“ The Evolution of a Digital Campus” Gary Ham (CIO) North Shore Community College Session #

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. 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: After this session you will: Better understand the extended benefits of a fully integrated single sign-on portal environment. 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. 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 Better understand how paperless processes can be integrated into the Luminis portal with content management tools and custom developed toolsets

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

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

Strategic Direction Strategic Direction

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

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

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

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

Challenges Develop the campus portal to support a student-centered teaching/learning environment. Develop the campus portal to support a student-centered teaching/learning environment. Integrate disparate systems into single-sign on campus portal including , 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. Integrate disparate systems into single-sign on campus portal including , 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. 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. 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. 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. Improve communication between faculty, staff, and students by providing a common forum that would be accessible from all four of our campuses.

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

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

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

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

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

Online Demonstration of Portal Services (15 minutes)

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

Utilization Rates

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

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

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

Immediate Future (<12 mos.) Further development of web-based toolsets similar to Media Request and Room Reservation System. Further development of web-based toolsets similar to Media Request and Room Reservation System. Implementation and integration of digital imaging with our Banner 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. 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. Numerous departments and processes can take advantage of an integrated workflow solution between our ERP system and our campus portal.

Integrating Banner access into the portal is planned for this year. Integrating Banner access into the portal is planned for this year. Further expand usage of existing Group tools. 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. 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. 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). Make hope scholarship information (1098t) available via the portal – (completed). Immediate Future (<12 mos.)

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

Questions and Answers Resources for this presentation are This PowerPoint presentation This PowerPoint presentation Portal interactive overview Portal interactive overview Overview and documentation of our portal Overview and documentation of our portal implementation implementation