Portal Best Practices - Educause 2005

7/31/2019 Portal Best Practices - Educause 2005

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Best Practices for SupportingCustomers with Homegrown

Portal Solutions

Suffolk CountyCommunity College


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Portals offer powerful convergence of information. How does an institution with tightbudget constraints build the most effectiveportal? Suffolk County Community Collegewill share how business processes weretargeted and redeployed on the Web to effecta transformation of customer service to the

institution.


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Money Matters

If wishes were horses, beggars would ride


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Faculty LoadThousands of AdjunctsHundreds of Full Time Faculty and Deanswho TeachDozens of Departments Spread Over Three CampusesOne Office of Adjunct Services to ManageMultiple Selection Rounds per Semester


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Faculty Load

For Faculty to Apply

Make it Easy Audit Trail Documenting

My On-Time Submission Assure My Seniority


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Faculty Load

For Department Chairs toManage

Make it Easy Audit Trail Who

Accepted and Declined Automate Complex

Seniority Rules


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Registration

Eliminate LinesReplace Outdated Voice ResponseEnhance Capabilities


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RegistrationOPTIONS:

25,000 students in threegymnasiums

OR

25,000 students visit

three campus Registrars Of this, 35% utilize IVRsystem to avoid lines


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Registration

RESULTS

Under half of all studentsuse Registrar

10K First semester freshman are required

52% of total = 83% of allowable traffic goes toportal to register


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Rosters

Distribution Nightmare: Thousands of Sections and Faculty Three Campus Deans of Faculty

One Data Center Outdated Information


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RostersAGED LIKE FINE WINE:

Print Distribute Complete

Return Scan Post Mail

Start to finishalmostthree weeks .


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Rosters

REAL TIME:

Dynamic - As Students

Register/Drop Student Photos Download to Excel View One Rolling Year

Enrollment Verification Grades Next Semester

Big Plus: Students see grades instantly on submittal:NO posting or batch job to make visible.


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Payment

Eliminate LinesSee Your ChargesEnhanced Audit TrailCRITICAL: Security


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PaymentFor Business Office:

Standard Disclaimer Student Recognition of

Liability

Secure Connection Third Party Credit CardProcessing

Interesting Trend:

Those who register online,pay online.

Those who register inperson, pay in person.


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Payment

For the Student:

Ability to See Itemized

Charges withExplanations

Pay in Full or optDynamically to ExecutePayment Plan

No Lines or MailingWorries


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Target 2: High Value

Security AdvisementCalendar CoordinationMessaging


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Messaging

DynamicTargeted

Easy to Administer


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Messaging

Real Reach

Dynamic Generation

Not an option: AlwaysDisplayed Front and Center

Make it news, notnoise!


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Messaging Target Audience by:

Campus F/T or P/T Credits Completed Curriculum Catalogue/Section New Students Location Modality

Discrete date ranges for publishing

Very Intuitive Management


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Security

Who is It?Where are They?

Classroom vs. Public Safety Dept.


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Security

Classroom

Does This StudentBelong Here?

All Students MustHave ID Photo

Photo Roster Drivenby Combining ID andRoster Systems


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Calendar Coordination

Information OverloadCentralized Control

Ability to Prevent Conflicts


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Calendar Management

Powerful Features

Daily, Week or MonthView

Overlay MultipleCalendars

Filter on Campus or Timeof Day

Search Engine Printer Friendly Version


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Calendar Management

Calendar Publishers

Intuitive Interface Publish to Intranet

only or Internet as well Competitive Features

MS Outlook Yahoo! Calendar Creator


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Advisement

Powerful Degree AuditIntegration to Student Schedule


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Advisement Average Degree Audit

In One Simple View: Required Required Taken Others Taken Current Courses Need to Take

Allows What If byCurriculum andCatalogue Year

d


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Advisement

Degree Audit on Steroids

Deeply Integrated to Other Functions:

Out of Program Registration andFinancial Aid Warnings

Billing Statement Warning of Personal

Liability for Above


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Target 3: Convergence ofServices

End Confusion: Office? Phone? Mail? Web?

One Portal Not Disconnected Portlets

Central Administrative Tool

U if I f


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Uniform Interface

Same Engine for Students and Faculty

Dynamic ContentDisplay Based onProfile

Shared Data

S d


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StudentsOne Place, Key Information:

Schedule Billing Financial Aid Degree Audit College Calendar Messaging

Email News, Sports, Weather,etc

F lt d Ad i i t ti


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Faculty and Administration

Same Idea:One Stop Shopping

College Calendars Rosters Tasks Manage Job Openings

and Applications Team Communication


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Our Customer Has Changed:This is the Student of Today and

Faculty of TomorrowMore TechnicalHigh Information Needs

Want a College thatReflects the Web WorldWe Live In

Portal Best Practices - Educause 2005

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