NERDUG 2011 – Session 11049

1. NERDUG 2011 – Session 11049 The Power of Person Restrictions: Notifications in Datatel’sPortal Suzanne M. Dennis, Registrar Brooklyn Law School suzanne.dennis@brooklaw.edu

2. About Us • Brooklyn Law School • Private Institution • Established in 1901 • Urban Setting • Enrollment of 1,450 • UNIX • Colleague R18; Datatel Portal 2.6 • BLSConnect Live in August 2009

3. About You • Session Attendees • End Users? • IT Personnel? • Using Datatel Portal? • Implementing or Thinking About Datatel Portal? • Currently Using Person Restrictions for Notifications?

4. About This Session • From Inspiration to Implementation • Improving communication by using Person Restrictions for Portal Notifications • Transitioning from internal use of restrictions to external notifications • Creating Restrictions (REST) with Portal settings • Assigning Restrictions to individuals and in Person Restrictions (PERC) and portal display flag • Batch Assign, Change and Delete Restrictions (ACDR) • Viewing Notifications in Datatel Portal

5. Improving Communication • Optimizing Datatel Portal Functionalities for Improved Communication • Goals • Decrease information overload by targeting communications • Increase student responsiveness when action is required • Outcomes • My Notices web part displays targeted alerts to individuals and groups of students • Links to contact person, forms, and WebAdvisor processes streamlines workflow for students

6. Transitioning from Internal to External • From Restrictions to Notifications • Restrictions • Alert office staff to restrictions for individuals • Track person restrictions with start and end dates • Prevent students from completing specific tasks or processes • Notifications • Alert students to upcoming deadlines specific to them • Alert students to missed deadlines, violations, required forms and/or processes • Allow students to easily resolve problems by linking them to action items

7. Notifications Set-up • Steps for creating Notifications in Datatel Portal • REST – Restrictions • PERC – Person Restrictions • ASDR – Assign/Change/Delete Restrictions

8. REST – Restriction Codes • REST settings required to display as Notifications • Portal Settings for this Restriction flag = X • Display this Restriction to Portal Users? Set to Yes • Description as Seen by Portal Users • Detailed Description and Follow-up Action • Follow-up Hyperlinks • Follow-up WebAdvisor Process

9. REST – Portal Settings Flag No Severity set. Office Level Security set in Office Codes. Detail here to code portal settings.

10. RPRS – Restrictions Portal Settings Enter “Y” to display notification in Portal. Enter Display Name for the Restriction here. Detail here to view entire comment.

11. RPRS – Detailed Description Link to email address for contact person. Link to information page in Portal.

12. RPRS – Follow-up Hyperlinks & WA Process Message includes email link to Student Accounts. Follow-up hyperlink provides easy navigation to WebAdvisor account information.

13. PERC – Person Restrictions • PERC – Assign Restriction to an individual • Enter Restriction code • Start Date defaults to current date • Set Display Portal flag to Yes • When action has been taken and student is in compliance, enter end date

14. PERC – Person Restrictions This restriction displays as a notification in the Portal – Flag set to “Yes” and no end date. This restriction will not display in Portal – No end date but Flag set to ”No.” These restrictions appeared as notifications on the Portal when active. They are end dated and no longer appear.

15. ACDR – Batch Process for Restrictions • ACDR – Batch assign, change or delete restrictions • Enter Saved List • Enter individual students • Set Display Portal flag to Yes • When action has been taken and student is in compliance, enter end date • Use to alert students to upcoming deadlines when there is not “violation”

16. ACDR – Start Date but No End Date

17. ACDR – Start Date and End Date

18. Displaying Notifications in Portal • Once you have flagged a Restriction to display in the Portal and you have assigned it to an individual or group, no further action is required for it to appear as a Notification in the student’s home page of the Portal • Newly added Notifications appear when the home page is refreshed  • Notifications will continue to display until the Restriction is end dated or deleted

19. Portal Notifications Web Part – Collapsed View Notifications can be expanded by clicking link Notifications can be expanded by clicking +

20. Portal Notifications Web Part – Expanded View Link to WebAdvisor Process

21. Current Uses of Notifications • Current • Registrar’s Office • Immunization Hold • Exam Number Hold • No cell phone number on file • Credit Overload • Graduation Application • Office of Student Accounts • Student Account on Hold • Established in 1901 • Urban Setting • Enrollment of 1,500 • R18 • Datatel’s portal

22. Future Uses of Notifications • Future • Registrar’s Office • Upcoming registration start date alert • Registration deadlines • Graduation Application filing dates • Cap & Gown measurement filing dates • Faculty preference form filing dates • Faculty submission of type of exam form • Established in 1901 • Urban Setting • Enrollment of 1,500 • R18 • Datatel’s portal

23. Questions?