““The Evolution of a The Evolution of a Digital Campus”Digital Campus”
Gary Ham (CIO) Gary Ham (CIO) North Shore Community CollegeNorth Shore Community College
Session # 20-016Session # 20-016
IntroductionIntroduction
This presentation will provide information about This presentation will provide information about North Shore Community College’s extension of North Shore Community College’s extension of online services all integrated into the SCT Luminis online services all integrated into the SCT Luminis portal. More recent generation of online services portal. More recent generation of online services and toolsets will be discussed and demonstrated. and toolsets will be discussed and demonstrated.
After this session you will:After this session you will: Better understand the extended benefits of a fully Better understand the extended benefits of a fully
integrated single sign-on portal environment. integrated single sign-on portal environment. Identify potential areas for measuring outcomes Identify potential areas for measuring outcomes
and return on your investment. and return on your investment. Better understand how paperless processes can Better understand how paperless processes can
be integrated into the Luminis portal with content be integrated into the Luminis portal with content management tools and custom developed toolsets management tools and custom developed toolsets
Topics of Topics of Discussion/Agenda Discussion/Agenda
Background / Strategic Direction – Why the Background / Strategic Direction – Why the portal?portal?
Guiding Principles and objectivesGuiding Principles and objectives Implementation, Timeline and TeamsImplementation, Timeline and Teams Available Core Services and Recent AdditionsAvailable Core Services and Recent Additions Online DemonstrationOnline Demonstration Measuring Results Measuring Results
Tangible & Intangible, Utilization, Net ReturnTangible & Intangible, Utilization, Net Return Future DirectionsFuture Directions Q & A Q & A
North Shore BackgroundNorth Shore Background
One of 15 public Community Colleges One of 15 public Community Colleges in Massachusetts – 4 campus in Massachusetts – 4 campus locations locations
6400 credit students (3500 FTE)6400 credit students (3500 FTE) 2500+ non-credit students2500+ non-credit students 100+ programs of study100+ programs of study
Career & Liberal Arts TransferCareer & Liberal Arts Transfer Technical TrainingTechnical Training
Strategic DirectionStrategic Direction
Portal ModelPortal Model
Admin Apps
Process/Wkflow
Infrastructure
`
People
Typical IS Model
Web Admin Apps
Instruct Apps
Admin Apps
Content Mgmt.
Guiding PrinciplesGuiding PrinciplesWhat goals reflected or supported the What goals reflected or supported the core mission of our College? core mission of our College?
Increase accessibility for all constituents – reduce Increase accessibility for all constituents – reduce barriersbarriers
Increase communication across the campuses and Increase communication across the campuses and departments – between faculty and students, etc. departments – between faculty and students, etc.
Improve customer serviceImprove customer service Increase the use of tech. in the classroomIncrease the use of tech. in the classroom Increase efficiencies and effectivenessIncrease efficiencies and effectiveness Maximize technology investments to properly Maximize technology investments to properly
meet goals within the strategic planmeet goals within the strategic plan
SystemsSystems
SCT Banner 6.xSCT Banner 6.x SCT LuminisSCT Luminis Web for faculty and studentWeb for faculty and student Blackboard 6.xBlackboard 6.x Touchnet Payment GatewayTouchnet Payment Gateway
WWhat hat WWe e WWanted (Spring anted (Spring 2000)2000)
Integrated Email and Learning Mgmt. SystemIntegrated Email and Learning Mgmt. System Provide better learning resources, faculty and Provide better learning resources, faculty and
student services - acceptance of Web as the way student services - acceptance of Web as the way we deliver serviceswe deliver services
24 x 7 access to teaching and learning services24 x 7 access to teaching and learning services Cure inefficiencies and streamline processesCure inefficiencies and streamline processes
Cure the inefficient registration processCure the inefficient registration process Automate processesAutomate processes Reduce mailing costsReduce mailing costs Reduce back-office supportReduce back-office support Redefine outdated policies Redefine outdated policies Advising - remove the barrier & highlight the Advising - remove the barrier & highlight the
benefitsbenefits
ChallengesChallenges Develop the campus portal to support a student-centered Develop the campus portal to support a student-centered
teaching/learning environment.teaching/learning environment. Integrate disparate systems into single-sign on campus Integrate disparate systems into single-sign on campus
portal including email, online course management system, portal including email, online course management system, computer-based tutorial system, college intranet, content computer-based tutorial system, college intranet, content management system for public Web site, SCT Web for management system for public Web site, SCT Web for Student and SCT Web for Faculty and Advisors module.Student and SCT Web for Faculty and Advisors module.
Gain support of all stakeholders for the project to ensure Gain support of all stakeholders for the project to ensure implementation success. Use stakeholder support to implementation success. Use stakeholder support to promote use of the portal and assure high usage rates.promote use of the portal and assure high usage rates.
Generate quantifiable cost savings for the College before Generate quantifiable cost savings for the College before the end of the two-year implementation phase.the end of the two-year implementation phase.
Eliminate arena-style registrations and provide better Eliminate arena-style registrations and provide better customer service to our students.customer service to our students.
Improve communication between faculty, staff, and students Improve communication between faculty, staff, and students by providing a common forum that would be accessible from by providing a common forum that would be accessible from all four of our campuses.all four of our campuses.
TimelineTimeline Planning & consensus building (Nov. 1999- Mar. 2000)Planning & consensus building (Nov. 1999- Mar. 2000) Roll out portal with Web faculty & student – pilot testing (Fall 2000)Roll out portal with Web faculty & student – pilot testing (Fall 2000) Payment Gateway (March 2001)Payment Gateway (March 2001) LMS & Course tutorial Integration (May 2001)LMS & Course tutorial Integration (May 2001) Develop Content Management Tools for Academic Department pages; Program of Develop Content Management Tools for Academic Department pages; Program of
Study Sheets and Course Schedules available on Web (Sept. 2001) Study Sheets and Course Schedules available on Web (Sept. 2001) Online degree audit with what-if scenarios; New web site (60%+) dynamic (August Online degree audit with what-if scenarios; New web site (60%+) dynamic (August
2002)2002) NSCC Intranet via Campus Portal (August 2002)NSCC Intranet via Campus Portal (August 2002)
Portal content management toolset incorporation Portal content management toolset incorporation Implement Paperless Federal Work Study System Implement Paperless Federal Work Study System Implement Room reservation system Implement Room reservation system
Implementation of generic web space “myWeb” accounts for all faculty, students, Implementation of generic web space “myWeb” accounts for all faculty, students, and staff (Dec 2002)and staff (Dec 2002)
Implement Media Request Form and management toolset; 100% electronic Implement Media Request Form and management toolset; 100% electronic recruitment process established (August 2003)recruitment process established (August 2003)
Implementation - Implementation - IS IS ResourcesResources
CIO (Collegis) – major focus 40% of time year 1CIO (Collegis) – major focus 40% of time year 1 15 - 20% of time currently15 - 20% of time currently
Director of Administrative Tech. (Collegis) – 20% of Director of Administrative Tech. (Collegis) – 20% of time yr. 1time yr. 1 10-15% of time currently 10-15% of time currently
Programmer Developer / Analyst - 400+ hours yr. 1Programmer Developer / Analyst - 400+ hours yr. 1 Now 80% of FTE positionNow 80% of FTE position
Data Base Administrator (70+ hours)Data Base Administrator (70+ hours) Required for ongoing upgradesRequired for ongoing upgrades
Web Administrator - 50+ hours year 1Web Administrator - 50+ hours year 1 Upgrades and basic maintenance (10% of FTE)Upgrades and basic maintenance (10% of FTE)
Trainer (60+ hours)Trainer (60+ hours) Not really required after basic rollout – we use Not really required after basic rollout – we use
tutorials / viewlets, etc.tutorials / viewlets, etc. A lot of basic hand holding by IS department (Ongoing)A lot of basic hand holding by IS department (Ongoing)
Team Structure Team Structure
Executive support and governanceExecutive support and governance
Pipeline Advisory Team (PAT)Pipeline Advisory Team (PAT) Functional Team (Web student and faculty)Functional Team (Web student and faculty) Technical teamTechnical team
Note:Note: More recently we need a team to focus More recently we need a team to focus on on
information placement within the portal information placement within the portal
Student / Faculty Core Student / Faculty Core ServicesServices
Student ServicesStudent Services Single Sign-OnSingle Sign-On Web Services:Web Services:
Registration, payment, FARegistration, payment, FA Transcripts, grades, schedules, Transcripts, grades, schedules,
degree evaluation, etc.degree evaluation, etc. Access LMSAccess LMS Email, Calendar & GroupsEmail, Calendar & Groups Dynamic Accounts & Self-Dynamic Accounts & Self-
activation activation Targeted AnnouncementsTargeted Announcements Personal Web space with Personal Web space with
toolsetstoolsets Course Resource Areas for Course Resource Areas for
Every Class:Every Class: Threaded discussionThreaded discussion Class chatClass chat Class linksClass links
Faculty ServicesFaculty Services Single Sign-OnSingle Sign-On Web Services:Web Services:
Advising informationAdvising information Enter grades, schedules, class Enter grades, schedules, class
listslists Access LMSAccess LMS Email, Calendar & GroupsEmail, Calendar & Groups Dynamic Accounts & Self-Dynamic Accounts & Self-
activation activation Targeted AnnouncementsTargeted Announcements Personal Web space with Personal Web space with
toolsetstoolsets Course Resource Areas for every Course Resource Areas for every
class:class: Threaded discussionThreaded discussion Class chatClass chat Editable area for class linksEditable area for class links Automatic email distribution listsAutomatic email distribution lists
Newer ServicesNewer Services Intranet development and expansionIntranet development and expansion • Informational areas for all departments
New administrative toolsets:New administrative toolsets:• Internally written Room Reservation System that communicates with SCT Banner system• Paperless Federal Work Study program • Paperless Media Request process• Publication (content management) tools that dynamically update the NSCC public web site • Personal Web Space with wysiwig web based tools developed for all faculty, staff and students
Uportal Channel Development – with LuminisUportal Channel Development – with Luminis
Online Demonstration Online Demonstration of of
Portal ServicesPortal Services(15 minutes)(15 minutes)
Measuring ResultsMeasuring Results UsageUsage
Online services utilizationOnline services utilization Unique logins, online course growth & enrollmentsUnique logins, online course growth & enrollments
Satisfaction surveysSatisfaction surveys Return on investment – tracked in detailReturn on investment – tracked in detail Cultural (soft but can be used as Cultural (soft but can be used as
measurement)measurement) Pace survey Pace survey
College community wants more servicesCollege community wants more services Communication EnhancementsCommunication Enhancements
Utilization RatesUtilization Rates
ROI TangiblesROI Tangibles Online Web Admissions – 30+ per dayOnline Web Admissions – 30+ per day Web Recruit - 100% electronic - new initiativeWeb Recruit - 100% electronic - new initiative Online registrations 82%+ 5 sem. in a row – Online paymentOnline registrations 82%+ 5 sem. in a row – Online payment Returning students register earlier Returning students register earlier Student schedules no longer mailed – FA awards through portalStudent schedules no longer mailed – FA awards through portal Non-credit student services integrated into portalNon-credit student services integrated into portal Faculty obtain class rosters, schedules and enter grades online as Standard Faculty obtain class rosters, schedules and enter grades online as Standard
Operating ProcedureOperating Procedure Significantly reduced postal mail due to communication enhancements through Significantly reduced postal mail due to communication enhancements through
portal, email, & web servicesportal, email, & web services Advising - Online Degree Audit available to studentsAdvising - Online Degree Audit available to students Integrated and more efficient LMS support Integrated and more efficient LMS support Dynamic account generations (no manual account maint.) with single sign onDynamic account generations (no manual account maint.) with single sign on In-house 24 x 7 services and consolidated helpdeskIn-house 24 x 7 services and consolidated helpdesk Access course resource areas - available for all courses Access course resource areas - available for all courses Automated email distribution lists available for all coursesAutomated email distribution lists available for all courses Personal Web Space – used to support curriculum Personal Web Space – used to support curriculum
Investment & ReturnInvestment & Return
In house support and self-service savings In house support and self-service savings (FY02-04) (FY02-04) $741,875$741,875
Less Campus Portal, Web Service, and ALess Campus Portal, Web Service, and Academic Support costs (FY02-04) cademic Support costs (FY02-04)
--$589,783$589,783
Net Return on Investment Net Return on Investment $$152,092152,092
IntangiblesIntangibles
• College culture has changed and expects better service
• Student satisfaction has increased
• Increased efficiencies and effectiveness
• Scalable base for additional services
• Increased adoption of technology by faculty
• Communication is continually increasing
Immediate Future (<12 mos.)Immediate Future (<12 mos.) Further development of web-based toolsets Further development of web-based toolsets
similar to Media Request and Room Reservation similar to Media Request and Room Reservation System. System.
Implementation and integration of digital imaging Implementation and integration of digital imaging with our Banner system.with our Banner system.
Implement SCT workflow system within our Implement SCT workflow system within our Banner system to automate communication tasks Banner system to automate communication tasks to users through the portal environment. to users through the portal environment. Numerous departments and processes can Numerous departments and processes can
take advantage of an integrated workflow take advantage of an integrated workflow solution between our ERP system and our solution between our ERP system and our campus portal. campus portal.
Integrating Banner access into the portal is Integrating Banner access into the portal is planned for this year.planned for this year.
Further expand usage of existing Group tools. Further expand usage of existing Group tools. Integrating more Library resources will be Integrating more Library resources will be
investigated and achieved were possible. investigated and achieved were possible. Currently several Library resources are Currently several Library resources are integrated including a seamless login into integrated including a seamless login into LexisNexis. LexisNexis.
Plan to increase the services within the portal to Plan to increase the services within the portal to provide an online advising system as well as provide an online advising system as well as provide a system for career services that would provide a system for career services that would be supported by an E-portfolio system. be supported by an E-portfolio system.
Make hope scholarship information (1098t) Make hope scholarship information (1098t) available via the portal – (completed). available via the portal – (completed).
Immediate Future (<12 mos.)Immediate Future (<12 mos.)
SummarySummary
Ease of use that led to High utilization rates and adoption was a key factor in our successes todate
Project was designed to provide an integrated building path for enhancing communication (academic and administrative), instructional support and redesigning services
Data collected from surveys, usage rates, new paperless processes, requests from users for additional services and overall satisfaction has proved its value as a good business model for NSCC
Questions and AnswersQuestions and Answers
Resources for this presentation are available @Resources for this presentation are available @
http://myweb.northshore.edu/users/gham/aacchttp://myweb.northshore.edu/users/gham/aacc This PowerPoint presentationThis PowerPoint presentation Portal interactive overviewPortal interactive overview
http://http://pyramid.northshore.edupyramid.northshore.edu Overview and documentation of our portal Overview and documentation of our portal implementationimplementation
