Assigned Term: 
Spring 2018
Project Status: 
Current
Last Updated Date: 
Wednesday, November 14, 2018
Requesting Department: 
OtR

Purpose

Oregon State University catalog was on an outdated technology that was due to be replaced with a newer modern tool with additional functionalities for reporting, and integration with existing software on campus. OSU needed a new catalog that can be mobile friendly and accessible via smartphones and tablets.

  • Mobile-friendly academic calendar
  • Modern technology with possibilities to integrate with other tools
  • Ecosystem of course and program inventory and management

Background to the Project

The BSG catalog served OSU for almost 20 years and has not had a single update done to keep up with modern web technologies and does not provide solutions for arising need for a departmental section scheduling tool, reporting and automated processes to update catalog content. Through an RFA process, LeepFrog Technologies was selected to be the vendor for a course inventory ecosystem.

Objectives

We will have an academic catalog, schedule of classes, curriculum proposal system, and a departmental section scheduling software that work as an ecosystem for course and program inventory.

Project Scope

  • Deliver Academic Catalog by June 1st 2018
  • Deliver Schedule of Classes Express (lite version) by June 1st 2018
  • Communication plan via advisor email, MyOSU announcements, OtR website
  • Webpage overviewing project on OtR website
  • Email for catalog correspondence supported by OtR Catalog Coordinator

Scope Exclusions and Limits

  • Quick Jump
  • Display of course sections as a grid.
  • Searching for courses with various formats of entry
  • Creating deep links

Constraints

  • Time/Schedule – Roll out scheduled for the window between ending and beginning of academic years. Our timeline is rigid because of this limited timeframe.
  • Performance/Scope – We need to make sure the new catalog is as close in terms of functionality to the old catalog as possible.
  • Budget – We purchased the package of tools as a set approved budget. Additional budget is not available.

Timelines

Due Date

Milestones

Completion Date

10/10/2017

Project Kickoff call with the vendor and project sponsors. 

10/10/2018

11/14/2017

Project launch meeting with vendor and key stakeholders. Established project scope, requirements, and timelines.

11/14/2017

11/20/2017

Identify business requirements and phases of implementation

11/20/2017

11/20/2017

Pilot orientation, including identifying specifications and customizations

11/20/2017

Project implementation begins

11/20/2017

02/15/2018

Edit and approve pages in preparation to move each to a public site. This includes building pages and page sections for program information and requirements.

03/15/2018

04/15/2018

Design and style work with OSU Marketing for attractive interface.

04/15/2018

04/27/2018

Migration training with page owners.

04/27/2018

04/25/2018

Final approval for catalog pages.

05/25/2018

04/10/2018

SOC Schedule of Classes Express Lite version implementation plan.

04/10/2018

04/10/2018

Review of SOC user experience.

04/10/2018

04/10/2018

  Test data accuracy for SOC.

05/30/2018

06/01/2018

Check for navigation, broken links, data accuracy, schedule of classes before Go Live date.

06/01/2018

06/04/2018

Soft roll-out of SOC and Catalog

06/04/2018

06/07/2018

Addressing concerns post soft roll-out.

*See the Appendix 1 for details.

06/07/2018

06/26/2018

In preparation for campus listening session: compiling and categorizing all feedback received.

06/26/2018

06/27/2018

Campus Listening Session with campus partners.

06/27/2018

06/28/2018

Prepare for implementation of full version of Schedule of Classes, contingent on implementation of other tools within the software package (CLSS).

06/28/2018

 08/14/2018 Present on CAT and SoC at Enrollment Management Training Day  08/14/2018
 08/15/2018 SoC Extended Version Pilot  08/15/2018
 09/05/2018 Present on CAT and SoC at Advising Summit  09/05/2018
 Fall '18/Winter '19 Conduct student focus groups  
 10/08/2018 Development kickoff for SoC Extended Version  
 11/07/2018 Present on CAT and SoC at OSU Training Day  

Communication Plan

Audience

Information Needed and Format

How Often/When

Who

Students

  • MyOSU Announcement
  • OtR Website

Once, two weeks before going live

Larry Bulling

Allyson Dean

Advisors

  • C-10 Advisor Digest
  • MyOSU Announcement
  • Project Webpage on OtR website

Twice, a month and two weeks before going live

Allyson Dean

Larry Bulling

Concerns Arriving Post Go-live

Appendix 1


 

Status Issue Outcome
Completed Search for individual sessions Vendor made the update
Completed Search for cancelled classes Vendor made the update
Completed Search by instructor Vendor made the update
Completed Show instructor for each section Vendor made the update
In progress List "variable credits" in Credit Hours Sent request to vendor
Completed Broken links Vendor made the update
Completed Bring visibility and better search function to Bacc. Core Vendor made the update
Completed Final exam date, time and locations not showing for spring term Vendor made the update
Completed New courses not appearing Vendor made the update
Completed Differentiate between lab, lec and rec in sections Vendor made the update
Completed Show restrictions and pre-reqs Vendor made the update
Completed Show dates or session offerings for summer classes Vendor made the update
Resolved Terms listed as "semester" in reg restrictions Vendor made the update
Completed Add Seats Available, Waitlist Actual, Waitlist Seats Available Vendor made the update
Completed Display of meeting times in section details Vendor made the update
Completed Display of session times and part of term in course information Vendor made the update
Completed Ecampus classes show "Does Not Meet" Vendor made the update
Completed List min grade for pre-req courses Vendor made the update
Completed New catalog now appearing as first result when "course catalog" typed into OSU homepage search box Vendor made the update
Completed Show grade mode Vendor made the update
Resolved Sections come up grouped by lecture and attached recs/labs - if it shows all lectures first, department needs to update section numbers Not new, this was the same as in old catalog
In progress Short program titles are used for SOC (30 characters); long program titles for catalog (60 characters). Request to also have long titles in SOC. Sent request to vendor
Resolved Cannot search for individual sections Not new, this was the same as in old catalog
In progress Start new search rather than refresh page to get update enrollment data Only one additional click from old catalog. Use arrow in left-hand corner of 3rd panel then reclick on section for updated enrollment.
Resolved Heartbeat Mode too slow Will be better than the old catalog when full version of software is rolled out (will refresh ea. minute)
Resolved Link to syllabi from courses in catalog Not new, this was the same as in old catalog
Resolved Interchangeable use of the words "course" and class" Cultural/training issue
In progress Copy hyperlink of schedule Sent request to vendor
Resolved Not clear that you have to click on course title for more information Training/practice
Resolved "Undergraduate" or "Graduate" shows in major names to distinguish between majors with same name Not new, this was the same as in old catalog
Resolved Errors in catalog course offerings Departmental responsibility to ensure courses are correct in Banner
Resolved See full OSU faculty list Go to https://catalog.oregonstate.edu/faculty/
In progress List departmental contact details Sent request to vendor but contacts are listed at https://catalog.oregonstate.edu/subject-contacts/
In progress List options at the top of each major rather than selecting on navigation bar Sent request to vendor but we can embed links in text (see Biology major for example). Send requests to catalog@oregonstate.edu
Resolved List of courses not appearing under major/minor Same as old catalog. Some pages have courses tab. We plan to add courses, faculty, programs and requirements tabs to all college and school pages. ETA 19-20 catalog.
Resolved Accuracy of cancelled classes Past practice and customization in the old catalog. Classes should be cancelled by emailing schedule@oregonstate.edu, not set with 0 enrollment limit
In progress Search fee, enrollment, course info for previous terms Archived in Library at the moment: https://ir.library.oregonstate.edu/catalog?utf8=✓&locale=en&search_field=all_fields&q=Schedule+of+Classes 
We are discussing how to archive in future.
Resolved Pull a full view of all course info for a given term and copy easily to excel SSR1000 through Appworx and ECS is working on having the report generated as Excel rather than PDF
Resolved More clicks to get information To make it mobile friendly for students, more clicks are required
Resolved Search by room Not new, this was the same in the old catalog and one can search through Web Viewer
Completed Set "all terms" as default search Vendor made the update
In progress Justify course information in 3rd panel of SOC for readability Conflicting feedback requires further discussion
In progress URLs written out rather than being links Conflicting feedback requires further discussion
Resolved Text too spaced out in list of course subjects and pages for major descriptions Standard university styling
Resolved Remove second "search results" screen in SOC when searching for specific course Not possible. Standard display for the software. 2nd panel needed to display results.
In progress Thursday is now TH not R and times are no longer military Conflicting feedback requires further discussion
In progress Add a similar function as Quick Jump Sent request to vendor
In progress Link to SOC from courses in catalog On list to discuss with vendor
In progress Menu or link at top of SOC page to return to main catalog Sent request to vendor
In progress Change grade mode terminology from Normal Grade Mode to A-F or S/U Conflicting feedback requires further discussion. Change would have to be made in Banner.
Resolved Make reset search button more prominent There are two ways to reset.
In progress Build major and college code into URL Sent request to vendor
In progress Show accurate information for waitlisted sections so full classes do not show as open Sent request to vendor
Completed Ability to print a full catalog Vendor made the update
Completed Sensitivity of search function (spaces, capitalizations, mis-spellings, broader search nuances) Vendor made the update
Completed Show schedule type descriptions (lecture, recitation, et. al.) instead of Banner codes Vendor made the update
Resolved Add +06 Level Restriction to Advanced Search Not possible to search by 06 level--on transcripts only; courses not coded into Banner with 06
In progress Ability to search by "or" or "and" in Advanced Search Sent request to vendor
Completed Sort Bacc Core alphabetically in Advanced Search and do not abbreviate Synthesis Vendor made the update
In progress Change summer session terminology Conflicting feedback requires further discussion
Completed Show repeatability of courses Vendor made the update
Completed Search by honors attribute Vendor made the update
Completed Sort sections numerically Vendor made the update
Completed Show primary instructor only Vendor made the update
In progress Ability for export catalog results to Excel On list to discuss with vendor
Resolved Ability to export SoC calendar to Outlook/Google Possible but not desirable as there is no way to exclude classes that fall on public holidays. CLSS will provide better functionality.
In progress Show accurate information for cross-listed courses Sent request to vendor
Resolved Show unenforced prerequisites No longer possible to list in catalog but email schedule@oregonstate.edu to have listed in Class Notes.
Resolved Show all courses and sections in grid format This will be available in CLSS.
Resolved Include OSU-Go (International) in Type Same as old catalog. Only possible to search for scheduled courses, not courses for which students receive credit.
Resolved Show inactive courses and future term offerings SoC only shows courses with scheduled classes. If course is inactive, it will show in the catalog. You can search by cancelled section. Future term offerings are the same as old catalog -- use drop-down for upcoming terms. There will be more functionality in CLSS.
In progress Search by more than one designator Sent request to vendor
Completed Change E-campus to Ecampus in session search Vendor made the update
Completed Show abbreviations for CLA core

Vendor made the update

In progress Show instructor for each section in All Sections grid Sent request to vendor
In progress Ability to exclude honors in subject searches Sent request to vendor
In progress Add schedule type to search results panel Sent request to vendor. Currently discussing what info should appear in search results given space constraints.
In progress Add CRN and waitlisting to search results panel Sent request to vendor. Currently discussing what info should appear in search results given space constraints.
In progress Move All Sections grid up Conflicting feedback requires further discussion
In progress Do not move sections to top of list in "All Sections" once one is selected Sent request to vendor
Completed Search by campus in catalog This feature is now live
In progress Search by upper and lower division courses Sent request to vendor
In progress Show 'per credit' next to fee information Sent request to vendor
In progress Sort results numerically even if section title is different (but course is the same) Sent request to vendor
In progress Indicate Ecampus courses in Catalog Sent request to vendor
Completed Remove redundant session and scehdule types from search field Vendor made the update
In progress Display exams in MM-DD-YYYY format Sent request to vendor

 

 

 

 

 

Status Report: 
In progress.