Photo Integration Rework

100%

Status

Completed [Completed]

100% complete, updated on Mon 2/6/23 2:19 PM by Wendy Bentley

Changed Status from In Process to Completed.
Changed Health from Green to None.
This project was completed successfully creating the process in Dell Boomi that can be used for other downstream system integrations that require photos.

Details

Dates
Mon 9/19/22 - Mon 2/6/23
Acct/Dept
IT Support Services
Service
Project and Change Management Office / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
None - No health has been set
Portfolio(s)
Classification
Projects *Deactivated*
Created
Mon 6/20/22 8:42 AM
Modified
Mon 2/6/23 2:19 PM
Closed
Mon 2/6/23 2:19 PM

Change Impact

How will you measure the impact of this project?
What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
Success of this project will be measured by the reduction in the number of custom applications that are relied upon to both transfer and manipulate the images as they are passed from one system to another.
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
Without a long-term fix, we will continue to violate FERPA laws as photos are shared with downstream systems sometimes without student consent. Cleaning up the configuration, utilizing standard tools such as Boomi will help
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Dozens
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Hundreds

Project Costs

Funding Status
Funding is not necessary

Project Details

Divisional VP Support
Does your divisional VP support this request?
Yes
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
A successful solution would include the removal of the custom API application, utilizing PeopleSoft as the source of authority for photos and permissions for downstream systems, and the use of Boomi to set up API endpoints between CS Gold, PeopleSoft and downstream systems. See proposed diagram of solution in the Box folder for the project. Also linked on this request
Executive Sponsor Division
The executive sponsor's campus division. Campuswide is used for projects that have multiple executive sponsors or are initiated by cabinet.
Information Technology
If this request is mandated, please provide details about what's driving the mandate.
If you selected Chancellor's Office, legal or collective bargaining requirement, please provide details about the policy, law or executive memorandum that’s driving the mandate.
Yes, the current issues violate FERPA regulations.
Is there a mandated or requirement driving this request?
Please indicate whether or not this request is mandated or required. If it’s mandated or required, you will be asked to attach supporting documentation.
Required (not mandated) to keep a campus system running properly

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
Jim Nelson
Greg Coates
Megan Utter
Greg Coates
Satya
Robert Utter
Kevin Storkan
CO - Integrations
Complexity of Implementation
What is the complexity of the project?
Moderate (multiple interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
Upgrade to existing infrastructure/code

Description

The student and employee photo integration is highly complex and prone to issues. Images and data are being pushed and pulled between CS Gold, PeopleSoft, a custom photo transformation app, a custom API layer and finally into downstream systems such as Salesforce, the WREC, Presence, AIM. Currently the system isn't working properly allowing photos to flow into downstream systems, even though some students have set their FERPA flag. Work with the registrar to reassess how the interpretation of the FERPA flag affects the sharing of photos.

Systems Affected

  1. Account Center

  2. Bb Learn

  3. Dell Boomi

  4. PeopleSoft CS

  5. PeopleSoft HR

  6. Salesforce

  7. TargetX

Manager

Jim Nelson
Jim Nelson

Alternate Manager(s)

Alisha Johns
Alisha Johns
WB
Wendy Bentley

Sponsor

Scott Kodai
Scott Kodai

Stakeholders (2)

CK
Corinne Knapp
University Housing - Associate Director of Administration
Consulted
Consulted
Tue 12/21/21 11:21 AM
EP
Eva Phillips
Consulted
Consulted
Tue 12/21/21 11:21 AM