FORM A: UCLA IT Investment Request Form (FY XXXX-XXXX)

Transcription

1 FORM A: UCLA IT Investment Request Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA Project Name: Project Sponsor(s): Project Manager(s): Integrated Web Experience The New MyUCLA System: Monroe, Student Affairs; Betty Glick, Division of Undergraduate Education; Project Owner(s): Monroe Gorden, Andrew Wissmiller Andrew Wissmiller, IT Services Arun Pasricha, Director Student Affairs IT Prepared by: Arun Pasricha Christian Spreitzer, Director Undergraduate Education IT Date: May 20, Project Profile / Background 1a) Describe the overall objective and importance of this project. The new MyUCLA project was initiated in response to a long standing student demand to integrate online student services under a unified portal and improve the workflow of many of the critical functions. Although an early leader in providing online functionality, UCLA had lagged behind the internet standards. Campus websites were fragmented along with the workflow, to the detriment of the quality of online services. The objective of the project was to address this urgent need and provide the foundation for the next generation of online student services on our campus. 1b) Is this project related or dependent on any other project or recent request? Yes (Please specify) X No 1c) Describe the proposed project management structure This project is managed by a crossorganizational oversight group. The group includes members from Student Affairs, IT Services, the Division of Undergraduate Education and Graduate Division. 1d) What type of project is this? 1e) When will this project be fully implemented? X Implementation of new technology system Less than one year X Implementation of emerging technology system Between one to two years X Replacement of legacy system X Between two to five years Other: More than five years 2. Key Stakeholders 2a) List the major stakeholders of this project and the importance of this project to each. This system impacts organizations across the entire campus ranging from administrative offices to academic departments. The entire student population, staff as well as faculty consume the services offered by this system. 2b) Does the project have the full support of key stakeholders? If so, who are they? If not, please explain. X Yes No (Please explain) Monroe Gorden, Andrew Wissmiller, Betty Glick Version Page 1 of 9

2 FORM A: UCLA IT Investment Request Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA 3. Project Costs / Funding Request 3a) Prior Funding: Have you requested funding for this project and/or system before? If so from whom, when and for what purpose? X Yes (Please specify) No 3b) Summary of Estimated Costs: The following data is derived from the attached Financial Worksheet (Form C). TOTAL PROJECT COSTS / FUNDING RECOMMENDATIONS Development & Maintenance (OneTime / Temporary) Costs Permanent Main Categories: FY XXXX FY XXXX FY XXXX FY XXXX FY XXXX FY XXXX FY xxxx 1 Software 13,800 2 Hardware 81,000 3 Implementation Costs 4 Consulting Services 5 Salaries 1,155,000 6 Additional Software Licenses 3,600 7 Miscellaneous 10, Total Project Costs 1,263,400 Less: Funding Offsets #DIV/0! 765,200 61% Remaining Balance #DIV/0! 498,200 39% 3c) Request for Chancellor's Funds: 498,200 3d) Use of Requested Chancellorial Funds: Explain what the Chancellor's funds will be used for. The requested funding will be used to hire 2 FTE specializing in.net programming and one FTE specializing in frontend UX design and analysis. These resources will be dedicated for continued development and maintenance of MyUCLA. They will also assist other campus organizations to migrate their student and staff functions to MyUCLA. The funding request also includes amount for MyUCLA related infrastructure and hardware. Version Page 2 of 9

3 FORM B: UCLA IT Investment Request Rating & Justification Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA May 20, ) Strategic Impact: 1a) Describe the impact this project will have on the overall campus strategic initiative and/or the institutional mission of teaching, research or public service: MyUCLA supports the core mission of the campus by providing central functionalities such as enrollment, bill pay, financial aid information etc. With URSA sunset, it is now the only website on campus to provide these critical features. Besides presenting the largest set of student services, MyUCLA also supports critical faculty functions such as Gradebook. The first deployment of the new MyUCLA has delivered numerous feature sets and functionality that has elevated the online web experience for the campus community. 1b) Does this project align with any UC, Statewide or National initiative? Yes (Please explain) X No 1c) Check the appropriate box. 1. None No strategic impact 3. Moderate Some strategic impact 2. Low Minimimal strategic impact X 4. Significant Necessary and significant strategic impact 2) Compliance Requirement: 2a) Is this project a requirement of the campus by any campus, Regental, State or Federal policy and/or regulation? Yes (Please specify) X No 2b) Describe how this project will meet the stated policies and/or regulations requirements and the measureable impacts. 2c) Describe the existing risk or exposure with the current situation. The disparate and outdated websites were presenting a serious competitive disadvantage to UCLA and were also hampering the quality of services available to our current students. Students had repeatedly raised concerns with the deficiencies of the legacy systems in multiple forums and Daily Bruin Editorials. These inputs reflected the fast degrading level of student satisfaction with UCLA s online services. Phase 1 of the new MyUCLA has successfully alleviated a significant number of these deficiencies in online student services. However, without campus funding going forward, it will not be feasible to complete the vision of the new MyUCLA, and finally meet the expectations of UCLA s websavvy student population. 2d) Check the appropriate box. X 1. None No measurable impact on compliance requirements. 2. Low Small impact on compliance requirements. 3. Moderate Necessary to maintain current compliance requirements. 4. Significant Demonstrates measurable improvement and necessity for compliance. Version Page 3 of 9

4 FORM B: UCLA IT Investment Request Rating & Justification Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA May 20, ) System Lifecycle Necessity: 3a) Is this project a replacement and/or upgrade of an existing enterprise or campus system? Please explain. X Yes No The new MyUCLA is an enterprise student services portal and is both a replacement and an upgrade of existing websites providing online student services including URSA, legacy MyUCLA and MyFAO. 3b) Describe any system lifecycle issues and its impact: The new MyUCLA replaced URSA, legacy MyUCLA and MyFAO. All these websites had reached the end of their lifecycle and urgently needed to be upgraded. These websites were significantly hampering the students online interaction with outdated user interface and fragmented workflow. 3c) Is project highly likely to be developed on time and on budget and fulfill functional specifications? Please explain X Yes Student Affairs, IT Services and the College have been highly successful in delivering Phase 1 of this project on schedule even with no additional No campus funding. These three development teams have a proven track record in working collaboratively and adjusting to changes in milestones without ff ti th ll j t It i f ll t d th t th k tli d f thi f di t ill b l t d ithi b d t d h d l 3d) Check the appropriate box: 1. None No system lifecycle issues exists. 2. Low Minimal system lifecycle needs will be addressed. 3. Moderate Some system lifecycle issues / needs will be addressed. X 4. Significant Necessary and significant system lifecycle issue will be addressed. 4) Customer/User Impact: 4a) Identify the number of individuals in the following four categories that will be affected by the request/proposed project: Make a Menu Selection: Group Quantity Faculty 4. > 1,000 Total Score: 20 Students Departmental Staff Central Admin Staff 4. > 1, > 1, > 1,000 Other: 4. > 1,000 Specify: Parents, Prospective Students etc 4b) Describe the tangible benefits and how they will measured. The primary measure of the success of the new MyUCLA is the seamless adoption of the new system by students and the resulting shut down of MyFAO and URSA. A new communication system is one of the main planned enhancements going forward. This system will enable students to seek information or counseling online, thereby significantly reducing the number of inperson appointments leading to an increase in operational efficiency for administrative offices. Other planned enhancements such as the new survey tool will reduce the cost of purchasing multiple survey tools across campus. Ability to combine survey data with student data will also provide significant value to the campus community. Finally, many of the planned Gradebook enhancements will allow an improved user experience for Faculty and for efficiency in grading multilisted classes, sharing of grading options etc. Version Page 4 of 9

5 FORM B: UCLA IT Investment Request Rating & Justification Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA May 20, c) Describe how likely this project will be well embraced and used by the intended users? Based on the feedback received for the new MyUCLA, the support for the new system is very strong with the campus. An analysis of functionality available on new MyUCLA as well as on URSA/MyFAO showed that students were overwhelmingly (>75%) using the new version on MyUCLA. This reaffirmed the decision to sunset both MyFAO (4/15/2014) and URSA (5/12/2014). Example of a student testimonial: The start of Spring Quarter is great thanks to the new MyUCLA format. It's nice that everything is on a central platform. It's very efficient and makes things a lot easier for me. Thank you! 4d) Describe any likely negative impacts on the intended and unintended users. 5) Workload Impact: 5a) Describe the likely impact of the project on workload (both positive and negative) and how it will be measured. For the administrative and counseling staff, the new communication system in MyUCLA will greatly simplify daily operational logistics since students will have the ability to communicate directly with offices online, while the office will have the ability to track and respond online. This will greatly improve the student experience as well as operational efficiency on campus. 5b) Describe the savings produced by the implementation of the project and how it will be measured. N/A 5c) Check the appropriate box: 1. None No measurable impact on workload or too difficult to measure. 2. Low Demonstrates minimal savings / impact on workload. X 3. Moderate Demonstrates some measurable savings / impact on workload. 4. Significant Demonstates measurable savings / impact on workload. 6) Financial/Fiscal Impact: 6a) Was a costbenefit analysis conducted? Summarize the key points below and attach supporting documentation. Yes X No Version Page 5 of 9

6 FORM B: UCLA IT Investment Request Rating & Justification Form (FY XXXXXXXX) Integrated Web Experience The New MyUCLA May 20, b) What is the financial impact of this project on the campus and department? Please explain. Potential source of revenue The new MyUCLA elevates the level of online services on our campus to a level commensurate to an institution like UCLA. X Financial savings New planned enhancements such as a campus survey tool and the new communication system will lead to improved efficiencies and substantial savings for the campus. Many campus offices were exploring the possibility to purchasing X Other vendor based systems for these services with significant investment. 6b) Specify the potential for generating revenue and/or cash savings for the departments and campus. Several departments were exploring the possibility of purchasing vendor based systems for services such as communication system and survey tools. These new enhancements in MyUCLA will not only lead to substantial savings but will also be far more integrated and consistent for improved quality of service. 6c) Check the appropriate box: 1. None No significant financial savings nor revenue. 2. Low Demonstrates minimal financial savings and/or revenue. 3. Moderate Demonstrates some measurable financial savings and/or revenue. X 4. Significant Demonstates measurable financial savings and/or revenue. 7) Additional Information 7a) What are the consequences of NOT doing this project? Without campus support, the quality of online services to students, staff and faculty will again become outdated and stagnant. Once again, services are likely to become fragmented and limited. Campus departments will be burdened to provide custom solutions on their own at great expense and with reduced quality. 7b) Describe any issues / constraints / barriers that impact the successful implementation of this project. Additional infrastructural and staffing resources are requested to meet the goals of this project. 7c) Describe any additional justification and/or rationale for this request / project not reflected in the criteria listed above. Version Page 6 of 9

7 FORM C: UCLA IT Investment Project Financial Worksheet Integrated Web Experience The New MyUCLA Date: Prepared by: May 20, 2014 Arun Pasricha Summary of Costs and Available Funding Offsets Estimated Total Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Permanent Costs Categories: FY XX FY XXXX FY XXXX FY XXXX FY XXXX Total FY xxxx 1 Software 13,800 2 Hardware 81,000 3 Implementation Costs 4 Consulting Services 5 Salaries 1,155,000 6 Additional Software Licenses 3,600 7 Miscellaneous 10, TOTAL Costs: 1,263,400 Funding Offsets Estimated Five Year Development & Maintenance (Onetime Investment) Costs Permanent Costs Funding Source FY XXXX FY XXXX FY XXXX FY XXXX FY XXXX Total FY xxxx A Student Affairs Salaries 420,000 B College Salaries 300,000 C Student Affairs Software 2,350 D Student Affairs Hardware 20,250 E Division of Undergraduate Education Software 2,350 F Division of Undergraduate Education Hardware 20,250 G TOTALS: 765,200 Remaining (Unfunded) Balance: 498,200 Version Page 7 of 9

8 Details of Estimated Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Permanent Costs Category / Items FY XXXX FY XXXX FY XXXX FY XXXX FY XXXX Total FY xxxx 1.0 Software 1.1 AppDynamics License (16 servers) 8, VMWare 2, VM Monitoring & Backup Software Windows OS; Data Center 3, Subtotal: 13, Hardware 2.1 Load Balancer 23, Servers 26, SAN 24, Backup Equipment and DR Services 8, Subtotal: 81, Implementation Costs Subtotal: 4.0 Consulting Services Subtotal: 5.0 Salaries 5.1 Student Affairs Staff 420, Undergraduate Eduction IT Staff 300, New.Net Developers 290, New Analyst with UX Expertise 145, Subtotal: 1,155, Additional Software Licenses 6.1 SQL Server Licenses 3, Subtotal: 3, Miscellaneous 7.1 Training; Adhoc consulting; Conferences; Special Software Licenses 10,000 Version Page 8 of 9

9 Details of Estimated Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Permanent Costs Category / Items FY XXXX FY XXXX FY XXXX FY XXXX FY XXXX Total FY xxxx Subtotal: 10, Subtotal: Subtotal: Subtotal: TOTALS: 1,263,400 Financial Assumptions: Describe any particular assumptions that have been made to impact the financial estimates (such as annual inflationary rates, benefits, FTE average salary, etc.). Ref. Notes Version Page 9 of 9