Automating Manual Processes Using the Blackboard Transaction System

Established in 1961, Southwestern College is one of 109 public community colleges in the state of California and the only institute of higher education located in the southern portion of San Diego County. Its location—nestled between the City of San Diego and the U.S.-Mexico international border on a 156-acre plot—positions it to play an important role in the intellectual growth of the more than 400,000 residents that call South County home. Serving approximately 20,000 students annually, Southwestern College offers more than 285 associate degree and certificate options. A host of noncredit courses designed to enhance personal and professional development are also offered through the College’s Continuing Education department. Established in 1961, Southwestern College is one of 109 public community colleges in the state of California and the only institute of higher education located in the southern portion of San Diego County. Its location—nestled between the City of San Diego and the U.S.-Mexico international border on a 156-acre plot—positions it to play an important role in the intellectual growth of the more than 400,000 residents that call South County home. Serving approximately 20,000 students annually, Southwestern College offers more than 285 associate degree and certificate options. A host of noncredit courses designed to enhance personal and professional development are also offered through the College’s Continuing Education department.

Presenters Bob Edelbrock, Ed.D., Dean Academic Information Services Larry Lambert, Online Instructional Support Specialist

This presentation will cover how and why Southwestern College partnered with Blackboard and EFM to develop the Positive Attendance Tracking (PAT) system This presentation will cover how and why Southwestern College partnered with Blackboard and EFM to develop the Positive Attendance Tracking (PAT) system

Southwestern College utilized the Blackboard Transaction System to automate several manual systems and processes which have resulted in: Cost savings Significant increase in revenue Improved customer service. Southwestern College utilized the Blackboard Transaction System to automate several manual systems and processes which have resulted in: Cost savings Significant increase in revenue Improved customer service.

The college now has: Positive Attendance tracking system Pay-for-Print system Copier Management system all fully integrated with the Datatel Colleague system. The college now has: Positive Attendance tracking system Pay-for-Print system Copier Management system all fully integrated with the Datatel Colleague system.

Background SWC needed to automate the manual student tracking system –College receives funds from state for tutoring and learning assistance classes –Require tracking who, where, when, and what –Students logged in manually on note pads –Student employees paid to ensure logging in done - $ –Admissions manually entered data into the student information system - $ –College unable to collect state funding earned - $ SWC needed to automate the manual student tracking system –College receives funds from state for tutoring and learning assistance classes –Require tracking who, where, when, and what –Students logged in manually on note pads –Student employees paid to ensure logging in done - $ –Admissions manually entered data into the student information system - $ –College unable to collect state funding earned - $

Background Needed a pay-for-print system in open labs –Students were not being charged for printing –Unneeded printing being done –Expenses very high - $ Needed a self-service copier management system –No controls on adjunct faculty copying –Expenses very high - $ Needed a pay-for-print system in open labs –Students were not being charged for printing –Unneeded printing being done –Expenses very high - $ Needed a self-service copier management system –No controls on adjunct faculty copying –Expenses very high - $

Solution Purchased Bb Transaction System Purchased EFM Student Tracking System or Positive Attendance Tracking system, or (PAT) Purchased Uniprint Pay-For-Print System Purchased Bb Copier Management System Purchased Bb Transaction System Purchased EFM Student Tracking System or Positive Attendance Tracking system, or (PAT) Purchased Uniprint Pay-For-Print System Purchased Bb Copier Management System

Hardware (Servers) TMS- Windows 2000: –Oracle Transaction, Print Services and SQL –Pharos Systems PAT- Windows 2003: –Contact and Database –EFM company TMS- Windows 2000: –Oracle Transaction, Print Services and SQL –Pharos Systems PAT- Windows 2003: –Contact and Database –EFM company

Concept Map Colleague/Datatel System ALL CAMPUS INFORMATION Pay-for-Print Positive Attendance Tracking Oracle SQL Print Services Database Contact

Setup and Challenges Short setup time with BB consultant –Pre-installation build out plan with SWC team identified and ready –Some pre-preparation with our network, cabling and configuration –Most everything in writing Training very important –BB TMS requires a certified System Administrator (1-week) –EFM training is over a few days Short setup time with BB consultant –Pre-installation build out plan with SWC team identified and ready –Some pre-preparation with our network, cabling and configuration –Most everything in writing Training very important –BB TMS requires a certified System Administrator (1-week) –EFM training is over a few days

Benefits Student Tracking System (PAT) –Eliminated cost of student employees in labs $100K annually –Increased/tripled revenue from state $1.5Million annually –Eliminated cost of manually entering data $200K annually –Automated integration with Datatel Colleague system Student Tracking System (PAT) –Eliminated cost of student employees in labs $100K annually –Increased/tripled revenue from state $1.5Million annually –Eliminated cost of manually entering data $200K annually –Automated integration with Datatel Colleague system

Benefits Uniprint Pay-For-Print System –Significantly reduced printing expenses $100K annually Bb Copier Management System –Anticipate reducing self-service copying expenses $75K annually Uniprint Pay-For-Print System –Significantly reduced printing expenses $100K annually Bb Copier Management System –Anticipate reducing self-service copying expenses $75K annually

PAT Reporting Web Interface

PAT Reporting Reporting by SERVICE or SERVICE OPTION Service

PAT Reporting Service Option (classes) Download reports Top Five Producers Complete Listing

PAT Configuration

Future Plans/Ideas Install turnstiles and gates to ensure logging in and out of system. Install/integrate with Bookstore, Cafeteria, and Vending Machines. Install turnstiles and gates to ensure logging in and out of system. Install/integrate with Bookstore, Cafeteria, and Vending Machines.

Other Colleges/Universities Use Bb Transaction System to: –Automate student laptop checkout system –Manage access to door locks in dormitories, classrooms, and buildings. –University “Money” - Students, faculty and staff use ID Card to buy books, pay for lunch, unlock doors, buy a soda or candy bar in vending machine, pay for pizza in town, etc. Use Bb Transaction System to: –Automate student laptop checkout system –Manage access to door locks in dormitories, classrooms, and buildings. –University “Money” - Students, faculty and staff use ID Card to buy books, pay for lunch, unlock doors, buy a soda or candy bar in vending machine, pay for pizza in town, etc.

Thank You! Bob Edelbrock, Ed.D., Dean Academic Information Services Larry Lambert, Online Instructional Support Specialist Bob Edelbrock, Ed.D., Dean Academic Information Services Larry Lambert, Online Instructional Support Specialist