OnBase Portlet Creation

0%

Status

Cancelled [Cancelled]

0% complete, updated on Tue 10/17/23 3:12 PM by Wendy Bentley

Changed Status from On Hold to Cancelled.
Changed Health from On Hold to None.
Division of IT will work with campus stakeholders to develop a holistic solution to share form information to campus.

Details

Dates
Mon 1/2/23 - Tue 10/17/23
Acct/Dept
Strategic Initiatives & Change Management
Service
Project Requests / Other IRES Project Request
Type
IT Projects / DoIT Project
Health
None - No health has been set
Portfolio(s)
Classification
Projects *Deactivated*
Created
Mon 6/20/22 8:39 AM
Modified
Tue 10/17/23 3:12 PM
Closed
Tue 10/17/23 3:12 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.
Reduction in amount of time required to process signature approval processes, before and after the forms are implemented with Portal alerts.
Click rates on the alert messages within the portal
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.
The campus may miss an opportunity to expand the usefulness of the portal for faculty, staff and students to check their status, receive alerts, and do daily activities pertinent to their relationship with the University.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
Most/all
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Most/all

Project Costs

Funding Status
Funding is not necessary

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
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.
Creation of a portlet in the campus portal that would surface alerts to employees and students when they have pending forms that require action. This will require the development of API endpoints developed in Hyland which can be utilized to push alerts into a Portlet within the campus Portal. It will also require development work by the Customer Engagement team to surface the alerts in the portal itself.

Once established campus users will receive both an email alert and an alert when they log into the Portal when action is required on a form.
Executive Sponsor Division
The executive sponsor's campus division.
Business & Finance
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.
No mandate or hard requirement driving this request
Campus Enduring Commitments & Strategic Goals
For more information about the Campus Enduring Commitments and Strategic Priorities, please go to https://www.csuchico.edu/strategicplan/enduring... and https://www.csuchico.edu/strategicplan/.
Strategic Priority: Resilient and Sustainable Systems
Deadline Reason
Describe the business requirement or reason for the project deadline.
Many of the manual processes being converted between now and August impact academic departments which are heavy users of the Portal. Having the Portlet in production when B&F launches the new forms will allow them to clearly communicate in one campaign effort, the different ways that users will receive notifications about pending actions.

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.
The project would require functional and technical resources from multiple areas including:
-Strategic Initiatives & Change Management
-Digital Transformation team
-Integrations and Applications
-Customer Engagement
-Hyland
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
CMT (Creative Media and Technology)
EAPP (Enterprise Applications)
ISEC (Information Security)
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.
Complete new system or complete replacement of existing system

Description

Business & Finance have requested the development of a Portlet in the campus portal that will surface alerts for employees and students that need to take action on a form or approval process.

As our team begins to work on the Hyland Unity forms project we simultaneously need to identify appropriate infrastructure for the campus community to access delivered forms. It is my understanding that there is a campus initiative to continue to push users to the portal and this project presents an opportunity for increasing usership of that central platform. Ultimately, the goal is to not have yet another client/web based platform for people to interact with. This project impacts the entire campus and looking forward to being a part of exploring the normalization of portal usage, as appropriate, for these daily processes. Reaching out to discuss best next step for establishing a portlet and also explore options for calling to Hyland to display pending items for users.

Systems Affected

  1. Dell Boomi

  2. Hyland Onbase

  3. Portal

Manager

Samantha Back
Samantha Back

Alternate Manager(s)

Alisha Johns
Alisha Johns
WB
Wendy Bentley

Sponsor

MT
Melissa Taylor