E-Advising Solutions for Student Success at Cal Poly Pomona

ROADMAP TO SUCESS E-Advising Solution Background Purpose of the Project at Cal Poly Pomona Recommendations Committee Findings Research Process & Requirements Next Steps Pre-Implementation Presented by Teshia Roby o.b.o. E-Advising Committee Graduation Initiative

Overview Background And History Background Purpose of the Project Purpose of the Project And History Background Background Expected Outcomes Recommendations Committee Findings Committee Findings Outcomes Recommendations Expected Key Requirements Research Process & Requirements Process & Requirements Requirements Research Key Next Steps Pre-Implementation Pre-Implementation and Training Next Steps Implementation On-going Support

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 Background Currently, there is no advising notes repository Background Purpose of the Project Purpose of the Project Many students aren t as accountable we d like Recommendations Committee Findings Committee Findings Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps 2013 Chancellor s Office White Paper

Background and History E-Advising Software Subcommittee Charge Charge 1: 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 Investigate various e-advising software products Background Currently, there is no advising notes repository Background Purpose of the Project Purpose of the Project Many students aren t as accountable we d like that may be considered for campus-wide adoption. Recommendations Committee Findings Committee Findings Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps Charge 2: Offer a recommendation to University leadership for a campus-wide e-advising system implementation. 2013 Chancellor s Office White Paper

Background and History Software demonstrations, Winter/Spring 2013 8 vendors participated GradesFirst 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 Background Currently, there is no advising notes repository Hobsons Background Purpose of the Project Purpose of the Project Many students aren t as accountable we d like 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 Recommendations Committee Findings Committee Findings Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps 2013 Chancellor s Office White Paper

Background and History 3 Leaders from Demos, Feedback, and RFI GradesFirst 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 Hobsons Background Currently, there is no advising notes repository CampusLabs Background Purpose of the Project Purpose of the Project Many students aren t as accountable we d like Educational Advisory Board (EAB) Analytics* Recommendations Committee Findings Committee Findings Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps Day-long Finalist Presentations, Fall 2013 Demonstration and Q&A with the general campus Technical discussion with I&IT professionals Conversation with University leadership 2013 Chancellor s Office White Paper

Key Requirements List of Key Features, Spring 2013 Ability to efficiently communicate with students Advising notes repository, archive, and Background Purpose of the Project Purpose of the Project Integration of University s early alert indicators See Attachment A for additional features Background sharing Recommendations Committee Findings Committee Findings 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 Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps

Key Requirements Recommended GradesFirst e-Advising Software Ability to send text messages to students who enable that feature List of Key Features, Spring 2013 Ability to efficiently communicate with students Advising notes repository, archive, and Integrate with the campus s Outlook calendar Background Purpose of the Project Purpose of the Project Integration of University s early alert indicators See Attachment A for additional features within the student s profile Background sharing Allows advisors to send attachments that are saved and retrieved Recommendations Committee Findings Committee Findings 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 Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps 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

Current CSU Implementations Campus Wide License Fresno State University Cal State Bakersfield Background Purpose of the Project Purpose of the Project Background Recommendations Committee Findings Committee Findings Department Licenses San Jose State Cal State Long Beach San Diego State Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps CPP Implementation will be funded by the Student Success Fee

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 Background Earlier intervention with early alert indicator integration Background Purpose of the Project Purpose of the Project Recommendations Committee Findings Committee Findings More accountability through student interface More informed through early alerts More opportunities to receive advisement More accessible to advisors Recommendations Student Outcomes Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps

Implementation and Training Accessibility Compliance The Voluntary Product Accessibility Template (VPAT) compliance document is available The VPAT is being reviewed by I&IT: Background Purpose of the Project Purpose of the Project Tim Raymond Background Carol Heinz Gonzales Recommendations Committee Findings Committee Findings Cal Poly Resources Needed Implementation Project Manager IT Integration Project Manager Executive Sponsor Implementation Team Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps

Implementation and Training Phase 1 Implementation: 1 Entire College, TBD, Fall 2014 Accessibility Compliance The Voluntary Product Accessibility Template (VPAT) compliance document is available The VPAT is being reviewed by I&IT: Phase 1 Timeline: 3 5 months Background Purpose of the Project Purpose of the Project Tim Raymond 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 Background Carol Heinz Gonzales Recommendations Committee Findings Committee Findings Cal Poly Resources Needed Implementation Project Manager IT Integration Project Manager Executive Sponsor Implementation Team Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps Phase 2 begins Winter 2015

Enterprise Wide On-going Support Functional Support Academic Programs Tier II+ User Questions (Students, Faculty, and Advisors) Troubleshooting Advisor training Background eHelp Document Development Assistance Background Purpose of the Project Purpose of the Project (with I&IT) Recommendations Committee Findings Committee Findings 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 Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps

Questions? Background Purpose of the Project Purpose of the Project Background Recommendations Committee Findings Committee Findings Thank you! Recommendations Research Process & Requirements Process & Requirements Research Next Steps Pre-Implementation Pre-Implementation Next Steps

e-Advising Software Committee Members David W. Craig Allison Douglas-Chicoye Stella W. Fong-Chen Dora Lee Background Purpose of the Project Purpose of the Project Background Recommendations Committee Findings Committee Findings Recommendations Research Process & Requirements Process & Requirements Craig A. Rich Teshia Roby (Chair) Research Next Steps Pre-Implementation Pre-Implementation Next Steps