Project Closeout Report - University of California, Berkeley ?· Project Closeout Report ... Lessons…

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  • ProjectCloseoutReport

  • A. GeneralInformationProjectName: LMSReplacementProject PreparedBy: RichMeyer,SteveGarber

    DatePrepared: June30,2015 Version: 0.1B. PerformanceBaselineDocumenthowtheprojectperformedagainsteachsuccessMeasurement(metric)definedintheProjectCharter.Explainanyvarianceinthecommentssectionbelow.

    SuccessMeasurementDescription

    InitialTargetforMetric ActualValueforMetric

    AllfacultywhoarecurrentlyusingbSpacetosupporttheircourseswillsuccessfullytransitionfrombSpacetotheCanvasLMS(bCourses).

    bSpaceCoursesites,Spring2015=0

    ComparativeCourseTotals:TotalnumberofbCoursesisnotastaticnumberbutacomparativeone.WewillcomparetopreviousyearsandtermstoassessthatsimilartotalnumberofcoursesitesarebeingusedcomparedpreviousyearsusingbSpace.Thetotalshouldbe+/5%oftheaverage.

    bSpaceCoursesites:Spring2015=4Fall2015=0Tovalidateouradoptionrate,weofferedSpringinstructorsanexceptionallowancetousebSpaceinSpring2015.Onlyfourwererequested,andallunderlyingneedsofeachthoserequestshassincebeenmet.Finally,eachinstructorcommittedtousebCoursesinthefuture.

    ComparativeCourseTotals:SpringCourseSites11=2969SpringCourseSites12=3390SpringCourseSites13=3604SpringCourseSites14=3574AVG(CourseSites20102014)=3384.25bCoursesSpringCourseSites2015=3438seeRunningStatistics

    bSpaceDecommissioningOwneraccesstobSpacewillbedisabledinSeptember2015

    https://docs.google.com/spreadsheets/d/1YJGDNYsA7tDWSOIQ7yhMCp8vqZNsH5VGKxmzDtNR4Vg/edit#gid=13

  • FacultyandstudentswillbeabletouseCanvasinsupportoftheiracademicwork,withequivalentorbettersatisfactionthanbSpace.

    FunctionalParityMaptobSpacetools

    UserSatisfactionRatingTherewasnobaselineforbSpacesatisfactionratings

    WeaskedfacultytoratetheirsatisfactionwithvariousfeaturesandfunctionalitiesoftheLMS.Threeinfive(60%)saidtheyweresatisfiedorverysatisfiedwiththeiroverallLMSexperience.ECARfacultystudy,2014

    FunctionalParityMaptobSpacetools

    UserSatisfactionRatingSatisfiedorVerySatisfiedFall2014,Faculty=62%Fall2014,Students=87%Spring2015,Faculty=64.5%Spring2015,Students=87.5%

    ScopeChange:CourseSiteMailingLists:atoppainpointforusersatisfactionwasinabilitytocreateanduseacoursesiteemaillist.Wehavenowaddedthisfeatureanditshouldboostoursatisfactionscores.

    bSpaceprojectsiteswillbesupportedintheirtransitiontoanappropriatecampuscollaborationtool(e.g.ResearchHub).

    ContentMigrationServicesfrombSpacetootherdatarepositories.

    bSpaceDecommissioningRoadmapwithkeymilestonesarounddecommissioningandcontenttransfer.

    MigrationServicesfrombSpacetootherdatarepositories(seeAppendix:ToolsandServices) 600+coursemigrationsto

    newcollaborationservices

    1400+resourcemigrationstobCourses

    DefinedabSpaceDecommissioningRoadmapwithkeymilestones(seeAppendix:bSpaceDecommissioning);ETShasmetallmilestonestodate,andtransitionedtheremainingmilestonesresponsibilitiestotheservicecatalogowner.

    bCoursesProjectsoffersaprojectliteservicewithinbCourses;thiswasanapprovedscopechange Created265bCourses

    Projectsites CommunicationPlanwasexecutedontargettoregularlyinformtheenduserregardingdecommissioningofbSpace,migrationservicesandalternativeservicesthatcouldhostcontent

    Integrationwithcampussystems(e.g.SISdata,OnlineEvaluationofCourse,CalCentral)willbeaccomplishedwithequivalentor

    SystemArchitectureandIntegrationofCanvaswereimplementedthroughJunctionintegratingitwithallcritical

    SystemArchitectureandIntegrationofCanvaswereimplementedsuccessfullythroughJunction,integratingit

    https://docs.google.com/spreadsheets/d/1V66WV7LlMPKV8jLiKRhwvcjSXQKHX8ZtX8ApMsUl0lU/edit#gid=482505376https://docs.google.com/spreadsheets/d/1a3p1uxJG2azYdZBhilM0QVDzTqR62KO6x_Nk678Tvqk/edit#gid=1094851728https://docs.google.com/a/berkeley.edu/forms/d/1OOd4-9mdWlcth2qFmZ3Oc8RmdUF_iyNszwZflRimkz8/viewanalyticshttps://docs.google.com/a/berkeley.edu/forms/d/1KZnaUPHeY_shbcI4xabtrAEvYpmomp6ipPdPKHKqnl8/viewanalyticshttps://docs.google.com/a/berkeley.edu/document/d/1v9L5D3NkBzgcI6U-a4R7rG7asKXCbdGoMvKterO8CJg/edit?usp=sharinghttps://docs.google.com/a/berkeley.edu/document/d/1v9L5D3NkBzgcI6U-a4R7rG7asKXCbdGoMvKterO8CJg/edit?usp=sharinghttps://docs.google.com/spreadsheets/d/1fWDrVH2GIsknKVLLOQBBRd2AcrFv3zPmN_Gy1JL8xqU/edit#gid=0

  • betterfunctionality,reliabilityand/orflexibilitythanwhatwaspossibleinbSpace.

    systemswithwhichETSintegrates

    withallcriticalsystemswithwhichETSintegrates.(SeeTechnicalOverviewforJunction/CalCentral)

    ETSstaffwillbeabletosupportallaspectsofthenewLMSwithlesseffortand/orgreatereffectivenessthanwasrequiredtosupportbSpace,andwillthereforebeabletospendmoreoftheirtimeonpedagogyandinstructionaldesign.

    LowermaintenancecostoncoreLMSfunctionality

    IncreasedfocusonBerkeleyspecificrequirements

    Moreefficientintegrationswith3rdpartytools

    AbilitytobuildinnovativepedagogytoolsoffthecoreLMSfoundation

    LowermaintenancecostoncoreLMSfunctionalityo CanwedocumentanFTE

    %o Totalbugfixesandfeature

    requestsbasedonR1leverageandvendormanagement

    o ColedR1consortiumofCANVASusingschoolsandleverageittochangethevendorroadmap

    o Built3blocksofcodethatUCBerkeleyneededmorequicklythanthevendorsroadmapallowed;Instructureacceptedtheseintotheircorecodebase

    IncreasedfocusonBerkeleyspecificrequirements

    Moreefficientintegrationswith3rdpartytools

    AbilitytobuildinnovativepedagogytoolsoffthecoreLMSfoundationo DataCultureso CollabosphereTooland

    SponsorPresentation CanvasPeers

    Comments:

    C. OperationsandMaintenanceDescribetheoperationandthemaintenanceplanofthesystemorservicedeliveredbytheproject.

    https://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://collabosphere.berkeley.edu/loginhttp://ucengage2014.ucop.edu/pdfs/Session-3-Online-Tools-Apps-Focus-on-UC-Innovations-Engaging-UC-Students-Is-There-an-App-for-That-Panel.pdf

  • OperationsandMaintenancePlanThe bCourses LMS runs on top of ETS integration platform called Junction. Junction integrates all systems feeding CalCentrals student portal and bCourses; these integrations include those coming from the SIS. Operational maintenance and regression testing will be overseenbytheTechnicalProductManagerofJunction.Incident management and service requests will be overseen by ETS Service Desk, and problem management will be overseen by the Instructional Design Team in Teaching and LearningServices(TLS).Continual Service Improvements (CSIs) will be submitted by the Service Portfolio Manager of TLS. Campus input for CSI prioritization will come from the ETS User Advisory Group (UAG). Contingent on cost of these feature requests, the appropriate governance structure will be approached for input: CSIs not increasing the operational budget will be approved by the Junction Product Manager and the TLS Service Portfolio Manager; CSIs requiring additional departmental funding will need approval from the ETS Director; and CSIs requiring extradepartmental funds will require approval and funding from the appropriate IT Governancebody.bCoursesisBerkeleybrandnameforagenericservicenamedCanvas.TheannuallicensingfeesforCanvasare$407,400ayear,whichisaccountedforintheETSannualbudget. bSpace content has been reduced to one server, and is only accessible by ETS administrators. ETS current plan is to house a lite version of bSpace for up to 6 years in its original format forarchivalpurposes.The annual operational costs to maintain a single bSpace server can be found here, which is accounted for in the ETS budget. The total cost per year to run this server is $35,000 per year. ETS will be examining the business case for maintaining the archival service in the comingyearforadditionalcostsavingopportunities..

    https://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://docs.google.com/spreadsheets/d/1QqDhQHbuBxxuKYghNsAH9acg4_wk7r5-AGp4eP0yvWo/edit#gid=1911600955

  • OperationsandMaintenanceCostListtheannualcostsofoperatingandmaintainingthesystemorserviceproducedbytheprojectaslistedintheProjectBudget,andtheactualcostsasdeterminedattheendoftheproject.Pleaseaddnotesasnecessarytoclarifywhatiscoveredandnotcoveredbythecosts.

    CategoryFY15Budgeted

    CostFY15Actual

    Cost NotesInternalStaffLabor $722,000.00 $642,500.00

    Services $408,000.00 $408,000.00 CanvasLicenseFees

    SoftwareTools $0.00 $0.00

    Hardware $3,000.00 $2,300.00

    MaterialsandSupplies $3,000.00 $3,400.00

    Facilities $0.00 $0.00

    Telecommunications $2,000.00 $2,300.00

    Training $1,300.00 $1,300.00

    Total $1,139,300.00 $1,059,800.00 OperationalFundingSourcesListthechartstringsthatwillbeusedtofundtheoperationandmaintenanceofthesystemorservice.

    Chartstring Amount NotesRecurringFunds $646,000.00 Thesearepermanentfundsusedtocoverourcosts.

    LicensingCosts $413,800.00 Wehavehadtomakecutsinordercoverthesecosts.

    Total $1,059,800.00 D. ProjectDocumentationIdentifyallarchivedprojectdocumentationandwheretheyarestored.

    Document MediaUsed StorageLocationProjectCharter GoogleDrive ITFRProjectCharterProjectFundingMilestones GoogleDrive ITFRFundingMilestones

    (requestaccess)ProjectSponsorsandSteeringCommittee

    GoogleDrive ProjectGovernance

    SystemArchitecture ConfluenceWiki CalCentralTechnicalOverview

    LMSFunctionalParityDocument

    GoogleDrive bSPacetobCoursesFunctionalMapping

    CustomLTITools,Training,Services,andSupportReport

    GoogleDrive bCoursesToolsandServices

    https://docs.google.com/document/d/13sF2L4DdTfT4-0-ywCd1-HbHZp5v8Ibf5KaM0Pb43kU/edit?usp=sharingmailto:rtmeyer@berkeley.eduhttp://ets.berkeley.edu/bcourses/governancehttps://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://confluence.ets.berkeley.edu/confluence/x/h4kFAghttps://drive.google.com/a/berkeley.edu/file/d/0B7QJohevN82BQTdNZnVCS1lsanc/edithttps://drive.google.com/a/berkeley.edu/file/d/0B7QJohevN82BQTdNZnVCS1lsanc/edithttps://docs.google.com/a/berkeley.edu/document/d/1v9L5D3NkBzgcI6U-a4R7rG7asKXCbdGoMvKterO8CJg/edit?usp=sharing

  • bSpaceDecommissioningPlan

    GoogleDrive bSpaceContentRetrievalTimeline

    InterimDeliverablePresentation

    GoogleDrive PresentationofInterimDeliverables

    InterimDeliverableAcceptance

    GoogleDrive InterimDeliverableSignOff

    ProjectCloseoutBudgetSummary

    GoogleDrive ProjectCloseoutBudgetSummary(requestaccess)

    LessonsLearned GoogleDrive ProjectLessonsLearnedUserAdvisoryGroup UserAdvisoryGroupforETS

    https://docs.google.com/presentation/d/1Ph7Ac5xCH_T6qp6BLMf2H7em5fvCMUF1GmtL-zQ65X8/edit?usp=sharinghttps://docs.google.com/presentation/d/1Ph7Ac5xCH_T6qp6BLMf2H7em5fvCMUF1GmtL-zQ65X8/edit?usp=sharinghttps://docs.google.com/a/berkeley.edu/presentation/d/1KB9CwQWwelhzcffFTaqMcUBavdG1SmrBnCFrMl6nM6A/edit?usp=sharinghttps://docs.google.com/a/berkeley.edu/presentation/d/1KB9CwQWwelhzcffFTaqMcUBavdG1SmrBnCFrMl6nM6A/edit?usp=sharinghttps://drive.google.com/a/berkeley.edu/file/d/0B8tWzGNVVxj4S0Zoc3hSRE53YWM/view?usp=sharingmailto:rtmeyer@berkeley.eduhttps://docs.google.com/a/berkeley.edu/document/d/1Qe6jckZqbll7aEoTaGa8IpbO53ZM5rDuWIdl7qagrV4/edit?usp=sharinghttps://docs.google.com/document/d/1wTux-qdUCG5wfhubxuH_rOMexHisrq8XLNb6OZaD7yU/edit?usp=sharing

  • E. LessonsLearnedIdentifythelessonslearned(positiveandnegative)fromtheproject.

    StatementofProblemandSuccesses RecommendedFutureActions

    LessonsLearned IneedsomeinputonthisdocumentparticularlyaroundtheuseoftheSteeringCommittee,UseofMailChimp,UseofWorkshops(paradigmshifting)vsConsultations(facultyobjectiveforthemeeting),andpossiblythechoicetooffertheexceptionallowance

    F. ProjectCloseChecklistCompletetheStatusandCommentscolumns.

    Item Status Comments/PlantoResolve

    1. HastheprojectbeenevaluatedagainsteachperformancegoalestablishedintheProjectCharter?

    Yes

    2. Hastheactualcostoftheprojectbeentalliedandcomparedtotheapprovedcostbaseline?

    Yes

    3. Havetheactualmilestonecompletiondatesbeencomparedtotheapprovedprojectschedule?

    Yes

    4. Hastheoperationstaffbeenproperlytrainedtooperatethesystem?

    Yes

    5. Hastheoperationsstaffformallyacceptedresponsibilityforoperatingandmaintainingtheproductsorservicesdeliveredbytheproject?

    Yes

    6. Hasthedocumentationrelatingtooperationandmaintenanceoftheproductsorservicesbeendeliveredto,andacceptedby,theoperationsstaff?

    Yes

    7 Hasthecostofoperatingandmaintainingthesystembeendetermined?

    Yes

    8 Hascampusfundingbeensecuredtooperateandmaintainthesystem?

    Yes

    9 Havetheprojectdocumentsbeenarchived. Yes 10. Hastheprojectclosereviewbeenconducted

    andthelessonslearnedfromtheprojectbeendocumented?

    Yes

    https://docs.google.com/document/d/1Qe6jckZqbll7aEoTaGa8IpbO53ZM5rDuWIdl7qagrV4/edit#

  • G. ApprovalsHavetheprojectmanagerandprojectsponsorsignthedocumenttosignifytheofficialcloseoftheproject.

    Position/Title Signature/PrintedName/Title DateProjectManager ProjectSponsor