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Migration Planning: When Paranoia Leads To Success<br />Robin E. H. Ove, Sr. Manager, <br />University of California, Sant...
12th Sakai Conference – Los Angeles, California – June 14-16<br />2<br />
3<br />UCSC Migration Experience from Blackboard Campus Edition (WebCT) to Sakai<br />Robin Ove, UCSC<br />Migration Strat...
University of California, Santa Cruz<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />4<br />Enrollm...
UC Santa Cruz offers graduate study in 34 academic fields and 46 concentrations. Many graduate programs have interdiscipli...
UCSC residential learning colleges provide students with academic support, activities, and events that enhance the intelle...
UCSC Migration Team<br />5<br />Faculty Instructional Technology Center<br /><ul><li>Project & Service Manager
Instructional Designer/Faculty Support Specialist
Evaluation Consultant/Faculty Support Specialist
Applications Administrator
5 undergraduate student consultants</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
 “Change is not made without inconvenience,  even from worse to better.”--Richard Hooker,British clergyman and author  <br...
Approach and Timeline<br />7<br />Project Milestones   	Start 	End<br />LMS Needs Assessment	2/07	4/08<br />Requirements D...
8<br />WebCT Usage History<br /><ul><li>In use since 2000
Non-integrated opt-in service
High manual administrative overhead
Quarterly usage highs averaged 194 courses/13,000 users</li></ul>Migration Concerns<br /><ul><li>Recovering data and resou...
Converting complex activities to new tool applications
Test and Quizzes
Assignments
Forums
Time to complete before WebCT end of life.</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
9<br />How big is the problem?<br />468 Unique Instructors  <br />12th Sakai Conference – Los Angeles, California – June 1...
In your dreams ….<br />10<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
UCSC Migration Approach<br />11<br /><ul><li>Reviewed best practices and tutorials, documentation from community
Migrated the most complex course samples to model best practice workflow
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Sakai11 Migration Planning: When Paranoia Leads to Success

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Information on migration planning methods used at the University of California, Santa Cruz as it moved from Blackboard to Sakai.

Migration Strategies and Resources and experiences offered by rSmart.

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  • Compared toWebCT courses Fall 2009 – 152, 9500 students Spring 2010 144 courses, 8700 students
  • Going live tests your migration plan. This is when the rubber meets the road and those that chose self service resurface to request support. Compared toWebCT courses Fall 2009 – 152, 9500 students Spring 2010 144 courses, 8700 students
  • Transcript of "Sakai11 Migration Planning: When Paranoia Leads to Success"

    1. 1. Migration Planning: When Paranoia Leads To Success<br />Robin E. H. Ove, Sr. Manager, <br />University of California, Santa Cruz<br />Trish Harris, Sakai Relations Manager, rSmart<br />Attribution Non-Commercial<br />
    2. 2. 12th Sakai Conference – Los Angeles, California – June 14-16<br />2<br />
    3. 3. 3<br />UCSC Migration Experience from Blackboard Campus Edition (WebCT) to Sakai<br />Robin Ove, UCSC<br />Migration Strategies and Resources<br />Trish Harris, rSmart<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    4. 4. University of California, Santa Cruz<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />4<br />Enrollment, 2009-10 (3-quarter average)<br />Undergraduates: 14,888 / Graduate Students: 1,444 / Total: 16,332<br /><ul><li>UCSC offers undergraduate majors in the Divisions of Art, Humanities, Physical and Biological Sciences, and Social Sciences, and the Jack Baskin School of Engineering. In addition, many of our majors are interdisciplinary and draw from the strengths of our faculty and researchers in multiple areas.
    5. 5. UC Santa Cruz offers graduate study in 34 academic fields and 46 concentrations. Many graduate programs have interdisciplinary components, and students are encouraged to explore the conceptual connections between related fields as they acquire mastery in their areas of specialization.
    6. 6. UCSC residential learning colleges provide students with academic support, activities, and events that enhance the intellectual and social life of the campus.</li></ul>www.ucsc.edu<br />
    7. 7. UCSC Migration Team<br />5<br />Faculty Instructional Technology Center<br /><ul><li>Project & Service Manager
    8. 8. Instructional Designer/Faculty Support Specialist
    9. 9. Evaluation Consultant/Faculty Support Specialist
    10. 10. Applications Administrator
    11. 11. 5 undergraduate student consultants</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    12. 12. “Change is not made without inconvenience, even from worse to better.”--Richard Hooker,British clergyman and author  <br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    13. 13. Approach and Timeline<br />7<br />Project Milestones   Start  End<br />LMS Needs Assessment 2/07 4/08<br />Requirements Definitions 3/09 5/09 <br />Vendor Contract 5/09 7/09 <br />Vendor Installation and Implementation 7/09 9/09 <br />Configuration 9/09 10/09 <br />Configuration Testing 10/09 12/09<br />WebCT Migration Processing 9/09 8/10<br />Release to Production 1/10<br />Spring Pilot 1/10 6/10  Project Closure 1/10 4/10 <br />Implementation Project Closed 6/10 <br />Assessment Site:<br />http://ic.ucsc.edu/services/learning_management_system/lms_assessment/<br /> Project Site:<br />http://its.ucsc.edu/projects/cle/sakai/index.php<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    14. 14. 8<br />WebCT Usage History<br /><ul><li>In use since 2000
    15. 15. Non-integrated opt-in service
    16. 16. High manual administrative overhead
    17. 17. Quarterly usage highs averaged 194 courses/13,000 users</li></ul>Migration Concerns<br /><ul><li>Recovering data and resources from existing courses
    18. 18. Converting complex activities to new tool applications
    19. 19. Test and Quizzes
    20. 20. Assignments
    21. 21. Forums
    22. 22. Time to complete before WebCT end of life.</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    23. 23. 9<br />How big is the problem?<br />468 Unique Instructors <br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    24. 24. In your dreams ….<br />10<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    25. 25. UCSC Migration Approach<br />11<br /><ul><li>Reviewed best practices and tutorials, documentation from community
    26. 26. Migrated the most complex course samples to model best practice workflow
    27. 27. Piloted with early adopters to fully understand transitional needs
    28. 28. Established workflow for a variety of use cases</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    29. 29. UCSC Migration Approach<br />12<br /><ul><li>Provided self service instructions and workshops
    30. 30. Mandatory orientation or training prior to personalized assistance
    31. 31. Available web pages with tutorials and service requests www.ic.ucsc.edu/services/ecommons/migration/
    32. 32. Offer consultation and production work
    33. 33. Used a copy of course without student data for migration process</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    34. 34. UCSC Migration Approach<br />13<br /><ul><li>Delivered zipped archive materials via email, ftp, CD and DVD-R
    35. 35. Executed a Real Drop Dead Date to end data retrieval from WebCT </li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    36. 36. Tools, Tips and Best Practices<br />14<br />Tools<br /><ul><li>Use assessment data and faculty input for tool selections
    37. 37. Prioritize which tools are most important that you can support immediately and be expert in
    38. 38. Define usage or case studies for practical course activities
    39. 39. Be honest about which old tools were better, but focus on what the whole package brings to the campus.</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />
    40. 40. Most our faculty:<br /><ul><li>Wanted to archived course materials from previous course site
    41. 41. Just started their Sakai courses from scratch or with archived materials from WebCT or their own resources
    42. 42. Needed help with migrating Test and Quizzes which was most time consuming and complex</li></ul>UCSC Migration Results<br />15<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    43. 43. From January 2010 to June 30, 2010 we provided services for over 100 faculty and archived nearly 300 courses before WebCT was turned off.<br />Workshops and eCommons Office Hours<br /><ul><li>55 Workshops and Office Hour Consulting Sessions offered Feb. 2010 to Oct. 2010
    44. 44. 229 Faculty, Graduate Student and Staff Attendees </li></ul>UCSC Migration Results<br />16<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    45. 45. 0 to 10,000 in 3 Months<br />
    46. 46. Sakai Course Adoption Numbers<br /><ul><li>Spring Pilot 2010 – 14 courses, 1200 students
    47. 47. Summer 2010 – 43 courses, 1300 students
    48. 48. Fall 2010 – 264 courses, 10,000 students
    49. 49. Winter 2011 – 343 courses, 13,000 students
    50. 50. Spring 2011 – 378 courses, 14,000 students</li></ul>Project Sites – 139, 1130 participants<br />Compared to WebCT usages<br /><ul><li>Fall 2009 – 152 courses, 9,500 students
    51. 51. Spring 2010 144 courses, 8,700 students</li></ul>Inaugural Adoption Numbers<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    52. 52. Help Requests (8/1/01 - 10/19/10)<br /><ul><li>Request type: eCommons 508
    53. 53. Request type: eCommons Login/CruzID Gold 80
    54. 54. Topic Trends: Accessing eCommons,
    55. 55. Grad Student Instructors,
    56. 56. Adding Participants w/o CruzID (concurrently enrolled, visiting scholars, transfer students from other UCs),
    57. 57. Specific tool uses (Messages, email Archive, Tests and Quizzes, Assignments, Forums, Grade Book, Resources),
    58. 58. Feature requests and error messages.
    59. 59. Request type: WebCT 84
    60. 60. Request type: DRC/ADA Course Material Accessibility 2
    61. 61. Misc. direct phone and drop-in consults fielded by FITC staff ~127</li></ul>Going Live - Offering Support<br />
    62. 62. Lesson Learned<br />20<br />Migration – turned out not as overwhelming as we anticipated. Most faculty just started their Sakai courses from scratch or with archived materials from WebCT or own resources, but plan for the worst. <br />Communication is key. Create the plan, staff the plan, communicate the plan. Be diligent about informing faculty of due dates, resource and support availability.<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    63. 63. Success is anticipating their questions<br />21<br />And answering them! <br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    64. 64. Migration Strategies and resources<br />Trish Harris, Sakai Relations Manager, rSmart<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />22<br />
    65. 65. Key migration considerations<br /><ul><li>Timeline
    66. 66. Sunset date for legacy LMS
    67. 67. First fully live term on new LMS
    68. 68. At least one beta term for new LMS+legacy
    69. 69. Scope
    70. 70. # of courses, faculty, students
    71. 71. New entities who want “in”
    72. 72. Third party tools you want to include
    73. 73. Available resources
    74. 74. Goals, high to low (a tweak on priorities)</li></ul>12th Sakai Conference – Los Angeles, California – June 14-16<br />23<br />
    75. 75. 12th Sakai Conference – Los Angeles, California – June 14-16<br />Key migration activity <br />Assessment-based planning<br />Look closely at your current environment and activity as you plan<br />Connect with other institutions <br />Holistic view of your learning enterprise<br />Plan in phases or stages<br />Test, test, test<br />24<br />
    76. 76. 12th Sakai Conference – Los Angeles, California – June 14-16<br />Some Tips<br />Lean on the skittish as well as the early adopters<br />Test, test, test<br />Don’t be afraid to adjust the plan as you go<br />Manage expectations. <br />Communicate reality: migration involves hands on work (no magic bullet)<br />25<br />
    77. 77. How rSmart can help<br />Migration assessment <br />Migration tools<br />Model migration process<br />Support for the actual migration work<br />26<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
    78. 78. Robin E. H. Ove, UCSC robino@ucsc.edu<br />Trish Harris, rSmarttharris@rsmart.com<br />Contact Information<br />27<br />12th Sakai Conference – Los Angeles, California – June 14-16<br />
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