Drake Campus Card Project
Faculty Senate Update
May 7, 2014
V1.1
Contents
1. Project Overview
2. Critical Success Factors
3. Project Team
4. Progress Update
5. Schedule of Milestones
6. Key Upcoming Activities
7. Significant Risks and Issues
Project Overview
Background
Today Drake uses a traditional key and lock system to gain access to most campus buildings and doors. This is
problematic; as this traditional approach cannot easily or quickly assign authority to enter buildings on campus
(essentially today public entrances are an ‘all or nothing’ means of access). Related to this, Drake today has disparate
processes to issue campus access cards, which interact with systems in use at Drake today, such as printing and campus
meal plans resulting in a poor faculty and student experience. Finally, Drake utilizes traditional, manual methods to work
through student housing needs. This process is labor intensive and not conducive to meeting residence housing needs for
our student population.
Target State
The goal is to centralize related functionality across campus using a standardized proximity card access system. This
includes a central office and function that can offer a straightforward and easy way to access a grouping of systems that
will aid in enhancing the overall student experience at Drake.
The capability will include the following centralized and standardized services:
1.
2.
3.
4.
5.
6.
Building exterior door card access (36 buildings)
By August 2014
Improved Card Office Management
Meal plan Integration (Sodexo)
Print Management Integration (Xerox)
After August 2014
Online Housing Integration
Recreation Center Integration
Benefits
For Drake’s Students
• Significantly improve the overall
student experience by utilizing the
same card system and processes.
For Risk Management
• Severe security incidents could cost
Drake in terms of students,
goodwill and revenue.
Other Payment Integration Requests
7. Laundry (eSuds)
8. Library (Fees/Fines)
9. Vending
10. Athletic Games
11. Bookstore
12. On Campus Events (Ticket Sales)
13. Card Replacement Charges
For Drake Staff
• Leverage a single system and
coordinate similar processes to
increase efficiencies and
economies of scale.
Critical Success Factors
1. Mitigate physical security threats
2. Reliable, accurate and supportable building access configurations
3. Card Reader installation aesthetically acceptable
4. Conduct meal purchases without major issues
5. Timely rollout of new Drake ID’s
6. Informative communication – avoid chaos
7. Effective and efficient Drake ID (campus card) administration
8. Solution delivered on time (early August) and within budget
Project Team
Project Sponsor: Scott Law
Technology Sponsor: Joe Riesberg
Drake Project Manager: Brad McManus
Public Safety
Deans Rep
Vendor Project Manager:
Dining
Student Affairs
Student Senate
Dannie Crozier
Bill Ohnemus
Ann Miller
Lorissa Lieurance
Joey Gale
Josh Duden
Joseph Lenz
Melissa SturmSmith
Student Accts
Rec Services
IT
Controller
Comms
Facilities
Mike Cigelman
Lisa Murphy
Jeff Sabin
Matt Holub
Patricia
Ahrenholtz
Deb Lukehart
Abbie Hansen
Jolene Schmidt
Mark Chambers
Scott Law
Rich Selden
TBD
Procurement
Caron Findlay
“The reasonable man adapts himself to the world; the unreasonable one persists in trying to adapt the
world to himself. Therefore, all progress depends on the unreasonable man.” – George Bernard Shaw
Progress Update (4/28)
1. Contract negotiations complete and principle agreement reached with Blackboard
2. Scope and Project Definition Document drafted
3. Communications Plan drafted
•
Article published in Times Delphic
4. Discovery meetings complete
•
•
•
•
•
•
•
•
•
•
•
•
5.
6.
7.
8.
Procurement – Caron Findlay
Marketing and Communications – Deb Lukehart & Abbie Hansen
Facilities – Jolene Schmidt and Mark Chambers
Student Accounts – Rich Seldon and Patricia Ahrenholtz
Dining Center – Dannie Crozier and Bill Ohnemus (w/ Rich, Patricia, Caron and Matt)
Human Resources – Gary Johnson and Vanessa Macro
Deans Representatives – Joe Lenz and Melissa Sturm-Smith
Recreation Center – Mike Cigelman and Lisa Murphy
Residence Life – Lorissa Lieurance
Student Life – Ann Miller
Student Senate – David Karaz and Joey Gale
Information Technology – Matt Holub, Mike Perin, Bill Jensen, Jeff Sabin, Chris Mielke
Introduction and Scoping Meeting held April 14
Completed IT Implementation Guide review & preliminary hardware needs analysis
Developed notional system integration requirements (TouchNet & Banner)
Drafted a schedule of high level milestones
Schedule of Milestones (tentative)
May
June
Spring
Term Ends
Execute
Vendor
Contract
Orientation
Begins
Baseline
Detailed
Project
Plan
August
Orientation
Ends
Fall Student
Athlete
Arrival
Campus Card
Solution
Roadmap
Established
Hardware
Ordered and
Shipped
Building
Access
Rules
Defined
July
Knowledge
Transfer for
Ongoing
Support
Complete
Drake
Technology
Infrastructure
Ready
Building
Access Rules
Approved
Production
Readiness
Review
Complete
Card Office
Operational &
Cards Ready for
Distribution
Quality
Assurance
Planning
Complete
Building
Prep Begins
for
Card Reader
Installs
Door Access
Reader
Installs
Begin
Door
Door Access
Access Go
Go Live
Live Begins Complete
Key
Academic Calendar
Project Deliverables
Card Access Deliverables
Commerce Deliverables
Dining Center
Commerce
Upgrade Begins
Go Live in
Dining
Center
Fall Term
Begins
Phase 1
Complete –
Resources
Released
Card
Distribution
Complete
Key Upcoming Activities
1. Communication Planning – construct and deliver initial broad communication
about the project.
2. Engage with Blackboard in several areas, including;
a) Creation of Project Plan (Schedule and Resource Plans)
b) Technical Architecture and Design
c) Schedule Dakota building survey
3. Conduct experiences gained calls with peer universities
4. Order Drake technology hardware (servers and switches)
5. Execute the Blackboard contract
6. Finalize and distribute Scope Document for approvals
7. Establish blueView channel for document collaboration (e.g. building list)
8. Socialize the plans and expected timing for key activities so resources can
plan for their availability (e.g. Configuration Workbook working sessions).
Top Identified Risks
Risk
Mitigation
1.
If new card administration operating procedures are poorly
implemented or communicated, the result could be confusion
and angst for our students, faculty and staff.
Follow business process design best
practices and cover card administration
expectations in Communications Plan
2.
If the change to an increased reliance on a campus card is
poorly communicated and managed, there could be
interruptions to the classroom and campus programs
Emphasize the importance of carrying
the Drake ID within Communications to
each stakeholder group
3.
The short timeframe does not allow for material errors in
project execution
Leverage Blackboard’s experience and
follow Project Management disciplines
4.
Unknowns with required technology integrations (TouchNet
and Banner), could result in cost and timeline overruns
Engage early with Blackboard to flush
out technology architecture and design
5.
Key resources could be unavailable during summer months
resulting in delivery errors such as incorrectly configured
building access rules
Understand unavailable times of key
resources and plan accordingly
6.
On-boarding the vendor and key project team members in a
short timeframe could mean a weaker team than otherwise
could be put in place, impacting quality
Blackboard has earmarked resources for
our project since conversations with
them began earlier this year
7.
The age and character of our buildings will constrain card
reader installation and could result in less than acceptable
aesthetics or cost/time overruns
Engage carpentry resources if required
during the installation process. Signoff
on install designs before work begins.
Thank you
Please direct any questions or concerns to:
Brad McManus, Project Manager
Brad.McManus@drake.edu
Office – (515) 271-2348
Mobile – (515) 473-8308
or
Scott Law, Project Sponsor
Scott.Law@drake.edu
Office – (515) 271-3860
Mobile – (631) 496-6564
Appendix A – Building Plans
36 Campus Buildings and 64 External Doors
Building Name
Herriott Residence Hall
Carpenter Residence Hall
Crawford Residence Hall
Stalnaker Residence Hall
Hubbell Dining Hall
Goodwin-Kirk Residence Hall
Aliber Hall
Morehouse Residence Hall
Meredith Hall
Cline Hall of Pharmacy and Science
Harvey Ingham Hall
Fitch Hall
Medbury Hall
Olin Hall
The Point (Human Resources)
Jewett Residence Hall
Cowles Library
Cartwright Hall
Doors
2
2
2
2
1
3
2
2
3
1
2
1
1
2
2
1
2
1
Building Name
Opperman Hall and Law Library
Carnegie Hall
Cole Hall
Old Main
Sheslow Auditorium
Howard Hall
Harmon Fine Arts Center
Patty and Fred Turner Jazz Center
Dial Center for Computer Sciences
School of Education
Neal and Bea Smith Legal Clinic
Kinne Alumni and Development
Ross Residence Hall
American Republic Health Center
Bell Center
Knapp Center
Fieldhouse
Roger Knapp Tennis Center
Doors
2
3
2
3
2
2
2
2
1
2
2
1
2
1
1
1
1
2
Double click to open baseline building and door plans 
Change Request Pending (as of 4-29-2014)
•Add Olmsted to the Plans for two doors (North Door and South Door)
•Reduce Tennis Center to one door and increase Fieldhouse to two doors.