Next Steps Pre-Implementation Recommendations Committee Findings Background Purpose of the Project Research Process & Requirements E-Advising Solution

Next StepsPre-Implementation

RecommendationsCommittee Findings

BackgroundPurpose of the Project

ResearchProcess & Requirements

E-Advising Solutionat Cal Poly Pomona

ROADMAP TO SUCESS

Presented byTeshia Roby

o.b.o.E-Advising CommitteeGraduation Initiative




ResearchProcess & Requirements Next Steps

Pre-Implementation




On-goingSupport

Implementation and Training

Expected Outcomes

Background And History Key

Requirements

Overview





Pre-Implementation




Graduation Initiative TaskforceReceived a mandate from the CSU CO to:

•Decrease time to graduation•Increase URM student graduation rate•e-Advising is listed as a taskforce project

Background and History

Student Advising Challenges•Many student don’t know their advisor(s)•Many student don’t meet with their advisor(s)•All advisors for a student are not connected•Currently, there is no advising notes repository•Many students aren’t as accountable we’d like

2013 Chancellor’s Office

White Paper





Pre-Implementation









White Paper

E-Advising Software Subcommittee Charge Charge 1:

Investigate various e-advising software products that may be considered for campus-wide adoption.

Charge 2:Offer a recommendation to University leadership for a campus-wide e-advising system implementation.





Pre-Implementation









White Paper

Software demonstrations, Winter/Spring 2013 8 vendors participated

GradesFirst Hobsons CampusLabs MAP-Works U-Direct Starfish Insight by Symplicity Educational Advisory Board

One-hour question session 30-minute discussion with campus constituents Attendee feedback to the Committee





Pre-Implementation









White Paper

3 Leaders from Demos, Feedback, and RFI GradesFirst Hobsons CampusLabs Educational Advisory Board (EAB) Analytics*

Day-long Finalist Presentations, Fall 2013 Demonstration and Q&A with the general campus Technical discussion with I&IT professionals Conversation with University leadership





Pre-Implementation




Vendor Responses to RFI, Spring 2013

•All eight of the vendors responded•Features matrix is based on responses •Vendors were ranked by level of compliance•See Attachment B

Key Requirements

List of Key Features, Spring 2013

• Ability to efficiently communicate with students• Advising notes repository, archive, and sharing• Integration of University’s early alert indicators • See Attachment A for additional features





Pre-Implementation




Vendor Responses to RFI, Spring 2013

•All eight of the vendors responded•Features matrix is based on responses •Vendors were ranked by level of compliance•See Attachment B

Key Requirements

List of Key Features, Spring 2013

• Ability to efficiently communicate with students• Advising notes repository, archive, and sharing• Integration of University’s early alert indicators • See Attachment A for additional features

Recommended GradesFirst e-Advising Software Ability to send text messages to students who enable that feature

Integrate with the campus’s Outlook calendar

Allows advisors to send attachments that are saved and retrieved within the student’s profile

Advisors can make advising notes private or share advising notes with the student or other advisors attached to a student

Card swipe tool allows students to do self-check in at advising centers (attendees stated that such a feature would allow them to reassign student advisors that currently perform that task)

Student view enables students to request a meeting with an advisor, see advisor notes, and receive meeting reminder, which assists with student involvement and accountability





Pre-Implementation




Department LicensesSan Jose State

Cal State Long BeachSan Diego State

Current CSU Implementations

Campus Wide LicenseFresno State UniversityCal State Bakersfield

CPP Implementation will be funded by the

Student Success Fee





Pre-Implementation




Student Outcomes•More accountability through student interface•More informed through early alerts•More opportunities to receive advisement•More accessible to advisors

Expected Outcomes

Advisor Outcomes• More opportunities for outreach• More accessible to students• More communication vehicles to interact with students • More continuity among advisors for students • Earlier intervention with early alert indicator integration





Pre-Implementation




Cal Poly Resources Needed•Implementation Project Manager•IT Integration Project Manager•Executive Sponsor•Implementation Team


Accessibility Compliance• The Voluntary Product Accessibility Template

(VPAT) compliance document is available

• The VPAT is being reviewed by I&IT:• Carol Heinz Gonzales• Tim Raymond





Pre-Implementation




Cal Poly Resources Needed•Implementation Project Manager•IT Integration Project Manager•Executive Sponsor•Implementation Team


Accessibility Compliance• The Voluntary Product Accessibility Template

(VPAT) compliance document is available

• The VPAT is being reviewed by I&IT:• Carol Heinz Gonzales• Tim Raymond

Phase 1 Implementation: 1 Entire College, TBD, Fall 2014

Phase 1 Timeline: 3 – 5 months Discovery/Assessment (2 - 6 Weeks) Data Integration (2 – 4 weeks) Configuration and Set up (1 – 3 weeks) Training and Launch (3 – 6 weeks) On-going Client Success Program (on-going) See GradesFirst Implementation handout

Phase 2 begins Winter 2015





Pre-Implementation




Technical Support – I&IT•Diagnostics (system monitoring)•Peoplesoft Field Integration•Reporting/ Analytics•Advisor/advisee system access•eHelp Documents (with AP)•Tier I User Questions/ Help Desk

Enterprise Wide On-going Support

Functional Support – Academic Programs• Tier II+ User Questions

(Students, Faculty, and Advisors)• Troubleshooting• Advisor training• eHelp Document Development Assistance

(with I&IT)





Pre-Implementation




Thank you!

Questions?





Pre-Implementation




e-Advising Software Committee Members

David W. Craig Allison Douglas-Chicoye

Stella W. Fong-Chen Dora Lee

Craig A. Rich Teshia Roby (Chair)