non-credit students in colleague connie black, college of western idaho sara matson, dynamic campus...

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NON-CREDIT STUDENTS IN

COLLEAGUE

Connie Black, College of Western Idaho

Sara Matson, Dynamic Campus

Friday, July 31, 2015Enrollment & Student Services

Coeur d’Alene, Idaho

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SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as possible

Please avoid side conversation during the session

Thank you for your cooperation!


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INTRODUCTION

Purpose of this session

This session describes how College of Western Idaho (CWI)migrated non-

credit students into Colleague and shows how to bring teams together

for a successful outcome

Benefits of attending this session Consider the feasibility of merging credit and non-credit operations into

one ERP

Learn how CWI made this happen in 11 months

Understand how Instant Enrollment can be customized

See the structure of an effective, cross-functional project team


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SESSION AGENDA

1. About CWI

2. History of Workforce Development at CWI

3. Identifying the Problems

4. Defining a Project

5. Project Tasks

6. Project Timeline

7. Looking Back


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ABOUT CWIWho we are, demographics


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WHO WE ARE

Comprehensive community college in Western Idaho Community college district created by voters in 2007

First students in January 2009

Inherited professional technical programs and workforce development from Boise State in July 2009

Two campus locations

One Stop Student Services model

Accreditation partnership with College of Southern Idaho (CSI)


NWEUG2015Coeur d’Alene, Idaho

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HISTORY OF WORKFORCE DEVELOPMENT AT CWIProcessing non-credit students in AceWare: Systems and Staff


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HISTORY: SYSTEMS

Credit students processed in Colleague

Non-credit students in Workforce Development programs processed in Aceware

Records transferred from Boise State University

Initial implementation of Instant Enrollment in 2009 for community education courses


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HISTORY: STAFF

Separate staff Workforce Development had its own staff to maintain Aceware,

develop reports, create courses, register students, monitor student accounts, etc.

Staff knowledge Workforce Development staff held a deep historical knowledge

and understanding of non-credit programs and processes


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IDENTIFYING THE PROBLEMSIntegrating credit and non-credit students, programs, and staff


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WHAT DID WE NEED TO SOLVE?

Better service to students Approx. 50% of the student population takes non-credit courses

General communication and services available to all CWI students

Emergency alerts

Better use of systems Complications of two systems

IT had to support two systems

One Stop staff had to understand two systems

Dual entry of cash receipts, separate bank deposits

Lack of reporting

Better integration of staff Physically separated, processes not integrated, duplication of efforts


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DEFINING A PROJECTTeam members, roles


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DEFINING A PROJECT

Created a SharePoint project site Share documents, resources, links

Team Members included representation from: Admissions

Information Technology

Marketing

Registrar’s Office

Student Financial Services

Workforce Development


NWEUG2015Coeur d’Alene, Idaho

Roles Definition for WD Processes within Colleague

Process Area WD Registrar

Academic Records Setup and Maintenance – academic levels, academic terms, grade schemes/codes, repeat codes, etc.

Curriculum Management

Create/maintain course section (class) information

Create/maintain waitlist info Add new faculty to FCTY Cancel course sections

Setup and Maintenance – courses, non-courses, tests, degrees, certificates, programs, catalogs, degree audit, etc.

Registration and Records (Student Level/Transactional)

Process applications Process registrations – web, RGN, block Monitor waitlists Course section changes Access class rosters Grade course sections Maintain student demographic information Enter tests and non-courses Maintain and process student

communications Produce course credentials Student level reporting Instant Enrollment web parameters Document imaging for student files

Registration controls Registration user groups Official transcripts myCWI web parameters

Process Area WD Student Financial Services

Section Billing Section level billing Course level billing

Cashiering No cashiering access All transactions processed through One Stop

Sponsorship, Payment Plans, Collections

No processing Process Sponsorships, Payment Plans, Collections

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PROJECT TASKSColleague setup, customizations to Instant Enrollment


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COLLEAGUE SETUP

Academic Records, Curriculum Management, Communications Management, Accounts Receivable

Record Setup Workbook


Field Setup onColleague

Form New Code

in Production

?Academic Level ACLV CRSE modify XC, CWD YesAcademic Program PROG n/a WDxxx Yes

Alternate IDVAL- ALT.ID.TYPES DADD

ACEW, WDAPP, WDJNY, WDAWM Yes

Application Status APSM APPN NA- Not accepted NoAR Codes ARCF SECB WDxxx, see AR Code tab YesAR rule RLDE/REBP REBP Rule ARWD YesBuildings BLDG see Buildings Tab YesCatalog CTLG PROG WD Yes

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INSTANT ENROLLMENT SETUP

Improve searching capabilities

Improve readability

Enhance the student’s registration experience

A smooth transition from Aceweb existing functionality


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Improve searching capabilities Link from external cwidaho.cc

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Improve searching capabilities Reorganize layout

Add Program search (subject code)

Enhance Course Title search

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Improve readability Reorganize columns

Add/Remove columns

Course Number and Title separated

Modify Capacity/Available Seats

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Improve readability Remove boxes

Align row titles

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Improve readability Remove boxes

Modify drop down

Add additional instructions

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PROJECT TIMELINEPhases, milestones


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PROJECT TIMELINE

Phase 1 (5 months) Discovery

CORE training

Colleague setup/training- Academic Records, Curriculum, AR, Billing, Registration

Phase 2 (2.5 months) Colleague setup/training- Communications Management

Instant Enrollment setup and testing


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PROJECT TIMELINE

Phase 3 (1.5 months) User Testing/Mock Registrations

Develop Training Materials

Student Feedback Session

Training

Reporting

Phase 4 (2 months) Business Process Documentation

One Stop Mock Registration

Final Testing/Verification


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LOOKING BACKWhat we gained, what we learned


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LOOKING BACK

What we gained Enhanced student experience

Personal and professional relationships

Evaluating how the system was setup for credit students, making improvements

Reporting capabilities on our entire student population

Improved staff efficiencies and broader knowledge of non-credit across CWI


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LOOKING BACK

What we learned: We did not anticipate how many of our credit students were ALSO

taking non-credit courses!

You can never test enough, create scenarios way outside the box

Buy-in is needed from all departments on campus, no one was left un-affected by this integration

Utilize team members at all levels – they are often eager for the challenge

A seemingly impossible task can be achieved


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SESSION SUMMARY

A successful project made possible by: Executive sponsorship

Cross-functional project team Early agreement and acceptance of team member roles

Involvement and dedication of project team and extended team members/testers

Clear tasks and deadlines


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QUESTIONS & ANSWERS


?

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THANK YOU!Connie Black, [email protected]

Sara Matson, [email protected]


non-credit students in colleague connie black, college of western idaho sara matson, dynamic campus...

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