aarb at aacrao from ad hocery to organized chaos: advisors, enterprise architects, registrars and...

AARB at AACRAOFrom Ad hocery to Organized Chaos:

Advisors, Enterprise Architects, Registrars and Technologists working together to improve undergraduate

advising

Monday, April 15, 2013 10:45am – 11:45am

Session ID: 232

About UW-Madison•Founded in 1848•Total Research Expenditures: #4•Total Students: 42,441

• Undergraduate (28,737)• Graduate (9,251)• Professional (2,823)• Specials (1,630)

•Total Schools and Colleges: 13•Number of Degrees Awarded Annually: 10,099

Introductions

Scott OwczarekUniversity Registrar, Division of Enrollment Management

Jim PhelpsEnterprise Architect, Division of Information Technology

Jeffrey ShoklerAssistant Director, Office of Undergraduate Advising

8 109 1211

Five Years at Madison

Critical Success Factors

• The right people at the table

• Key retirements

• Maturity of the moment

• Buy-in and support from leadership

• Building on a win

Building the AARB

• Community buy-in and shopping the idea

• Build on existing governance

• Role of the Enterprise Architect

AARB - Membership

AdvisorsKendra Abel, L&S ACACNikki Bollig, BusinessScott Burkhardt, HistoryTanya Cutsforth, EngineeringNoel Howlett, CCASKathryn Paar, SOHEMolly Reinhard, CALSChris Verhaeghe, CFYETimothy Walsh, CCAS

TechnicalAaron Apel, ROMike Farnham, DoIT - ATScott Fullerton, DoITJames Helwig, DoIT - IIAT, ATJames Phelps, DoIT

AdministrativeAnnette McDaniel, OUAScott Owczarek (Co-Chair), ROJeffrey Shokler (Co-Chair), OUAWren Singer, OUAMichelle Young, RO

AARB - Mixed Bag

Advisors

Administrators

Technologists

AARB - Mixed Bag

Advisors

Administrators

TechnologistsComplexity

Connectedness

Considerations

Possibilities

AARB - Mixed Bag

Advisors

Administrators

TechnologistsJointly determine:

Strategy

Requirements

Use Cases

Opportunity to Educate

The toolsThe limitationsThe flowThe variations

Advisors

Complexity of Advising

Current toolsFuture stateEasily attained changesRequirements needs

Technologists

Current state and future

possibilities

What is under discussionWhat needs helpWhat we could pursue

Administrators

Current roadblocks and opportunities

Design ThinkingService Oriented ArchitectureEnterprise Data ManagementOperational Data Stores

Architects

How to think architecturally and

design for the future

AARB - Mixed Bag

Advisors

Administrators

Technologists

How we use the Core Diagram

How we guide technical decisions

Scenario Review

Scenario:Training Analysis

Scenario:Advisee

Experience

http://go.wisc.edu/3a5dbd

2013 Strategy

•Proxy “view” of advisee tools

•Usability studies of the advisee experience

•Gather metrics on time spent

Scenario:Data Entry Conundrum

Scenario:Strategy

Development

Tools per task?

Seven tools per task…

Building More Apps

Plan/Program Change

DARS ISISCourse Guide ANS

We can’t leave it to every service provider and every technologist to

solve on their own.

Orchestration of reusable servicesLeveraging a shared infrastructure

Plan/Program ChangeRun

DARS report

Run ISIS Transcript

Get Plan/Program Requirements

Find Courses in

CourseGuide

Run DARS What If

ISIS Change

Plan

ISIS Assign Advisor

Advisor Notes

System

Plan/Program Change

DARS ISISCourse Guide ANS

Serv

icesM

gm

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Run DARS report

Run ISIS Transcript

Get Plan/Program Requirements

Find Courses in

CourseGuide

Run DARS WhatIf

ISIS Change

Plan

ISIS Assign Advisor

Record Meeting in

ANS

SecurityGov.

Plan/Program Change

DARS ISIS ANS

Serv

icesM

gm

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on

Run DARS report

Run ISIS Transcript

Get Plan/Program Requirements

Find Courses in

CourseGuide

Run DARS WhatIf

ISIS Change

Plan

ISIS Assign Advisor

Record Meeting in

ANS

SecurityGov.

Course Guide

Find Courses

DARS ISIS ANS

Serv

icesM

gm

nt O

rch

est

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on

Run DARS report

Run ISIS Transcript

Get Plan/Program Requirements

Find Courses in

CourseGuide

Run DARS WhatIf

ISIS Change

Plan

ISIS Assign Advisor

Record Meeting in

ANS

SecurityGov.

Course Guide

Find Courses

DARS ISIS ANS

Serv

icesM

gm

nt O

rch

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rati

on

Run DARS report

Run ISIS Transcript

Find Courses in

CourseGuide

Run DARS WhatIf

Record Meeting in

ANS

SecurityGov.

Check PreReqs

Course Guide

Orchestration of reusable servicesLeveraging a shared infrastructure

Metrics

33%

1,500 hours of high-value advising every year.

3,000more students served.

AARB as a way to help technologists,

administrators and end-users understand...

•Current technology landscape

•Costs of the current state

•Design goals and practices

•Complexity

•Opportunities

Help understand…

Summary

• From weeds to a garden

• From tactical to strategic

• From filling holes to knitting an experience

Questions?

Thank You!Session ID: 232

Scott Owczarek, owczarek@wisc.eduJim Phelps, phelps@doit.wisc.edu

Jeffrey Shokler, jshokler@provost.wisc.edu

http://go.wisc.edu/3a5dbd