PROJECT OBJECTIVES

• Identify, procure, and implement software that provided a common system for students, faculty, and staff to enter and measure student service data accurately and consistently

• Provide for standard identification of and communication regarding at risk ‐students across multiple employee groups and colleges within the System

• Improve support for learners for providing infrastructure and retention initiatives to proactively identify at-risk students and to enable students, faculty, and advisors to communicate more effectively

• Offer self help functions to students for participating in retention ‐initiatives and scheduling appointments with academic advisors.

TARGET MEASUREMENT 1: STUDENT SERVICES

SELECTED AN AUTOMATED, EARLY ALERT RETENTION

SOFTWARE KNOWN AS “STARFISH”:

• identifies students at risk of dropping out by monitoring enrollment, learning, class attendance, enrollment checklist completion, etc..

• notifies the student and appropriate KCTCS staff who can intervene

• delivers targeted communications to specific groups of students to help reinforce college service offerings, approaching deadlines, or other useful information.

• helps KCTCS staff to connect the student with college or community resources to address any gaps.

• frees up staff time for more hands on, direct student support. ‐

TARGET MEASUREMENT 1: STUDENT SERVICES

OUTCOMES

• Integrated STARFISH with the existing KCTCS and Service Center technology infrastructure including PeopleSoft, Blackboard Learn, and Microsoft Exchange.

• Developed and delivered 4 regional Starfish training sessions in April 2014 to more than 170 college participants.

• Successfully launched Starfish in June 2014 as part of Phase II of the Go KCTCS! Student Service Center.

TARGET MEASUREMENT 1: STUDENT SERVICES

THE PROJECT• Define and develop the structure and required resources to

support a Transfer Summit.

• Plan the inaugural Summit and lay the groundwork for future successful collaboration with higher education partners.

• Host a successful Transfer Summit which would result in increased visibility, improved collaboration, and stronger institutional relationships.

TARGET MEASUREMENT 2: TRANSFER

OUTCOMES• First-ever Transfer Summit conducted on April 3, 2014 in Lexington with 200+ attendees

representing 54 institutions/agencies• Brought together KCTCS college leadership with their four year public and private ‐

colleagues for collaboration and partnership building. • Provided opportunity for presidents to offer high level support of transfer at their ‐

institutions.• Allowed provosts the chance to join forces on transfer agreement processes, and

facilitated connections and collaboration between transfer professionals.• Featured speakers included:

• John N. Gardner of the John N. Gardner Institute for Excellence in Undergraduate Education

• Stephen Handel, the Chief Undergraduate Admissions Officer for the University of California System

TARGET MEASUREMENT 2: TRANSFER

OUTCOMES, continued• President McCall convened the presidents

to focus on action steps for subsequent increased collaboration and problem-solving to advance transfer.

• Dr. Gardner and KCTCS Chancellor Dr. Jay Box convened the chief academic officers with an identical focus.

Summit resulted in: • clear desires for continued biennial Transfer Summits; • increased collaboration and standardization; • a more comprehensive and holistic statewide approach to transfer; • deeper and more meaningful institutional relationships and commitments

among all participants.

TARGET MEASUREMENT 2: TRANSFER

THE PROJECT• Increase efficiency of Financial Aid departments by

standardizing key operational process in accordance with best practices.

• Enhance the student customer service experience by increasing the speed and accuracy of Financial Aid activities.

• Increase student awareness of the Financial Aid process by improving the tools available to students for interacting with Financial Aid staff and processes.

TARGET MEASUREMENT 3: FINANCIAL AID

OUTCOMESUNIFIED FINANCIAL AID STANDARDSImplemented by all 16 colleges

• Online “Standards of Progress Appeal” process which allows students to quickly and easily appeal the federally mandated suspension of federal financial aid.

• Online direct loan request for funds, which automates and streamlines the process for students to receive supplemental financial aid in the form of loans.

FINANCIAL AID RECORDS IMAGING

• Financial Aid processes were standardized by all 16 colleges• Scanners and security processes were implemented• Extensive training was conducted to move from manual to digital financial aid records

management and workflows using the OnBase software platform already being used for HR records.

• System went live on March 28, 2014

TARGET MEASUREMENT 3: FINANCIAL AID

AS THE EXECUTIVE SPONSOR OF TRANSFORMATION• Made the necessary strategic changes necessary to achieve transformation as

outlined in the KCTCS Business Plan.• Implemented the KCTCS Way, an integrated process for managing strategic

change.• Selected and prioritized projects related to each Momentum topic. • Assigned staff to key project roles.• Approved project plans and budgets.• Regularly monitored the progress of the projects to ensure successful completion.• Adjusted staffing budgets, project scope, and schedules as changes arose to

ensure that each project met its stated goal.

Deliverables for all three projects were completed on time or ahead of schedule and on or under budget.

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