Information on migration planning methods used at the University of California, Santa Cruz as it moved from Blackboard to Sakai. Migration Strategies and Resources and experiences offered by rSmart.

1. Migration Planning: When Paranoia Leads To Success Robin E. H. Ove, Sr. Manager, University of California, Santa Cruz Trish Harris, Sakai Relations Manager, rSmart Attribution Non-Commercial

2. 12th Sakai Conference – Los Angeles, California – June 14-16 2

3. 3 UCSC Migration Experience from Blackboard Campus Edition (WebCT) to Sakai Robin Ove, UCSC Migration Strategies and Resources Trish Harris, rSmart 12th Sakai Conference – Los Angeles, California – June 14-16

5. UC Santa Cruz offers graduate study in 34 academic fields and 46 concentrations. Many graduate programs have interdisciplinary components, and students are encouraged to explore the conceptual connections between related fields as they acquire mastery in their areas of specialization.

6. UCSC residential learning colleges provide students with academic support, activities, and events that enhance the intellectual and social life of the campus.www.ucsc.edu

8. Instructional Designer/Faculty Support Specialist

9. Evaluation Consultant/Faculty Support Specialist

10. Applications Administrator

11. 5 undergraduate student consultants12th Sakai Conference – Los Angeles, California – June 14-16

12. “Change is not made without inconvenience, even from worse to better.”--Richard Hooker,British clergyman and author 12th Sakai Conference – Los Angeles, California – June 14-16

13. Approach and Timeline 7 Project Milestones Start End LMS Needs Assessment 2/07 4/08 Requirements Definitions 3/09 5/09 Vendor Contract 5/09 7/09 Vendor Installation and Implementation 7/09 9/09 Configuration 9/09 10/09 Configuration Testing 10/09 12/09 WebCT Migration Processing 9/09 8/10 Release to Production 1/10 Spring Pilot 1/10 6/10 Project Closure 1/10 4/10 Implementation Project Closed 6/10 Assessment Site: http://ic.ucsc.edu/services/learning_management_system/lms_assessment/ Project Site: http://its.ucsc.edu/projects/cle/sakai/index.php 12th Sakai Conference – Los Angeles, California – June 14-16

15. Non-integrated opt-in service

16. High manual administrative overhead

18. Converting complex activities to new tool applications

19. Test and Quizzes

20. Assignments

21. Forums

22. Time to complete before WebCT end of life.12th Sakai Conference – Los Angeles, California – June 14-16

23. 9 How big is the problem? 468 Unique Instructors 12th Sakai Conference – Los Angeles, California – June 14-16

24. In your dreams …. 10 12th Sakai Conference – Los Angeles, California – June 14-16

26. Migrated the most complex course samples to model best practice workflow

27. Piloted with early adopters to fully understand transitional needs

28. Established workflow for a variety of use cases12th Sakai Conference – Los Angeles, California – June 14-16

30. Mandatory orientation or training prior to personalized assistance

31. Available web pages with tutorials and service requests www.ic.ucsc.edu/services/ecommons/migration/

32. Offer consultation and production work

33. Used a copy of course without student data for migration process12th Sakai Conference – Los Angeles, California – June 14-16

35. Executed a Real Drop Dead Date to end data retrieval from WebCT 12th Sakai Conference – Los Angeles, California – June 14-16

37. Prioritize which tools are most important that you can support immediately and be expert in

38. Define usage or case studies for practical course activities

39. Be honest about which old tools were better, but focus on what the whole package brings to the campus.12th Sakai Conference – Los Angeles, California – June 14-16

41. Just started their Sakai courses from scratch or with archived materials from WebCT or their own resources

42. Needed help with migrating Test and Quizzes which was most time consuming and complexUCSC Migration Results 15 12th Sakai Conference – Los Angeles, California – June 14-16

44. 229 Faculty, Graduate Student and Staff Attendees UCSC Migration Results 16 12th Sakai Conference – Los Angeles, California – June 14-16

45. 0 to 10,000 in 3 Months

47. Summer 2010 – 43 courses, 1300 students

48. Fall 2010 – 264 courses, 10,000 students

49. Winter 2011 – 343 courses, 13,000 students

51. Spring 2010 144 courses, 8,700 studentsInaugural Adoption Numbers 12th Sakai Conference – Los Angeles, California – June 14-16

53. Request type: eCommons Login/CruzID Gold 80

54. Topic Trends: Accessing eCommons,

55. Grad Student Instructors,

56. Adding Participants w/o CruzID (concurrently enrolled, visiting scholars, transfer students from other UCs),

57. Specific tool uses (Messages, email Archive, Tests and Quizzes, Assignments, Forums, Grade Book, Resources),

58. Feature requests and error messages.

59. Request type: WebCT 84

60. Request type: DRC/ADA Course Material Accessibility 2

61. Misc. direct phone and drop-in consults fielded by FITC staff ~127Going Live - Offering Support

62. Lesson Learned 20 Migration – turned out not as overwhelming as we anticipated. Most faculty just started their Sakai courses from scratch or with archived materials from WebCT or own resources, but plan for the worst. Communication is key. Create the plan, staff the plan, communicate the plan. Be diligent about informing faculty of due dates, resource and support availability. 12th Sakai Conference – Los Angeles, California – June 14-16

63. Success is anticipating their questions 21 And answering them! 12th Sakai Conference – Los Angeles, California – June 14-16

64. Migration Strategies and resources Trish Harris, Sakai Relations Manager, rSmart 12th Sakai Conference – Los Angeles, California – June 14-16 22

66. Sunset date for legacy LMS

67. First fully live term on new LMS

68. At least one beta term for new LMS+legacy

69. Scope

70. # of courses, faculty, students

71. New entities who want “in”

72. Third party tools you want to include

73. Available resources

74. Goals, high to low (a tweak on priorities)12th Sakai Conference – Los Angeles, California – June 14-16 23

75. 12th Sakai Conference – Los Angeles, California – June 14-16 Key migration activity Assessment-based planning Look closely at your current environment and activity as you plan Connect with other institutions Holistic view of your learning enterprise Plan in phases or stages Test, test, test 24

76. 12th Sakai Conference – Los Angeles, California – June 14-16 Some Tips Lean on the skittish as well as the early adopters Test, test, test Don’t be afraid to adjust the plan as you go Manage expectations. Communicate reality: migration involves hands on work (no magic bullet) 25

77. How rSmart can help Migration assessment Migration tools Model migration process Support for the actual migration work 26 12th Sakai Conference – Los Angeles, California – June 14-16

78. Robin E. H. Ove, UCSC robino@ucsc.edu Trish Harris, rSmarttharris@rsmart.com Contact Information 27 12th Sakai Conference – Los Angeles, California – June 14-16