Ellucian Student Planning Team (ESPT) Notes

JULY 18, 2013 1:00–3:00 PM ROOM 217

DRAFT NOTE TAKER MICHELE FENLON X

ATTENDEES

Bea Zamora (Team Co-Lead) x Mink Stavenga (Team Co-Lead) x

Susan Soy x Brian Ebalo x Patricia Gil x Jeff Fischer x

Scott Finn x Teresa Alvarez x Patti Larkin x Mia McClellan

Arlie Ricasa x Nicholas Nguyen x Aida Mora x Jerry Gonzalez x

Larry Schloss x Everett Garnick x

GUEST/S

Review and Approval of Minutes

ACTION Notes are kept for evidence and do not require committee approval.

TOPIC 1: OVERVIEW OF ELLUCIAN CONSULTING PROJECT, TIMELINE AND SHAREPOINT:

DISCUSSION

Multiple teams are working on various aspects of the Ellucian project including: Chart of Accounts, Human Resources, Admissions and Records, and Student Planning. The goal of the committee is to assist in the implementation of the student planning module. Ultimately, students will be able to access all planning online. The co-team leads shared the timeline with committee members. Ellucian consultants have met with college constituencies and provided a gap analysis. With the gaps identified, college teams were assembled to tackle the concerns. Degree Audit is where the ESPT will begin their focus.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

NONE

TOPIC 2: ROLES AND RESPONSIBILITIES:

DISCUSSION

Co-Team Leads provided an overview of the roles and responsibility of the ESPT Process Team. The following excerpt is taken from the Ellucian Project Roles and Responsibilities Template found on SharePoint. “The Process Teams’ overall responsibility is to ensure the proper implementation of the system(s) licensed by the institution within the designated timeframes and budget. The Process Teams ensure that the system being implemented supports the institution’s processing requirements, while continuously evaluating new processes in support of more efficient practices. The Process Teams help to foster decision consensus among and between supporting work groups to foster congruency within the component applications, and work to develop documentation that supports the needs of each group. Ellucian consultants work with Process Team members to ensure timely completion of activities and tasks related to implementation. As solutions are evaluated, the consultants provide direction toward a successful conclusion. The expertise of the Ellucian consultants in the adaptation of business processes to meet specific requirements significantly strengthens the decision making process. Ellucian consultants serve as part of the Process Teams and Work Teams to support the Team Leader in tasks such as directing the completion of critical tasks, table definitions, and process redesign.

The Process Teams work closely with the new systems and the Ellucian consultants to gain a thorough understanding of the capabilities of the systems, and more specifically:

Provide detailed knowledge of the required processes in each affected area

Participate in all aspects of the implementation of the Ellucian solutions

Create Work Teams as needed to focus on specific topics

Develop tasks and assign responsibilities to the Work Teams

Review issues and make recommendations to the Steering Committee

Maintain communication among team members and the rest of the user community

Identify modification requirements and support modification efforts

Ensure the completion of major tasks (e.g., pages, database definitions, procedures, end-user training, interfaces, security, conversion/testing, report)

Attend the System Education provided by Ellucian

Provide status reports to the Steering Committee”

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

NONE

TOPIC 3: CHARTER:

DISCUSSION The Co-Team Leads discussed the ESPT Charter or Committee Mission/Charge. Process Team Charter: In an effort to gain better student success, comply with the Student Services Initiative, and provide comparable online student support services for Distance Education students. A Consulting Agreement was made with Ellucian in early 2013. This is a collaborative project incorporating both Student Affairs and Instructional Support Services. Process Team Impact/Goal: Upon the completion of this Student Planning Self-Service project, students will have a modern and efficient planning tool that provides the information and capabilities that enable them to independently plan for both the short-term and long-term while improving the quality of interaction between the student and advisor. Student Planning introduces many new innovative features and capabilities like; advisor approval workflow, auto-saving of plans, and pre-loaded degree plans/templates. Student Academic Planning process would assist with satisfying the coming California requirements for student planning. It will also, provide a more efficient scheduling tool. Process Team Objectives: Implement Ellucian’s Student Self-Service Solution to:

• Optimize the use of Degree Audit. • Improve self-service capabilities for students. • Improve communications between students and counseling faculty. • Implement comprehensive evaluation of students’ external transcripts. The following objectives were modified or added: • Improve student success, retention, and completion rates. • Improve reporting of student success initiative requirements to comply with funding mandates. • Ensure comparable services for face-to-face and distance education. • Increase information provided to students regarding their college achievement options.

(Editor’s Note—Add red text and the following to Charter) Exclusions: No customization, early focus on programs with few graduates. Inclusions: Best Practices, include all degrees and certificates, comprehensive evaluation of external

transcripts, retention alerts, ability for students to move from student planning to registration, curriculum tracks, timeline. RISKS: Loss of funding if appropriate tracking is not in place for student support and success initiative, resistance to change.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

NONE

TOPIC 4: CURRICULUM TRACKS:

DISCUSSION The Team discussed the necessity of utilizing the curriculum track module in Ellucian. After much discussion, the team decided to pursue curriculum track without customization. A small group will be identified to pilot the project before full implementation.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Notify Ellucian re: Curriculum Tracks

Team Co-Leads

TOPIC 5: AGENDA FOR JULY 23-25, 2013 CONSULTING ENGAGEMENT:

DISCUSSION The Co-Team Leads reviewed the upcoming Agenda for the Consulting Engagement that will be facilitated by Mary Hansen from Ellucian.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

TOPIC 6: SCHEDULE OF MEETING TIMES:

DISCUSSION Meetings will be scheduled twice a month through the Fall 2013 semester. Additional meetings may be scheduled as needed.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Adjournment: 3:00 PM

October 23, 2013 ESPT Meeting Minutes

Present: Bea Zamora, Larry Schlos, Everette G., Zeidy B., Linda B., Nicholas N., Scott F., Sue S., Trila G., Brian E., Jeff F., Jerry G., Aida M., and Patt L. Notetaker and organizer: Claudia G. Degree Audit Update: 13-14 is priority. Susan take on this responsibility. Have completed by this week, making changes in requirements. 14-15 recommendation to have trained individuals start work on this in a test environment. Roll catalog over in 14-15 in November 1st, all updates to Degree Audit completed by March. SWC is currently collecting Fall 14 apps, can we wait till November 2nd, moving the student to "student status". We want this to occur by the time we have the new catalog. In future years, we need to develop a firm timeline.Roll every October for the following year. Timeline needs to define upcoming updates coming back from the Chancellor Office. We will continue to be in a state of massive change in curriculum. Scott and Nick: Have divided majors them up and finished up 75%. Mid November. have all completed. Jerry has input about 20% in live account. Brian: Scheduled for training on Friday with Sub A. will practice in test account. Then they will move to live account. Hope to have all completed by end of December. All should keep Everette updated so that we eliminate redundancy. How far back should we go? Let's make 14-15 perfect and then go back and fix up 13-14, including print commands and text. November-February 13-14 March-April-complete 14-15 Everette will work on a timeline for our next meeting. Mary's recs: WAPP- add in new academic programs and catalog years. Everette can make a rec of where it belongs and in the timeline. Assessments are put into the system as a test, and we may need to clean up each year, the system needs to be automating to import with a grade of "P". PROG- detail and define disclaimors. - Linda will get detail from Mary Scott and Nick can work on disclaimors- Degree Audit-disclaimor ADT's with two difference ge patterns. How can we rename a second degree with a different pattern and how does this impact MIS reporting. Need clarification for this. Need more expertise from Mary on this topic. Non degree for transfers plans need to be defined. MIS tracking needs to be defined. Define test process, test group and timelines for testing. Jerry to demonstrate " student plan reviewer" for FA and VA and others who may need to access and review developed plans for their program needs, i.e. EOPS, CARE, CalWORKS, DSS, etc. Counselors will be set up as "Advisors" with all rights. Others who need access will be "Student Planner Reviewers" Ask Mary-- Are there other "individuals' categories to set up?

Ellucian Student Planning Team (ESPT) Agenda

DECEMBER 18, 2013 1:00–2:30 PM ROOM L246

TEAM C0-LEADS Bea Zamora and Mink Stavenga

NOTE TAKER Claudia Gavaldon

PLEASE READ Notes or documents on SharePoint

PLEASE BRING

MEMBERS

Bea Zamora, Team Co-Lead; Mink Stavenga, Team Co-Lead; Susan Soy, Jeff Fischer, Brian Ebalo, Patricia Gil, Scott Finn, Teresa Alvarez, Patti Larkin, Mia McClellan, Arlie Ricasa, Nicolas Nguyen, Aida Mora, Jerry Gonzalez, Larry Schloss, Everett Garnick , Malia Flood, Beverly DeLara, Linda Burke, Jesse Reyes

AGENDA ITEMS

Miscellaneous Information

SPECIAL NOTES: Scott has created a draft of several disclaimers that will be seen in the student planning system (handouts).

TOPIC PRESENTER

ITEM TYPE

TIME ALLOTT

ED

1. Review Meeting Notes: December 4, 2013

Group Discussion 5 minutes

2. SWC Project Manager Update (Master Task List/Review as group)

Everett Update 30 Minutes

3. Curriculum Track & Course Block: Status Report

Instructional Support Services Staff

Update 5 Minutes

4. Degree Audit & Print Text/Commands Review

Nick/Scott/Paul

Update 10 Minutes

5. Disclaimers: Follow up

Nick/Scott

Update 10 Minutes

6. Quality Control Process Follow-up

Jeff/Scott/Beverly/Nick/Everett

Update 5 minutes

7. Ellucian Project Manager Update Linda Burke Remote discussion

5 Minutes

8. Remote Engagement-Mary leading up to Go LIVE

Bea/Mink Discussion 5 Minutes

9. Ea. Member reports on task progress. Group Update 10 Minutes

10. Next Steps Bea/Mink Update 5 Minutes

Future Agenda Topics Proposed Agenda Date

January 8, 2014 from 9:30am-11:00am Room L246

Happy New Year!!

Comment [A1]:

Comment [A2]:

From: Everett Garnick

Sent: Thursday, April 30, 2015 6:43 AM To: Daniel Borges; Irene Plummer

Subject: RE: Standard II B Evidence

Perhaps the best thing would be to provide the list of documents below from the Ellucian Action Plan sharepoint site. There may be other documents on the site that are related, but they would be in the same location: https://portal.swccd.edu/Departments/it/Ellucian/SitePages/Home.aspx. In addition there is a calendar at the same website that contains entries starting in 2013 showing date and time of all the consulting sessions on-site that covered these areas.

Name Modified Action Plan Document Type

Financial Aid Consulting Engagement Report 0417- 041913.docx 7/26/2013 Financial Aid Best Practices

Registration Records Business Process List - Descriptions and Participants.docx 8/6/2013 Registration and Records Best Practices

Questions-comments for follow up.docx 7/26/2013 Student Planning Self-Service Meeting Notes

Notes-questions for Mary Hanson.docx 7/26/2013 Student Planning Self-Service Meeting Notes

Reg-Records BPM agenda-revised.docx 8/6/2013 Registration and Records Meeting Agenda

Student Planning-Ellucian Project Management 20130626.docx 7/26/2013 Student Planning Self-Service Meeting Agenda

ESPT7-18-13.docx 7/26/2013 Student Planning Self-Service Meeting Agenda

Records-Registration Best Practices Workshop Agenda Topics.docx 8/5/2013 Registration and Records Meeting Agenda

Reporting Strategy Onsite Planning Agenda 08-27-13.docx 8/15/2013 Report Optimization Meeting Agenda

ESPT8-14-13.docx 8/14/2013 Student Planning Self-Service Meeting Agenda

071813 ESPT Minutes.docx 11/27/2013 Student Planning Self-Service Meeting Notes

SWCCD - 06AUG2013 - Academic Records Best Practices.pdf 8/30/2013 Registration and Records Best Practices

Team Meeting Agenda - August 30.docx 8/30/2013 Registration and Records Meeting Agenda

Registration and Records Meeting minutes 8-30.docx 9/4/2013 Registration and Records Meeting Notes

Meeting Agenda - September 12.docx 10/2/2013 Registration and Records Meeting Agenda

Minutes - September 12.docx 9/18/2013 Registration and Records Meeting Notes

SRT Agenda 10022013.docx 10/2/2013 Report Optimization Meeting Agenda

Agenda Reg and Records.docx 10/23/2013 Registration and Records Meeting Agenda

102313 ESPT Minutes.docx 11/12/2013 Degree Audit;#Student Planning Self-Service Meeting Notes

Southwestern Communty College Communications Management Agenda 11.18.pdf 2/13/2014 Communication Management Meeting Agenda

ESPT Agenda December 4 2013.docx 12/3/2013 Student Planning Self-Service Meeting Agenda

ESPTNotes 11-13-2013.docx 12/4/2013 Student Planning Self-Service Meeting Notes

ESPT Agenda December 18 2013.docx 12/18/2013 Student Planning Self-Service Meeting Agenda

ESPTNotes 12-4-2013.docx 12/18/2013 Student Planning Self-Service Meeting Notes

SW_Reg-Records_BPM_agenda.docx 1/2/2014 Registration and Records Meeting Agenda

Southwestern College Admissions Management Training Agenda.pdf 1/2/2014 Outreach & Admissions Meeting Agenda

ESPTNotes8-14-13.docx 1/2/2014 Degree Audit;#Student Planning Self-Service Meeting Notes

Student Planning Decision Workbook.xlsx 1/6/2014 Student Planning Self-Service Best Practices

ESPT Agenda January 8 2014.docx 1/8/2014 Student Planning Self-Service Meeting Agenda

ESPTNotes 12-18-2013.docx 1/8/2014 Student Planning Self-Service Meeting Notes

ESPT Agenda January 29 2014.docx 2/10/2014 Student Planning Self-Service Meeting Agenda

ESPTNotes 1-8-2014.docx 1/23/2014 Student Planning Self-Service Meeting Notes

ESPTNotes Mary Hanson GoLive Remote 1-24-2014.docx 1/30/2014 Student Planning Self-Service Meeting Notes

ESPTNotes 1-29-2014.docx 2/10/2014 Student Planning Self-Service Meeting Notes

ESPT Agenda February 12 2014.docx 2/12/2014 Student Planning Self-Service Meeting Agenda

SWC GoLIVE Readiness Agenda.docx 2/28/2014 Student Planning Self-Service Meeting Agenda

ESPT Agenda March 12 2014.docx 3/12/2014 Student Planning Self-Service Meeting Agenda

QA MEETING NOTES 03 17 14.docx 3/18/2014 Student Planning Self-Service Meeting Notes

ESPTNotes 3-12-2014.docx 3/24/2014 Student Planning Self-Service Meeting Notes

NOTE: I expect there were agendas and minutes from various groups that were not loaded to this sight such as the Admissions and Records workgroup. These might be available through the leaders of those groups such as Mia for Records and Admissions, Bea for Student Planning and Patti Larkin for Financial Aid. Brian Ebalo might have something related to degree audit. Everett Garnick Systems & Programming Supervisor

Institutional Technology

Southwestern Community College

900 Otay Lakes Road

Chula Vista CA. 91910

Phone (619) 482-6386

Fax (619) 482-6424 From: Daniel Borges

Sent: Wednesday, April 29, 2015 2:57 PM

To: Everett Garnick Subject: Fwd: Standard II B Evidence

Everett, can you assist Irene please?

Sent from my T-Mobile 4G LTE Device

-------- Original message --------

From: Irene Plummer

Date:04/29/2015 2:36 PM (GMT-08:00)

To: Daniel Borges

Subject: Standard II B Evidence

Hello Dan,

Dr. Suarez recommended that I contact you regarding gathering evidence

for the Standard II B for accreditation. Would it be possible for you to acquire an agenda or minutes for an Ellucian training conducted in

2012? We need evidence to support the statement below. Any documentation/information would be greatly appreciated. Thank you.

ESPT Agenda April 9 2014.docx 4/8/2014 Student Planning Self-Service Meeting Agenda

ESPT Agenda May 14 2014.docx 5/13/2014 Student Planning Self-Service Meeting Agenda

ESPTNotes 4-9-2014.docx 5/14/2014 Student Planning Self-Service Meeting Notes

ESPT Agenda Sep 17 2014.docx 9/17/2014 Student Planning Self-Service Meeting Agenda

ESPT Agenda Dec 3 2014.docx 12/2/2014 Student Planning Self-Service Meeting Agenda

SWC SEVIS Consulting Decisions.xlsx 3/25/2015 Registration and Records Best Practices

SEP Meeting Notes 20150420.docx 4/24/2015 Student Planning Self-Service Meeting Notes

In 2012, the Ellucian® Action Plan (EAP) (Ellucian Action Plan), was adopted to increase

efficiencies and promote integrated technology solutions that improve the student experience

at the College. Specifically, the EAP focused on improving utilization and efficiencies of the

Ellucian® solution, exploring new technologies that enhance staff, faculty, and student success,

and establish a support structure to sustain success. As part of the plan, various departments in

Student Affairs participated in three-day training sessions (Document - notes, agenda, or

minutes of trainings). Training focused on reviewing current business processes and exploring

features available in Colleague® (Enterprise Planning Resource system) that allow for

integration and expansion of services. New features will be used to improve the delivery of

services to students.

Irene Plummer Administrative Assistant to Dr. Angelica Suarez, Vice President of Student Affairs Southwestern Community College 900 Otay Lakes Road / Chula Vista, CA 91910 Cesar E. Chavez Student Services Center--Building 1400: Rm S105 Ph: (619) 482-6316 Fax: (619) 482-6491