25Live Prekick-off Meeting Minutes

February 18, 2016 10-11 am 

Participants :   Andrew Van Dyk remotely, Chien Shih, Jerrick Woo, Linda Koyama

1.  Chien went over the details of the project webpage. http://ets.fhda.edu/projects/_25live/index.html 
   1. Project Goal:  Andrew suggested  to remove "resource" from resource 25 Live. 
   2. Project Scope:  
      1. #2 They only support Shibboleth.  Andrew said that since we are an In-common member, it will make the connection easier. 
      2. #3 Verified that two one-week on-site visits will be scheduled. 
      3. #4  Andrew said that we should look at 25Live as a whole new application, not just an upgrade; it's a whole new way of doing things.   
      4. #5  We want to eliminate the need to set up separate 25Live logins and passwords. 
   3. Critical success factors:  One database or two? 
      1. Andrew asked if we are currently using a single database or two separate databases?  Jerrick informed him that we are currently using two. 
      2. Biggest advantage of using one database for both colleges:  One location to find information in, available for district wide reporting.  Security can be set up to keep the data separate.  Chien felt that for future upgrade and maintenance, a shared database would be preferred. 
      3. The difficulty will be to merge the two current databases, which would take much effort. In addition, security becomes much more complex.  Andrew's suggested that the easiest way is to keep them separate and have two databases. 
      4. Chien felt that by having one database, it would be easier to encourage a single standard for naming of rooms and facilities, and to report generation of district revenue from 25Live. 
      5. We will need to discuss this further with the users and college management in an implementation team meeting and will probably wait until after the kick-off meeting. 
   4. Project Milestones 
      1. #2  Collegenet will provide a test and production instance in the SaaS environment.  From now until April 29, 2016, we will be completing the SaaS migration project, moving the local environment and moving it over to SaaS.  Therefore, the decision to use one or two databases will need to be made first. 
      2. #3 Completing the user and viewer seats will need to happen after we migrate to SaaS (after April 29th).  CollegeNet will help us set this up via the 25live Upgrade Service.  We will need to modify this date. 
      3. #4  Andrew suggested to have the eLearnings take place close to the time that they come on-site for the 25Live upgrade.  We can have the attendees take the courses right before they come on-site or we can save them for after the on-site visit to serve as a refresher. 
      4. #7  We have a deadline of June 20th because the majority of the faculty leave for summer break and will not return until late September. 
      5. #8 Defining business practices will happen much earlier to completing any security settings or assignment policies, hopefully during the first on-site visit. 
         1. The first on-site visit will be for Implementation Planning.  The planning meeting is not dependent on the environment being ready.  Andrew suggests that we leave ample time between the planning meeting and the actual 25Live Upgrade for discussion and decisions that the campuses will need to make.  Andrew will check with the trainers for some dates to choose from, possibly in March.  The main goal is the harmonize the business processes and to learn how things are done now and to teach how they will be handled in 25Live.  Typically the sessions will be combined for both colleges with one-on-one interviews with specific departments. 
         2. 2nd On-site visit for the 25Live Upgrade tentatively early May.  The migration to SaaS can happen simultaneously as the functional users are making their business process decisions.  We need to be fully migrated prior to the 25Live Upgrade on-site.  We need to start the migration process as soon as possible, once it is decided If we are going to go with one or two databases.  It may be helpful to use the business planning meeting to help make the decision.  Data configuration, security set up, assignment policies, and viewer seats set up will take place during this second visit.  
         3. #5.  Security Groups:  We will need to give CollegeNet a list of the security groups that will be needed to be built.  We are hoping that once the group mapping from our ERP system to active directory to 25Live is configured,   the provisioning and deprovisioning of accounts will happen automatically when employees join and leave the district.  This will need further discussion during the business planning session.  The system only allows each CWID to be associated with only one group, but you can have multiple security groups.  Andrew will send info about connecting to Shibboleth and mapping to review.  He suggests that we submit a ticket with support to ask them about our desired SSO setup their tech team. 
         4. If Andrew has other suggested updates to our schedule, he will email Chien or Linda. 
   5. Chien also shared the link to the project team members and contact info. 
   6. We briefly reviewed the Implementing25Live Checklist with the tentative dates. 
      1. #8,9,11 Do not apply to us as SaaS customers. 
      2. Andrew suggested that we focus on the migration to the SaaS environment before we go over this check list.  ETS has completed the questionaire and Andrew has a copy. 
   7. Scheduling training courses.  Andrew suggested to wait until the business planning meeting. 
      1. Managing 25 Live data and security  course and Configuring 25 Live course should be scheduled right before the 25Live Upgrade on-site engagement. (before May). 
      2. Configuring Web Publishing course should happen in early June. 
      3. 25 Live User Training should happen before the first pilot testing (July). 
      4. Andrew will send us instructions on how to register for these classes. 
   1. Next Step 
      1. After the kick off meeting, we will set up regular project meetings every two weeks, including Andrew. 
      2. After the implementation planning meeting, we will set up a meeting with Andrew to go over the Saas Migration Checklist when we are ready to start the migration. 
      3. The Kick Off Meeting will set the tone and schedule and will start with  a brief 15 minute high level demo.