Governance of DTU Learn (Brightspace)

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Jonas Lund Petersen, Academic Officer & System Admin, Asad Naqvi, Project Manager & System Manager; Denmark Technical University: Governance of DTU Learn (Brightspace)

Education

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Governance of DTU
Learn (Brightspace)
Jonas Lund Petersen, System Admin
Asad Naqvi, System Manager
2

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Content
• Organizational starting point
• Purpose of our system governance
• Writing process
• Current table of content
• Take aways
3

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Organizational starting point
• Technical University of Denmark
– DTU develops and creates value through the technical and natural sciences for the
benefit of society.
• 13.500 Student and 6.000 employees
• Main point from strategy for 2020-2025
– We assume leadership of the opportunities offered by digitization
• Possibilities
– New Student Information System (SIS)
– Increasing digital maturity of administrative work
– Streamlining use of IT through general governance
– Digital Twin University
4

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Purpose of system governance
• Outline responsibilities, setup and workflows that make DTU Learn (Brightspace) run
• Focal point for our team in an everchanging organization
• Support onboarding new colleagues
• BUT, we also learned other things during the process!
6

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Writing process
• Draft uncut, unfiltered and empty headlines
• Review including ignorant questions ;)
• Lively discussion in our team about content
• Rewrite introducing points from discussion
• Review and current product
• Outcome
– Green → Product changes
– Yellow → Product and other development
7

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Current table of content
1. Preface
2. Purpose of a LMS at DTU
3. Criteria for a successful DTU Learn
4. Local organizational overview
5. Making changes to DTU Learn
6. General system overview
7. Guidelines for the use of testing
environment
8. Roles within DTU Learn
9. DTU Learn IT-support structure
8

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Purpose of a LMS at DTU
• Foundation of the entire system governance
• What demand are we accommodating?
• How are we improving DTU?
9

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Criteria for a successful DTU Learn
• We set up 3 criteria
– Organizational
– Pedagogical
– Technical
• Criteria could be anything
• Part of yearly review → Did we meet the
criteria?
10

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Local organizational overview
• Labeling each role
• Responsibilities for each role
• Highlights what the team does as a unit
11
Jette Kolby
Kontoret for Data & Systemer
(Systemejer)
Asad Naqvi
DTU-Learn Team
(Systemleder)
Ulf Molich
DTU-Learn Team
(System Admin)
Jonas Petersen
DTU-Learn Team
(System Admin)

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Making changes to DTU Learn
• How do we work with changes?
• What requirements do we put on
projects?
• Internal or external project management?
12
•Ændringer der kræver organisatorisk
tilpasning
•Følger officielle krav fra kontoret for
porteføljestyring, fx budget, delmål, tidsplan
osv.
•Kan blive styret i samarbejde med andre
kontorer
Porteføljestyret
projekt
•Ændringer med systemwide indflydelse
•Styret i task i teams – med business case
•Samarbejde med kendte interesenter
•Krav om brugerindragelse eller FLID
godkendelse
•>1 dags arbejde
Internt projekt
•Ændringer der berør enkelte
brugere/kurser
•Styret i task i Teams
•<1 dags arbejde
Ad hoc

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
General system overview
• Simplified overview
• Great for onboarding
• Existed before the system governance
13

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Guidelines for the use of testing environment
• How does the testing environment differ
from production?
• What do we need D2L to do on this side
of the platform?
14

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Roles within DTU Learn
• Students, Teachers, Admins ect.
• What are they allowed to do?
• How do we keep them on a short leash?
15

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
DTU Learn IT-support structure
• How do we recieve questions from
users?
• Highlights responsibilities
• Only a structural overview!
– Not a guide
16

Danmarks Tekniske Universitet
17. maj 2022 Governance of DTU Learn
Key take aways
• Product to showcase management and
upper management
• Documentation of work processes
• Framework to guide project management
• Maturing a newly formed team
17

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Governance of DTU Learn (Brightspace)

1. But… I’m doing all of the work! Learn

2. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Governance of DTU Learn (Brightspace) Jonas Lund Petersen, System Admin Asad Naqvi, System Manager 2

3. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Content • Organizational starting point • Purpose of our system governance • Writing process • Current table of content • Take aways 3

4. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Organizational starting point • Technical University of Denmark – DTU develops and creates value through the technical and natural sciences for the benefit of society. • 13.500 Student and 6.000 employees • Main point from strategy for 2020-2025 – We assume leadership of the opportunities offered by digitization • Possibilities – New Student Information System (SIS) – Increasing digital maturity of administrative work – Streamlining use of IT through general governance – Digital Twin University 4

5. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn

6. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Purpose of system governance • Outline responsibilities, setup and workflows that make DTU Learn (Brightspace) run • Focal point for our team in an everchanging organization • Support onboarding new colleagues • BUT, we also learned other things during the process! 6

7. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Writing process • Draft uncut, unfiltered and empty headlines • Review including ignorant questions ;) • Lively discussion in our team about content • Rewrite introducing points from discussion • Review and current product • Outcome – Green → Product changes – Yellow → Product and other development 7

8. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Current table of content 1. Preface 2. Purpose of a LMS at DTU 3. Criteria for a successful DTU Learn 4. Local organizational overview 5. Making changes to DTU Learn 6. General system overview 7. Guidelines for the use of testing environment 8. Roles within DTU Learn 9. DTU Learn IT-support structure 8

9. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Purpose of a LMS at DTU • Foundation of the entire system governance • What demand are we accommodating? • How are we improving DTU? 9

10. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Criteria for a successful DTU Learn • We set up 3 criteria – Organizational – Pedagogical – Technical • Criteria could be anything • Part of yearly review → Did we meet the criteria? 10

11. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Local organizational overview • Labeling each role • Responsibilities for each role • Highlights what the team does as a unit 11 Jette Kolby Kontoret for Data & Systemer (Systemejer) Asad Naqvi DTU-Learn Team (Systemleder) Ulf Molich DTU-Learn Team (System Admin) Jonas Petersen DTU-Learn Team (System Admin)

12. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Making changes to DTU Learn • How do we work with changes? • What requirements do we put on projects? • Internal or external project management? 12 •Ændringer der kræver organisatorisk tilpasning •Følger officielle krav fra kontoret for porteføljestyring, fx budget, delmål, tidsplan osv. •Kan blive styret i samarbejde med andre kontorer Porteføljestyret projekt •Ændringer med systemwide indflydelse •Styret i task i teams – med business case •Samarbejde med kendte interesenter •Krav om brugerindragelse eller FLID godkendelse •>1 dags arbejde Internt projekt •Ændringer der berør enkelte brugere/kurser •Styret i task i Teams •<1 dags arbejde Ad hoc

13. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn General system overview • Simplified overview • Great for onboarding • Existed before the system governance 13

14. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Guidelines for the use of testing environment • How does the testing environment differ from production? • What do we need D2L to do on this side of the platform? 14

15. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Roles within DTU Learn • Students, Teachers, Admins ect. • What are they allowed to do? • How do we keep them on a short leash? 15

16. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn DTU Learn IT-support structure • How do we recieve questions from users? • Highlights responsibilities • Only a structural overview! – Not a guide 16

17. Danmarks Tekniske Universitet 17. maj 2022 Governance of DTU Learn Key take aways • Product to showcase management and upper management • Documentation of work processes • Framework to guide project management • Maturing a newly formed team 17

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