Final Draft

Western Governors University

Campus Wide Information System

Executive Summary

April 1, 1997

Compiled By:

Evans Craig, WGU Catalog/Adviser Asst.
http://www.evanscraig.com

Table of Contents

The Proposed Project

Smart Catalog/Adviser Development Process

Systems Development Results Summary

Feasibility Results

WGU Work Areas

Analysis Results

Campus Wide Information System (CWIS) Functional Work Areas

WGU Users

WGU Staff

Design Results

Data Descriptions

The WGU WWW Internet website

The WGU Extranet website

The WGU Intranet website

The Next Steps

Diagrams

Campus Wide Information System Executive Summary
The Proposed Project

The Western Cooperative for Educational Telecommunications was selected by the Western Governors Association to perform several tasks in support of the Western Governors University's (WGU) mission to use advanced technologies to deliver educational programming and services. Tasks previously completed by the Western Cooperative are reviewing the "Best Practices in the Implementation of Advanced Educational Technologies" and developing an RFP soliciting educational programming.

The current contracted activities are the creation the specifications for WGU's "Smart Catalog/Adviser" and the identification of the appropriate student services to be offered by the WGU. In defining the Catalog/Adviser, it became quickly apparent that an extra step was needed. The entire network that connects and serves all of WGU's departments, local centers, education providers, and third-party service providers had to be defined. The Western Cooperative for Educational Telecommunications created the design specifications for this Campus Wide Information System (CWIS). This web-based network satisfies the needs of WGU users' communications via a common wide area network (WAN) utilizing the Internet.

Smart Catalog/Adviser Development Process

A Systems Development study was used to document and create Design Specifications needed to operate the "Smart Catalog/Adviser." Systems Development is a design methodology consisting of four phases that map out functional processes and the data within them: 1) Feasibility Study, 2) Analysis, 3) Design Specifications, and 4) Implementation Phases. As research is performed and information is gathered, it is used to fill in the sections of the Systems Development.

The WGU Design Team, consisted of Western Cooperative for Educational Telecommunications staff members. Assistance in design methodology was provided by Burnett Blakeley of IBM. The following is an outline of the steps that were taken to specify and document the CWIS. This was accomplished with two methodologies:

1. Scenario Development with "Education Experts" - a planning technique that helps define the functions and how people relate to them. Planning participants perform a step-by-step analysis of the processes that comprise each function. Participation of the WGU leadership, contractors, and outside experts is critical to successfully developing a blueprint of the WGU through the scenario process.
   • Assumptions, Requirements, and Issues are identified. (These are contained within the "Analysis" Section).
   • These are catalogued into Functions. (These are contained within the "Feasibility Study" Section).
   • Activities within the Functions are identified. (These are contained within the "Analysis" Section).
   • The Functions and Activities are grouped into Functional Work Areas. (These are contained within the "Analysis" Section).
   • The Functional Work Areas have Scenarios drafted to detail activities.
   • All of this information is formatted to create Data Descriptions. (These are contained within the "Design" Section).
2. Rapid Application Development (RAD) tools, such as Prototyping with WWW Management Packages, setting up a local web server and determining Design Specifications, Cost Analysis, and Time Management Projections to proceed.
   • Setup a prototype "WGU homepage" to determine the optimal use of networking strategies and define predetermined user access of the network according to classes of 'client' (Advisors, Counselors, Teachers, & Students.) and 'users' (Administrators, Operators, & Staff.) http://www.evanscraig.com/Resources/WGU/wgu_proto/default.htm
   • Develop a standardized interactive web interface to compliment the identified information resources of primary interest to the clients and users.

Systems Development Results Summary

Feasibility Results

1. The original Scope of Work defined a "Virtual On-line Catalog" Development Process. The initial functional areas determined, defined a complete "Campus Wide Information System." The survey of Functional Areas resolved that all of these work areas needed to be developed to determine how a Website would connect them all.
2. The preliminary alternatives of supporting the Business, Operational, Academic, and Student Services Areas showed that a single Website would be sufficient to support all areas. The Website requires three levels of security and a common standardized interactive web interface. The physical structure of the Website would be accessible by the different users from:
   • An "Internet WGU Homepage" that is publicly accessible to 'clients' (advisors, counselors, teachers, and students), 'staff' (administrators, operators, and staff), and general browsers without the need for a login. General information and limited searches will be available. Prototype is at http://evanscraig.wiche.edu/wgu
   • An "Extranet" that is aimed at the needs of 'clients' (advisors, counselors, teachers, and students). An Extranet is a private network inside a company or organization that uses the same kinds of software that you would find on the public Internet, but this is designed for external customer/client use. A login and password is required.
     Prototype is at http://evanscraig.wiche.edu/wgu/Extranet
   • An "Intranet" that is aimed at the needs of 'staff' (administrators, operators, and staff). An Intranet is a private network inside a company or organization that uses the same kinds of software that you would find on the public Internet, but that is only for internal staff use. A login and password is required.
     Prototype is at http://evanscraig.wiche.edu/wgu/Intranet

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WGU Work Areas

The proposed work areas are comprised of 9 different areas: Work Areas are categorized under Business; General Administration, Public Relations, Internal Operations, External Operations, and Academics; Education Providers Management, Academic Services, Courses, Credentials, Clearinghouse Management, Student Support, and Catalog/Adviser. The Business office will have a central work area currently planned to be Utah. The Academic Office will have a central work area currently planned in Colorado. The Education Providers will initially be from the participating states, and the Student Services will be centrally distributed through the Smart Catalog/Adviser to Full and Access Local Centers, throughout the participating states.

The chart below depicts the boundaries of the work areas as Business and Academic work areas. The Business area carries all of the Intranet functions and activities for the WGU staff, while the Academic area carries all of the Extranet functions and activities for WGU clients, vendors, and students. The Internet World Wide Website describes, promotes, and simulates both areas to the general public.

Analysis Results:

Each of the above work areas were further analyzed and refined. As a result, the following analysis results were produced.

• the work areas were subdivided into functional work areas that were used as categories for describing work processes and data needs
• a functional-view organizational structure described in terms of a personnel organizational chart. This organizational structure was developed from a functional and data point-of-view and is useful for defining interrelationships within the Campus Wide Information System.
• counts of work areas, work groups, data structures, and on-line forms.

Campus Wide Information System (CWIS) Functional Work Areas

The functional work areas and functional-view organizational structure are depicted in the following chart. The chart depicts how responsibilities for the functions may be grouped. This chart has been shared with other WGU contractors, but should not be construed as a personnel hierarchy for WGU. The communication between the WGU Staff will consist of on-line video conferencing ("virtual" meetings,) audioconferencing (phone meetings,) and electronic mail (threaded discussions). The Smart Catalog/Adviser information will be centrally distributed from the WGU Central Services between the Full Service Centers, at least one in each state, and Access Centers, varying amounts per state, delivered in a variety of mediums, such as on-line, print-outs, e-mail, or faxing. The proposed system will be managed by various computer personnel, whose duties span from surveying to maintenance of the proposed systems.

The chart below summarizes the defined functional work areas.

After analyzing the Work Areas, work groups were identified, the data structures associated with them were specified, and people responsible for updating them were used to get preliminary numbers of programming activities needed to complete the WGU.

The Totals below generally specify the minimum amount of effort needed to create a
Campus Wide Information System for WGU.

WGU Users:

The Internet World Wide Website will have public access, requiring only an e-mail address to interact with the Showroom. The Extranet site will have a secured login access, requiring a login name and password to interact with the Smart Catalog/Adviser and to be admitted into the WGU.

The following personnel have been identified for each functional area.

WGU Staff:

The Intranet site will have secured dedicated access, requiring login name, password, and required dedicated domain name registration. The Extranet site will have a secured login access, requiring a login name and password to interact with the Smart Catalog/Adviser and to be admitted into the WGU.

The following personnel have been identified for each functional area.

Design Results:

Each of the processes were documented and the analysis results were produced, then the following design results were produced:

Data Descriptions

A detailed list of Data Descriptions that are to be used in the Design Specification documents containing;

• a Functional Work Area defined,
• a suggestion of personnel responsible for the functional work areas,
  • Activities specified,
  • Scenarios detailed out,
  • Assumptions, Requirements, and Issues/Recommendations documented,
• a definition of data structures (tables) used in the functional work areas,
• Input screens (forms) specified,
• Outputs (reports) specified.

NOTE: The Data Elements contained in the forms and reports still need to be identified and the inter-relationships specified, preferrably in Data Flow Diagrams in cooperation with the Catalog/Adviser contractor.

The Western Cooperative for Educational Telecommunications has determined Design Specifications to integrate the proposed Website for WGU. It will satisfy the needs of WGU users communications via a common wide area network (WAN) for all the institutions' Local Centers and Education Providers courses to reside on an Internet node. The Campus Wide Information System will be accomplished by setting up a centrally distributed Website (http://www.wgu.edu), publicly accessible by localized LAN's in the separate Local Centers, connecting together students on a privately accessible Website (http://www.wgu.edu/Extranet_Area), connecting up WGU staff members on a directly connected Website (http://www.wgu.edu/Intranet_Area), and by using virtual domains to alias the various centers back to the public Website.

The Smart Catalog/Adviser is a portion of the complete Campus Wide Information System. It is the "virtual glue" that connects the WGU Business, Operations, Academic Services, and Student Services. The Smart Catalog/Adviser is comprised of databases with WWW interfaces. The Smart Catalog will be able to dynamically create pages on-the-fly using User preferences and database engines. The Smart Adviser will be able to dynamically create pages on-the-fly using an Expert System to determine the Users best case option of proceeding. Together, the two systems will tie all of the departmental functions together using the Internet as a common transmission medium.

The WGU WWW Internet website:

The Internet WWW site will have five distinct areas accessible to browsers, potential students, vendors, job seekers, professionals, and potential Education Providers all via a WWW interface from either a Full Service Center, Local Access Center, or Internet Service Provider (ISP), on their local Campus Wide Information System, or from home.

• WGU Showroom (http://www.wgu.edu/Showroom) in which Smart Catalog/Adviser will highlight the three divisions of the WGU. It should lead into an easy step-by-step process of becoming a WGU student. This is where the WGU Marketing Department promotes the advantages and benefits of becoming a WGU student. The Catalog/Adviser Management, Development, Student Participation, Showroom/Sales, and Public Relations will assist as supporting departments to all browsers. This service will be centrally accessible through the Smart Catalog/Adviser and exclusively provided through the Internet.
• Smart Catalog (http://www.wgu.edu/Catalog) function, in which an on-line catalog is searchable according to either a specified criteria or according to a preferred criteria. It should lead into an easy step-by-step process of becoming a WGU student. The Education Provider Management, Catalog/Adviser Management, Catalog Entry Preparation Development, Student Participation, and Archives will assist as supporting departments to all browsers. This service will be centrally accessible through the Smart Catalog/Adviser and may be provided through the Internet.
• Smart Adviser, (http://www.wgu.edu/Adviser) function, in which an on-line advisor is available to either a specified criteria or according to a preferred criteria. It should lead into an easy step-by-step process of becoming a WGU student. The Advising, Assessing, Catalog/Adviser Management, Catalog Entry Preparation Development, Student Participation, and Archives will assist as supporting departments to all browsers. This service will be centrally accessible through the Smart Catalog/Adviser and may be provided through the Internet.
• WGU Orientations, (http://www.wgu.edu/Orientation) in which WGU provides a free on-line WGU Orientation Course to browsers, prospective students, job seekers, professionals, and potential Education Providers. It should lead into an easy step-by-step process of becoming a WGU student. The Catalog/Adviser Management, Development, Student Participation, and Training will assist as supporting departments to all browsers. This service will be centrally accessible through the Smart Catalog/Adviser and may be provided through the Internet.
• WGU Simulations, (http://www.wgu.edu/Simulations) in which WGU provides an interactive on-line simulation of being a WGU student. It should lead into an easy step-by-step process of becoming a WGU student. The Education Provider Management, Catalog/Adviser Management, Academic Services, Student Services, Development, Student Participation, Customer Care, and Quality Control will assist as supporting departments to all browsers. This service will be centrally accessible through the Smart Catalog/Adviser and may be provided through the Internet.

The WGU Extranet website:

The Extranet WWW site will have three distinct divisions accessible to students, vendors, or Education Providers, via a secured login from either a Full Service Center, Local Access Center, an Internet Service Provider (ISP) or from their own local Campus Wide Information System.

• WGU Degree and Certificate Programs (http://www.wgu.edu/WGU) in which WGU, through its contracting providers, is directly responsible for providing instruction and related instructional support functions, assessing student success, awarding certification, and maintaining transcripts. Success in programs developed by WGU will be measured by assessments of defined competencies rather than by letter grades or the completion of prescribed course sequence resulting in a WGU Degree or Certificate. The main Academic Support Services and Student Services will pave the way as supporting departments to WGU students. This service will be centrally accessible through the Smart Catalog/Adviser and primarily provided through Local Centers.
• The Open College (http://www.wgu.edu/Open_College) function, in which instruction, assessment, and award of credit, are the responsibility of education provider. Students will register for individual courses to fulfill their own personal needs. The Education Provider Management, Academic Services, Courses, and Student Services will assistance as supporting departments to WGU students. This service will be centrally accessible through the Smart Catalog/Adviser and may be provided through Local Centers.
• The Clearinghouse, (http://www.wgu.edu/Clearinghouse) in which WGU provides a fee-based marketing function and program referral function for education providers, with resulting transactions entirely between the student and the education provider. The Education Provider Management and Clearinghouse Management will assist as supporting departments to Non-WGU students. This service will be centrally accessible through the Smart Catalog/Adviser and will refer students to the education providers site.

The WGU Intranet website:

The Intranet WWW site will have two distinct workgroups accessible by a secured direct connection located in one of the Centralized Centers.

• WGU Business Services (http://www.wgu.edu/Business) in which WGU will conduct daily business functions supporting WGU Staff, WGU Vendors, and Education Providers. The General Administration ; Staff Management, Accounting, and Vendor Relations will contain access to all departments to all WGU Staff. This service will be centrally accessible through the Smart Catalog/Adviser and will be provided through a Centralized Center.
• WGU Operations (http://www.wgu.edu/Operations) in which WGU will conduct daily operational functions supporting WGU Staff, WGU Vendors, and Education Providers. With Internal Operations ; R&D, Archives, Development, & Network Services, and External Operations ; Quality Control, Customer Care, and Website Operations will reside as departments to all WGU Staff. This service will be centrally accessible through the Smart Catalog/Adviser and will be provided through a Centralized Center.

The Next Steps:

1. The Data Elements contained in the forms and reports still need to be identified and the inter-relationships specified, preferably in Data Flow Diagrams in cooperation with the Catalog/Adviser contractor.
2. The "Smart Catalog/Adviser" Design Specifications will be pulled out of these upon the approval of these documents by the Western Governors University.
3. Most of the other RFP's specifications that will be needed for the successful implementation of the WGU can be pulled out of this document.
4. Two phases of the Systems Design Methodology to complete the WGU are:
   • The Implementation phase, currently scheduled for July '97, will be where the programmers implement the code according to the design specifications. This places the system designed into operation. The computer programs will of been written & tested, and the management, staff & users will be trained to use the new system, and operations are achieved on the new system. The end result will be a logically flawless system with superior documentation. After this phase the client will take over the use of this system in their everyday activities.
   • The last phase is the System Support phase, which includes program maintenance and system improvement as ongoing support of the system after it has been placed into operation. This will be when the maintenance schedule and upgrades will be made. The clients will be trained for optimal use of the system.

   Diagrams

    

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   Evans Craig - Internet Technology Consultant
   Copyright © 1997-2004  by Evans Craig
   All rights reserved.
   Revised: January 06, 2004.