Video Content Management System (VCMS) Implementation

55%

Status

In Process [In Process]

55% complete, updated on Fri 5/3/24 3:22 PM by Julie Gabriel Sharpe

Changed Percent Complete from 48% to 55%.

Summary as of 5/3: Mines Online & Trefny team identified that the iframe height is still not ideal as embedded videos appear with scrollbars. An additional, unanticipated need relating to links that use the full URL as display text is also being discussed. Mines is seeking estimates from AtomicJolt to address both items, and the Mines team is evaluating the best option as it relates to the display text. Full schedule for relinking #1 in Canvas Test and Prod is TBD given these open items. Concurrent to this, Ethan has drafted a product roadmap and the IT team is working on drafting appropriate roles/permissions in both KMS and KAF.

Milestones or Key Activities:

Completed:

Canvas Test was refreshed by the vendor on 4/20 and Kaltura LTI re-configured.
Relinking: AtomicJolt updated their scripts to have one output file instead of by course.
Relinking: Got approval from leadership to request estimates from AtomicJolt to address the open items, including iframe height and display text.

Continuing or Upcoming:

Product Rollout: The ITCX team is developing a product roadmap that will drive future sprint cycles. Team will review with stakeholder group, once developed.
Relinking: The Mines team is trying to determine best approach for iframe height, and one new, unanticipated issue (see below) was identified relating to display text.
Relinking: Team to discuss options for the above once AtomicJolt estimates are received.
Relinking: Once Mines team signs off on Pilot Courses and potentially after the next Canvas Test refresh on 5/18, AtomicJolt will run their scripts against the full migrated population in Canvas Test.
Communication Plan: Team will draft a communication plan to ensure that appropriate campus stakeholders are aware of the relinking efforts and the project overall.
The IT Team will work via sprint cycles for the remaining implementation work (beyond migration/relinking) and Ethan, in his product owner role, will prioritize remaining scope based on stakeholder needs and implementation dependencies.

Risks/Issues:
- Issue: Current State in Canvas is that the Vimeo URL is being used as display text for over 25K links to videos that have been migrated to Kaltura. The relinking process will still work, but the display text that the user sees may cause confusion (since it refers to Vimeo). Team is evaluating options and will discuss with project leadership.
- Issue: A substantial amount of the embedded Kaltura videos appear in Canvas with scrollbars, which is not desired. Team has been troubleshooting, is evaluating options, and will discuss with project leadership.
- Future Risk: Licensing agreement includes 280TB annually for storage and streaming. It is uncertain how quickly Mines will reach that threshold, and this would impact budget/costs. Mitigation: The project team will develop a model during planning to predict when Mines will hit that threshold.

Details

Dates
Tue 10/10/23 - Fri 7/5/24

Acct/Dept

Trefny Innovation Instruct Cent -Op

Service

Project & Portfolio Management / Project Request

Type

IT-General / Systems (implementing a new system)

Health

Green - On track

Portfolio(s)

ITS Projects (Dominick Gonzalez Rodriguez)

Created

Tue 10/10/23 3:12 PM

Modified

Fri 5/3/24 3:22 PM

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.

Julie Gabriel Sharpe

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?

Implement the selected VCMS, Kaltura, on campus.

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?

Primary campus stakeholders on campus are in Mines Online and Trefny Center. This request has been in progress for over two years, partially due to unsuccessful RFPs and contracting.

What is the desired completion date?

Please note that projects will be completed based on resource availability and prioritization.

06/28/2024

What are the factors driving the desired completion date?

Are there campus activities, legal requirements, dependent efforts or goals that are driving a date?

*Need input from stakeholders since original target date is no longer feasible.*

Academic calendar is a driver. Changes to video content during the academic year is difficult to achieve.

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.

In a prior version of the project charter (Fall 2022), Richard Holz was named the executive sponsor.

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.

Within ITS:
- John Obrecht
- Victoria Nunez
- Connie Schauman
- Robert Hicks
- Luke Prather's replacement (his last day is on 10/22)
- ITS Service Desk

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?

Please see project charter.

Description

As of 10/10, Mines is in the procurement process with Kaltura. Contract is not yet signed. TDX will be updated with more details, once signed.

Manager