Squiz IUC 2010 - Holmesglen - Integration

Integration Best fit integration – Systems and Processes

Introduction Best Fit Integration – Systems and Processes Ros Prasad – Holmesglen Web Administrator Anthony Nigro – Business Manager 2

Holmesglen • Holmesglen is one of the largest providers of vocational and higher education in H l l i f h l id f i l d hi h d i i Victoria • Since 1982, Holmesglen has grown from a delivery of 90 programs to 7,000 students, to a unique multi sectoral provider offering over 600 programs to more than 50,000 students • Holmesglen delivers internationally and nationally across three campuses: Chadstone, g y y p , Moorabbin and Waverley • Holmesglen offers more than 330 Short Course programs across its campuses, and hundreds more online • Outside of course activity, Holmesglen is furthering opportunities for skills development and training through international projects in Bahrain, Qatar, India and Malaysia 3

Background • Pilot project – Introduction to MySource Matrix • Holmesglen engaged Squiz in a project to implement a new look g g g q p j p and feel into MySource Matrix • Holmesglen had completed user analysis and provided a design to Squiz. 4

Background (cont) • Launched our new Matrix website in May last year – it coincided with the Institute rebranding • Previous website was run on a home grown CMS which had reached its limit • Previously we had about a dozen different websites – the smaller l h d b d d ff b h ll ones were integrated at launch • The larger websites, eg Sh h l b Short Courses, were not included in the C l d d h initial launch, and were integrated separately afterwards 5

Background (cont) • The Accredited Courses (eg Degrees, Diplomas, Certificates, etc), which used to be included in our old CMS, were included in the initial launch of our Matrix website • The old Short Courses website was not part of our old CMS – it was a completely separate website • The Accredited Courses and the Short Courses were maintained by two separate systems, although the course information for both was stored in the same Student Management database (QLS) 6

Old websites b it Main Holmesglen website and Short Courses website Accredited Courses (Degrees, Diplomas, Certificates, etc) Web Course QLS Student Dynamic web Old CMS (home Maintenance Management page displaying grown system - System (Oracle database course ColdFusion) Forms) (Oracle) ‘Webgen’ database package run Payment P t nightly OK? Short courses Short Courses Flat web pages Online application Credit card Web Maintenance displaying short process including processing System (Oracle courses input from user (external 3rd party) Forms) 10/11/2010 7

Decision Point • Holmesglen needed significant change to move forward with their website. • Accredited Courses and Short Courses are integral to the site. • Considerations • Legacy Systems • Business and User Processes • Timeframe • Manageability 8

Accredited Courses • Holmesglen Marketing team own Course content. • Single Repository for Maintaining Course Content. g p y g • Initially Squiz and Holmesglen investigating Import Script for content. • Integration not the best option • Database Structure • Out of Date Business Process 9

Accredited Courses • MySource Matrix became hub for managing course content. • Once off data Import from Oracle Forms Database. • Populate Data Assets with attributes (Course Content) p ( ) Issue: • MySource Matrix did not allow for Attributes to be stored in a similar structure Resolution: • Development of Matrix Data Source Asset to store attributes. • Lead to development of WYSIWYG metadata fields 10

Accredited Courses • The attributes (course content) can be styled appropriately • Default data could be associated with each piece of content. p • E.g. Costs and Terms and Conditions • Simple Edit interface configured. p g • Relational Content – Thesaurus tagging 11

Accredited Course Conclusion • The development simplified Holmesglen Course Data structure p p g • Decommissioned out-dated process for Management of Content • Formed a central repository for Course Content • Allows for future use of course content: ll f f f • Output content for Print Brochures and Course Handbooks 12

Accredited Courses A dit d C How we brought them into the new Matrix website Accredited Courses (Degrees Diplomas Certificates etc) (Degrees, Diplomas, Certificates, Matrix website Dynamic web (Users now edit page displaying One-off export course information course of course info directly in Matrix) Web Course QLS Student Dynamic web Old CMS (home Maintenance Management page displaying grown system - System (Oracle database course ColdFusion) Forms) (Oracle) ‘Webgen’ Yes database package run Payment nightly OK? Short courses Short Courses Flat web pages Online application Credit card Web Maintenance displaying short process including processing System (Oracle courses input f i t from user (external 3rd party) ( t l t ) Forms) 13

Old Short Courses website Sh t C b it Home page – click a Study Area, eg Computers 14

Old Short Courses website Sh t C b it ‘Computers’ Study Area 15

Old Short Courses website Sh t C b it Select from a drop-down box, eg ‘MYOB Level 1’ 16

Old Short Courses website Sh t C b it Click the ‘Apply’ button for the desired session 17

Old Short Courses website Sh t C b it Application Form – add personal details 18

Integration I t ti How would we integrate Short Courses into Matrix? • Initially we thought of bringing all the Short Courses into Matrix and maintaining them there • However, Short Courses are more volatile than Accredited Courses and require much more frequent updating – among other things, this would add load to our website • In some respects the Short Courses system is more complex than the Accredited Courses system, because people can enrol online into Short Courses but not into Accredited Courses – we did not want Courses, to rebuild the online enrolment process 19

Integrating Short Courses • We could take a different approach with Short Courses than we did with the Accredited Courses, because the original system was set up differently • We decided to retain the existing Short Courses Web Maintenance System – this meant no re-training for the staff in Short Courses • We decided to retain our existing online application and enrolment process, including the third party credit card processing • The main change was that we wrote a new version of ‘Webgen’ which output an XML file each night, instead of flat web pages – this was picked up by a nightly import script in Matrix 20

Short Courses in Matrix website QLS Student Management database (Oracle) ‘Webgen’ Payment database OK? package run Short courses nightly Webgen v2 database Short C Sh t Courses package Flat Fl t web pages b Online application Credit card Web Maintenance run nightly displaying short process including processing System (Oracle to produce courses input from user (external 3rd party) Forms) XML file Matrix import Dynamic page XML file containing script run nightly Matrix – short displaying short short courses and course information course sessions refreshed nightly 21

Matrix website Short Courses home page – click a Study Area, eg ‘Business & IT’ 22

Matrix M t i website b it ‘Business & IT’ Study Area, displaying all courses 23

Matrix website ‘Business & IT’ Study Area, filtered by ‘Accounting’ Select a course, eg ‘MYOB Level 1’ 24

Matrix M t i website b it Click the ‘Apply’ button for the desired session 25

Matrix M t i website b it Application Form – (same form as in old website) 26

Advantages for Holmesglen • The integration was smooth - there was virtually no re-training required for Short Courses staff • We did not have the overhead of re-writing the Short Courses maintenance process, or the online application and enrolment process • By keeping the old ‘Webgen’ running for a while, we were able to parallel run the old website with the new and check data consistency 27

Advantages for Holmesglen (cont) • We were able to include Short Courses searching in the main Holmesglen website • We were able to incorporate into the Short Courses area the filtering used elsewhere in the Matrix website • Short Courses was now consistent with the rest of the Holmesglen h h h f h l l website 28

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Squiz IUC 2010 - Holmesglen - Integration

by Squiz on Nov 09, 2010

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Squiz IUC 2010 - Holmesglen - Integration — Presentation Transcript