Activity Insight Implementation Plan

Dec ‘15 – Jan ‘17

Anne Massey (amassey@iu.edu)Associate Vice President, University Academic Affairs

Digital Measures’ Activity Insight

– Market leader, including 12 CIC institutions (6 campus-wide)– Digital Measures has extensive implementation experience and

support staff

– Comprehensive solution that meets stated requirements• Easy-to-use and intuitive Web-based interface• Reduces manual entry of publications using Web services API

(PubMed) and BibTeX files• Offers robust standard reporting, but also ad hoc capabilities• Generate up-to-date CVs• Secure permission-based roles and access

Users across 71 academic units

Project Team• Project Champion – Academic Leadership Council (ALC) Executive [John Applegate, Lauren Robel, Nasser Paydar]. Committed to

the success of the implementation and will ensure that the project team has the time, resources and buy-in they needed.

• Project Manager – [Anne Massey, UAA]. Works closely with the Solution Specialist and rest of the project team to ensure milestones are reached and the project is completed on time. Also serves as communication interface to VPFAA, EVCAAs.

• Administrator [Group Lead, Akash Shah, UAA]. Manages day-to-day tasks associated with implementing Activity Insight, such as responding to inquiries and submitting work requests to DM. Note: DM only accepts work requests from this administrator (university level) group.

• Lead Trainer [Akash Shah, Functional Lead]/IUB. Responsible for training others on how to use the system, including conducting in-person sessions and creating documentation. Note: Each campus needs to identify a ‘local lead trainer’.

• Communication Coordinator [Anne Massey, UAA]. Ensures information about the use of Activity Insight, including goals, deadlines and training, is communicated effectively to project team, academic administration, governance bodies, and ultimately faculty. Note: VPFAA and EVCAAs will serve as campus points-of-contact and play this role ‘locally’.

• Technical representative [UITS – Interim Lora Headdy-Fox]. Focus on the technical aspects of implementation. Areas of focus are web services, authentication, securing data from source systems and manipulating source data for entry in Activity Insight.

• Faculty working ‘pilot’ team. [Campus reps]. Focus on usability of standard views for faculty data entry and views/reports for academic administrators. [Massey lead/coordinate efforts]. [1st Quarter ‘16]

• Pilot Units [TBE – phased implementation]. These units will deploy Activity Insight, providing feedback to the project team to ensure that the Activity Insight configuration effectively facilitate data entry and reporting needs. [2nd Quarter ‘16]

• Unit Reps [TBE]. These individuals will communicate the needs of their units. Note: Each campus will determine “local” management structure. Customization requests should work their way (up) through this structure for approval and onto UAA Administrator Group. [by 4th Quarter ’16; ongoing].

Train-the-trainer model

Waterfall model

VPFAA/EVCAAsIdentify asap

Organization Structure

CommunicationsCoordinator

Communications & Plan Campus-Level Training & Support

Note: VCAA = EVCAA on the regional campuses

Standard configuration work in-progress

General Timeline/Major Activities

Plan Launch Appoint Project TeamCommunications Plan

Define Base ConfigurationsConfigure Screens/Fields

Lots of Tech & Functional Work

Identify Faculty TeamIdentify Campus Trainers

Test w/Faculty TeamRevise Screens

Create Training Materials

Train-the-Trainers

Identify Pilot Units

Pilot Units Test Data Entry

Identify Reports Build Reports

Faculty Access Provide Necessary Training & Support

Data Entry

Test ReportsRevise as Needed

Annual Reports

Due

Plan for Other Use Scenarios

Identify Unit Reps‘17 Customizations

EVCAAs/VPFAA Role

• Point-of-Contact for Project Team• Manage communications for your campus• Identify

– Representative for Faculty Working Team (by 15 Dec ‘15)– Campus level trainer (by 15 Jan ‘16)

• Being consideration of ‘how to’ … – manage communications w/your units– implement training for your campus– provide data entry support (as desired)– manage ‘customization’ requests from your units (for ‘17)

Target - Use Scenario #1Annual Review January 2017

• When AI released to units, faculty should focus on entry of 2016 data– Prepopulated/importing of research publications (minimize manual

entry) [this would include pre-2016 data]– IU internal data (e.g., HRMS, courses, grants etc.) prepopulated– Local unit decision regarding data entry support (staff, part-time etc.);

permissions required

• FAR will be available through January 2017

Post-Implementation Structure

Customization Requests for 2017

Unit Reps at School/College Level

Chancellor OfficesProvost Office

President’s Officeetc.

Customization Requests

CampusClearinghouse

UniversityClearinghouse

Requests

Activity Insight Implementation Plan

Dec ‘15 – Jan ‘17

Anne Massey (amassey@iu.edu)Associate Vice President, University Academic Affairs