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Implementing 25Live

Intended Audience This document is intended to be used by customers who have an existing Series25 environment and now wish to implement 25Live. “DBCS” refers to Database at Customer Site implementations where the Series25 environment is installed and maintained at your site. “SaaS” refers to Software as a Service implementations where the Series25 environment is installed and maintained at CollegeNET. Tasks not marked “DBCS” or “SaaS” apply to all customers implementing 25Live.

Implementation Team Before beginning the Implementation process, assemble a 25Live Implementation team comprised of people who can fulfill the following roles: • Executive-level Implementation Champion—Possesses the political muscle to push campus initiatives and the authority to allocate funds and resources to your Series25 implementation team.

• 25Live Implementation Project Manager—Manages implementation project from beginning to end, delegates tasks, and confirms completion of each task.

• 25Live Functional Administrator—Understands campus scheduling, workflow, and security. This is the person who would take the 25Live Functional Administration eLearning class, configure 25Live, and help decide security and task management plans.

• Network and Web Administrators—Install/upgrade underlying 25Live components and Series25 WebServices (DBCS), and the Series25-SIS Interface (DBCS and SaaS).

• Key Academic and Nonacademic Schedulers—Assist in building streamlined task management for schedulers and determine object security permissions.

• Web Page Developers—Deploy event publishing to web calendars. Task List Listed below are the tasks you and CollegeNET must perform to implement 25Live. For assistance in performing any of these tasks, see the 25Live documentation and information available from the Series25 Customer Resour ces port al, or contact [email protected] .

Done Task Responsible Party

X 1. Contacts your CollegeNET Account Manager to schedule Your School your initial 25Live implementation conference call. Please Done try to include everyone on your 25Live implementation team in this call. 2. Conducts your initial 25Live implementation conference CollegeNET call. 2/25/16 3. Reviews the class schedule for the four courses listed in this Your School checklist, and determines when designated school personnel will take the courses.

Course schedule information is available here: http :/ / knowledge25.collegenet.com/display/Series25/ Series25+Cla ss+List 4. DBCS: Reviews recommended technical server and client CollegeNET specifications to prepare environment for upgrade of PMO Series25 environment and installation of 25Live. Hasan, Ryan Documentation reference: http://knowledge25.collegenet.com/ 4/29/16 display/Series25/ Series25+T echnical+Specifications

5. DBCS: Provides the download site for 25Live install files, CollegeNET and sends you installation instructions. Your school installs the 25Live code. Please coordinate this with PMO team, SaaS: Builds your hosted 25Live test and production environments. Hasan and Ryan 6. SaaS: Creates your 25Live Viewer Seat. CollegeNET 4/5/16 7. Sets up or builds your 25Live Publisher account and sends CollegeNET you log in information. 4/29/16 8. DBCS: Upgrades to the latest version of Series25 Your School WebServices and R25. 4/29/16 9. DBCS: Reviews this performance wiki page: h ttp :// Your School knowledge25.collegenet.com/di s play/Se r ies25/ 4/29/16 DBCS+25Live+Pe rforma nce+Checkl ist Done Task Responsible Party

10. Upgrades your Series25-SIS Interface to the latest version. Your School

This is also a good opportunity to upgrade the hardware required for the Interface. Information on Interface hardware requirements Hasan/Jerrick is available here: ht tp://knowledge25.collegenet.com/di s play / Series25/Series25+Technical+Specifications 4/29/16

11. DBCS: Tests Series25 WebServices to 25Live connectivity Your School and confirms that 25Live functionality is working Hasan, Ryan properly. 12. Attends the Configuring Series25 course. Your School

Note This step is necessary for schools who have not engaged the recommended 25Live Upgrade on-site consulting service. For Linda, based on #3 schools who have engaged that service, it's a good refresher, Setup participants but it is optional. calendar 13. If you’ve not already done so, read the 25Live Security Your School Admini strat ion Guide. 4/5/16 14. Attends the Managing Series25 Data and Security course. Your School 4/20-5/20/16 Note This step is necessary for schools who have not engaged the recommended 25Live Upgrade o n -site consulting service. For schools who have engaged that service, it's a good refresher, but it is optional.

15. Takes ample time to define your 25Live business practices Your School (who can request events, who can schedule events, define scheduling policies, and so on). Both colleges Document reference: Business Processes - http:// Deepa Prasad, ETS knowledge25.collegenet.com/display/Series25/ 25Live + Business+Practices 6/30/16

Plans your 25Live users and security groups. Your School

Document reference: PMO team, Hasan, • 25Live Security Ad ministra tion Guide Ryan • 25Liv e Viewer Seat Setup Guide 6/30/16 Note Steps 16 through 19 will be greatly assisted by engaging the on- site 25L iv e Upgr ade c o nsulting ser vice. Done Task Responsible Party

In the 25Live Administration Utility, creates additional Your School 25Live users (including, for DBCS customers, a generic Viewer Seat user) and security groups. Bill, Ryan coordinate Document reference: with users 6/20/16 • 25Live Security Administr a tion Guide • 25Liv e Viewer Seat Setup Guide

Adds object security settings throughout the system and turns Your School on object security. 6/20/16

Document reference: • 25Live Security Administration Guide • 25Liv e Viewer Seat Setup Guide Bill, Ryan, Kevin Metcalf Training reference: Series25 Security (see http:// knowledge25.collegenet.com/display/Series25/ Series25+Tr aining+G ener al+Informa tion)

19. Adds new assignment policies and/or notification policies Your School for 25Live event requesters and schedulers as needed. 6/20/16 Both colleges, Deepa Document reference: 25Live Security Admi nistra tion Guide

20. Configures your 25Live environment (application, event Your School wizard(s), events, locations, resources, tasks, integration) 6/30/16 using the 25Live Configuration Utility. Document Reference: 25Liv e Configu ration Utility (and online help within Configuration Utility application) Both colleges, Hasan

21. SaaS: Sends you a 25Live CSS file. Editing this file lets CollegeNET you brand 25Live to your school. 6/30/16 22. Edits the inst.css file with your school branding information. Your School Document reference: 6/30/16 http:/ /knowledge25.collegenet.com/di s play / Series25/ Br anding+the+25Live+Header+with+y our +logo+or+colors Both colleges, Hasan Done Task Responsible Party

23. (Optional) Implements and tests LDAP or Shibboleth user Your School authentication. 5/31/16

SaaS: If you’ve implemented LDAP or Shibboleth, sends CollegeNET a local test LDAP or Shibboleth account. This Hasan, Matt, Ryan, is required by CollegeNET Hosted Services for troubleshooting and connectivity maintenance.

24. (Optional) If you’re not using or deploying LDAP, converts Your School R25 WebViewer users to R25 users and adds them to your 25Live user Request security group. Contact your Account Manager to obtain access to an SQL script that automates this process.

Determines: Your School • What web event calendars you need 6/20/16 • Which events should appear on each calendar • Which 25Live users will be allowed to publish events to each calendar Attends the Configuring Web Publishing eLearning course, Linda Koyama then builds and embeds appropriate calendar “spuds” (widgets). Document reference: 25Live Guide to Publishin g Cale ndars 26. Tests 25Live (performs searches, creates and edits events, Your School stars certain events and locations, and so on) 7/29/16, 8/19/16 two rounds Document reference: 25Live online help (within 25Live)

27. Attends the Using 25Live eLearning course. Your School 9/9/16 Note This step is necessary for schools who have not engaged the recommended 25Live Upgrade o n -site consulting service. For schools who have engaged that service, it's a good refresher, Both colleges but it is optional.

28. Trains your 25Live users. Your School 9/9/16 Note Preparation for user training will be greatly assisted by engaging the on-site 25Live Upgrade consulting se rvice. Marty, Deepa, both 29. “Goes live” with 25Live. Your School 9/30/16