OAE User Needs Process


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Presenters from Berkeley, NYU, and Charles Sturt University will discuss the strategies the Sakai OAE managed project and its member institutions have developed for sharing user input from individual schools and programs with the managed project teams that lead development on Sakai OAE. Among the topics they will address are the challenges of balancing special institutional with general community needs in providing feedback on managed project designs; meeting local user needs within the confines of managed project design decisions when developing a local instantiation of OAE; the challenges, advantages, and practicalities of building an academic/IT collaboration on User Needs analysis; and methods to engage with users by means of standing student organizations and close observation of staff in their settings. More generally, the presentation will address the question of the right parties to involve in User Needs discussion and the best ways to involve them.

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OAE User Needs Process

  1. 1. OAE  User  Needs  Process:  Think  Globally,  Act  Locally Lucy  Appert  (NYU),  Greg  Hardham  (CSU),   Rachel  Hollowgrass  (Berkeley),  Jeff  Pasch  (NYU),  Robert  Squillace  (NYU),  Philip  Uys  (CSU)
  2. 2. OAE  User  Reference  Group  (URG)• Goal:  Coordina)ng  Vision  and  tes)ng  designs  in   rela)onship  to  user  needs• Challenge:  Ge5ng  beyond  “the  way  we’ve   always  done  it”  to  match  new  designs  with  user   needs 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 2
  3. 3. CirculaCon  of  User  Needs De si g OAE  User   ns/ fee Reference   De d b a ve Group  (URG) lop ck me n t  te InsCtuConal  User  Groups   ses am and  URG  RepresentaCves  ca   u se s/ ed ne er  Us InsCtuConal  Users 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 3
  4. 4. URG  Purpose NOT  simply  requirements  gathering   BUT  A  conversa)on  between  User  Representa)ves  and   the  OAE  Design  Team 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 4
  5. 5. DUAL  APPROACH Ins)tu)onal  NeedsUse  Cases  to   Gap  Analyses  to  Capture  Capture  Currently   user  needs  currently  met  Unmet  User  Needs by  exis)ng  solu)ons 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 5
  6. 6. Design  and  Feature  Workflow:   Managed  Project,  URG  and  InsCtuCons InsCtuCon MP Review  as  a   group   (UX,  etc.) nsDesig ck InsCtuCon’s URG Evaluate  and   Fe edba URG  Rep(s) perform  research  as   needed nsDesig ct Post  feedback back Selegns Fe e d Desi InsCtuCon’s URG  Rep(s) MP 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 6
  7. 7. User  Input  for  Berkeley’s  ImplementaCon Pilot  users:   GoTo   Network: School  of  InformaCon   Students   Staff,  student   student  projects COSE: and  staff and  faculty   Student  advisory   input group Research ParCcipatory   design:  Staff,  Dev.  Process students  and   SoUware   faculty Students  on   EvaluaCon the  team Design Development Consult   with  MP Contribute   ContribuCon   to  MP model  for   students  and   others  (future) 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 7
  8. 8. Charles  Sturt  University• A  mulU-­‐campus  university  across  New  South  Wales;  campuses  up  to  600   km  apart• About  62%  of  our  38  000  students  studied  enUrely  off-­‐campus  in  2010• A  further  13%  studied  in  mixed  mode  in  2010  (on  campus  and  by   distance  educaUon)• Currently  using  Sakai  2.4  as  CSU  Interact• Over  3000  subject  sites  are  provisioned  in  each  of  the  two  main   teaching  sessions• About  3500  project  sites 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 8
  9. 9. Dashboard  of  Systems  for  ICT   Enabled  Learning  and  TeachingKey CSU Sakai OAE Implementation Major developments at presentSource:http://www.tinyurl.com/ltsystemsdashboard 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 9
  10. 10. Online  Learning  EnvironmentTerms  of  reference:• To  provide  ongoing  academic  input  to  the  shaping  of  CSU’s  online   learning  environment,  with  recogniUon  of  divisional  needs  as  secondary   users  of  the  OLE;• To  formulate  academic  input  and  prioriUes  for  Sakai  Open  Academic   Environment  (OAE)  design  and  development  processes  where   requested,  with  recogniUon  of  divisional  needs  as  secondary  users  of   the  OLE;  • To  provide  detailed  advice  on  maders  referred  to  it  by  the  InformaUon   and  Learning  Systems  Commidee  (ILSC)  including  policy  and  procedural   issues;  • To  develop  ways  of  obtaining  wider  academic,  student  and  divisional   input.     12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 10
  11. 11. OLE  RG:  official  membershipDirector,  Strategic  Learning  &  Teaching  InnovaCon,  Learning  &  Teaching  Services  (Convenor)  Academic  representaCves  (appointed  by  Deans):• Two  representaUves  from  each  Faculty  (Arts,  Business,  EducaUon,  Science)Divisional  representaCves  (appointed  by  execuUve  directors):• Director,  Student  Services  (or  Nominee)  • ExecuUve  Director,  Library  Services  (or  Nominee)  • Enterprise  Architect  -­‐  ApplicaUons,  Division  of  InformaUon  Technology  • Director,  Flexible  Learning  InsUtute  (or  Nominee)  • Director,  EducaUon  for  PracUce  InsUtute  (or  Nominee)  • One  Faculty  EducaUonal  Design  &  Media  Manager,  Learning  and  Teaching  ServicesSpecialists:• Interact2  Project  Manager,  Business  Analyst• Sakai  OAE  URG  member 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 11
  12. 12. OLE  RG:  operaUons• MeeUngs  called  when  necessary,  but  lately  have  started  to  schedule   regular  meeUngs  and  cancel  when  not  necessary  • Director,  SLTI  gives  a  short  intro• Commonly  meet  to  gather  feedback  on  OAE  funcUonality  &  design   issues• Facilitated  by  Greg  Hardham,  CSU  rep  on  URG• BA  takes  notes,  interprets• Use  of  an  Interact  project  site,  especially  a  wiki,  for  medium-­‐term   feedback 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 12
  13. 13. Wiki:  gather  &  summarise 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 13
  14. 14. OLE  RG:  issues• Requires  good  project  planning  to  make  effecUve  use  of  the  RG• Operates  more  as    “feedback”  group  than  a  “reference”  group;   “reference”  suggests  reps  go  back  to  faculUes  and  divisions  to  get   feedback,  whereas  the  people  on  the  call  give  their  feedback• Members  don’t  always  "represent"  their  Faculty  or  Division• Feedback  can  be  immediate  or  considered  and  entered  into  the  meeUng   wiki  page• Feedback  also  obtained  through  pilots  that  feedback  into  the  project• The  OAE  agile  process  (sprints  &  milestones)  have  increased  difficulty   and  have  shortened  response  Ume 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 14
  15. 15. NYU  User  Needs  CommiZee•  IT/Academic  Partnership  •  RepresentaUves  and  Areas  of  NYU  Sakai/ATLAS  Working  Group  Members: –  GallaUn  School  of  Individualized  Study  (EducaUonal  Technology) –  Liberal  Studies  (Academic  Affairs) –  Nursing  (Academic  Affairs,  Student  Reps) –  NYU  Libraries  (Digital  Technology  Services) –  Steinhardt  (EducaUonal  Technology) –  Wagner  Graduate  School  of  Public  Service  (Student  Affairs)•  Administrators  Acquainted  with  the  Broad  Range  of  User  Needs•  Focus  Groups  and  Requirements  Gathering  at  Unit   12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 15
  16. 16. The  Why  of  the  Who  and  How Advantages • No  Surprises • Academic  PaUence  and  Support  for  IT  Issues • Variety  of  PerspecUves • Full  Range  of  User  Needs  Represented • TranslaUon  of  Values  and  Visions  into  ImplementaUon  and  PracUce Challenges • RestricUng  Comment  to  Needs,  not  Designs • Time  Constraints  on  Academic  Reps • Maintaining  Interest  in  Issues  Peripheral  to  Certain  Units 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 16
  17. 17. Think  Globally:  InsCtuConal  User   Needs  and  MP  DesignsA Recent Example• User  Journey  Wireframes  posted  by  MP  4/5/11• NYU  User  Needs  discussion  4/14/11• Notes  Passed  to  URG  rep  (Lucy)  4/15/11• Notes  Posted  to  User  Journeys  PresentaUon  Page  in  Sakai   Project  Confluence  site  4/15/11 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 17
  18. 18. Managed  Project  —  Design  A 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 18
  19. 19. Managed  Project  —  Design  B 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 19
  20. 20. Managed  Project  —  Public  View 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 20
  21. 21. Managed  Project  —  User’s  Dashboard 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 21
  22. 22. NYU  User  Needs  Comments  • See  User  Need  for  different  kinds  of  acUvity  feeds  for   external  users  of  the  system  than  for  logged-­‐in  users• System  acUvity  displayed  to  external  users  in  a  slider,   with  the  insUtuUon  deciding  what  it  wanted  to   feature• For  Logged-­‐in  user,  acUvity  feed  shows  what  is   happening  most/most  recently  in  the  system• Sepngs  that  would  allow  logged-­‐in  users  to   customize  whats  shown  in  these  acUvity  feed(s). 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 22
  23. 23. The  Needs  of  the  Few,  The  Needs  of  the  Many Achievements • Providing  Detailed  Feedback  for  URG • Flagging  Issues   • Involving  User  RepresentaUves  without  Derailing  Project • Thoroughly  Learning  the  Designs  by  Close  Analysis • Leg  Up  on  ImplementaUon/CustomizaUon  Needs Challenges • Balancing  Local  Needs  Against  Interest  of  the  Community • Recognizing  Limits:  Not  in  Charge,  Not  the  Guiding  Vision • AccepUng  Lack  of  Response  from  MP  During  Busy  Periods 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 23
  24. 24. Act  LocallyKaltura Integration• Model  of  University/SAWG/UN  Working  RelaUon• University/SAWG  Sets  Broad  Path  (AdopUng  Kaltura)• SAWG  Chairs  Provide  UN  Chairs  with  Parameters  for  Discussion  -­‐  Kaltura   IntegraUon  as  Model  for  Other  IntegraUons• UN  Smaller  and  More  Self-­‐SelecUng  than  SAWG  -­‐  Discussion  rather    than  Report   Format• UN  Finds  SoluUons  that  Work  for  All  Stakeholders    • UN  Gets  Granular    .  .  . 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 24
  25. 25. Let’s  Get  GranularThree Examples of UN Recommendations to SAWG• Videos  would  reside  in  Kaltura  (files  from  other  exterior  repositories  would  reside  in   those  repositories  –  these  may  include  SimulaUon  Lab  content,  eBooks,  Faculty  Digital   Archive  materials,  etc.);  links  to  external  videos  would  appear  as  content  in  ATLAS  (this   will  require  some  alteraUons  to  the  video  widget).• Links  to  items  in  exterior  repositories  (e.g.,  Kaltura)  would  carry  tags  and  be  searchable   like  any  other  content  in  ATLAS.  The  content  profile  for  a  Kaltura  video  will  contain  a   video  player  as  well  as  metadata.• Forced  tags  would  be  adached  to  material  in  exterior  repositories  so  users  could  search   ATLAS  content  links  by  repository  (e.g.,  if  a  user  searched  ATLAS  content  for  "video,”   video  links  from  any  source  would  appear  -­‐  YouTube,  Kaltura,  Vimeo,  etc.  But  if  a  user   searched  for  "Kaltura"  (or  "NYUStream"),  only  the  video  links  from  that  repository  would   appear. 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 25
  26. 26. QuesCons• Lucy  Appert  (NYU)  lucy.appert@nyu.edu  • Greg  Hardham  (NYU)  ghardham@csu.edu.au• Rachel  Hollowgrass  (Berkeley)  rhollow@berkeley.edu• Jeff  Pasch  (NYU)  jeffpasch@nyu.edu• Robert  Squillace  (NYU)  rs84@nyu.edu• Philip  Uys  (CSU)  puys@csu.edu.au 12th  Sakai  Conference  –  Los  Angeles,  California  –  June  14-­‐16 26