From Self Hosted to SaaS Our Journey (LEC107648)

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1 From Self Hosted to SaaS Our Journey (LEC107648) Kathy Saville Director of Instructional Technology Saint Mary s College, Notre Dame

2 Saint Mary s College, Notre Dame, Indiana Founded 1844 Premier Women s Catholic College 1,500 Undergrad 100 Graduate

3 Blackboard s History at Saint Mary s Began in 2006 Self-Hosted 1 production server 2 virtual servers - pre-prod and staging 0 full-time personnel to manage Bb Every course offered automatically available in Bb Over 80% of courses use Blackboard

4 Self-Managing Blackboard - too Time-Consuming Personnel Director of Instructional Technology GUI admin & Instructional Design Director of Administrative Computing DBA Director of Networking and Systems Backend Manager Server problems took days to research and repair Building Block Management Core Group A, B, C, others took hours! Restarts Restarts Restarts!!!

5 Will moving to SaaS solve our current operational problems? Our Challenges Production server going off contract Maintain up time of % Personnel Time

6 Researching SaaS Attend BbWorld SaaS sessions Participated in SaaS webinars Talked with our Sales Representative Develop & present a plan to our CIO

7 Question for You When will your school move to SaaS? Currently on SaaS Moving by August 2017 Moving by January 2018 Moving by July 2018 No Current Plans to Move to SaaS

8 Our Plan from Self Hosting to SaaS Move to SaaS by January 2017 Full Database migration test > then the real thing Spring courses loaded and taught in SaaS Use the Original Experience Use 2012 theme Backup plan Move by March 2017 Spring Break Start June 2016 Time line SaaS January 2017

9 Note #1 What is the Backup Plan? If your plan to moving to SaaS is not going to work out in the planned time frame, what is your backup plan? It is important to have a PLAN B

10 Timeline June 9 th Pre-contract Meeting with Blackboard June 10th 17 th Contract review June 29 th Contract signed! Start June 2016 SaaS January 2017

11 Saint Mary s CIO GUI & Instructional Design DBA Backend Admin Programmer Pre Contract Meeting Blackboard Sales Representative SaaS Representative Solutions Engineer VP Discussion included: Proposed Project Plans (Blackboard s and my own) Building Blocks Answers to our Questions

12 Pre Contract Meeting Blackboard s Solution Engineer Took the list of our 106 building blocks and one-by-one identified which ones would: Work in SaaS Which were no longer needed (obsolete) Which are currently in development for SaaS Which he had no information on but If I could provide.war files, he would load & test for us

13 My 15 Questions 1. Confirming we are moving to SaaS Plus (FDO) Flexible Deployment Option 2. Once the contract is signed, may we have the code for Content & Communities? 3. In SaaS, is there a limit on the number of Building Blocks? 4. Will we be able to continue our Banner integation process flatflile, batch, updated twice a day using curl scripts? Banner 5. Weeding the server. Can we get batch archives of courses and move them to an in-house storage area?

14 My 15 Questions 6. Single sign-on through our portal 7. GUI Access in SaaS 8. Approve Project Plan 9. Details for: - Project kickoff - Migration - Preparation - Testing 10. Option to teach pilot courses before complete SaaS cut-over

15 My 15 Questions 11. May we keep our Blackboard url? 12. Which version of Learn Original will we run in SaaS? 9.1???? 13. The Look of Blackboard will not change in SaaS (theme)? 14. How to access the SaaS production and test environments? 15. What am I forgetting? SaaS URLS

16 Using your notecard what questions would you add for your system?

17 Note #2 - Project Plan (Excel spreadsheet) Task Description Assigned to Date Due Completed Notes Pre Contract Site Provisioning & Project Kick-Off Building Blocks Test Migration Test Tools & Functions - Instructor/Student Migrate Courses ReTest Tools & Functions

18 Timeline July 11 th 1 st meeting with Bb Project Manager July 26 th SaaS environments created (production & test) July 28 th DBA created backups for test migration and made available to Bb SaaS team Start June 2016 SaaS January 2017

19 Note #3 Be Patient Migration will take some time Stay in communication with your Bb PM (project manager) While you wait, create a spreadsheet of your current building blocks including version # & status Create a list of roles & their privileges

20 Note #4 Working with your PM Migrating to SaaS is a task that will take time from your schedule Work with your Bb PM (project manager) and communicate with him/her often Test tools and functions in your system Admin roles Instructor roles Students roles Communicate any issues you find with the PM and/or Bb Support

21 Timeline September 12 th Test migration done. Start testing tools and functions with admin, instructor, student roles. September 15 th Review all building blocks, many new ones! September 20 th Discuss building blocks with Bb PM Start June 2016 SaaS January 2017

22 Timeline Hiccups Begin September 26 th GUI Show All in Users and Courses does not work. Told the PM, ticket with Support, listed as a known issue. October 14 th Kaltura built their SaaS B 2 doesn t work! They assigned someone (brand new to their company) to work on it. Blackboard Support worked with Kaltura & was committed to getting this working for us. Start June 2016 SaaS January 2017

23 Note #5 3 rd Party B 2 s Work with your Bb PM as to which building blocks may still not work in SaaS. Any 3 rd party B 2 that do not have a SaaS option, you will want to contact them & request an ETA for when it will be ready. Get it in writing! (Trust me on this one)

24 Timeline Starting the Blog November 8 th Thanks to Bb Support, Kaltura B2 is fixed. November 18 th Continue testing, restarts, Q4 2016, etc. November 29 th Started my blog - Note: I am not a great blogger! Start June 2016 SaaS January 2017

25 Timeline Coming to the End December 8 th Meeting with our Bb PM & curl programmer. Confirming everything is a good for move to SaaS January 6, Bb will take care of our SSL certificates. December 20 th Fall 2016 courses archived from our self-hosted server and sent to Bb PM for upload to SaaS. December 22nd to Faculty about our move to the Cloud! Opportunity for more testers on the SaaS system Start June 2016 SaaS January 2017

26 Note #6 Communicate with your Faculty Keep your users in the loop Moving Blackboard to the Cloud sounds exciting! Allow your faculty to get their hands on the SaaS systems soon as you are ready Listen to any information they share with you.

27 Timeline January 6, 2017 We were supposed to flip the switch at 8:30 AM but our campus network went down so the switch was flipped at 8:40 AM Our curl scripts broke. They were working in during testing. A ticket with Bb Support and the issue was quickly resolved! Start June 2016 Live On SaaS

28 January 6 th until January 16 th (first day of classes), faculty worked in the SaaS environment. This provided us an additional test of the system with more users. Our annual workshop for teaching online courses was conducted January 9 11, 2017 allowing additional testing of Blackboard s tools and functions.

29 Issues found January 10 th Math Editor error configuration issue Fixed within 24 hours User account creation, no long able to check against Bb User Database This requires a change in our process January 12 th Course copy taking over 24 hours Issue was discovered by Bb Support, was fixed by 6:20 PM that evening

30 Issues found continued January 13 th Course Content throwing errors Our system was accidently included in an update for those on Continuous Delivery by mistake Recurring bug - My Media module kept disappearing provided a long weekend before the start of classes Fixed by Bb Support. Kaltura Support, no helpful responses!

31 Note #7 Classifying Issues I. Annoying Not desirable but manageable II. Pain Points Not functioning as designed but do have an acceptable work-around III. Deal Breakers Says it all!

32 Issue - February 6, th week of the semester Blackboard running slow & Fixed slower, during & s l o w e r! Spring Break Cause 2 files in our 2012 theme Had to use a Bb default theme until the SaaS team could create a fix.

33 Note #8 - When the Cloud Clogs AWS (Amazon Web Services) may go out. If that happens, check Blackboard s Status website

34 Blackboard SaaS Options Important Help Site SaaS CD (continuous delivery) SaaS FDO (flexible deployment option) Site also lists the versioning information Example: for Continuous Delivery 3200 = Q for Flexible Deployment Option

35 Pop Quiz - Versioning What is another name for Learn version ? Q2 2017, build 8 Version for CD or FDO? CD continuous delivery

36 Note #9 - Important Resources to Know & Use & Links o o o as/release_notes/learn_saas_release_schedul e#cd_schedule o o o tinyurl.com/2017bbsaas

37 Note #10 You are NOT Alone! SaaS Virtual Group community site -virtual-user-group Meet weekly at 1:00 PM ET via Collaborate Every other week at 9:00 PM ET via Collaborate for the Australia users tinyurl.com/2017bbsaas

38 Thank you for the honor of your time and attention Kathy

39 Don t forget to rate this session in the BbWorld app.

40

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