Drake Campus Card Project

1. Drake Campus Card Project Faculty Senate Update May 7, 2014 V1.1

2. Contents Project Overview Critical Success Factors Project Team Progress Update Schedule of Milestones Key Upcoming Activities Significant Risks and Issues

3. Project Overview • Background • Today Drake uses a traditional key and lock system to gain access to most campus buildings and doors. This is problematic; as this traditional approach cannot easily or quickly assign authority to enter buildings on campus (essentially today public entrances are an ‘all or nothing’ means of access). Related to this, Drake today has disparate processes to issue campus access cards, which interact with systems in use at Drake today, such as printing and campus meal plans resulting in a poor faculty and student experience. Finally, Drake utilizes traditional, manual methods to work through student housing needs. This process is labor intensive and not conducive to meeting residence housing needs for our student population. • Target State • The goal is to centralize related functionality across campus using a standardized proximity card access system. This includes a central office and function that can offer a straightforward and easy way to access a grouping of systems that will aid in enhancing the overall student experience at Drake. • The capability will include the following centralized and standardized services: • Building exterior door card access (36 buildings) • Improved Card Office Management • Meal plan Integration (Sodexo) • Print Management Integration (Xerox) • Online Housing Integration • Recreation Center Integration • Benefits Other Payment Integration Requests Laundry (eSuds) Library (Fees/Fines) Vending Athletic Games Bookstore On Campus Events (Ticket Sales) Card Replacement Charges • For Drake’s Students • Significantly improve the overall student experience by utilizing the same card system and processes. • For Risk Management • Severe security incidents could cost Drake in terms of students, goodwill and revenue. • For Drake Staff • Leverage a single system and coordinate similar processes to increase efficiencies and economies of scale. By August 2014 After August 2014

4. Critical Success Factors

5. Project Team Project Sponsor: Scott Law Technology Sponsor: Joe Riesberg Drake Project Manager: Brad McManus Vendor Project Manager: TBD Public Safety Scott Law Deans Rep Joseph Lenz Melissa Sturm-Smith Student Accts Rich Selden Dining Dannie Crozier Bill Ohnemus Student Affairs Ann Miller LorissaLieurance Student Senate Joey Gale Josh Duden Rec Services Mike Cigelman Lisa Murphy IT Jeff Sabin Matt Holub Controller Patricia Ahrenholtz Comms Deb Lukehart Abbie Hansen Facilities Jolene Schmidt Mark Chambers Procurement Caron Findlay “The reasonable man adapts himself to the world; the unreasonable one persists in trying to adapt the world to himself. Therefore, all progress depends on the unreasonable man.” – George Bernard Shaw

6. Progress Update (4/28) • Contract negotiations complete and principle agreement reached with Blackboard • Scope and Project Definition Document drafted • Communications Plan drafted • Article published in Times Delphic • Discovery meetings complete • Procurement – Caron Findlay • Marketing and Communications – Deb Lukehart & Abbie Hansen • Facilities – Jolene Schmidt and Mark Chambers • Student Accounts – Rich Seldon and Patricia Ahrenholtz • Dining Center – Dannie Crozier and Bill Ohnemus (w/ Rich, Patricia, Caron and Matt) • Human Resources – Gary Johnson and Vanessa Macro • Deans Representatives – Joe Lenz and Melissa Sturm-Smith • Recreation Center – Mike Cigelman and Lisa Murphy • Residence Life – LorissaLieurance • Student Life – Ann Miller • Student Senate – David Karaz and Joey Gale • Information Technology – Matt Holub, Mike Perin, Bill Jensen, Jeff Sabin, Chris Mielke • Introduction and Scoping Meeting held April 14 • Completed IT Implementation Guide review & preliminary hardware needs analysis • Developed notional system integration requirements (TouchNet & Banner) • Drafted a schedule of high level milestones

7. Schedule of Milestones (tentative) May June July August Phase 1 Complete – Resources Released Production Readiness Review Complete Card Office Operational & Cards Ready for Distribution Knowledge Transfer for Ongoing Support Complete Campus Card Solution Roadmap Established Quality Assurance Planning Complete Card Distribution Complete Drake Technology Infrastructure Ready Spring Term Ends Orientation Begins Orientation Ends Fall Term Begins Fall Student Athlete Arrival Hardware Ordered and Shipped Execute Vendor Contract Baseline Detailed Project Plan Building Access Rules Defined Dining Center Commerce Upgrade Begins Door Access Go Live Complete Door Access Go Live Begins Building Access Rules Approved Door Access Reader Installs Begin Go Live in Dining Center Building Prep Begins for Card Reader Installs Key Academic Calendar Project Deliverables Card Access Deliverables Commerce Deliverables

8. Key Upcoming Activities • Communication Planning – construct and deliver initial broad communication about the project. • Engage with Blackboard in several areas, including; • Creation of Project Plan (Schedule and Resource Plans) • Technical Architecture and Design • Schedule Dakota building survey • Conduct experiences gained calls with peer universities • Order Drake technology hardware (servers and switches) • Execute the Blackboard contract • Finalize and distribute Scope Document for approvals • Establish blueView channel for document collaboration (e.g. building list) • Socialize the plans and expected timing for key activities so resources can plan for their availability (e.g. Configuration Workbook working sessions).

9. Top Identified Risks

10. Thank you Please direct any questions or concerns to: Brad McManus, Project Manager Brad.McManus@drake.edu Office – (515) 271-2348 Mobile – (515) 473-8308 Scott Law, Project Sponsor Scott.Law@drake.edu Office – (515) 271-3860 Mobile – (631) 496-6564 or

11. Appendix A – Building Plans 36 Campus Buildings and 64 External Doors Double click to open baseline building and door plans  • Change Request Pending (as of 4-29-2014) • Add Olmsted to the Plans for two doors (North Door and South Door) • Reduce Tennis Center to one door and increase Fieldhouse to two doors.