re-inventing the wheel: building a web-based course approval system
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Re-Inventing the Wheel: Building a Web-based Course Approval System. University of California, Davis Keitha Hunter, Assistant Registrar [email protected] Christopher Blaise Redder, Information Architect [email protected]. - PowerPoint PPT PresentationTRANSCRIPT
Re-Inventing the Wheel:Re-Inventing the Wheel:
Building a Web-based Building a Web-based Course Approval SystemCourse Approval System
University of California, DavisUniversity of California, Davis
Keitha Hunter, Assistant RegistrarKeitha Hunter, Assistant Registrar [email protected]@ucdavis.eduChristopher Blaise Redder, Information Christopher Blaise Redder, Information ArchitectArchitect [email protected]@ucdavis.edu
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UC Davis is . . .UC Davis is . . . Located in Davis, California (pop. Located in Davis, California (pop.
55,000), about 15 miles from the 55,000), about 15 miles from the state capitol, Sacramento, and about state capitol, Sacramento, and about 70 miles from San Francisco70 miles from San Francisco
Established in 1908 as the University Established in 1908 as the University Farm for students from UC BerkeleyFarm for students from UC Berkeley
Current enrollment of approximately Current enrollment of approximately 26,000 students; 30,000+ by 201026,000 students; 30,000+ by 2010
Operates on the quarter systemOperates on the quarter system
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UC Davis is . . .UC Davis is . . . 3 Undergraduate Colleges3 Undergraduate Colleges 2 Undergraduate Divisions2 Undergraduate Divisions Graduate StudiesGraduate Studies 4 Professional Schools4 Professional Schools
School of MedicineSchool of Medicine School of LawSchool of Law School of Veterinary MedicineSchool of Veterinary Medicine Graduate School of ManagementGraduate School of Management
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CoursesCourses About 8000 active courses in the student About 8000 active courses in the student
information systeminformation system Courses approved and enacted year-Courses approved and enacted year-
roundround Turnover averages around 10% per Turnover averages around 10% per
academic year (range=7-25%)academic year (range=7-25%) The approval process is based on a paper The approval process is based on a paper
form and a series of review committees, form and a series of review committees, which is which is different for each college, different for each college, division, graduate program and division, graduate program and professional schoolprofessional school
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Existing Course Approval Existing Course Approval SystemSystem 30-year-old paper-based form and process30-year-old paper-based form and process
5-part NCR form purchased in packets of 105-part NCR form purchased in packets of 10 Typewriters and white-outTypewriters and white-out Insufficient room on form to record course Insufficient room on form to record course
infoinfo Insufficient information collection Insufficient information collection Sole official copy travels by interdepartmental Sole official copy travels by interdepartmental
mailmail Reviewers travel to a main office to review Reviewers travel to a main office to review
formsforms Only one reviewer at a time can read the Only one reviewer at a time can read the
documentdocument
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5 Copies:5 Copies:•Registrar’s Registrar’s (official (official record)record)•Academic Academic SenateSenate•Dean’s Dean’s Office Office •Department Department (2)(2)
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Room for ImprovementRoom for Improvement NCR cannot be recycled or NCR cannot be recycled or
erased/correctederased/corrected Departments must purchase NCR Departments must purchase NCR
forms and supply photocopies of all forms and supply photocopies of all documents for the college committeesdocuments for the college committees
Reviewers must hike across campusReviewers must hike across campus Documents get lost, misplaced, worn Documents get lost, misplaced, worn
outout Changes noted on one copy may not Changes noted on one copy may not
be transmitted to othersbe transmitted to others
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Idea for ChangeIdea for Change Use existing technology to build a Use existing technology to build a
Web-based Course Approval systemWeb-based Course Approval system Computers—not typewritersComputers—not typewriters Cut-and-paste—not white-outCut-and-paste—not white-out Electrons—little or no paper (save Electrons—little or no paper (save
trees!)trees!) E-mail—not memos and campus mailE-mail—not memos and campus mail Formalize process; no memos; Formalize process; no memos;
synchronous recordssynchronous records Single, permanent, accessible archiveSingle, permanent, accessible archive
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How Did We Get into This How Did We Get into This Business?Business?
A “logical” choice: Registrar’s Office is the A “logical” choice: Registrar’s Office is the office of record for coursesoffice of record for courses Publishes Publishes General Catalog, Class ScheduleGeneral Catalog, Class Schedule Maintains Student Information SystemMaintains Student Information System
Enthused professor in School of Veterinary Enthused professor in School of Veterinary Medicine pilots an approval system for Medicine pilots an approval system for their courses; urges Registrar to their courses; urges Registrar to participate in/undertake the project participate in/undertake the project (Answer: no)(Answer: no)
Interim Registrar pressured by Academic Interim Registrar pressured by Academic Senate and upper-level management Senate and upper-level management (Answer: yes)(Answer: yes)
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Volunteers Please Step Volunteers Please Step Forward…Forward… Catalog EditorCatalog Editor
7+ years in role; 8 catalogs produced already7+ years in role; 8 catalogs produced already Guest of Academic Senate Committee on Guest of Academic Senate Committee on
CoursesCourses Strong working relationships with those Strong working relationships with those
affectedaffected Keeps paper records; maintains SISKeeps paper records; maintains SIS
Programmer/AnalystProgrammer/Analyst 5 years previous database design experience5 years previous database design experience 3 years in role; Web site manager3 years in role; Web site manager Web applications development experienceWeb applications development experience
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Support ? — What’s That ?!Support ? — What’s That ?! Two staff members “volunteered”Two staff members “volunteered” No other resources were allocated No other resources were allocated No committees were formedNo committees were formed ““Endorsed” by upper-level Endorsed” by upper-level
managementmanagement Inherited by current RegistrarsInherited by current Registrars
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In the Beginning…In the Beginning… Catalog Editor’s charge: Catalog Editor’s charge:
““You know what I want; just go do it.”You know what I want; just go do it.” No, I did not consult the end usersNo, I did not consult the end users No, I did not consult management No, I did not consult management
on design or requirementson design or requirements Yes, I knew what I wanted to Yes, I knew what I wanted to
accomplishaccomplish Yes, I knew what the Academic Yes, I knew what the Academic
Senate wantedSenate wanted
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Goals of Senate Courses Goals of Senate Courses CommitteeCommittee Remote accessRemote access
Eliminate travel around campus; no time Eliminate travel around campus; no time restrictions for viewing; more than one member restrictions for viewing; more than one member can view forms at any time; less paper and can view forms at any time; less paper and photocopying; screen projection in futurephotocopying; screen projection in future
Better data: complete information on formsBetter data: complete information on forms Streamline review of Division of Biological Streamline review of Division of Biological
SciencesSciences Guarantee of receiving mandatory Expanded Guarantee of receiving mandatory Expanded
Course Description (ECD)Course Description (ECD) Easier to editEasier to edit Public access to the approved coursesPublic access to the approved courses
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Approach (Analysis)Approach (Analysis) All analysis and design is done by the All analysis and design is done by the
Editor and the ProgrammerEditor and the Programmer Editor researches habits and Editor researches habits and
procedures of departments and procedures of departments and courses committeescourses committees
Programmer designs freely, Programmer designs freely, following Editor’s storyboard of form following Editor’s storyboard of form and routing designsand routing designs
Duo collaborates frequently and Duo collaborates frequently and informally on an as-needed basisinformally on an as-needed basis
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Approach (Technological)Approach (Technological) Develop in MS Access; deliver using Develop in MS Access; deliver using
Allaire’s Cold Fusion/NetObjects Allaire’s Cold Fusion/NetObjects FusionFusion These resources are availableThese resources are available Existing office Web site is NetObjects Existing office Web site is NetObjects
basedbased Programmer has high skill level in bothProgrammer has high skill level in both Database can be converted to Oracle laterDatabase can be converted to Oracle later Deliver through existing office Web serverDeliver through existing office Web server
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FunctionalitiesFunctionalities Platform independentPlatform independent
Users access on Mac or PC with Internet Users access on Mac or PC with Internet Explorer or Netscape from on or off campusExplorer or Netscape from on or off campus
Field-based data collection in formField-based data collection in form Validation tables used whenever possibleValidation tables used whenever possible Automatic e-mail notifications of routing Automatic e-mail notifications of routing
actions (receipt, rejection, approval)actions (receipt, rejection, approval) Online status checkOnline status check Archived courses databaseArchived courses database
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FeaturesFeatures Automatic “Save” and a “Saved” status Automatic “Save” and a “Saved” status
to allow for work interruptions, etc.to allow for work interruptions, etc. Date stampsDate stamps Users can have multiple accounts, each Users can have multiple accounts, each
at different levelsat different levels Printable course “form” (course Printable course “form” (course
summary)summary) Sortable lists of in-progress coursesSortable lists of in-progress courses Cut-and-paste capabilitiesCut-and-paste capabilities Viewing controls for committee Viewing controls for committee
meetingsmeetings
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How Does It Work?How Does It Work? Routing is the keyRouting is the key
Automates the approval processAutomates the approval process Generates the e-mailGenerates the e-mail
Routing is determined byRouting is determined by User information (level, department, and User information (level, department, and
college)college) The routing path for each college/schoolThe routing path for each college/school The course level (whether undergraduate, The course level (whether undergraduate,
0-199; graduate, 200-399; or professional, 0-199; graduate, 200-399; or professional, 400-499)400-499)
User level controls access privilegesUser level controls access privileges
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User LevelsUser Levels At the DepartmentAt the Department
Users Users ChairsChairs
At the Dean’s OfficeAt the Dean’s Office College/Dean and a POC (point of contact)College/Dean and a POC (point of contact)
At the Graduate and Academic Senate At the Graduate and Academic Senate CmteCmte College and a POCCollege and a POC
At the Registrar’s OfficeAt the Registrar’s Office Editor Editor AdministratorAdministrator
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Basic Routing PathwaysBasic Routing Pathways
User
Editor
(Registrar’s
Office)Archive
To dreams
Graduate Group Courses
All Undergraduate Courses
Graduate Council
Departmental Graduate Courses
Chair
College/School Point of Contact
All Graduate Courses
All Law and Professional Medicine Courses
Department
shared secretary
Academic Senate COCI
At the end of each arrow is an e-mail
Each arrow is a “Submit”
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Decisions and ChallengesDecisions and Challenges Serve broad community Serve broad community
System must accommodate everyone, but must System must accommodate everyone, but must not interfere with their internal processesnot interfere with their internal processes
SecuritySecurity Moderate log-in security to access system Moderate log-in security to access system
(content is not confidential)(content is not confidential) Access within system is complex; control Access within system is complex; control
privileges for viewing, editing, deleting, privileges for viewing, editing, deleting, routing, etc.routing, etc.
Distributed user managementDistributed user management Departments and colleges control their own Departments and colleges control their own
usersusers
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Development TimelineDevelopment Timeline
Secretary in Engineering develops “soft” form (MS Word-based)
1996
1998
1997
VetMed system in development
First and only project planning meeting
Registrar departs; Interim Registrar
VetMed professor demos pilot to Registrar, Editor
Paper-based system
Editor specs form; prelim routing scheme
Routing system design begins
Nov
OctAugApr Jun
Prog. 1st form draft
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TimelineTimeline
200 users signed on by end of June
1999
2001
2000
Pilot roll-out; train POCs; send e-mail
Open “Edit” to depts for forms at college; Continue VetMed accomodations
Release ver. 2.0
Senate complaints; chair turn-over, etc.
CUMREC
Fix annotations; build admin privileges; improve “publications” extract, ETC.
July
OctAug
Feb May
Prioritize and select upgrades
Mar
bugs, bugs, bugs…
Create extract for pubs
400+ users signed on by end of Dec
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Oops...Oops... Started with too few pathwaysStarted with too few pathways Didn’t use program to separate courses Didn’t use program to separate courses
going to Graduate vs. Academic Senate going to Graduate vs. Academic Senate committeescommittees
Didn’t anticipate the problems of volume for Didn’t anticipate the problems of volume for POCs and their committeesPOCs and their committees queuing, sorting, date stamp, controlling queuing, sorting, date stamp, controlling
meetingsmeetings Didn’t anticipate such immediate Didn’t anticipate such immediate
acceptance; couldn’t meet development acceptance; couldn’t meet development demandsdemands
Controlling changes in users is complicatedControlling changes in users is complicated
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Measures of SuccessMeasures of Success 200 users on system within 3 months200 users on system within 3 months 400 users on system within 8 months400 users on system within 8 months No training offered or neededNo training offered or needed
One training session for POCs + 2 Senate One training session for POCs + 2 Senate membersmembers
One training session for Veterinary MedicineOne training session for Veterinary Medicine Training session for School of MedicineTraining session for School of Medicine
Unofficially adopted by Academic Senate Unofficially adopted by Academic Senate Courses Committee in winter 2000Courses Committee in winter 2000
Officially adopted by Academic Senate Officially adopted by Academic Senate Courses Committee in February 2001Courses Committee in February 2001
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Measures of SuccessMeasures of Success Paper forms disallowed in 2001Paper forms disallowed in 2001 Many kudos from users, especially after Many kudos from users, especially after
version “2.0” in October 2000version “2.0” in October 2000 No one wants to return to the paper No one wants to return to the paper
systemsystem As of May 2001As of May 2001
563 users with 630 accounts563 users with 630 accounts 813 courses in the archive813 courses in the archive 675 courses in the system currently675 courses in the system currently
Almost no browser or server problems to Almost no browser or server problems to datedate
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Some Things Never ChangeSome Things Never Change Overall time frame for a course to Overall time frame for a course to
reach full approval is minimally reach full approval is minimally altered…altered…
Routing and notification and Routing and notification and corrections are easier, faster—BUT,corrections are easier, faster—BUT,
Approval itself depends on when the Approval itself depends on when the succession of committees actually succession of committees actually meet, which is a moderate schedule meet, which is a moderate schedule that seldom includes the summer that seldom includes the summer monthsmonths
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What’s Still to ComeWhat’s Still to Come Develop a separate “Signatory” functionDevelop a separate “Signatory” function Improve the Course Summary printing Improve the Course Summary printing
(pdf ?)(pdf ?) Better navigation through pages in course Better navigation through pages in course
listslists Restore privacy to annotationsRestore privacy to annotations Administrative reports and values accessAdministrative reports and values access Change to conform with campus log-on Change to conform with campus log-on
goalsgoals Restore User Addition featureRestore User Addition feature Improve course “extract” for publicationsImprove course “extract” for publications
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StatusStatus A work in progress…A work in progress… But still a fully adopted campus But still a fully adopted campus
systemsystem
Phase 2Phase 2 Or… “If only I could get some Or… “If only I could get some
money…”money…” Benefits for Registrar’s OfficeBenefits for Registrar’s Office Benefits for campusBenefits for campus
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GoalGoal
OneOneCentral,Central,
Permanent, Permanent, Accessible Accessible
COURSE COURSE ARCHIVEARCHIVE
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DreamsDreams The course archive will feed:The course archive will feed:
Student Information System (Banner)Student Information System (Banner) Degree Navigator (degree audit system)Degree Navigator (degree audit system) General Catalog (hardcopy publication)General Catalog (hardcopy publication) Web Catalog (Web-delivered catalog)Web Catalog (Web-delivered catalog) my.ucdavis.edu (campus Web portal)my.ucdavis.edu (campus Web portal) why.ucdavis.edu (campus personalized why.ucdavis.edu (campus personalized
recruitment site for enrolling students)recruitment site for enrolling students) Web registration system and Class Web registration system and Class
Schedule publicationSchedule publication
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ArchiveArchive One place to enter, updated and One place to enter, updated and
store datastore data Stop re-keying course information 6 Stop re-keying course information 6
and 7 timesand 7 times Use technology to “export” data to Use technology to “export” data to
other locationsother locations Real-time information availableReal-time information available
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RecommendationsRecommendations Allocate appropriate resources!Allocate appropriate resources!
Funds, staff, time, tools, commitment, etc.Funds, staff, time, tools, commitment, etc. Create project team with members Create project team with members
that know: that know: Technical development and deliveryTechnical development and delivery Nature of the curriculum development Nature of the curriculum development
processprocess SIS structure, functionality and SIS structure, functionality and
maintenancemaintenance Diplomacy and the institutional cultureDiplomacy and the institutional culture
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RecommendationsRecommendations Start with a long-range vision, so you Start with a long-range vision, so you
can build to meet current and can build to meet current and emerging needs and usesemerging needs and uses
Design intuitively, with user comfort Design intuitively, with user comfort in mindin mind
Have technical and management Have technical and management oversightoversight
Expect Web browser differences and Expect Web browser differences and problemsproblems
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Questions?Questions? This presentation, a description of This presentation, a description of
database tables (pdf) are available database tables (pdf) are available at:at:
http://registrar.ucdavis.edu/http://registrar.ucdavis.edu/presentations/cumrecpresentations/cumrec
Where to look:
Test site: http://lobster.ucdavis.edu/cafLog in as RegGuest. Password: visitor
Monday, 5/14/0110:15am, Track 5
Web-based Course Approval Web-based Course Approval SystemSystem Keitha Hunter, Assistant RegistrarKeitha Hunter, Assistant Registrar
[email protected]@ucdavis.edu Christopher Blaise Redder, Christopher Blaise Redder,
Information ArchitectInformation [email protected]@ucdavis.eduedu
Where to look:
Test site: http://lobster.ucdavis.edu/caf
Log in as RegGuest. Password: visitor