and type?) and use the existing lists
of values? If not, will the integration process fail and who will manually have to sort
the errors?

• Codes – similar to above, if any new codes are created in Coursewise (e.g. level code)
what will happen if this does not exist in Banner? Can new ones be set up? Who
should have the access rights to do this?

• Coursewise takes into consideration modules – how does this concept work with
Banner sections (CRNs) or is the integration purely to create modules in Banner and
sections would be created as they are now? DIT have some modules that have
multiple occurrences and the mapping between course and section is not one-to-one.

• Assessment held in Coursewise is at module level, whereas the electronic gradebook

works at section level. Additional information also has to be collected to support the
set up of electronic gradebook.

• Coursewise has a concept of streams. Analysis needs to take place to see how this
is/can be modelled in Banner.

• Coursewise has a concept of core, option and elective modules. Analysis needs to take
place to see how this is/can be modelled in Banner.

• Coursewise uses of term (e.g. 2011-2012), does this fit into Banner‟s concept of terms
that have been set up at DIT?

• If a change is made in Coursewise, will they be pushed into a holding table or will
DIT expect the changed to be instant? Will the push of data only be following some
kind of approval? Will the push of data always be linked to a term? Can changes only
be made in the existing term?

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After data mapping and addressing issues such as those above, if DIT wish to progress with
the option of utilising Coursewise as the single entry point for programme and module data
entry and maintenance, the next step is to look at IPP as a tool for building this integration.

IPP is a business process management suite; a combination of integrated application

components that function together to help improve operations by being able to diagram, store,
analyse, test, revise, deploy, execute and monitor a growing portfolio of business processes.
IPP supports service orchestration and can be used to develop custom integrations or new
solutions that span an institution‟s enterprise systems. IPP encourages end-to-end
management of entire processes which include both humans and systems.

IPP is a key component of SunGard Higher Education‟s “Open Digital Campus” strategy,
which seeks to assist Higher Education institutions in transforming their operations through
realistic exploitation of IT. The main areas where IPP can provide a solution are:
• Integration: Complex dependencies and integrations across legacy institute systems
that are difficult and costly to maintain over time and through multiple system
upgrades

• Agility: Inability of current higher education systems and technology environments to

easily adapt to changes in business needs, processes, and requirements

• Total Cost of Ownership: Ever increasing expense and effort required to acquire,
implement, and effectively maintain institutional systems

• Business Process Improvement: Ever changing people, process and technology

pressures limit the ability to explore automation or process improvement.

• Technology Currency: Ever increasing expense and effort required to maintain

technology currency across all campus systems and the IT environment as a whole

Further information on IPP can be found in the attachment below:

ESS-338_Open_Digit al_Campus_and_Infinity_External_Solution_Sheet.pdf
As an example, the University of Greenwich have carried out a project using IPP to integrate
Banner, Scientia and Moodle.

If DIT wishes to proceed with this option, we can arrange further discussions on the analysis
required and the use of IPP, as well as start to put together some costs and a project plan.

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Option 2: Implementation of a new version of Coursewise using the Programme and

Modules Approvals system developed through IPP as a basis

This option involves developing a new version of Coursewise for programme and module
data entry and maintenance and approval that will integrate with Banner, using IPP.
I have suggested this approach due to the concerns raised above with regards Coursewise –
from a technical, functional and data point of view. Further analysis is required but other
options should be considered as it may be time and cost effective to start with a new solution
rather than try and develop the existing local application.

A Programme and Module Approval system is being implemented at Leeds Metropolitan

University (LMU) using IPP and there seems to be many similarities between their project
and yours:

Leeds Metropolitan University (LMU) had an urgent business requirement to streamline their
course and module approval process as the university is embarking on a complete redesign of
the undergraduate curriculum. The key change will be to the curriculum structure, moving
from eight 15 credit modules per undergraduate level to six 20 credit modules per level. This
necessitates a complete re-validation and approval of all current Banner courses and modules.
There will be around 500 courses to approve and many thousands of modules.
The goal of this project is to streamline and automate the course and module approvals
process once strategic planning approval has been awarded, in order to:
• Maintain course and module approval information online
• Engage external advisors at an earlier stage in the process online
• Provide a fully auditable history of development and changes

To streamline the approval process the university wishes to automate the course and module
approval process once strategic planning approval has been awarded, in order to:
• Maintain course and module approval information online
• Engage external advisers on-line and at an earlier stage in the process than
traditionally the case
• Make progress through the approval process visible
• Provide secure access for actors in the process to read, update and comment in line
with assigned roles and responsibilities
• Devolve responsibility for setting up security roles to appropriate levels within the
university
• Provide a fully auditable history of development and changes
• Provide an online facility for comment
• Link CV's to courses and modules

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• Eliminate the need for face to face approval committees where appropriate
• Simplify the outcomes from approval – no approval with recommendations and/or
conditions – either approved or back for rework and resubmission
• Communicate the outcomes of the approval process to the wider university
community
• In the longer term, re-purpose outputs from the process into the prospectus and the
programme specification system

During the approvals process, LMU want the users will be guided through a series of dialog
screens, leading to completion of the course details and final approval from external advisors.
The course details will be refined in iterative steps, and a concept of freezing the course will
be introduced. This will essentially lock the course against change in order to engage external
advisors and prevent them having to comment against a 'moving target'.

Each participant will be able to provide comments on the course and its content. The
comments will be semi-formal and internal to the Course Development Team, and formal
from the external advisors requiring action or response from the Course Leader. A course will
then be submitted for approval by the Course Leader to the External Advisors, the QSRE, and
the DVC.

The course and module approvals process will be orchestrated by IPP and will involve
integration with the following external systems:
• Banner: Banner is the overall management software at LMU delivered by SunGard
Higher Education. Banner manages entities such as university programmes, courses,
teachers and students and covers functionality like registering, signing up and
personal information management. Banner is the master database for the above
information. IPP will be integrating with Banner to retrieve and commit course and
module information during the approvals process.

• Email Server: Notifications to the users will be generated throughout the IPP process
and IPP will be integrating with the SMTP server to facilitate this.

• Authentication: Sun Directory Service (DS) at LMU contains all the user
authentication information. IPP will therefore integrate with DS to authenticate a user
into the IPP portals. IPP will also query a role database provided by LMU to obtain all
the user attributes for authorization and role mappings.

• Reporting: LMU use Business Objects and this will eventually support the reporting
requirements. Initial reporting will be provided by IPP as there is a need to be able to
generate an approval document(s) in PDF format.

With a project similar to LMU, DIT would still need to analysis the DIT specific functional
requirements, but a supported technical framework would be provided, and data that already
resides in Banner and currently supports students can be used as the starting point. Further
consultancy can help with this analysis and business process mapping which can help DIT
align people, process, and technology with strategic priorities. By discovering new
efficiencies, eliminating inefficiencies, and aligning appropriately supported business

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processes with strategic initiatives, DIT can more successfully focus its resources on
achieving desired goals.
The technical approach would be a combination of IPP and Banner to deliver an integrated
end to end set of processes, which can be monitored and improved as the processes evolve
over time;
• IPP will be used to orchestrate the workflow of the business processes and provide
Business Activity Monitoring and easy identification control of the tasks being
performed.

• IPP and associated User Interface technologies (e.g. JSF or Groovy/Grails/ZK Zul)
will be created to collect relevant data for the described processes. Integration to
Banner will be performed to provide validation and improve data integrity.

• Communication and collaboration could be achieved using a variety of techniques

including built in tools within IPP, collaboration tools and email and portal
communications.

If DIT wishes to proceed with this option, we can arrange further discussions on the analysis
required and how the Programme and Approvals solution could be implemented at DIT, as
well as start to put together some costs and a project plan.

Concern was raised during the consultancy sessions that the upgrade to Banner 8.5 would
have serious implications for this project and its timescales. I can confirm that within this
option we would be making API and WebService calls to Banner so the impact of the
upgrade should be minimal and would be covered in the annual maintenance agreement.
When DIT upgrade to Banner 9 there may be a small update required but again this would be
included in the annual maintenance agreement

As an additional feature of this option, DIT could also implement Banner‟s Programme
Catalogue to allow staff as well as potential and existing students to learn more about your
programmes and modules from your website. If IPP pushes data into CAPP tables, then the
implementation of this feature would be easy and could replace the front end of Coursewise.
Please see the recording in option 3 for further information.

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Option 3: Implementation of a new version of Coursewise using the Programme

Catalogue as a basis

This option involves utilising the Programme Catalogue in Banner. This is a template
solution developed using the Self Service Engine that displays programme and module
information that has been set up in Banner (mainly CAPP). As an initial view it seems it
could replace the live version of Coursewise, however, the core data would need to be set up
in Banner forms and additional data can be entered by those with authorised access via Self
Service Banner. This may not be seen as a suitable replacement for the users who have
authorised access to Coursewise as data entry is not all in one place.

The data entry part of this option may mean it is not a viable option for DIT, yet since it is
Banner there would be no need for integration so I would encourage DIT to watch the
following recording to get an overview of the module:

Programme Catalogue (password: progcat): 35 minutes Password : progcat

Streaming:
https://sungardhe.webex.com/sungardhe/ldr.php?AT=pb&SP=MC&rID=37783947&rKey=8
36a4d6b1eeebdd1
Downloading:
https://sungardhe.webex.com/sungardhe/lsr.php?AT=dw&SP=MC&rID=37783947&rKey=8
817ff525679c78b

Programme Catalogue uses programme rules information set up in CAPP:

• SMAPRLE – Programme Definition Rules
• SMAPROG – Programme Requirements
• SMAAREA - Area Requirements

DIT would need to create information in CAPP for use in the Programme Catalogue module.
Programme Catalogue also allows the creation of supplemental data that does not have a
Banner field, and as this is built using the Self Service Engine some customisation can be
made to suit each institution‟s needs.

Since this module is developed using the Self Service Engine we could also investigate how
Programme Catalogue could be extended to meet DIT‟s requirements data entry requirements
but technical support would be required to make this assessment.

If DIT wishes to discuss this option further, we can arrange the appropriate people to be
involved, and start to put together some costs and a project plan.

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Since the project deadline is June 2012, DIT are encouraged to assess the options as soon as
possible whilst continuing their discovery into Coursewise, mapping the as-is and to-be
business process, and assessing the current state of data. I, along with your Account Manager
Sarah, are happy to discuss options further and can bring in further consultants as required.

I would personally recommend DIT look further into option 2 as I see this as a long term
solution that supports the whole programme and module set up and approvals process online.
It involves business process analysis and simulation, flexible workflow, distributed access
and user setup, a simple and intuitive user interface, approvals by internal and external
examiners, communication alerts, versioning and archiving, reporting, and connection with
Banner. Key elements include data persistence, data reporting, version management and data
re-purposing. Skills and experience picked up in IPP project can be used to support future
projects at DIT also.

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APPENDIX 4- RISKS ASSOCIATED WITH DEFERRING THE BANNER UPGRADE

This is not an exhaustive summary of the risks but summary of the main issues:
Infrastructure Overview – Information Services
The following application services use Alpha servers - Agresso, Banner, TLT (Student
Grants), Business Objects (Infoview)
1. Hardware maintenance cost is €28,000/annum for Alpha's. This provides for a 4 hour
response. Experience is that hardware will be repaired/fixed to SLA timescales, but this is not
a guarantee of service restore in acceptable time frame.
Recommendation: Have business plan and understand impact for non availability of
application for 3 days.
2.Backup/Recovery/Data Loss. All backup/recovery processes rely on manually written
scripts. Backups are also stored on tape. Estimate time to recover from tape is 3 days.
Recommendation: As 1.
3.Skillsets. These are limited to ~3 staff who could still administer these systems (i.e.
backup, recover, deal with HP on any hardware issues etc.)
Recommendation: Ensure 3rd party support, last estimate cost was €30k/annum or have draw
down arrangement (€1,000/day) to assist.
4. Platform Development. There are no new patches, bug fixes etc. to address any new items
that may occur.
Recommendation: Store additional copies of critical data completely outside of these
environments to protect data.
5. Physical environment. The majority of the servers involved are in room 1-016 Aungier
St. This room needs a refurbishment and upgrade. 1-016 also houses DIT phone system for
all calls, and primary Internet access. (Some Air conditioning has failed and there is a
notified issue on fire suppression.) The server & storage equipment takes up 50% of the
server floor space. Continuing to run Alpha is blocking the development of this room as any
facilities type work internally risks service. Equipment sharing the racks has not been
removed as it may break service.
6. Performance. There is a risk that the server/storage equipment just will not be able to
process the data & transactions required.
Recommendation: Ensure business processes are staggered so as not to attempt to run
applications at over capacity.
(Paul Reardon & Dearbhla O’Reilly)

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Banner System Configuration Strategy & Assessment

Extract from Section 4 – Risks – By Greg Peters, SGHE 25th January 2011

The hardware sizing contains only a test/dev environment and a production

environment, a disaster recovery environment should be considered to reduce the risk of
downtime caused by catastrophic failures or incidents. DIT does not currently have a
documented disaster recovery or business continuity plan and they do not presently
have equipment in place to recover their environments to. SunGard Higher Education
recommends that DIT create a documented Disaster Recovery plan that includes steps
needed to bring their environments back online as well as create a DR environment for
their Banner servers in case of a critical outage.

Currently the Dublin Institute of technology is running the TEST and PRODUCTION on
the same server. This limits DIT’s ability to adequately test upgrades before moving
them into production as well as removes their ability to test hardware and firmware
upgrades and changes without risking impacting the production database instance.
SunGard Higher Education recommends running separate server environments for
DEV/TEST and PRODUCTION at a minimum.

The DIT servers should be standardized at a minimum across application lines. For
instance all of the INB servers should share a common “golden image” build, which
includes the same release level, the same service pack or maintenance level and the
same patch level. Have servers built to a standard and be mirror images of each other
allows for the ease of troubleshooting should problems arise as well as an understanding
of how changes will affect the production servers by fully testing them on the test
servers.

The Dublin Institute of Technology does not currently have a scheduled maintenance
window in place to ensure timely updates of the operating system or applications.
Scheduled maintenance windows should be in place for all servers including Production
servers. The maintenance window should be recurring at a minimum of once per month
and should be documented and advertised so that groups can plan accordingly in
advance of outages. Maintenance windows allow systems administrators the needed
time to ensure the systems are kept up-to-date with other systems as well as to ensure
critical and security patches can be added to servers in a timely fashion which minimizes
the risk of outages.

The current database server hardware in use at DIT is no longer within the support life
cycle. This puts DIT at risk of a failure without being able to contact the vendor for
support of the server. This could cause an outage to become long term and in some
cases DIT could risk not being able to recover from an outage on the existing hardware.

The current application server hardware in use at DIT is at the end of its support life
cycles but maintenance contracts for that hardware can still be purchased. The cost of
ongoing maintenance contracts beyond the original support life cycle can quickly become
cost prohibitive.

The current version of Banner being run at DIT, 7.4 is limited to Oracle 10g. Banner and
Oracle 10g are at their end of support life cycles, information concerning de-support
dates for Banner can be found on the documentation site under FAQ CMS-11730.
Banner 7.4 was de-supported at SunGard Higher Education as of 30 April 2011.
Tru64 will be de-supported at SunGard Higher Education as a Banner OS as of 15 April
2012. Oracle 10g will be out of Oracle support at the end of April 2012.

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Letter from SungardHE in relation DIT’s version of Banner

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APPENDIX 5- NQAI REPORT – RELATED IS ELEMENTS FOR 2012-01-30

Annual Report

to the

National Qualifications Authority of Ireland

Academic Year 2010/2011

IS Elements for 2012

6th January 2012

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European Standards and Guidelines Topic

DIT Action Reference Number
1.2 Policy and procedures for quality assurance

Recommendation – Page 11, June 2011 Report

In terms of strategic oversight of quality assurance, the Academic Council and its
sub-committees, particularly the Academic Quality Assurance sub-committee, should
focus on activity at the College level. They should review the effective operation of
quality assurance processes at the College level. Individual Colleges, in turn, while
operating inside an institutional system of processes and reporting, should be
delegated more responsibility for setting priorities for Schools and for programmes.
Mechanisms to share good practice should be actively promoted at School and
College levels, for example, making available all the elements of School reviews
(self-evaluation reports, panel reports and follow-up) to all Schools.

Institute response June 2011

Academic Affairs will implement this recommendation. The implications of such
changes need careful consideration through a consultative process with Colleges
and Schools. Early in the next academic year, Academic Affairs will meet with each
College Board to assess how to best implement this recommendation and seek
Academic Council approval accordingly.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Head of Quality Assurance

and Academic Programme
Records

Actions Action owner Timeframe

Develop (i) policy that devolves Head of QA & September 2012
responsibilities within a common APR
framework and (ii) statement in
relation to decision making within the
Institute. These will reflect and
enhance existing practices and
procedures.

Develop and implement common

business processes underpinned by
and contingent on a single integrated
IS system, as follows: Head of QA &
APR and
1. consolidate existing business Academic Affairs February 2012
processes Operations
Manager
2. undertake systems analysis and Chief Information September 2012
beta implementation Officer

3. full implementation across the Head of QA & September 2013

Institute. APR and CIO

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Use existing mechanisms to collect Head of QA & March 2012

and disseminate good practice and APR
explore other appropriate
mechanisms.
Each Director and September 2011 –
College Reviews to ensure effective Dean of College December 2012
operation of processes.

Dependencies Development of the integrated IS systems (see Recommendation

1.5) and providing greater transparency and visibility to processes
while they are in train (e.g. Q5).

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DIT Action reference number European Standards and Guidelines Topic

1.5 Policy and procedures for quality assurance

Recommendation – Page 12, June 2011 Report

DIT should consider how to improve the tracking and monitoring of decisions,
documents and records concerning the multiple quality assurance processes,
including the introduction of workflow management systems and a records
management system.

Institute response June 2011

DIT will develop and implement formal processes that address this recommendation.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Head of Quality Assurance

and Academic Programme
Records

Actions Action owner Timeframe

Develop and implement common Head of QA & APR February 2012
business processes underpinned by and Academic
and contingent on a single Affairs Operations
integrated IS system (see Manager
Recommendation 1.2), including
consolidation of existing business
processes. Chief Information
Officer June 2012
Install and implement new electronic
data records management system.
Head of QA & APR
Review and transfer legacy data on June 2013
to new system.

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DIT Action reference number European Standards and Guidelines Topic

3.1 Assessment of students

Recommendation – Page 21, June 2011 Report

DIT is encouraged to continue to improve the quality and consistency of information
on assessment in Student Handbooks and on CourseWise

Institute response June 2011

The Learning Teaching & Technology Centre (LTTC) to define a ‘standard’ for the
articulation of information on assessment and devise an implementation plan to be
communicated to all staff together with training workshops.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Head of LTTC

Actions Action owner Timeframe

Develop an Institute standard on the Head of LTTC September 2012
information required on assessment.

Each student handbook to conform to

the new format and will be available Each Programme September 2012
on-line linked with other on-line Chair
resources.

Review the effectiveness of student

handbooks and report annually to Each Director and September 2012
Academic Council. Dean of College

Develop and implement common

business processes underpinned by
and contingent on a single integrated
IS system, as follows:
Head of QA/APR and
• consolidate existing business Academic Affairs February 2012
processes Operations Manager

• undertake systems analysis Chief Information

and beta implementation Officer September 2012

• full implementation across the Head of QA & APR

Institute and Chief Information September 2013
Officer
DIT Action reference number European Standards and Guidelines Topic
5.6 Learning resources and student support

Endorsed Action – Page 29, June 2011 Report

Leverage on-line resources to enable flexible provision of programmes, services,
information and communication between staff and students

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Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer /

Head of LTTC

Actions Action owner Timeframe

Initiate pilot of lecture capture Head of LTTC and February 2012
software with audio-visual Chief Information
technicians / upgrade of telematics Officer
facilities.
Head of LTTC
Propose model for virtual campus March 2012
and establish resource requirements.

Identify new demands for learning Head of LTTC

and teaching initiatives (see November annually
Recommendations 4.1 and 4.2).

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DIT Action reference number European Standards and Guidelines Topic

6.1 Information systems

Recommendation – Page 31, June 2011 Report

The new IS strategy should take account of how Information Systems can support
quality assurance.

Institute response June 2011

The recommendations provided within the review to be prioritised within the
operation plan for the Information Systems function.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer

Actions Action owner Timeframe

Develop and implement common Head of QA & APR and February 2012
business processes underpinned by Academic Affairs
and contingent on a single integrated Operations Manager
IS system, including the need to
consolidate existing business
processes (see Recommendation
1.2).

Revise IS operational plan to satisfy Head of QA & APR / March 2012

QA requirements. Chief Information
Officer

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DIT Action reference number European Standards and Guidelines Topic

6.2 Information systems

Recommendation – Page 31, June 2011 Report

Whilst acknowledging the challenges to integrate IS, the Panel recommends that
work be advanced to achieve compatibility between CourseWise and Banner.

Institute response June 2011

A project is already underway to bring together Banner and CourseWise to provide
an integrated seamless source of module and programme information. Full
implementation will be progressed as a matter of priority.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer /

Head of Quality Assurance
and Academic Programme
Records

Actions Action owner Timeframe

Specify the business requirements Head of QA & APR and December 2011
for a single electronic programme / Academic Affairs
module repository. Operations Manager

Report on solutions and timeframes January 2012

in relation to this specification. Chief Information Officer

Develop a process for Schools to

transfer legacy data identifying Chief Information Officer May 2012
resource requirements.

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DIT Action reference number European Standards and Guidelines Topic

6.3 Information systems

Recommendation– Page 31, June 2011 Report

The DIT is encouraged to facilitate the greater automation of quality assurance
processes (from input to retrieval) as a means of improving efficiency, managing
workflows and records and in ensuring timely access to data and a fully informed
profile of activity. This needs to be accessible to Programme Committees, Schools,
Colleges, Academic Affairs and the Registrar, dedicated Quality Assurance
personnel and Student Services.

Institute response June 2011

The solution to be adopted will be full on-line availability of information in a
structured format.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer

Actions Action owner Timeframe

Define the user requirements for the Head of QA & APR February 2012
workflow of a document
management system based on the
Handbook for Academic Quality
Enhancement.
Chief Information
Specify and procure the best Officer June 2012 (subject to
information system to meet these funding)
requirements.
Each Director and
Implement new automated workflow Dean of College October 2012
pilot for Q5 process.

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DIT Action reference number European Standards and Guidelines Topic

6.4 Information systems

Recommendation – Page 31, June 2011 Report

The DIT is also encouraged to develop the capacity of its Information System to
provide more automated student cohort analysis, for example, to measure and track
student progression from entry to achievement of an award and make this easily
available to the quality assurance system (in place of the manual extrapolation of
data).
Institute response June 2011
Systems and data management processes will be modified to enable both individual
students and student cohorts to be tracked and reported on for specified academic
purposes, with the elimination of manual extrapolation of data to be set as a priority.

Executive owner Person responsible for

managing action
Director of Academic Affairs and Registrar Chief Information Officer

Actions Action owner Timeframe

Develop an Information Strategy to Chief Information February 2012
further the integration of the Institute’s Officer
applications using a user centred design
approach.

Establish a number of working groups, Chief Information May 2012

including examinations, admissions, Officer
registrations, finance, Programme
Chairs to specify the reports required as
part of tracking students / student
cohorts.

Each College to provide a complete list Each Director and May annually
of the following academic year’s Dean of College
Programme Chairs.

Publish further the reports that are Chief Information May 2012
currently available and make training Officer
available on accessing these reports as
part of new Programme Chair Induction
and periodic training for Heads of
School / Department.

Dependencies Immediate priority reports to be made available but IS capacity to

make integrated reports available is dependent on the integration
of current systems (see Recommendation 6.1).

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DIT Action reference number European Standards and Guidelines Topic

6.5 Information systems

Recommendation – Page 31, June 2011 Report

The DIT is encouraged to consider enhancing the range of relevant data captured in
the Electronic Grading System to meet academic needs.

Institute response June 2011

Academic Affairs to specify requirements of the EGB with a view to IS carrying out
an implementation within the next two years.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer

Actions Action owner Timeframe

Specify additional data/information Chief Information May 2012
required as part of the EGB Officer
environment which are within the
capability/capacity of “Banner” to
deliver.

Develop a plan to deliver the required Chief Information December 2012

reports. Officer

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DIT Action reference number European Standards and Guidelines Topic

6.6 Information systems

Endorsed Action – Page 31, June 2011 Report

Determine and provide additional functionality required to support leveraging
modularisation.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer

Actions Action owner Timeframe

Specify the systems to support the Chief Information December 2012
provision of greater choice within Officer
programmes and the ability to
access modules from across the DIT
system. This is to include the
provision of individual student
timetables and tracking of student
results.

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DIT Action reference number European Standards and Guidelines Topic

7.1 Public information

Recommendation – Page 33, June 2011 Report

The Panel acknowledges that substantial work has been undertaken on the updating
of the Institute website in recent years. However, some important omissions remain,
in particular, information on programme learning outcomes is not regularly included
as part of programme information. Summaries of external programme accreditations
would also be a useful addition. The DIT may also wish to utilise the internal skills
and resources at its disposal in the Schools of Marketing and Computing to enhance
the website as a communications instrument.

Institute response June 2011

The recommendation on learning outcomes & accreditation details is to be
addressed. An action plan will be devised and implemented by the Public Affairs
Office with a view to enhancing the website in this regard.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Head of Admissions

Actions Action Owner Timeframe

Update, in conjunction with the Head of Admissions March 2013
Colleges, the website and
prospectuses to reflect and
summarise the learning outcomes
and provide links to quantitative
reports on admission, transfer and
progression of students for every
programme on offer.

Further communicate to potential Head of Admissions March 2013

applicants arrangements for the
recognition of all prior learning.

Revise the programme / module Chief Information Officer June 2012

catalogue to include a section for
programme learning outcomes.

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DIT Action reference number European Standards and Guidelines Topic

7.2 Public information

Recommendation – Page 33, June 2011 Report

CourseWise, the module catalogue, has enormous potential, and needs to be fully
populated. The Panel recommends that the DIT continue to develop CourseWise as
the single repository for programme information, module descriptors, learning
outcomes, assessment criteria and exam papers and to make it fully operational for
all programmes and modules. The Panel also heard evidence that training for staff
and students on inputting to, and navigating, CourseWise would be beneficial.
Institute response June 2011
This recommendation will be implemented.

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Chief Information Officer /

Head of Quality Assurance
and Academic Programme
Records

Actions Action owner Timeframe

Nominate an individual in each School Each Head of School January 2012
to be responsible for ensuring the
catalogue is populated for programmes
and modules they ‘own’.

Establish a Project Group to propose Chief Information

the solution for a seamless electronic Officer December 2011
repository for programme and module
information.

Carry out a data integrity project, with

resource requirements which will
include:
• Training for all concerned Chief Information
• Inputting of quality assured Officer December 2013
current data by each School Each Head of School
• Implementing the quality Head of QA & APR
assurance process which
ensures that content is validated
and current Each Head of School
• Achieving a defined level of
content accuracy Chief Information
Officer / Head of QA
Archive superseded programme and & APR
module information
March 2014

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DIT Action reference number European Standards and Guidelines Topic

9.1 Participation in the Bologna process

Endorsed Action – Page 29, June 2011 Report

Provide the Diploma Supplements automatically

Executive owner Person responsible for

managing action

Director of Academic Affairs and Registrar Head of Student

Administration

Actions Action owner Timeframe

A working group will be established to Head of Student December 2011 –
develop a system to provide diploma Administration October 2012
supplements automatically, taking into
account national/European initiatives
underway.

Finalise the automatic issuing of

Diploma Supplements. Head of Student October 2012
Administration

Dependencies Upgrade of “Digitary”, resolution of Business process issues and

the development of the CourseWise / “Banner” Interface.

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