Enhancements & Automation of Grade Transfer to Banner

Transcription

1 UCD IT Services Blackboard Grading & Assessment Enhancements & Automation of Grade Transfer to Banner Project Initiation Document Version February 2015 Version History Version Date Summary of Changes Changed by Initial Draft Revisions Trish Mountjoy Revisions Maria Revisions Trish Mountjoy Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 1 of 11

2 Contents 1 Objectives & Scope 1.1 Background to the Project 1.2 Project Objectives 1.3 Expected Benefits 1.4 Project Scope 1.5 Change Control 2 Project Plan 2.1 Project Approach 2.2 Milestones & Deliverables 2.3 Project Plan 3 Project Structure 3.1 Roles & Responsibilities 3.2 Meetings 4 Risks & Issues 4.1 Initial Risk & Issue Log 4.2 Ongoing Management of Risks and Issues 5 Communication Plan 6 Project Costs 6.1 Initial Project Budget 6.2 Ongoing Costs Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 2 of 11

3 1 Objectives & Scope This Project Initiation Document (PID) defines the Blackboard Enhancements and Automation of Grade Transfer to Banner Project in detail including objectives, scope, approach, deliverables, timescale and structure of the project so that it can be understood and agreed by all stakeholders. 1.1 Background to the Project Assessment and feedback on assessment items and grades is a fundamental feature of the higher education experience. In UCD, there is a cohort of UCD academic staff using Blackboard s Assessment and Grade Centre capabilities for managing some aspects of continuous assessment in modules. Banner Gradebook holds the students final grades and is the source of student grade information used in the University s grade approval process. Currently there is no automated process to transfer grades from Blackboard s Grade Centre to Banner s Gradebook. Feedback from some members of the academic community, Registry and Programme Offices would indicate an interest in the development of such a facility. This project aims to investigate the levels of interest in more detail, and if required to design and implement a solution. In addition, Blackboard have recently released the Bb Grader mobile app which offers instructors a range of additional Blackboard grading and assessment features which can be accessed on their mobile device. The second aspect to this project will look at suitability of this app for deployment to UCD users, bearing in mind policy around electronic assessment, feedback and grade release. This project is aligned with the following University strategic objective and initiative: University Strategic Objective 2 : Provide an educational experience that defines international best practice. Increasing agility and effectiveness.. (Initiative #6) 1.2 Project Objectives Grade Transfer To investigate the level of usage among the UCD academic community of the grading and assessment features of Blackboard To measure the level of requirement for a more streamlined grade transfer process To fully establish and document the customer requirements in relation to grade transfer To establish the feasibility of implementing an effective technical solution to this problem bearing in mind the requirements of the Grade Approval Process and the requirement for Banner Gradebook to remain the official source of student grades. If required and feasible: To deliver a design for the technical solution To deploy and test the solution Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 3 of 11

4 To produce all required supporting materials Bb Grader App To ensure that delivery of new features as part of the app does not contravene any official UCD requirements regarding grading and feedback to students. To test and deploy the app To produce all required supporting materials 1.3 Expected Benefits Improved staff satisfaction with the marking work flow and tools and techniques that simplify and speed up this process, addressing increased pressure on staff arising from larger student cohorts and faster turnaround times. Process efficiency current assignment handling and grades management processes are resource intensive. There are significant work flow efficiencies that can be achieved. Improved student satisfaction with the assessment and feedback experience. Particular improvements in timeliness, consistency, clarity and level of detail. This addresses rising student expectations of quality of service from the institution. 1.4 Project Scope The project will investigate the need for and feasibility of delivering an improved interface between Blackboard s Grade Centre and Banner s Gradebook. It will also review the enhanced functionality that can be made available via the new Bb Grader App, and, if approved, will aim to deliver on those enhancements. 1.5 Change Control The Project Initiation Document will be approved on commencement of the project by the relevant project members. Following this, an ongoing Project Plan will be maintained and updated to accommodate any minor changes occur. Once the scope is agreed herein, any further changes to scope or major deviation from the proposed time frames will be the subject of the change control Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 4 of 11

5 2 Project Plan 2.1 Project Approach Firstly, at the highest level, the project will be broken down into two discrete work packages: Automated Grade Transfer Initially we will aim to ascertain what is the level of usage of the Grade Centre features in Blackboard, using statistics derived from Blackboard and from end user surveys. Further, we will use the survey to determine the level of interest in an automated facility to transfer grades directly from Grade Centre to Banner Gradebook. If a significant level of usage of Grade Centre, and a significant interest in automated transfer is discovered, a number of focus groups can be held to ascertain usage and to guide design of a suitable solution. These groups could be used as technical solution test user groups, were they to be required later on in the project. Blackboard Grader App Early discussions with UCD Assessment & UCD Registry would be required to ensure that deployment is compatible with existing policy and procedure governing grade feedback and grade release. Once this has been agreed, the team will work to test and deploy the app. 2.2 Milestones & Deliverables The following milestones, deliverables and target delivery dates have been defined for the project: Automated Grade Transfer Milestone Deliverable Responsibility Reviewers/ Approvers Due Date Project Project Initiation Document 0 Initiation completed completed A: G Dalton, M Lande, K O Shea 1 Requirements definition Statement of Requirements A: G Dalton, M Lande, K O Shea Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 5 of 11

6 2 Gather Statistics End user survey, system statistics to ascertain usage levels 3 Customer Focus Groups Establish requirement and describe most workable solution T&L IT, MSU, Registry 4 Technical Feasibility Establish if a custom technical solution is achievable 5 Process Analysis Business process design to ensure efficiencies Trish Mountjoy Stakeholders 6 Evaluation of solutions Selection of preferred technical solution, based on agreed business process 7 Deployment of solution Implement and deploy technical solution 8 Customer testing and acceptance Sign off from customer groups, include test phase to adjust for any process gaps 9 Production of supporting materials Web site and other supporting materials 1 0 Project Handover Service moved to production status R: C Acton Blackboard Grader App Milestone Deliverable Responsibility Reviewers/ Approvers 0 Project Initiation Project Initiation R:T Mountjoy completed Document completed Approval: G Dalton, K O Shea 1 Testing of app Testing completed and R:T Mountjoy documented 2 Compliance Ensure features R:T Mountjoy offered in app do not contravene UCD policy on grade release, assessment or feedback 2 Deployment of Functional app R:T Mountjoy app deployed in UCD mobile 3 Live pilot Documented feedback R:T Mountjoy from customers after live pilot Due Date Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 6 of 11

7 4 Production of supporting materials Web site and other supporting materials 5 Project handover Service moved to production status R:T Mountjoy R:T Mountjoy, C Acton 3 Project Structure The project comprises a project team, led by, and a working group of stakeholders. The working group will provide the functional requirements and carry out acceptance testing and piloting of the new services. The will manage the project on a daily basis and will report regularly to the working group and SMT. 3.1 Roles & Responsibilities Define the responsibilities for each group and role within the project. The following are some sample responsibilities for common project groups and roles. Role Responsibilities Names Stakeholder Confirm the need for the grade transfer UCD Registry, IT Services, Group enhancements Provide the functional requirements for same Approve requirements document produced after process analysis Test and accept the grade transfer solution Use the Blackboard Grader app as part of a live pilot Provide feedback to the project team on same UCD Assessment, members of the Academic Community, educational technologists in schools Project Sponsor Ensure that resources are provided as required for the project Take action on any issues escalated by the Project Team Genevieve Dalton / Mark Lande / Karen O Shea Project Manager Prepare the Project Plans Determine resource requirements and ensure that appropriate resources are allocated Manage the project to ensure that the desired results are achieved within agreed time scales Monitor progress and report on a regular basis to the project sponsor and/or SMT Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 7 of 11

8 Prepare project deliverables and their presentation for approval Conduct the tasks and activities of the project in accordance with the Project Plan Prepare the project deliverables by the agreed due dates Report progress to the Project Manager Derek Nolan Maria Trish Mountjoy 3.2 Meetings The following are the scheduled project governance meetings: Team Attendees Frequency Stakeholder Group As required. A requirements definition workshop to be held early in the process and further meetings as required to sign off on the proposed solutions., Derek Nolan, Maria, Trish Mountjoy Twice monthly Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 8 of 11

9 4 Risks & Issues 4.1 Initial Risk & Issue Log The following project risks or issues have been identified on commencement of the project. These initial tasks to address these risks or issues are outlined. Risk / Issue Probability / Impact P H P M P L I H I M I L Actions to Mitigate Responsibility Requirement for grade transfer does not exist X X Project will generate a report to indicate same and project will cease. The need for improvements in grade tranfer not widespread among the customer base or important enough to the customer base X X There will be a significant information gathering exercise to establish the importance of this to the customer community. Customers will be surveyed and a also a working group established to attend requirements gathering workshops and provide ongoing input. Blackboard Services solution will not fit the UCD environment due to the use of custom tables in Gradebook X X Schedule a call with Blackboard Services to explain our customisations and get reassurance their offering will work. Also establish a back out option in the event that engagement commences and this problem materialises 4.2 Ongoing Management of Risks and Issues Any additional risks and issues identified will be maintained on an ongoing basis by the Project Manager in separate Risks and Issues logs. Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 9 of 11

10 5 Communication Plan Identify the key stakeholders in the project and the plans for interaction and communication with each. Stakeholders are individuals and groups who will be capable of influencing the success of a project, directly impacted by the project as users or customers or involved in approving or implementing project deliverables. The following table highlights the communication and interaction activities planned for each stakeholder group: Stakeholder Actions Responsibility IT Services Executive Update management on progress of project G Dalton Management on a regular basis. Involve other teams in testing phases where suitable. Work Programme Group Update at regular WP meetings T Mountjoy UCD Community Update via published Work Programme Quarterly Progress Reports, available on IT Services website UCD Registry Demonstrations and documentation on grade transfer solution Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 10 of 11

11 6 Project Costs 6.1 Initial Project Budget Item Unit Cost Total Process Analysis 15,000 15,000 Configuration & scripting of core code 18,500 18, Ongoing Costs Item Unit Cost Total ICM Maintenance 8,500 8,500 Blackboard Enhancements and Automation of Grade Transfer to Banner: Project Initiation Document Page 11 of 11