Cabrillo College’s Ellucian Portal Project Francine Van Meter Title V Grant Activity Coordinator frvanmet@cabrillo.edu

Funded by the Title V Grant Closing the Completion Gap cabrillo.edu/services/ccg

Flex Activity Agenda What is a Portal? Cabrillo College Implementation Strategy What’s Your Role? Q&A

What is a Portal?

Customer relationship manager. Analyzes how users interact with content!

Success Measures Online Registration? Student Satisfaction Survey Improvement End User Adoption? What success measures will you use to determine this project successful? What percentage of use within each constituency will be considered a success? Faculty Staff Students Will you work to streamline your existing website? Will you bring over data from current SharePoint site? Will you work to migrate data from shared drives? Do you have student survey statistics from the last couple years and plan to use one again after portal is live? Something with questions about technology or tools? You can compare those statistics Do you have google analytics for pages on the web site? Can we compare SharePoint reports from a before and after standpoint? # of manual processes replaced?

4 Minute Thoughts (2 + 2) List 2 things you know about portals List 2 things you’d like to know by the end of this session? Share your list with another person at your table Jot down thoughts on the “Thought Paper”* *we will collect all Thought Papers

Delivered Self Service Features Integration My Week My To Do Unread Messages * Notifications My Applications Web Advisor Course Catalog My Team Sites My Web Advisor Address Change Registration Features View Grades/GPA Academic Profile Communications Financial Profile Make a Payment

Benefits Single Sign On Mobile Accessible Document Management Personalization Collaboration Web Content Management

Bellarmine University Sample constituency page with ILP features incorporated Bellarmine University

(2nd+ Level Navigation) Constituency Sites (Home Page) Informational Sites (2nd+ Level Navigation) Team Sites (My Sites Web Part) Student* Academics Classes* Finances Departments* Faculty* Campus Life Orgs* Employee* Employee Services Committees *Colleague Provisioned Sites

Student Constituency May 25, 2019

Staff Constituency May 25, 2019

Faculty Constituency May 25, 2019

Announcements Displays a list of announcements that have been targeted to an audience to which the user belongs. May 25, 2019

Notifications & My Alerts Displays notifications defined in Colleague. Each notification can include a link to the web page or Web Advisor form where the user can resolve the issue. If the user does not have any active notifications the web part does not display. May 25, 2019

My Week Can display events from the following sources: Calendar (O365/Exchange/ Google) Colleague LMS via ILP SP Class Team Sites May 25, 2019

Integration with Canvas is on the Roadmap! My To Do Integration with Canvas is on the Roadmap! Can display tasks from the following sources: Email Colleague LMS via ILP May 25, 2019

Web Advisor Displays a list of Web Advisor links that the user has access to. Can include links to Web Advisor forms and Colleague Self-Service views. May 25, 2019

Web Advisor May 25, 2019

Employee

Unread Messages Displays the number of unread messages in the user’s email. The user can click on it to go to their unread email. May 25, 2019

My Bookmarks Displays links added by an administrator to the My Bookmarks SP list at the top-level site and in the constituency site. May 25, 2019

Campus News Displays campus news items. Users with appropriate permissions may contribute articles. May 25, 2019

Campus Feeds Provides access to a list of feeds provided by the institution. Institutionally defined permissions may allow the user to select their feeds from the list provided and/or specify how many articles to display. May 25, 2019

Campus Events Displays campus events. Users with appropriate permissions may contribute articles. May 25, 2019

My Team Sites Displays the team sites to which the user is a member. Recently added announcements are displayed below the site name. Calendar events can be displayed. May 25, 2019

4 Minute Thoughts (2 + 2) Take 2 minutes to explain to one person at your table how you think a portal would benefit students Allow the listener to provide feedback and you do the same when they explain their perception of the portal to you Jot down challenges on the “Thought Paper”

Informational Sites aka Customized Web Pages in Portal

Academics Links Register Profiles Profiles

Finances Payment Options Financial Aid Financial Resources Scholarships

Military Web Part Web Part Web Part Web Part Web Part

International Student Web Part Web Part Web Part Web Part Web Part

How is Cabrillo Managing the Project?

Portal Team Structure Governance Team Portal Implementation Team Technical Team LMS Team Adoption Team Taxonomy Team Communications Team Content Contributor’s Team

Cabrillo College Project Charter  The Charter is more what you'd call "guidelines" than  actual rules. May 25, 2019

The “best case scenario” Plan Preparation and Planning Project Overview and Orientation 4/6/2016 - 4/21/2016 Technical Preparation and Installation 2/1/2016 - 4/1/2016 4/18/2016 - 5/20/2016 6/6/2016 - 6/10/2016 Discovery Session 7/11/2016 - 7/15/2016 Portal Build 9/13/2016 – 9/26/16 Training and Consulting 10/1/2016 - 10/31/2016 Content Development* 2016 Feb Mar Apr May Jun Jul Aug Sep Oct 2016 * portals evolve with the people & services who use them

What’s Your Role?