“ The Evolution of a Digital Campus”

1. “The Evolution of a Digital Campus” Gary Ham (CIO) North Shore Community College Session # 20-016

2. Introduction • This presentation will provide information about North Shore Community College’s extension of online services all integrated into the SCT Luminis portal. More recent generation of online services and toolsets will be discussed and demonstrated. • After this session you will: • Better understand the extended benefits of a fully integrated single sign-on portal environment. • Identify potential areas for measuring outcomes and return on your investment. • Better understand how paperless processes can be integrated into the Luminis portal with content management tools and custom developed toolsets

3. Topics of Discussion/Agenda • Background / Strategic Direction – Why the portal? • Guiding Principles and objectives • Implementation, Timeline and Teams • Available Core Services and Recent Additions • Online Demonstration • Measuring Results • Tangible & Intangible, Utilization, Net Return • Future Directions • Q & A

4. North Shore Background • One of 15 public Community Colleges in Massachusetts – 4 campus locations • 6400 credit students (3500 FTE) • 2500+ non-credit students • 100+ programs of study • Career & Liberal Arts Transfer • Technical Training

5. Strategic Direction

6. Portal Model People People Infrastructure Portal ` People Process/Workflow Infrastructure Web Admin Apps Email Process/Wkflow Content Mgmt. Admin Apps Admin Apps Instruct Apps Typical IS Model

7. Guiding Principles What goals reflected or supported the core mission of our College? • Increase accessibility for all constituents – reduce barriers • Increase communication across the campuses and departments – between faculty and students, etc. • Improve customer service • Increase the use of tech. in the classroom • Increase efficiencies and effectiveness • Maximize technology investments to properly meet goals within the strategic plan

8. Systems • SCT Banner 6.x • SCT Luminis • Web for faculty and student • Blackboard 6.x • Touchnet Payment Gateway

9. What We Wanted (Spring 2000) • Integrated Email and Learning Mgmt. System • Provide better learning resources, faculty and student services - acceptance of Web as the way we deliver services • 24 x 7 access to teaching and learning services • Cure inefficiencies and streamline processes • Cure the inefficient registration process • Automate processes • Reduce mailing costs • Reduce back-office support • Redefine outdated policies • Advising - remove the barrier & highlight the benefits

10. Challenges • Develop the campus portal to support a student-centered teaching/learning environment. • Integrate disparate systems into single-sign on campus portal including email, online course management system, computer-based tutorial system, college intranet, content management system for public Web site, SCT Web for Student and SCT Web for Faculty and Advisors module. • Gain support of all stakeholders for the project to ensure implementation success. Use stakeholder support to promote use of the portal and assure high usage rates. • Generate quantifiable cost savings for the College before the end of the two-year implementation phase. • Eliminate arena-style registrations and provide better customer service to our students. • Improve communication between faculty, staff, and students by providing a common forum that would be accessible from all four of our campuses.

11. Timeline • Planning & consensus building (Nov. 1999- Mar. 2000) • Roll out portal with Web faculty & student – pilot testing (Fall 2000) • Payment Gateway (March 2001) • LMS & Course tutorial Integration (May 2001) • Develop Content Management Tools for Academic Department pages; Program of Study Sheets and Course Schedules available on Web (Sept. 2001) • Online degree audit with what-if scenarios; New web site (60%+) dynamic (August 2002) • NSCC Intranet via Campus Portal (August 2002) • Portal content management toolset incorporation • Implement Paperless Federal Work Study System • Implement Room reservation system • Implementation of generic web space “myWeb” accounts for all faculty, students, and staff (Dec 2002) • Implement Media Request Form and management toolset; 100% electronic recruitment process established (August 2003)

12. Implementation - IS Resources • CIO (Collegis) – major focus 40% of time year 1 • 15 - 20% of time currently • Director of Administrative Tech. (Collegis) – 20% of time yr. 1 • 10-15% of time currently • Programmer Developer / Analyst - 400+ hours yr. 1 • Now 80% of FTE position • Data Base Administrator (70+ hours) • Required for ongoing upgrades • Web Administrator - 50+ hours year 1 • Upgrades and basic maintenance (10% of FTE) • Trainer (60+ hours) • Not really required after basic rollout – we use tutorials / viewlets, etc. • A lot of basic hand holding by IS department (Ongoing)

13. Team Structure Executive support and governance • Pipeline Advisory Team (PAT) • Functional Team (Web student and faculty) • Technical team Note: More recently we need a team to focus on information placement within the portal

14. Student / Faculty Core Services Student Services • Single Sign-On • Web Services: • Registration, payment, FA • Transcripts, grades, schedules, degree evaluation, etc. • Access LMS • Email, Calendar & Groups • Dynamic Accounts & Self-activation • Targeted Announcements • Personal Web space with toolsets • Course Resource Areas for Every Class: • Threaded discussion • Class chat • Class links Faculty Services • Single Sign-On • Web Services: • Advising information • Enter grades, schedules, class lists • Access LMS • Email, Calendar & Groups • Dynamic Accounts & Self-activation • Targeted Announcements • Personal Web space with toolsets • Course Resource Areas for every class: • Threaded discussion • Class chat • Editable area for class links • Automatic email distribution lists

15. Newer Services • Intranet development and expansion • Informational areas for all departments • 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 Luminis

16. Online Demonstration of Portal Services(15 minutes)

17. Measuring Results • Usage • Online services utilization • Unique logins, online course growth & enrollments • Satisfaction surveys • Return on investment – tracked in detail • Cultural (soft but can be used as measurement) • Pace survey • College community wants more services • Communication Enhancements

18. Utilization Rates

19. ROI Tangibles • Online Web Admissions – 30+ per day • Web Recruit - 100% electronic - new initiative • Online registrations 82%+ 5 sem. in a row – Online payment • Returning students register earlier • Student schedules no longer mailed – FA awards through portal • Non-credit student services integrated into portal • Faculty obtain class rosters, schedules and enter grades online as Standard Operating Procedure • Significantly reduced postal mail due to communication enhancements through portal, email, & web services • Advising - Online Degree Audit available to students • Integrated and more efficient LMS support • Dynamic account generations (no manual account maint.) with single sign on • In-house 24 x 7 services and consolidated helpdesk • Access course resource areas - available for all courses • Automated email distribution lists available for all courses • Personal Web Space – used to support curriculum

20. Investment & Return • In house support and self-service savings (FY02-04) $741,875 • Less Campus Portal, Web Service, and Academic Support costs (FY02-04) -$589,783 • Net Return on Investment $152,092

21. Intangibles • 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

22. Immediate Future (<12 mos.) • Further development of web-based toolsets similar to Media Request and Room Reservation System. • Implementation and integration of digital imaging with our Banner system. • Implement SCT workflow system within our Banner system to automate communication tasks to users through the portal environment. • Numerous departments and processes can take advantage of an integrated workflow solution between our ERP system and our campus portal.

23. Immediate Future (<12 mos.) • Integrating Banner access into the portal is planned for this year. • Further expand usage of existing Group tools. • Integrating more Library resources will be investigated and achieved were possible. Currently several Library resources are integrated including a seamless login into LexisNexis. • Plan to increase the services within the portal to provide an online advising system as well as provide a system for career services that would be supported by an E-portfolio system. • Make hope scholarship information (1098t) available via the portal – (completed).

24. Summary • 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

25. Questions and Answers Resources for this presentation are available @ http://myweb.northshore.edu/users/gham/aacc • This PowerPoint presentation • Portal interactive overview http://pyramid.northshore.edu • Overview and documentation of our portal implementation