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System Status

Services For

Study Abroad

Description

Implement the StudioAbroad program to reduce risk exposure and streamline business operations between the Center for International Programs and Extended Education, at the same time simplifying the application process for those who choose to study abroad. The new system will also enable participants to easily update contact information, resulting in immediate access to information on where students are located in the event of an emergency.


Project Request Documents
Requesting Department
Extended Education
International Students

Primary Customers
Study Abroad Students
Center for International Programs Staff

Team
Marisa D'Arpino
Alan Lutje
Rebecca Brown
Carl Hansen
Mark Hendricks
Tom Mendenhall
Terri Georgopoulis
Penelope Shaw

Project status
Closed

Status Update

08/26/13: The Study Abroad office's old website was redirected to the hosted site on 8/24/13, at which time items visible to the campus were ready. This concludes ITS' responsibilities and so closes this as an IT project, although business process work sessions will continue, led by Study Abroad office staff and management, to complete the outstanding business and configuration decisions. The successful completion of those tasks continues to be dependent on the availabilty of Study Abroad office staff and management.

07/25/13: Business process work sessions are continuing, as are individual work sessions between the ITS project coordinator and the currently assigned Study Abroad system administrator. The successful completion of this project continues to be dependent on the availabilty of Study Abroad office staff and management. The August go-live is now in jeopardy as a result of all the open tasks and availability of the primary StudioAbroad administrator.

06/24/13: Business process work sessions are continuing, as are individual work sessions between the ITS project coordinator and the currently assigned Study Abroad system administrator. The successful completion of this project is dependent on the availabilty of Study Abroad office staff and management.

05/28/13:  Business Process work sessions are continuing, as are individual work sessions by the ITS project coordinator with the currently assigned Study Abroad system administrator. The successful completion of this project is dependent on the availabilty of the Study Abroad office's staff and management.

04/18/13: Phase 1 (Summer 2013 Faculty Lead program with limited functionality and limited access) went live on 4/9/13. There appear to be some inconsistencies with the circumstances in which the system displays a 'completed' status, as some examples of missing information have been reported. These inconsistencies are being investigated further.

Phase 2 (the remainder of the functionality delivered and access opened) is going slowly due to the continued unavailability of the Study Abroad staff and management. CELEE independently documented their current processes and questions about the future vision for discussion with Study Abroad management on 4/19/13.

The successful completion of this project is dependent on the availabilty of the Study Abroad office's staff and management.

03/22/13: The project rollout has been broken down into two phases:

Phase 1 will be the soft rollout of only the Risk Management for HSU Faculty Lead programs and only for the Associated Students, College of eLearning & Extended Education, and the Study Abroad office.

  • Go-live moved from 3/1/13 to 3/26/13 to allow for resolution of vendor-related technical issues and the Study Abroad office vacation schedule
  • The vendor has resolved the system performance problems, but has not been able to resolve map display issues caused by their third-party map search application's use of Flash. The resolution of a login problem also remains elusive, although the login code for HSU has now been updated to be able to capture future problems.

Phase 2 will roll out Risk Management for the remaining programs, the oustanding functionality (advising, admissions, etc.) for HSU Faculty Lead programs, and include HSU faculty as StudioAbroad users.

  • Go-live has been scheduled for 8/15/13
  • Weekly Business Process and Process Improvement work sessions has been scheduled
  • Gap Analysis for StudioAbroad and PeopleSoft will occur along with the Business Process reviews

Success of the project relies on the availabilty of the Study Abroad office's staff and management.

02/25/13: System integration is complete. We are experiencing some hosted system performance issues and working to pinpoint the cause. These performance issues need to be resolved by 2/27/13 to ensure the 3/1/13 soft rollout goes ahead as planned.

01/28/13:  System integration should be completed by the second week of February. The team will meet within the next couple of weeks to check progress; the only work completed since the last update is a user system integration test, since we have had campus closure, vacations, and start of school.

12/13/12:  New Phase 1 created where all program brochures are posted and students can only enter information for Third-Party and Bi-Lateral. Faculty Lead processes will remain the same as in 2011. Phase 1 go-live date is 3/1/13 and the only users will be the Study Abroad office and Third-Party and Bi-Lateral students. Phase 2 will deliver functionality for Faculty Lead courses and extend the users to Faculty and the eLearning & Extended Education staffs with a go-live date of 10/15/13

11/26/12: Student interface testing identified a problem, causing the 11/1/12 go-live date to be missed; the 11/27/12 go-live date will also be missed because additional testing is not yet complete. The next project team meeting is scheduled for 11/30/12 and will focus on business processes between the Study Abroad offices and the College of eLearning & Extended Education.

10/29/12:  On 11/1/12, the new Study Abroad Office website will go live, enabling students to see what programs are available. The balance of the functionality, including request advising and applying to a program, is planned to go live early in 2013. More business analysis (including how the College of eLearning and Extended Education and the Study Abroad offices will work together) continues at the next team meeting on 11/7/12.

09/24/12:  Testing of student look-up and data pull from PeopleSoft remains outstanding, as do several other tasks; this will likely negatively impact the Phase 1 go-live date. The project sponsors have agreed to roll out the software in several phases:

  1. The new website for students will go live on 10/15/12, enabling them to view and request information about instructor-led courses.
  2. In January 2013, training will begin for instructors and eLearning & Extended Education staff
  3. Starting in February/March 2013, students will be able to apply to the instructor-led courses.

09/06/12:  Testing of student/staff look-up and data pull from PeopleSoft is in process and expected to go into production by 9/30/12. The balance of project tasks - those not associated with authentication and data extracts - will be re-evaluated after the project sponsors have agreed on the affected business processes and phased rollout dates.

08/06/12: Development and testing of the student/employee data extraction process is under way, and the Study Abroad department is working on configuring the programs. The schedule remains aggressive.

06/25/12:  Technical and business tasks taking longer than expected for a variety of reasons. The project requester is aware of this and the project coordinator will regroup both requesters to finalize the task list and plan. The initial revised schedule has an aggressive go-live date of October 2012.

05/21/12: System integration planning is now in process and expected to be complete by mid-June. Business and system planning will begin towards the end of June, and the final project plan is expected by the end of June.

04/23/12: Vendor kick-off meeting held. Working on providing the additional technical information requested by the vendor before scheduling the first technical meeting. Project requirements are being refined.

03/26/12:  Contract was signed on 3/8/12, and the project plan and task list are in process. A project kick-off meeting with the vendor will be held soon, which will provide a better idea of timing and effort required for ITS technical tasks. The project was originally scheduled based on ITS technical resources only, so the project status has been changed to 'Could be late' until such time as the extent of the ITS effort can be agreed upon; this should be soon after the hosted site is available. Extended Ed and the Center for International Programs work will start this summer and finish during 4Q 2012 or 1Q 2013.

02/27/12: Original ITS task meeting has been rescheduled to the last week of February.

1/30/12:  Meeting scheduled to identify additional ITS tasks that may not have been identified in the Project Request and identify query requirements.

12/21/11: Project approved and scheduled. Schedule includes ITS consultation prior to purchase of StudioAbroad product; ITS resource requirements are expected to be less than 50 hours total in the first 30 days of the project, with the remaining work effort on setup, configuration and testing being undertaken by Center for International Programs staff. 


Dates
Jan 3 2012 - Oct 31 2013

Go Live Date
Aug 15 2013


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