Re-Inventing the Wheel: Building a Web-based Course Approval System University of California, Davis Keitha Hunter, Assistant Registrar [email protected]

Re-Inventing the Wheel:Re-Inventing the Wheel:

Building a Web-based Building a Web-based Course Approval SystemCourse Approval System

University of California, DavisUniversity of California, Davis

Keitha Hunter, Assistant RegistrarKeitha Hunter, Assistant Registrar [email protected]@ucdavis.edu

Christopher Blaise Redder, Information Christopher Blaise Redder, Information ArchitectArchitect [email protected]@ucdavis.edu

Monday, 5/14/0110:15am, Track 5

UC Davis is . . .UC Davis is . . .

Located in Davis, California (pop. Located in Davis, California (pop. 55,000), about 15 miles from the 55,000), about 15 miles from the state capitol, Sacramento, and about state capitol, Sacramento, and about 70 miles from San Francisco70 miles from San Francisco

Established in 1908 as the Established in 1908 as the University Farm for students from University Farm for students from UC BerkeleyUC Berkeley

Current enrollment of approximately Current enrollment of approximately 26,000 students; 30,000+ by 201026,000 students; 30,000+ by 2010

Operates on the quarter systemOperates on the quarter system


UC Davis is . . .UC Davis is . . .

3 Undergraduate Colleges3 Undergraduate Colleges 2 Undergraduate Divisions2 Undergraduate Divisions Graduate StudiesGraduate Studies 4 Professional Schools4 Professional Schools

School of MedicineSchool of Medicine School of LawSchool of Law School of Veterinary MedicineSchool of Veterinary Medicine Graduate School of ManagementGraduate School of Management


CoursesCourses

About 8000 active courses in the About 8000 active courses in the student information systemstudent information system

Courses approved and enacted year-Courses approved and enacted year-roundround

Turnover averages around 10% per Turnover averages around 10% per academic year (range=7-25%)academic year (range=7-25%)

The approval process is based on a The approval process is based on a paper form and a series of review paper form and a series of review committees, committees, which is which is different for each different for each college, division, graduate program college, division, graduate program and professional schooland professional school


Existing Course Approval Existing Course Approval SystemSystem 30-year-old paper-based form and process30-year-old paper-based form and process

5-part NCR form purchased in packets of 105-part NCR form purchased in packets of 10 Typewriters and white-outTypewriters and white-out Insufficient room on form to record course Insufficient room on form to record course

infoinfo Insufficient information collection Insufficient information collection Sole official copy travels by interdepartmental Sole official copy travels by interdepartmental

mailmail Reviewers travel to a main office to review Reviewers travel to a main office to review

formsforms Only one reviewer at a time can read the Only one reviewer at a time can read the

documentdocument


5 Copies:5 Copies:•Registrar’s Registrar’s (official (official record)record)•Academic Academic SenateSenate•Dean’s Dean’s Office Office •Department Department (2)(2)



Room for ImprovementRoom for Improvement

NCR cannot be recycled or NCR cannot be recycled or erased/correctederased/corrected

Departments must purchase NCR Departments must purchase NCR forms and supply photocopies of all forms and supply photocopies of all documents for the college committeesdocuments for the college committees

Reviewers must hike across campusReviewers must hike across campus Documents get lost, misplaced, worn Documents get lost, misplaced, worn

outout Changes noted on one copy may not Changes noted on one copy may not

be transmitted to othersbe transmitted to others


Idea for ChangeIdea for Change

Use existing technology to build a Use existing technology to build a Web-based Course Approval systemWeb-based Course Approval system Computers—not typewritersComputers—not typewriters Cut-and-paste—not white-outCut-and-paste—not white-out Electrons—little or no paper (save Electrons—little or no paper (save

trees!)trees!) E-mail—not memos and campus mailE-mail—not memos and campus mail Formalize process; no memos; Formalize process; no memos;

synchronous recordssynchronous records Single, permanent, accessible archiveSingle, permanent, accessible archive


How Did We Get into This How Did We Get into This Business?Business? A “logical” choice: Registrar’s Office is A “logical” choice: Registrar’s Office is

the office of record for coursesthe office of record for courses Publishes Publishes General Catalog, Class ScheduleGeneral Catalog, Class Schedule Maintains Student Information SystemMaintains Student Information System

Enthused professor in School of Enthused professor in School of Veterinary Medicine pilots an approval Veterinary Medicine pilots an approval system for their courses; urges Registrar system for their courses; urges Registrar to participate in/undertake the project to participate in/undertake the project (Answer: no)(Answer: no)

Interim Registrar pressured by Academic Interim Registrar pressured by Academic Senate and upper-level management Senate and upper-level management (Answer: yes)(Answer: yes)


Volunteers Please Step Volunteers Please Step Forward…Forward… Catalog EditorCatalog Editor

7+ years in role; 8 catalogs produced already7+ years in role; 8 catalogs produced already Guest of Academic Senate Committee on Guest of Academic Senate Committee on

CoursesCourses Strong working relationships with those Strong working relationships with those

affectedaffected Keeps paper records; maintains SISKeeps paper records; maintains SIS

Programmer/AnalystProgrammer/Analyst 5 years previous database design experience5 years previous database design experience 3 years in role; Web site manager3 years in role; Web site manager Web applications development experienceWeb applications development experience


Support ? — What’s That ?!Support ? — What’s That ?!

Two staff members “volunteered”Two staff members “volunteered” No other resources were allocated No other resources were allocated No committees were formedNo committees were formed ““Endorsed” by upper-level Endorsed” by upper-level

managementmanagement Inherited by current RegistrarsInherited by current Registrars


In the Beginning…In the Beginning…

Catalog Editor’s charge: Catalog Editor’s charge: ““You know what I want; just go do it.”You know what I want; just go do it.”

No, I did not consult the end usersNo, I did not consult the end users No, I did not consult management No, I did not consult management

on design or requirementson design or requirements Yes, I knew what I wanted to Yes, I knew what I wanted to

accomplishaccomplish Yes, I knew what the Academic Yes, I knew what the Academic

Senate wantedSenate wanted


Goals of Senate Courses Goals of Senate Courses CommitteeCommittee Remote accessRemote access

Eliminate travel around campus; no time Eliminate travel around campus; no time restrictions for viewing; more than one member restrictions for viewing; more than one member can view forms at any time; less paper and can view forms at any time; less paper and photocopying; screen projection in futurephotocopying; screen projection in future

Better data: complete information on formsBetter data: complete information on forms Streamline review of Division of Biological Streamline review of Division of Biological

SciencesSciences Guarantee of receiving mandatory Guarantee of receiving mandatory

Expanded Course Description (ECD)Expanded Course Description (ECD) Easier to editEasier to edit Public access to the approved coursesPublic access to the approved courses


Approach (Analysis)Approach (Analysis)

All analysis and design is done by All analysis and design is done by the Editor and the Programmerthe Editor and the Programmer

Editor researches habits and Editor researches habits and procedures of departments and procedures of departments and courses committeescourses committees

Programmer designs freely, Programmer designs freely, following Editor’s storyboard of following Editor’s storyboard of form and routing designsform and routing designs

Duo collaborates frequently and Duo collaborates frequently and informally on an as-needed basisinformally on an as-needed basis


Approach (Technological)Approach (Technological)

Develop in MS Access; deliver using Develop in MS Access; deliver using Allaire’s Cold Fusion/NetObjects Allaire’s Cold Fusion/NetObjects FusionFusion These resources are availableThese resources are available Existing office Web site is NetObjects Existing office Web site is NetObjects

basedbased Programmer has high skill level in bothProgrammer has high skill level in both Database can be converted to Oracle Database can be converted to Oracle

laterlater Deliver through existing office Web Deliver through existing office Web

serverserver


FunctionalitiesFunctionalities

Platform independentPlatform independent Users access on Mac or PC with Internet Users access on Mac or PC with Internet

Explorer or Netscape from on or off campusExplorer or Netscape from on or off campus Field-based data collection in formField-based data collection in form Validation tables used whenever Validation tables used whenever

possiblepossible Automatic e-mail notifications of routing Automatic e-mail notifications of routing

actions (receipt, rejection, approval)actions (receipt, rejection, approval) Online status checkOnline status check Archived courses databaseArchived courses database


FeaturesFeatures

Automatic “Save” and a “Saved” status Automatic “Save” and a “Saved” status to allow for work interruptions, etc.to allow for work interruptions, etc.

Date stampsDate stamps Users can have multiple accounts, Users can have multiple accounts,

each at different levelseach at different levels Printable course “form” (course Printable course “form” (course

summary)summary) Sortable lists of in-progress coursesSortable lists of in-progress courses Cut-and-paste capabilitiesCut-and-paste capabilities Viewing controls for committee Viewing controls for committee

meetingsmeetings


How Does It Work?How Does It Work?

Routing is the keyRouting is the key Automates the approval processAutomates the approval process Generates the e-mailGenerates the e-mail

Routing is determined byRouting is determined by User information (level, department, and User information (level, department, and

college)college) The routing path for each college/schoolThe routing path for each college/school The course level (whether undergraduate, The course level (whether undergraduate,

0-199; graduate, 200-399; or professional, 0-199; graduate, 200-399; or professional, 400-499)400-499)

User level controls access privilegesUser level controls access privileges


User LevelsUser Levels

At the DepartmentAt the Department Users Users ChairsChairs

At the Dean’s OfficeAt the Dean’s Office College/Dean and a POC (point of contact)College/Dean and a POC (point of contact)

At the Graduate and Academic Senate At the Graduate and Academic Senate CmteCmte College and a POCCollege and a POC

At the Registrar’s OfficeAt the Registrar’s Office Editor Editor AdministratorAdministrator


Basic Routing PathwaysBasic Routing Pathways

User

Editor

(Registrar’s

Office)Archive

To dreams

Graduate Group Courses

All Undergraduate Courses

Graduate Council

Departmental Graduate Courses

Chair

College/School Point of Contact

All Graduate Courses

All Law and Professional Medicine Courses

Department

shared secretary

Academic Senate COCI

At the end of each arrow is an e-mail

Each arrow is a “Submit”


















Decisions and ChallengesDecisions and Challenges

Serve broad community Serve broad community System must accommodate everyone, but must System must accommodate everyone, but must

not interfere with their internal processesnot interfere with their internal processes SecuritySecurity

Moderate log-in security to access system Moderate log-in security to access system (content is not confidential)(content is not confidential)

Access within system is complex; control Access within system is complex; control privileges for viewing, editing, deleting, privileges for viewing, editing, deleting, routing, etc.routing, etc.

Distributed user managementDistributed user management Departments and colleges control their own Departments and colleges control their own

usersusers


Development TimelineDevelopment Timeline

Secretary in Engineering develops “soft” form (MS Word-based)

1996

1998

1997

VetMed system in development

First and only project planning meeting

Registrar departs; Interim Registrar

VetMed professor demos pilot to Registrar, Editor

Paper-based system

Editor specs form; prelim routing scheme

Routing system design begins

Nov

OctAugApr Jun

Prog. 1st form draft


TimelineTimeline

200 users signed on by end of June

1999

2001

2000

Pilot roll-out; train POCs; send e-mail

Open “Edit” to depts for forms at college; Continue VetMed accomodations

Release ver. 2.0

Senate complaints; chair turn-over, etc.

CUMREC

Fix annotations; build admin privileges; improve “publications” extract, ETC.

July

OctAug

Feb May

Prioritize and select upgrades

Mar

bugs, bugs, bugs…

Create extract for pubs

400+ users signed on by end of Dec


Oops...Oops...

Started with too few pathwaysStarted with too few pathways Didn’t use program to separate courses Didn’t use program to separate courses

going to Graduate vs. Academic Senate going to Graduate vs. Academic Senate committeescommittees

Didn’t anticipate the problems of volume for Didn’t anticipate the problems of volume for POCs and their committeesPOCs and their committees queuing, sorting, date stamp, controlling queuing, sorting, date stamp, controlling

meetingsmeetings Didn’t anticipate such immediate Didn’t anticipate such immediate

acceptance; couldn’t meet development acceptance; couldn’t meet development demandsdemands

Controlling changes in users is complicatedControlling changes in users is complicated


Measures of SuccessMeasures of Success

200 users on system within 3 months200 users on system within 3 months 400 users on system within 8 months400 users on system within 8 months No training offered or neededNo training offered or needed

One training session for POCs + 2 Senate One training session for POCs + 2 Senate membersmembers

One training session for Veterinary MedicineOne training session for Veterinary Medicine Training session for School of MedicineTraining session for School of Medicine

Unofficially adopted by Academic Senate Unofficially adopted by Academic Senate Courses Committee in winter 2000Courses Committee in winter 2000

Officially adopted by Academic Senate Officially adopted by Academic Senate Courses Committee in February 2001Courses Committee in February 2001


Measures of SuccessMeasures of Success

Paper forms disallowed in 2001Paper forms disallowed in 2001 Many kudos from users, especially after Many kudos from users, especially after

version “2.0” in October 2000version “2.0” in October 2000 No one wants to return to the paper No one wants to return to the paper

systemsystem As of May 2001As of May 2001

563 users with 630 accounts563 users with 630 accounts 813 courses in the archive813 courses in the archive 675 courses in the system currently675 courses in the system currently

Almost no browser or server problems Almost no browser or server problems to dateto date


Some Things Never ChangeSome Things Never Change

Overall time frame for a course to Overall time frame for a course to reach full approval is minimally reach full approval is minimally altered…altered…

Routing and notification and Routing and notification and corrections are easier, faster—BUT,corrections are easier, faster—BUT,

Approval itself depends on when the Approval itself depends on when the succession of committees actually succession of committees actually meet, which is a moderate schedule meet, which is a moderate schedule that seldom includes the summer that seldom includes the summer monthsmonths


What’s Still to ComeWhat’s Still to Come

Develop a separate “Signatory” functionDevelop a separate “Signatory” function Improve the Course Summary printing Improve the Course Summary printing

(pdf ?)(pdf ?) Better navigation through pages in course Better navigation through pages in course

listslists Restore privacy to annotationsRestore privacy to annotations Administrative reports and values accessAdministrative reports and values access Change to conform with campus log-on Change to conform with campus log-on

goalsgoals Restore User Addition featureRestore User Addition feature Improve course “extract” for publicationsImprove course “extract” for publications


StatusStatus

A work in progress…A work in progress… But still a fully adopted campus But still a fully adopted campus

systemsystem

Phase 2Phase 2 Or… “If only I could get some Or… “If only I could get some

money…”money…” Benefits for Registrar’s OfficeBenefits for Registrar’s Office Benefits for campusBenefits for campus


GoalGoal

OneOne

Central,Central,

Permanent, Permanent,

Accessible Accessible

COURSE COURSE ARCHIVEARCHIVE


DreamsDreams

The course archive will feed:The course archive will feed: Student Information System (Banner)Student Information System (Banner) Degree Navigator (degree audit system)Degree Navigator (degree audit system) General Catalog (hardcopy publication)General Catalog (hardcopy publication) Web Catalog (Web-delivered catalog)Web Catalog (Web-delivered catalog) my.ucdavis.edu (campus Web portal)my.ucdavis.edu (campus Web portal) why.ucdavis.edu (campus personalized why.ucdavis.edu (campus personalized

recruitment site for enrolling students)recruitment site for enrolling students) Web registration system and Class Web registration system and Class

Schedule publicationSchedule publication


ArchiveArchive

One place to enter, updated and One place to enter, updated and store datastore data Stop re-keying course information 6 Stop re-keying course information 6

and 7 timesand 7 times Use technology to “export” data to Use technology to “export” data to

other locationsother locations Real-time information availableReal-time information available


RecommendationsRecommendations

Allocate appropriate resources!Allocate appropriate resources! Funds, staff, time, tools, commitment, Funds, staff, time, tools, commitment,

etc.etc. Create project team with members Create project team with members

that know: that know: Technical development and deliveryTechnical development and delivery Nature of the curriculum development Nature of the curriculum development

processprocess SIS structure, functionality and SIS structure, functionality and

maintenancemaintenance Diplomacy and the institutional cultureDiplomacy and the institutional culture


RecommendationsRecommendations

Start with a long-range vision, so Start with a long-range vision, so you can build to meet current and you can build to meet current and emerging needs and usesemerging needs and uses

Design intuitively, with user comfort Design intuitively, with user comfort in mindin mind

Have technical and management Have technical and management oversightoversight

Expect Web browser differences and Expect Web browser differences and problemsproblems


Questions?Questions?

This presentation, a description of This presentation, a description of database tables (pdf) are available database tables (pdf) are available at:at:

http://registrar.ucdavis.edu/http://registrar.ucdavis.edu/presentations/cumrecpresentations/cumrec

Where to look:

Test site: http://lobster.ucdavis.edu/caf

Log in as RegGuest. Password: visitor


Web-based Course Approval Web-based Course Approval SystemSystem Keitha Hunter, Assistant RegistrarKeitha Hunter, Assistant Registrar

[email protected]@ucdavis.edu Christopher Blaise Redder, Christopher Blaise Redder,

Information ArchitectInformation [email protected]@ucdavis.eduedu

Where to look:

Test site: http://lobster.ucdavis.edu/caf

Log in as RegGuest. Password: visitor