Import Student Photos from CS Gold to StarRez

100%

Status

Completed [Completed]

100% complete, updated on Thu 8/31/23 4:00 PM by Jim Nelson

Changed Status from In Process to Completed.
Completed successfully

Details

Dates
Wed 7/26/23 - Thu 8/31/23
Acct/Dept
University Housing
Service
Project and Change Management Office / Information Technology Project Request
Type
Operational / Maintenance Projects / Division of IT Maintenance Operations Projects
Health
Green - On track
Portfolio(s)
Classification
Small/Medium (20-230 Hours)
Requirements
-Meet with REGS to discuss the FERPA policy of withholding student photos if their FERPA flag is set but really needing all student photos to ensure safety of students entering UH.
Created
Mon 7/31/23 9:19 AM
Modified
Thu 4/25/24 3:43 PM
Closed
Thu 8/31/23 4:00 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.
Not having any non UH residents enter our halls will protect our residents safety and security.
Saving time by IT and UH staff because they no longer have to manually load the student photos throughout the semester.
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.
University Housing uses photos in StarRez to protect the security of the Residence Halls. Our Halls have a desk that is staffed 24/7. Residents swipe into their building with their wildcat ID card and then swipe at the front desk. The staff verify that the picture matches the person entering the facility and that they are a current resident. At our busiest hall, Whitney Hall students often times do not all swipe to enter the building, due to the fact that there are so many students entering and exiting at once. Many students end up tailgating in. The photo verification at the front desk oftentimes is the safety measure to ensure that only residents enter the hall.
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.
Thousands

Project Costs

Funding Status
Funding is necessary but hasn't been approved

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?
No
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.
StarRez will develop the API connections to consume and display student photos in StarRez. Automating the process to update student photos will alleviate the need to manually pull photos and load them into StarRez and it will ensure that the system has the most up-to-date photo of the students.
Executive Sponsor Division
The executive sponsor's campus division. Campuswide is used for projects that have multiple executive sponsors or are initiated by cabinet.
Student Affairs
Project Urgency
Indicate if there is a mandate or requirement driving this request.
Required to keep a campus system running properly
Deadline Reason
Describe the business requirement or reason for the project deadline.
To ensure that there is an automated process to push photos into StarRez before students begin moving in for Fall 2023

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.
Integrations and Development Team
-Jim Nelson
University Housing technical staff
-Brittany Cervantes
StarRez Technical Staff
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
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.
New features in an existing system, minimal breadth/depth

Description

In 2019 University Housing worked with Application Data Services to import photos of students who live in University Housing into StarRez (UH Housing Management Software) using an API. Last year this API stopped working and University Housing requested multiple times that it be fixed. The error was not on the StarRez vendor end. It was communicated in Late Fall 2021 that a solution would not be in place in time for the start of the Spring 2022 semester. UH requested a photo dump of all students who live in UH facilities and UH staff manually imported around 1,800 photos into StarRez.

Enterprise Applications recently created a new photo portal API that allows applications such as StarRez to consume student photos that originate in the CS Gold Wildcat ID card system. Enterprise Applications and University Housing will need to work with StarRez to configure a solution that can connect to the new photo portal API to automate the delivery of student photos into StarRez. Once the integration is complete, University Housing staff will be able to verify students that should have access to University Housing.

Systems Affected

  1. Dell Boomi

  2. Other

    StarRes

Manager

Alternate Manager(s)

Sponsor

Stakeholders (3)

CK
Corinne Knapp
University Housing - Associate Director of Administration
Accountable
Accountable
Wed 4/19/23 3:03 PM
RC
Rebecca Cagle
Consulted, Informed
Will need to sign off on photo usage and photo purge process.
Thu 4/20/23 10:30 AM
RC
Rich Carrillo
Consulted, Informed
Will need to sign off on photo usage and photo purge process.
Thu 4/20/23 10:29 AM