EventsAIR to Canvas Integration

100%

Status

Completed [Completed]

100% complete, updated on Fri 11/18/22 11:48 AM by Orlando De Los Santos

Changed Status from In Process to Completed.
All tasks completed. Project retrospective and lessons learned held 11/17/2022 and approval to close project from the sponsor received on 11/18.

Details

Dates
Wed 4/6/22 - Fri 11/18/22
Acct/Dept
Online Programs
Service
Project & Portfolio Management / Project Request
Type
Software / Hardware / Integration (connecting systems)
Health
Green - On track
Portfolio(s)
Classification
Grow
Created
Mon 4/11/22 8:44 AM
Modified
Fri 11/18/22 11:48 AM
Closed
Fri 11/18/22 11:48 AM

New Project Request

Point of Contact
This can either be the project manager or the person who knows the most about the project. Note that the project manager is assigned after the project is created.
How can we help you?
Please provide details regarding your request? Do you have a solution defined or do you need support identifying a solution?
We need a scalable and quick way for new users to be able to log into Canvas. In some cases this will be a self-enroll free course through CPES or Mines' website. In other cases it will be paying for a course through CPES or registering for a credit-bearing course as a non-degree seeking student. In all cases the user experience should be streamlined, welcoming, efficient, robust, and quick. If I'm signing up for a self-study module that is a 45 min. experience I shouldn't have to wait days to be able to access the module. Other places have systems in place so you can get access within minutes, and that is the expectation of new students.
Provide the background of this request.
What events or discussions preceded this request? Have there been previous efforts related to this request? Are you working with a vendor already? What are the benefits of this initiative?
We have been discussing this need since 2016. There are processes that have been put in place that work as temporary solutions, but we need a sustainable and scaleable long-term solution.
What is the desired completion date?
Please note that projects will be completed based on resource availability and prioritization.
07/29/2022
What are the factors driving the desired completion date?
Are there campus activities, legal requirements, dependent efforts or goals that are driving a date?
We are charged with rapidly expanding online learning at Mines in both the credit-bearing/degree seeking side (Registrar controlled courses) and the continuing education side (CPES and Mines Online). This includes paid access as well as free access to some modules and courses. Currently, the identify management process for new students who are not degree-seeking is cumbersome for the user (weak user experience), is mostly manually completed, and takes days. We need a process that is very user friendly, quick, and is automated (if possible to handle the volume and speed needed). I anticipate growing our continuing education portfolio dramatically in the next 18 months (hundreds of learning opportunities), while at the same time we continue to grow our credit-bearing and degree-seeking programs.
Provide the executive leader(s) who will champion this initiative?
These individuals support the success of this effort, such as removing obstacles, sending strategic communication and promoting necessary policy changes.
Sam Spiegel, AVP for Online Education
Angela Dunn, Online Programs Manager
What team members have been identified to help drive this initiative?
Please note that involvement of department team members is critical to the success of this inititive.
Sam Spiegel, AVP for Online Education
Angela Dunn, Online Programs Manager
Luke Prather, ITS Instructional technology & Canvas admin. (sorry forgot Luke's formal title)
I can add others if needed.
Any additional information about this request that you would like to include?
Who does this project help? What happens if this project is not completed?
There are three potential areas for improvement identified as part of this initiative:
1. Potential integration between EventsAIR and Canvas to create a guest user in Canvas upon CPES registration.
2. Account claim process streamlining through the Midpoint/Grouper project for online courses.
3. Business process improvement with the admissions and registrar for online courses.

Systems Affected

  1. Canvas

Manager

OD
Orlando De Los Santos

Sponsor

SS
Sam Spiegel

Stakeholders (6)

BG
Becca Guillen
Event Mgr-CPES
Consulted, Informed
Becca will need to be consulted with on the requirements for the integration and informed of overall project status.
Thu 5/5/22 12:48 PM
Dominick Gonzalez Rodriguez
Dominick Gonzalez Rodriguez
Dir Project/Change Management
Consulted, Informed
As PCMO Director, Dominick will be overseeing the project manager and ensuring project and change management best practices are followed.
Wed 4/6/22 2:43 PM
JG
Julie Gorman
Fin/Admin Mgr CPES
Consulted, Informed
Julie will need to be consulted with on the requirements for the integration and informed of overall project status.
Thu 5/5/22 12:49 PM
MF
Melody Francisco
Dir Cont/Prof Ed Svcs
Consulted, Informed
May affect, be affected by, or perceive herself to be affected by a decision, activity, or outcome of a project. Mel will need to be consulted with on the requirements for the integration.
Wed 4/6/22 2:41 PM
SS
Sam Spiegel
Asst VP Online Education
Responsible, Accountable, Consulted, Informed
As project sponsor, Sam is the person that delivers the intended business value through a business case (the "what" and "why") and is accountable for the approach and successful delivery of the project, including championing the project and removing barriers (the "how"). The sponsor will also assist with resource requisition and stakeholder identification (the "who").
Wed 4/6/22 2:39 PM
SS
Sara Schwarz
Informed
Informed of overall project status.
Thu 5/5/22 8:47 AM