Leveraging Internet Technology for Remote Faculty Collaboration and

Management

April 6, 2009

Ted Lesher - NexPrise, Inc.

Introduction/NexPrise Background

What is Software as a Service and how can it benefit my school?

Data Management Challenges in the Virtual Enterprise

Tackling Remote Faculty Collaboration Challenges

Workflow-based Applications vs. Simple Task Management

Live Demonstrations:◦ Example 1: Faculty Performance Review Form and Workflow◦ Example 2: Course Review Form and Workflow

Agenda

History Started in 1997 (DARPA funded)…secure extranet collaboration. Originally focused on AEROSPACE & DEFENSE and AUTOMOTIVE Industries. 30 Major Corp. customers, ~30,000 users world wide.

Focus: Secure, Multi-Organization Project & Document Management Environments. Rapid Automation of Business Processes on the Web 100% Web-based. Delivered as a NexPrise-hosted Software Service.

© 2006 – NexPrise, Inc. All Rights Reserved

NexPrise - Background

Software as a Service (SaaS, typically pronounced 'sass') is a model of software deployment whereby a provider licenses an application to customers for use as an on-demand service.

On-demand licensing alleviates the customer's burden of equipping a device with every conceivable application. It also reduces traditional End User License Agreement (EULA) software maintenance, ongoing operation patches, and patch support complexity in an organization.

On-demand licensing enables software to become a variable expense, rather than a fixed cost at the time of purchase. It also enables licensing only the amount of software needed versus traditional licenses per device.

SaaS solutions were developed specifically to leverage web technologies such as the browser, thereby making them web-native.

What is Software as a Service (SaaS)?

Managing a Virtual Enterprise

Managing compliance-related activities and content is a common challenge in many industries:

◦ Manufacturing (ISO Certification)◦ Pharmaceutical (FDA)◦ Financial Disclosure (Sarbanes-Oxley)◦ Education (National and Regional Accreditation)

With remote contractors or suppliers in the mix, visibility and accountability becomes even more problematic.

Many small schools lack the I.T. infrastructure and support resources to administer and support a Web-based portal with secure document management functionality and 24/7 availability.

Email provides poor visibility and accountability when it comes to tracking timeline-driven tasks and document reviews. Large attachments may not transmit.

Excel spreadsheets are static and often out of date, and they rely on a single project manager to update and distribute. No integrated attachments.

Network drives behind the firewall are not accessible to outsiders without a VPN client. No revision control.

Remote Faculty – Collaboration Challenges

A workflow –based application is a software application which automates a process or processes. The processes are usually business-related, but it may be any process that requires a series of steps that can be automated via software.

Workflows conditional logic to drive a specific sequence of activities and may include serial and/or parallel steps.

Automatic email notifications alert assignees of new and overdue assignments.

Workflow modeling can be complex, and is not ideal for “ad-hoc” processes in which there are numerous exceptions that can not be defined in advance.

Workflow-based applications automate routing and provide real-time status visibility, but will not make people do their jobs. Without management buy-in and clearly articulated expectations for participation, return on investment will be minimized.

Workflow-based Applications

A Task Management Application is a software application which enables the creation and real-time monitoring of tasks and any associated attachments.

Unlike a structured workflow, a stand-alone task can only be assigned to a single individual. No conditional routing of assignments.

Tasks and Sub-Tasks can be added to a list in an ad-hoc fashion, or can be imported from a template or spreadsheet to minimize typing.

Real-time status information is typically conveyed via progress indicators and color coding.

Automatic email notifications alert Assignees of new/overdue tasks.

Tasks can contain one or more reference attachments, and assignees may upload additional attachments prior to task completion.

Automated task/action item management applications provide real-time status visibility and reporting, but will not make people do their jobs. Without management buy-in and clearly articulated expectations for participation, return on investment will be minimized.

Task Management Applications

Automatic Email NotificationsAutomatic email notifications alert assignees of new assignments and overdue items. Managers may also be notified of late assignments to help keep things moving. No attachments, only links.

Two common processes which can benefit from online workflow and task automation are:

◦ Faculty Performance Reviews◦ Course Reviews

Both of the above processes must be performed annually to remain in compliance with accreditation standards.

NexPrise has worked with one DETC school to automate these processes and provide real-time executive visibility.

Let’s log into a live test server and walk through each of these from the perspective of end users…

Two Live Examples

Questions?