1. E-Advising Solution at Cal Poly Pomona
ROADMAP TO SUCESS
E-Advising Solution at Cal Poly Pomona
Presented by
Teshia Roby
o.b.o.
E-Advising Committee
Graduation Initiative

2. Implementation and Training
On-going
Support
Implementation and Training
Expected Outcomes
Background
And History
Key Requirements
Overview

3. Background and History
Student Advising Challenges
Many student don’t know their advisor(s)
Many student don’t meet with their advisor(s)
All advisors for a student are not connected
Currently, there is no advising notes repository
Many students aren’t as accountable we’d like
Graduation Initiative Taskforce
Received a mandate from the CSU CO to:
Decrease time to graduation
Increase URM student graduation rate
e-Advising is listed as a taskforce project
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee
2013
Chancellor’s Office
White Paper

4. Background and History
Student Advising Challenges
Many student don’t know their advisor(s)
Many student don’t meet with their advisor(s)
All advisors for a student are not connected
Currently, there is no advising notes repository
Many students aren’t as accountable we’d like
E-Advising Software Subcommittee Charge
Charge 1: Investigate various e-advising software products that may be considered for campus-wide adoption.
Charge 2: Offer a recommendation to University leadership for a campus-wide e-advising system implementation.
Graduation Initiative Taskforce
Received a mandate from the CSU CO to:
Decrease time to graduation
Increase URM student graduation rate
e-Advising is listed as a taskforce project
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee
2013
Chancellor’s Office
White Paper

5. Background and History
Student Advising Challenges
Many student don’t know their advisor(s)
Many student don’t meet with their advisor(s)
All advisors for a student are not connected
Currently, there is no advising notes repository
Many students aren’t as accountable we’d like
Software demonstrations, Winter/Spring 2013
8 vendors participated
GradesFirst
Hobsons
CampusLabs
MAP-Works
U-Direct
Starfish
Insight by Symplicity
Educational Advisory Board
One-hour question session
30-minute discussion with campus constituents
Attendee feedback to the Committee
Graduation Initiative Taskforce
Received a mandate from the CSU CO to:
Decrease time to graduation
Increase URM student graduation rate
e-Advising is listed as a taskforce project
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee
2013
Chancellor’s Office
White Paper

6. Background and History
Student Advising Challenges
Many student don’t know their advisor(s)
Many student don’t meet with their advisor(s)
All advisors for a student are not connected
Currently, there is no advising notes repository
Many students aren’t as accountable we’d like
3 Leaders from Demos, Feedback, and RFI
GradesFirst
Hobsons
CampusLabs
Educational Advisory Board (EAB) Analytics*
Day-long Finalist Presentations, Fall 2013
Demonstration and Q&A with the general campus
Technical discussion with I&IT professionals
Conversation with University leadership
Graduation Initiative Taskforce
Received a mandate from the CSU CO to:
Decrease time to graduation
Increase URM student graduation rate
e-Advising is listed as a taskforce project
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee
2013
Chancellor’s Office
White Paper

7. Vendor Responses to RFI, Spring 2013
Key Requirements
List of Key Features,
Spring 2013
Ability to efficiently communicate with students
Advising notes repository, archive, and sharing
Integration of University’s early alert indicators
See Attachment A for additional features
Vendor Responses to RFI, Spring 2013
All eight of the vendors responded
Features matrix is based on responses
Vendors were ranked by level of compliance
See Attachment B
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee

8. Vendor Responses to RFI, Spring 2013
Key Requirements
List of Key Features,
Spring 2013
Ability to efficiently communicate with students
Advising notes repository, archive, and sharing
Integration of University’s early alert indicators
See Attachment A for additional features
Recommended GradesFirst e-Advising Software
Ability to send text messages to students who enable that feature
Integrate with the campus’s Outlook calendar
Allows advisors to send attachments that are saved and retrieved within the student’s profile
Advisors can make advising notes private or share advising notes with the student or other advisors attached to a student
Card swipe tool allows students to do self-check in at advising centers (attendees stated that such a feature would allow them to reassign student advisors that currently perform that task)
Student view enables students to request a meeting with an advisor, see advisor notes, and receive meeting reminder, which assists with student involvement and accountability
Vendor Responses to RFI, Spring 2013
All eight of the vendors responded
Features matrix is based on responses
Vendors were ranked by level of compliance
See Attachment B
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee

9. Current CSU Implementations
Campus Wide License
Fresno State University
Cal State Bakersfield
Department Licenses
San Jose State
Cal State Long Beach
San Diego State
CPP Implementation will be funded by the Student Success Fee

10. Expected Outcomes Advisor Outcomes Student Outcomes
More opportunities for outreach
More accessible to students
More communication vehicles to interact with students
More continuity among advisors for students
Earlier intervention with early alert indicator integration
Student Outcomes
More accountability through student interface
More informed through early alerts
More opportunities to receive advisement
More accessible to advisors
students Ability to communicate with students using a variety of methods
Ability to archive and retrieve correspondence sent to students
Ability to post, retrieve and share comments about student interactions
Ability to post meeting availability

11. Implementation and Training
Accessibility Compliance
The Voluntary Product Accessibility Template (VPAT) compliance document is available
The VPAT is being reviewed by I&IT:
Carol Heinz Gonzales
Tim Raymond
Cal Poly Resources Needed
Implementation Project Manager
IT Integration Project Manager
Executive Sponsor
Implementation Team
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee

12. Implementation and Training
Accessibility Compliance
The Voluntary Product Accessibility Template (VPAT) compliance document is available
The VPAT is being reviewed by I&IT:
Carol Heinz Gonzales
Tim Raymond
Phase 1 Implementation: 1 Entire College, TBD, Fall 2014
Phase 1 Timeline: 3 – 5 months
Discovery/Assessment (2 - 6 Weeks)
Data Integration (2 – 4 weeks)
Configuration and Set up (1 – 3 weeks)
Training and Launch (3 – 6 weeks)
On-going Client Success Program (on-going)
See GradesFirst Implementation handout
Phase 2 begins Winter 2015
Cal Poly Resources Needed
Implementation Project Manager
IT Integration Project Manager
Executive Sponsor
Implementation Team
2012 – 2013 Advising Taskforce
Year of Advising Sub-Committee
Baseline Advising Sub-Committee
e-Advising Software Sub-Committee
Early Alert Sub-Committee
Advising Notes Sub-Committee

13. Enterprise Wide On-going Support
Functional Support – Academic Programs
Tier II+ User Questions (Students, Faculty, and Advisors)
Troubleshooting
Advisor training
eHelp Document Development Assistance (with I&IT)
Technical Support – I&IT
Diagnostics (system monitoring)
Peoplesoft Field Integration
Reporting/ Analytics
Advisor/advisee system access
eHelp Documents (with AP)
Tier I User Questions/ Help Desk
Enterprise-wide system

14. Questions?
Thank you!

15. e-Advising Software Committee Members
David W. Craig
Allison Douglas-Chicoye
Stella W. Fong-Chen
Dora Lee
Craig A. Rich
Teshia Roby (Chair)
Fresno State University (Campus-wide license); Cal State Bakersfield (Campus-wide license); San Jose State (Departmental Licenses); Cal State Long Beach (Departmental License); San Diego State (Departmental License).  Some of those who have Departmental licenses are in discussion with us about upgrading to a full campus-wide license.