In Brief
The University of Alaska Fairbanks needed to revamp their distance education program, which relied on an outdated, custom-built FileMaker Pro application. This application was unable to integrate with newer systems, creating operational inefficiencies. Resource Data conducted a thorough analysis and recommended replacing multiple eLearning systems with a single, integrated application. Our detailed recommendations and diagrams were pivotal in shaping their RFP for a new solution.
Challenge
The University of Alaska Fairbanks’ distance education program depended on a custom-built FileMaker Pro application. However, this system couldn’t integrate with newer technologies, including the university’s website, student information, and course management systems. Although aware of the need for improvement or replacement of their FileMaker application, the eLearning team was uncertain about the best course of action and the potential additional changes required in their IT infrastructure.
Solution
Resource Data performed a high-level functional analysis of eLearning’s processes and systems, culminating in a comprehensive business case for replacing not just the FileMaker application, but several existing eLearning systems with a single, integrated application. The business case covered:
- The current state of their eLearning program
- A future vision for the program
- The limitations of the current FileMaker Pro system and other systems in achieving this vision
- Short-term recommendations
- Long-term solutions
We provided diagrams to illustrate the differences between the current and envisioned states. The current state depicted a complex spiderweb of manual processes, workarounds and disparate systems, whereas the envisioned state was a stark contrast, showcasing a streamlined, integrated system with one-third fewer components. One of our recommendations included defining requirements for a replacement system, which led to the creation of an RFP for eLearning with 29 detailed process diagrams.
Approach
Our approach was centered on understanding the unique challenges and business needs of the University of Alaska Fairbanks’ eLearning system. We engaged with staff and faculty to gather business requirements and ensure their participation and buy-in. Our methods included:
- Preliminary questionnaires
- Group discussions
- Individual interviews
- Job shadowing to observe staff interactions with existing systems
This collaborative approach ensured that our recommendations were well informed and tailored to the university’s specific needs.