ETS: 25Live Project

25Live project

Project Goals and Objectives

  • Implement  25Live, an integrated solution for managing class rooms, facility, and other physical resources to support instructional and administrative needs

Project Scope

  1. Upgrade both Foothill and De-Anza Colleges from R25 to 25Live based on the best practice suggested by the vendor
  2. Provide Single Sign on to the 25Live through MyPortal integration
  3. Train-the-trainer training will be provided for both colleges and ETS
    staff to operate 25Live.
  4. Establish common business practices for both colleges to operate  25Live.
  5. Establish security and support protocols for the continuity of operation for 25Live.

Critical Success Factors

  1. Make decision to host 25Live or build it on premises
  2. Agreement on the project implementation team members, and project
  3. Both colleges commit resources to the training and operating of 25Live, and
    participate in the implementation process.
  4. Define common business practices and reach agreement between both
  5. On time delivery of the test and production instances by ETS and CollegeNet
  6. On time completion of the security access setup and single sign on
    configuration in MyPortal.
  7. On time completion of the localization of 25Live for both colleges' special
    configuration requirements.
  8. On time completion of the scheduled pilot testing and go live preparation
  9. Public awareness and marketing of 25Live to public users.
  10. Pass the go live preparation check list provided by 25Live vendor.
  11. Go Live on schedule.

Project Milestones

  1. Secure agreement from both colleges and contract approved by the board by
    February 1, 2016.
  2. Conduct the on-site business process analysis by end of March, 2016.
  3. Complete the test and production instances by April 29, 2016.
  4. Complete the R25 to 25Live database migration by April 29, 2016.
  5. Complete the user and viewer seats after migration to SaaS (after April 29, 2016).
  6. Attend and complete the configuration courses before the second on-site engagement (before May)
      1. Manage 25Live data and security
      2. Configure 25Live
  7. Localization of the 25Live systems to FHDA requirements and configure SSO and MyPortal connectors, create local user accounts, test and review security and access by May 31, 2016.
  8. Second on-site visit by CollegeNet consultant by June 20, 2016.
  9. Complete security settings, access, and assignment/notification policies by June 20, 2016.
  10. First round of Pilot testing completed by June 27, 2016.
  11. Second round of Pilot testing completed by July 22, 2016.
  12. FHDA training materials, online video and Portal channel completed by August 19, 2016.
  13. Complete 25Live user training in preparation to go live before August 26, 2016.
  14. Pass the pre-production final check by August 26, 2016.
  15. System Go Live on August 31, 2016.
  16. Post go Live:  Build and publish event calendar.

User Training Materials

Technical Documents and Links (for internal use)

Project Team Organization


Project Meeting & Schedule Information

Meeting Dates
Agenda Minutes Action Items Announcements
August 24, 2015


February 18, 2016   Minutes    
February 25, 2016   Minutes    
February 29, 2016   Minutes    
March 7, 2016   Minutes    
March 11, 2016   Minutes    
January 13, 2017   Minutes