Portals In Higher EducationPortals In Higher Education

“The Evolution of a Digital Campus”“The Evolution of a Digital Campus”

Gary Ham (CIO) – Sungard/CollegisGary Ham (CIO) – Sungard/CollegisNorth Shore Community CollegeNorth Shore Community College

gham@northshore.edugham@northshore.edu

IntroductionIntroductionThis presentation will provide information about North This presentation will provide information about North Shore Community College’s extension of online services Shore Community College’s extension of online services all integrated into the SCT Luminis portal. More recent all integrated into the SCT Luminis portal. More recent generation of online services and toolsets will be generation of online services and toolsets will be discussed and demonstrated. 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 and Identify potential areas for measuring outcomes and

return on your investment. return on your investment. Better understand how paperless processes can be Better understand how paperless processes can be

integrated into the Luminis portal with content integrated into the Luminis portal with content management tools and custom developed toolsets management tools and custom developed toolsets

Topics of Discussion/Agenda Topics of Discussion/Agenda Background / Strategic Direction – Why the Background / Strategic Direction – Why the portal?portal?Guiding Principles and objectivesGuiding Principles and objectivesImplementation, Timeline and TeamsImplementation, Timeline and TeamsAvailable Core Services and Recent AdditionsAvailable Core Services and Recent AdditionsOnline DemonstrationOnline DemonstrationMeasuring Results Measuring Results Tangible & Intangible, Utilization, Net ReturnTangible & Intangible, Utilization, Net Return

Future DirectionsFuture DirectionsQ & A Q & A

North Shore BackgroundNorth Shore Background

One of 15 public Community Colleges in One of 15 public Community Colleges in Massachusetts – 4 campus locations Massachusetts – 4 campus 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

Recent AwardsRecent Awards 2003 Best of the Web – 22003 Best of the Web – 2ndnd place place MIT / Accenture – 1MIT / Accenture – 1stst for Innovation in Technology for for Innovation in Technology for

Higher Ed. Higher Ed.

Strategic DirectionStrategic Direction

Portal ModelPortal Model

Admin Apps

Process/Wkflow

Infrastructure

`

People

Typical IS Model

Web Admin Apps

Email

Instruct Apps

Admin Apps

Content Mgmt.

Integrated Portal Model

Guiding PrinciplesGuiding PrinciplesWhat goals reflected or supported the What goals reflected or supported the College core mission? College core mission?

Increase accessibility for all constituents – reduce Increase accessibility for all constituents – reduce barriersbarriersIncrease 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 serviceIncrease the use of tech. in the classroomIncrease the use of tech. in the classroomIncrease efficiencies and effectivenessIncrease efficiencies and effectivenessMaximize technology investments to properly meet Maximize technology investments to properly meet goals within the strategic plangoals within the strategic plan

SystemsSystems

SCT Banner 6.xSCT Banner 6.xSCT Luminis – integrated iplanet email, calendar SCT Luminis – integrated iplanet email, calendar & Groups& GroupsSCT Web for faculty and studentSCT Web for faculty and studentBlackboard 6.xBlackboard 6.xTouchnet Payment GatewayTouchnet Payment GatewayPersonal Web Server – internally developedPersonal Web Server – internally developedIntranet – internally developedIntranet – internally developed Many Content Management tools Many Content Management tools Paperless processesPaperless processes

WWhat hat WWe e WWanted (Spring 2000)anted (Spring 2000)

Integrated Email and Learning Mgmt. SystemIntegrated Email and Learning Mgmt. SystemDynamic account generationsDynamic account generationsProvide better learning resources, faculty and student Provide better learning resources, faculty and student services - acceptance of Web as the way we deliver services - acceptance of Web as the way we deliver servicesservices24 x 7 access to teaching and learning services24 x 7 access to teaching and learning servicesCure 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 benefitsAdvising - remove the barrier & highlight the benefits

ChallengesChallengesDevelop 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 portal Integrate disparate systems into single-sign on campus portal including email, online course management system, computer-including email, online course management system, computer-based tutorial system, college intranet, content management based tutorial system, college intranet, content management system for public Web site, SCT Web for Student and SCT Web for system for public Web site, SCT Web for Student and SCT Web for Faculty and Advisors module.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 promote use implementation success. Use stakeholder support to promote use of the portal and assure high usage rates.of the portal and assure high usage rates.

Generate quantifiable cost savings for the College before the end Generate quantifiable cost savings for the College before the end of the two-year implementation phase.of the two-year implementation phase.

Eliminate arena-style registrations and provide better customer Eliminate arena-style registrations and provide better customer service to our students.service to our students.

Improve communication between faculty, staff, and students by Improve communication between faculty, staff, and students by providing a common forum that would be accessible from all four of providing a common forum that would be accessible from all four of our campuses.our campuses.

TimelineTimelinePlanning & 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 Study Develop Content Management Tools for Academic Department pages; Program of Study Sheets and Course Schedules available on Web (Sept. 2001) Sheets and Course Schedules available on Web (Sept. 2001)

Online degree audit with what-if scenarios; New web site (70%+) dynamic (August 2002)Online degree audit with what-if scenarios; New web site (70%+) dynamic (August 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, and Implementation of generic web space “myWeb” accounts for all faculty, students, and staff (Dec 2002)staff (Dec 2002)

Implement Media Request Form and management toolset; 100% electronic recruitment Implement Media Request Form and management toolset; 100% electronic recruitment process established (August 2003)process established (August 2003)

Implementation - Implementation - IS ResourcesIS ResourcesCIO (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 time yr. 1Director of Administrative Tech. (Collegis) – 20% of time 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 tutorials / Not really required after basic rollout – we use tutorials /

viewlets, etc.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 on More recently we need a team to focus on information placement within the portal information placement within the portal

Student / Faculty Core ServicesStudent / Faculty Core ServicesStudent ServicesStudent Services

Single Sign-OnSingle Sign-OnWeb Services:Web Services:

Registration, payment, FARegistration, payment, FATranscripts, grades, schedules, Transcripts, grades, schedules, degree evaluation, etc.degree evaluation, etc.

Access LMSAccess LMSEmail, Calendar & GroupsEmail, Calendar & GroupsDynamic Accounts & Self-Dynamic Accounts & Self-activation activation Targeted AnnouncementsTargeted AnnouncementsPersonal Web space with Personal Web space with toolsetstoolsetsCourse Resource Areas for Course Resource Areas for Every Class:Every Class:

Threaded discussionThreaded discussion Class chatClass chat Class linksClass links

Faculty ServicesFaculty ServicesSingle Sign-OnSingle Sign-OnWeb Services:Web Services:

Advising informationAdvising informationEnter grades, schedules, class listsEnter grades, schedules, class lists

Access LMSAccess LMSEmail, Calendar & GroupsEmail, Calendar & GroupsDynamic Accounts & Self-Dynamic Accounts & Self-activation activation Targeted AnnouncementsTargeted AnnouncementsPersonal Web space with toolsetsPersonal Web space with toolsetsIntranet ResourcesIntranet ResourcesCourse Resource Areas for every Course Resource Areas for every class:class:

Threaded discussionThreaded discussionClass chatClass chatEditable area for class linksEditable area for class linksAutomatic email distribution listsAutomatic email distribution lists

Newer ServicesNewer Services

Intranet development and expansionIntranet development and expansion • Informational areas for all departmentsNew 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• Dynamic FAQ Tool• 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 studentsUportal Channel Development – with LuminisUportal Channel Development – with Luminis

Online Demonstration Online Demonstration of of

Portal ServicesPortal Services(15 minutes)(15 minutes)

Measuring ResultsMeasuring ResultsUsageUsage Online services utilizationOnline services utilization Unique logins, online course growth & enrollmentsUnique logins, online course growth & enrollments

Satisfaction surveysSatisfaction surveys http://myweb.northshore.edu/users/gham/studentsurvey04http://myweb.northshore.edu/users/gham/studentsurvey04

Return on investment – tracked in detailReturn on investment – tracked in detailCultural (soft can be a measurement)Cultural (soft can be a measurement) Pace survey Pace survey

College community wants more servicesCollege community wants more servicesCommunication EnhancementsCommunication Enhancements

Utilization RatesUtilization Rates

ROI TangiblesROI TangiblesOnline Web Admissions – 30+ per dayOnline Web Admissions – 30+ per dayWeb Recruit - 100% electronic - new initiativeWeb Recruit - 100% electronic - new initiativeOnline registrations 82%+ 7 semesters in a row – Online paymentOnline registrations 82%+ 7 semesters in a row – Online paymentReturning students register earlier Returning students register earlier Student schedules no longer mailedStudent schedules no longer mailedFA awards and book vouchers through portalFA awards and book vouchers through portalNon-credit student services integrated into portalNon-credit student services integrated into portalFaculty obtain class rosters, schedules and enter grades online as Standard Operating ProcedureFaculty obtain class rosters, schedules and enter grades online as Standard Operating ProcedureSignificantly reduced postal mail due to communication enhancements through portal, email, & web Significantly reduced postal mail due to communication enhancements through portal, email, & web servicesservicesAdvising - Online Degree Audit available to studentsAdvising - Online Degree Audit available to studentsIntegrated 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 onIn-house 24 x 7 services and consolidated helpdeskIn-house 24 x 7 services and consolidated helpdeskAccess 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 coursesPersonal Web Space – used to support curriculumPersonal Web Space – used to support curriculumIntranet with many new paperless processes Intranet with many new paperless processes

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 AcadLess Campus Portal, Web Service, and Academic Support costs (FY02-04)emic 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 months)Immediate Future (<12 months)Further development of web-based toolsets similar Further development of web-based toolsets similar to Media Request and Room Reservation System. to Media Request and Room Reservation System. Implementation and integration of digital imaging Implementation and integration of digital imaging with our Banner system.with our Banner system.E-checkE-checkOnline Masspirg and Health Insurance WaiversOnline Masspirg and Health Insurance WaiversImplement SCT workflow system to automate Implement SCT workflow system to automate communication tasks to users through the portal communication tasks to users through the portal environment. environment. Numerous departments and processes can take Numerous departments and processes can take

advantage of an integrated workflow solution advantage of an integrated workflow solution between our ERP system and our campus portal. between our ERP system and our campus portal.

Integrating Banner access via the portal.Integrating Banner access via the portal.

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. Currently investigated and achieved were possible. Currently several Library resources are integrated including a several Library resources are integrated including a seamless login into LexisNexis. seamless login into 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 be provide a system for career services that would be supported by an E-portfolio system. 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 months)Immediate Future (<12 months)

SummarySummary

Ease of use that led to High utilization rates and adoption was a key factor in our successes to date

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/mecc2004http://myweb.northshore.edu/users/gham/mecc2004This PowerPoint presentationThis PowerPoint presentationPortal interactive overviewPortal interactive overviewROI / VOI spreadsheetROI / VOI spreadsheet

http://pyramid.northshore.eduhttp://pyramid.northshore.eduOverview and documentation of our portal Overview and documentation of our portal

implementationimplementation