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Banner Enabled Enterprise Applications Ecosystem at Hct - Ankabut Presentation

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Higher Colleges of Technology (HCT) is a system of 17 colleges across United Arab Emirates. HCT is the largest higher education institution in UAE with enrollment above 18,000 students. HCT has been …

Higher Colleges of Technology (HCT) is a system of 17 colleges across United Arab Emirates. HCT is the largest higher education institution in UAE with enrollment above 18,000 students. HCT has been using Banner by Ellucian from the early 90s. HCT uses Student, HR, Finance, Advancement, Flexible Registration modules of Banner system wide. Banner is centrally hosted for all of HCT campuses connected via Ankabut links.

Over the previous several years HCT has created several enterprise applications around Banner to address the requirements of the institution. In this presentation we will discuss all the Enterprise Applications in use at HCT which integrate with Banner. We will also discuss some sample enterprise applications in detail and show how Banner works as a backbone for these applications.

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  • Mathew to cover the Agenda:Ellucian Introduction – 10 minsHCT Overview – 3 minsBanner Enabled Enterprise Applications Ecosystem – 10 minsCounselor Services – 10 minsE-Advising and E-Registration – 10 minsE-Grade Book – 10 minsE-Attendance – 5 minsDashboards and Analytics – 5 minsQ & A – 5 mins
  • At a time when educational attainment is a global priority, the need to reimagine the education experience has never been greater. Institutions like yours face new challenges—and new opportunities—that will require you to collaborate, innovate, and connect in unprecedented ways to help everyone, everywhere, discover their future through learning.In fact, Ellucian came into being at a time when new challenges have triggered a sea change in how education is conceived and delivered. You are likely grappling with many of these macro-trends at your institution.• Student Experience & Management Services Enhanced online services leading to a better student experience and better transition for administrative workloads to increase all round efficiency. • Engaging LearnersCreating a knowledgeable economy with the intention to build a better skill-force. Having an increase in student success whilst gaining the best educational practices to achieve this.• Educational Access and Readiness Affordability, new pathways to learning, online learning, and remediation. • Accountability, Quality Assurance & Outcomes Accountability, return on investment, ensuring quality of education, instituting mechanisms that monitor and predict learning outcomes and completion rates which will aid in advancing the workforce.• GlobalizationIncrease in demand for education globally, higher and vocational education as engines of economic growth and competitiveness, student mobility. • Transformative Technology Mobile communications, Big Data, social media, benchmarking global education trends, and the introduction of Cloud computing.
  • In recent years, quality reform in education has become an issue of national priority in countries across the Gulf region. The goal of education has gone beyond simply increasing literacy levels as Gulf countries consciously move toward improving quality standards in education and developing knowledge-based economies. Expectations for improved performance are prompting higher and vocational education leaders to think more creatively about how their people, processes, and technology can work together more efficiently to support institutional goals. Anumber of disruptive phenomena have emerged, prompting colleges and universities to rethink their business models. I have included a few examples that I think are important factors of change in this region. Institutional performance and quality of serviceA challenging economy that brings into sharp relief questions about efficiency, resources, institutional performance, and accountabilityQuality of service - student service comparison / better student management and engagementEducation FocusedIncreased interest more focused on vocational education Redirection to non traditional learning - placing more focus on the vocational part of HE Future readinessMOOCs and other open learning initiatives on course and their implications for program design, IT spend, and entrepreneurial alternatives to traditional education modelsStudent and learning mobilityE-textbooks, mobile, and other technologies transforming the classroomConstituent's expectationsFaster, more flexible access to information and servicesManaging and keeping up with pace of technology changeEducation experiences that set your institution apartStudent retention and workforce developmentPressure to attract and retain local students and minimize drop out ratesTo create a knowledge –based economy
  • What makes Ellucian fundamentally different and better than other providers who want to serve you? It’s our unique combination of: Higher & Further Education Market Impact:Building on the combined strengths of our heritage organizations Datatel and SunGard Higher Education, we operate with the resources, education sector expertise, a critical mass of customer institutions, and a leading market position to create solutions that help education move forward. Long-term Partnership: Our exclusive focus is education, and we pride ourselves on knowing our customers and building long-term, collaborative partnerships to anticipate and address the evolving needs of their campus communities.This combination will serve you well today and in the years ahead. We’d love to talk more with you about the challenges you’re facing and how Ellucian can help your institution thrive in today’s dynamic environment.  
  • Overview and introduction of the college and of the presenters (Khalid Tariq and Wassem Baig)Khalid Tariq, Head of Enterprise Systems, HCTWassem Baig, Manager of Enterprise Systems, HCT The Higher Colleges of Technology supports more than 18,000 students and 2,000 staff members over 17 campusesWe have been partners since 1995 and have worked closely to better support them to reach their goals.Technology has become an inherent part for both the management and operations of the institutions, enabling them to enhance their teaching and learning. HCT was quick to embrace the solution, continuing its path of adopting new technologies that will benefit its faculty, management, staff, and students.Today, we are going to have the opportunity to see how HCT measurably improved their institutional performance, environment effectiveness and service delivery. HCT have worked hard to develop extensions and custom application that surround their core system to address some of the trends and factors that we spoke about earlier on and meet the on-going demands of the institutions.
  • Overview and introduction of the college and of the presenters (Khalid Tariq and Wassem Baig)Khalid Tariq, Head of Enterprise Systems Development, HCTWassem Baig, Manager of Enterprise Systems Implementation and Support, HCT The Higher Colleges of Technology supports more than 18,000 students and 2,000 staff members over 17 campusesWe have been partners since 1995 and have worked closely to better support them to reach their goals.Technology has become an inherent part for both the management and operations of the institutions, enabling them to enhance their teaching and learning. HCT was quick to embrace the solution, continuing its path of adopting new technologies that will benefit its faculty, management, staff, and students.Today, we are going to have the opportunity to see how HCT measurably improved their institutional performance, environment effectiveness and service delivery. HCT have worked hard to develop extensions and custom application that surround their core system to address some of the trends and factors that we spoke about earlier on and meet the on-going demands of the institutions.
  • Khalid:Central Shared Services model
  • WaseemKey Banner modules implemented and HCT-Inhouse Applications to support HCT Specific Business – Portal Applications, Other Applications that support core business. BI Strategy
  • Waseem to cover all except:Khalid:Vovici and Aggregators, Blackboard
  • Khalid
  • Khalid
  • Waseem: Transforming the approach with Business Process Modeling a step towards Full Enterprise Architecture.
  • Waseem
  • Waseem
  • Waseem:Counselor Services is available through Share Point Portal(integrated with Active Directory), which helps Counselors, Medical Staff and Special Needs Staff to:
  • Khalid
  • KhalidAdvising has been happening in HCT for a long time but was not tracked in any system.Advisors were assigned to students using Banner baseline SIAINST and SGAADVR forms.Our users constantly complained on the difficulty of doing advisor assignment individually for 20,000 students using baseline form.Launch of Batch Advisor Assignment was the solution we gave for them.We used only banner tables for this but a batch screen made a big difference in our operations.Even though advisor assignment was happening and a banner baseline report is available showing the advisees for an advisor, our advisors being non banner INB users found it very difficult to track their advisees and to perform any actions or view reports related to them.An easy solution that HCT came up with is a My Advisees screen in portal in advisor’s My Profile which they use for all their regular work.Our advisors and students tried using Banner baseline Degree audit from Faculty Self Service but got a strong feedback of not being user friendly and difficult to read and understand the program structure.A straight forward and simple solution that we came up for helping them is an Advisor Approval Form which is completely built on banner CAPP tables . We extended it further to have an advising plan and a confirmation of the plan by advisor and advisee using an online signature facility on the same form.This form being available on left click of each advisee record and on the Profile of students made it very easy accessed and efficient in use.
  • Khalid
  • Khalid
  • Khalid
  • Waseem:HCT was following Block Registration (SFAREGS)model before.In 2012, HCT decided to move to Online Registration which will give our students more flexibility in choosing their courses and schedule.With E-Advising system in place and having Banner Flexible Registration product, E-registration for undergrads seemed a quick launch for us.HCT decided to use Banner Flexible Registration for our Undergraduate and Post Graduate Students.Our management had specific requirements related to Undergraduate students E-registration.Displaying all available catalogs to them will create confusion and chance of errors while registration. Display only one catalog relevant for the current curriculum of the student was the solution recommended.This was a challenge for us to use Banner Flex Reg but to incorporate the extra requirements.But we could easily achieve it with the introduction of one extra form extension to the baseline catalog set up form (SFTVCTLG- SZTVCTLG). HCT came up with a naming convention for catalog code which helps in doing some validations.(campus, semester etc..)Register Online link launched in Student’s My profile wherein they have their advised plan, and recommended schedule for reference, clicking on which opens a page which shows the details of the catalog which matches their curriculum. Clicking on that opens Banner Flex Reg.
  • W:Talk about the Way it was implemented, discussions that has happened, pitfalls and solutions.Course Catalog & Schedule setups : SCACRSE, SSASECT, SSADETLRegistration and Fee setups: SOATERM, STVRSTS, SFARSTS, STVESTS, SFAESTS, SFARGFEOnline Registration: SSO setup (Main forms used) SFRAPROF,SFRACNFG, SFTVCTLG, SFRACTLG
  • Khalid Screen shot of Assigning Advisor
  • K:
  • W:
  • Khalid
  • Khalid
  • Waseem
  • Waseem
  • Waseem
  • Waseem:Attendance Type options include Present, Absent, Late and Late Absent.A pop up is set for teachers as a reminder to enter attendance for the periods they have not marked attendance.Weekly attendance reminder emails are set for faculty and supervisors.A pop up for students to notify and acknowledge their absence % is also set when they log into portal.Another pop up for students helps them to monitor their absences marked for each period and they can enter a reason for their absence in the pop up which will be emailed to their teacher.Recently started sending attendance warnings as SMS also to students.Attendance related Email alerts for students, faculty, advisors, section supervisors, course supervisors etc. are available.Option to track various type of comments by different staff roles are an add on to the HCT attendance system which always helps in proof submission and reference.System integrated with Class list and a specific Attendance Search available for staff to track and monitor.
  • Khalid
  • Waseem1. KPI Retention Rate for Foundation Students2. KPI Coursework - SWA Career Programs3. KPI Coursework - SWA Foundations4. KPI Graduate Employment Rate5. Admissions Tracker6. Blackboard Learn Indicators7.Coursework Vs SWA8. EC9. GradeLift10Yield Rate on 20th Day
  • Waseem1. KPI Retention Rate for Foundation Students2. KPI Coursework - SWA Career Programs3. KPI Coursework - SWA Foundations4. KPI Graduate Employment Rate5. Admissions Tracker6. Blackboard Learn Indicators7.Coursework Vs SWA8. EC9. GradeLift10Yield Rate on 20th Day

Transcript

  • 1. ellucian® & Higher Colleges of Technology & Banner-enabled Enterprise Applications Ecosystem at Higher Colleges of Technology
  • 2. ellucian® & Higher Colleges of Technology 2  Ellucian introduction  HCT overview  Banner enabled enterprise applications ecosystem  Counselor services  e-Advising and e-Registration  e-Gradebook  e-Attendance  Dashboards and analytics  Q & A Agenda
  • 3. ellucian® & Higher Colleges of Technology 3October 3, 2013 Major Trends in Higher and Further Education Student Experience & Management Services Engaging Learners Educational Access and Readiness Accountability, Quality Assurance & Outcomes Globalization Transformative Technology
  • 4. ellucian® & Higher Colleges of Technology 4October 3, 2013 Factors Driving Change in the Middle East • A challenging economy that brings into sharp relief questions about efficiency, resources, institutional performance, and accountability • Quality of service - student service comparison / better student management and engagement Institutional Performance & Quality of Service • Increased interest more focused on vocational education • Redirection to non traditional learning - placing more focus on the vocational part of HEEducation Focused • MOOCs and other open learning initiatives on course and their implications for program design, IT spend, and entrepreneurial alternatives to traditional education modelsFuture Readiness • E-textbooks, mobile, and other technologies transforming the classroom Student & Learning Mobility • Faster, more flexible access to information and services • Managing and keeping up with pace of technology change • Education experiences that set your institution apart Constituents’ Expectations • Pressure to attract and retain local students and minimize drop out rates • To create a knowledge –based economy Student Retention and Workforce Development
  • 5. ellucian® & Higher Colleges of Technology 5October 3, 2013 The Ellucian Difference Higher Education Market Impact • Significant resources • Education sector expertise • Leading market position • Large, active client base • Global solutions Long-Term Partnership • Exclusive education focus • Deep customer relationships • Collaborative partnership
  • 6. ellucian® & Higher Colleges of Technology Ellucian & The Higher Colleges of Technology  The Higher Colleges of Technology supports more than 20,000 students and 2,000 staff members over 17 campuses  We have been partners since 1995 and have worked closely to better support them to reach their goals  Technology has become an inherent part for both the management and operations of the institutions, enabling them to enhance their teaching and learning  HCT was quick to embrace the solution, continuing its path of adopting new technologies that will benefit its faculty, management, staff, and students 6October 3, 2013 - HCT, Al Ain Men’s College
  • 7. ellucian® & Higher Colleges of Technology Ellucian & The Higher Colleges of Technology  Established in 1988 – 4 colleges and 239 students  Today HCT is the largest institute in the UAE with :  17 colleges  20,000 + students  56,000 + graduates  2,000 + staff – 60 + nationalities 7October 3, 2013
  • 8. ellucian® & Higher Colleges of Technology & Banner Enabled Enterprise Applications Ecosystem
  • 9. ellucian® & Higher Colleges of Technology 9  17 campuses with 20,000 + students  2,000 + staff from 60 + countries Centralized Share Services Structure
  • 10. ellucian® & Higher Colleges of Technology 10 Banner Enabled HCT Ecosystem – An Overview
  • 11. ellucian® & Higher Colleges of Technology 11 HCT Enterprise Systems - Packaged Student, A/R, Flex Registration, Finance, HR, Advancement, Position Control Curriculum Development System Learning Management System Business Intelligence Portal Enterprise Architecture Library Information System Document Management System Scheduling Software Mehnaty (Job Search) Enterprise Feedback Management Payment Gateway eText Aggregators Help Desk/Knowledge Management
  • 12. ellucian® & Higher Colleges of Technology 12 HCT Enterprise Systems - In-house Creative Eye: Banner/Blackboard Interface InTouch Communications Manager eAdvising and eRegistration Grade Book Education Without Borders Search and Save Attendance Management System Laptrack/iTrack Program Choice Exam Scheduling eProcurement At Risk Students Assessment Bank Test Services eCafeteria Online Assessment Marking Workflow Services eGate Quality Improvement System (Institutional Effectiveness System) Counselor Services eResources Procurement Recruitment System Additional Duties System Mid Term/Final Feedback
  • 13. ellucian® & Higher Colleges of Technology 13 HCT Achievements Related to Banner 2005 • 1st in Middle East to upgrade to Banner 7 2008 • 1st outside US to upgrade to Banner 8 (3rd including US) 2009 • 1st in UAE to go live with Advancement 2010 • HCT became founding institution for Community Source Initiative 2012 • 1st in Middle East to implement Flexible Registration and TouchNet including E-Advising and E-Registration 2012 • 1st Code camp held in Middle East at HCT ADWC
  • 14. ellucian® & Higher Colleges of Technology 14 Enterprise Architecture in Process
  • 15. ellucian® & Higher Colleges of Technology & Counselor Services – Special Needs Student
  • 16. ellucian® & Higher Colleges of Technology 16 HCT known for its care and service for special needs students. HCT has more than 300 special needs students (increasing every year) , 2 counselors and 1 medical staff in each campus. Counselors tried using Banner baseline special needs tracking, but could not meet the HCT user requirements. Requirements like confidential notes, shared notes, easy tracking of special needs , reports and the need for all to be in one place with more emphasis towards secure data  emergence of Counselor Services. HCT Built In- House Application module - Counselors find it very user friendly and secure. It solved all their problems of entering these info directly in banner baseline forms. 2 major releases launched based on enhancement requests from the Counselors Committee. Counselor Services - Background
  • 17. ellucian® & Higher Colleges of Technology 17 Counselors Special Need Staff Medical Staff Application Roles
  • 18. ellucian® & Higher Colleges of Technology 18 Search Students • Provision to search students based on wide array of parameters • Serves as an entry point to the remaining features Enter Counseling Notes • Only counselors can enter this notes. They can either keep the notes confidential or can share the notes with : • Campus Counselors • Campus Medical Staff • Clinical Supervisor/Le ad Counselor • Management Enter Medical Staff Notes • Provision to enter medical notes. • Provision to track presenting issue, primary issue etc. • Register follow up actions. • Upload medical documents. • Can share notes with other medical staff or counselors. Enter Meeting/Appoin tments • Option to arrange meetings with the special need students or/and the teachers teaching those students. Enter Special Needs and Special Need Notes • Most used feature • Can mark the special need. • Medical Category associated with the special need. • Services offered for the special need. • Duration of the service. • Special Need notes. • Upload related documents. Counselor Services - Features
  • 19. ellucian® & Higher Colleges of Technology 19 Class list integration – faculty and supervisors can easily identify special need students and provide service without delay. Counselors are now more comfortable in putting their confidential notes into the system. Full history of special need students now available in one place. Reporting is efficient. Students feel more comfortable and secure in meeting and sharing their problems with counselors and medical staff. Counselor Services played a major role in making HCT one of the well known institution in Counseling & serving special need students. Counselor Services - Benefits
  • 20. ellucian® & Higher Colleges of Technology & e-Advising & e-Registration
  • 21. ellucian® & Higher Colleges of Technology 21  Baseline Banner provides screens to assign advisors to students and track advising comments  HCT Requirement was beyond that and needed a full e-Advising Application. Solution was built on top of Baseline Banner to:  Batch Advisor Assignment  My Advisees Screen on Portal  Use CAPP data to aid in advising and create “Registration Plan”  Audit Report to tally “Registration Plan” with “Actual Registrations” The Need of e-Advising
  • 22. ellucian® & Higher Colleges of Technology 22 Students Advisors Academic Services e-Advising Users
  • 23. ellucian® & Higher Colleges of Technology 23 Advisor Assignment My Advisees Advising Plan Recommended Schedule e-Advising Modules
  • 24. ellucian® & Higher Colleges of Technology 24 Display of Complete program structure Option to change and do what if analysis. Showing completed courses with grade and In progress courses. Option to select to do courses for plan. Displays pre- requisites and status completed/Not Completed Can save multiple Registration plans. Advisor and advisee can sign and confirm on a final plan which students can use for their E-registration. Recommended Courses Available schedule e-Advising Features
  • 25. ellucian® & Higher Colleges of Technology 25 Block Registration (SFAREGS) model before. In 2012, HCT decided to move to Online Registration (Banner Flexible Registration) For UG and PG students Flex Reg. displays all available catalogs. Customization done for showing only one relevant catalog by using a custom form SZTVCTLG “Register Online” link launched in Student’s My profile Student can register online Using advised plan, and recommended Schedule The Need of e-Registration
  • 26. ellucian® & Higher Colleges of Technology 26 Online Course Registration Course Catalog and Schedule Online Registration Setups Student Logs In Register / Proceed to Payment Searches Course Save the for future reference Or logs Out Register No Yes Pay later Credit Card Proceed TouchNet (Bill – Client) Credit Card / Pay Later CC Payment Details Print Pay later Receipt Print Payment Details Advising
  • 27. ellucian® & Higher Colleges of Technology 27
  • 28. ellucian® & Higher Colleges of Technology 28 Advisor Assignment(Bulk)
  • 29. ellucian® & Higher Colleges of Technology 29 My Advisees Screen
  • 30. ellucian® & Higher Colleges of Technology & e-Gradebook
  • 31. ellucian® & Higher Colleges of Technology 31  Banner baseline require to create assessment strategy for each CRN (section)  Faculties are not INB users. They use Web Interface for the all other Applications.  Banner baseline does not provide any approval workflow for assessment strategies and final grade submission.  Baseline grade book does not provide running average and grade.  Mid term Feedback – to identify at-risk students and give special consideration. The Need for HCT e-Gradebook
  • 32. ellucian® & Higher Colleges of Technology 32 e-Gradebook Modules Assessments Strategy • Assessment strategy created automatically based on course outlines. • Team Leader add Assessment's and submit it for approval. • Deans or Supervisor Approves and locks Assessments to enter grade • Once approved, it is locked. Grade Entry • Teacher enter Grades Grade Approval • Teacher submits grades. • Deans or Supervisor Approves
  • 33. ellucian® & Higher Colleges of Technology 33 e-Gradebook – Integration with Other Systems
  • 34. ellucian® & Higher Colleges of Technology 34 COURSE TEAM LEADERS COURSE SUPERVISORS / COURSE DEAN TEACHERS GRADEBOOK ADMINISTRATORS STUDENTS e-Gradebook Roles
  • 35. ellucian® & Higher Colleges of Technology & e-Attendance
  • 36. ellucian® & Higher Colleges of Technology 36 The Need for HCT e-Attendance Attendance System not available in Banner till version 8. With student based funding model, attendance data is very crucial for audit. In 2009,HCT built in house central attendance management system used by HCT faculty to track attendance and attendance warnings for the students. 2 major releases launched based on user feedback. Recently launched alternate interface through smart card also. Good Feedback from External System Auditors.
  • 37. ellucian® & Higher Colleges of Technology 37 e-Attendance Features Only faculty teaching the section can mark attendance. Locked after 5 working days from schedule date. Present, Absent, Late & Late Absent. Schedule of the sections read from Banner , attendance periods generated for dates within the teaching weeks of the semester. Holidays and semester breaks handled. Warning % calculated and updated on marking of attendance, displayed on attendance entry screen. Reminder pop up for faculty in portal. Weekly attendance reminder email for faculty and supervisors. Pop up for students to acknowledge warning %. Pop up for students to view absent periods, enter absence reason which is emailed to faculty. Recently started sending attendance warnings as SMS also to students. Campuses can manage the pop up & SMS text – Warning Settings. Attendance related Email alerts for students, faculty, advisors, section supervisors, course supervisors etc. Option to print warning letters. Option to track various type of comments by different staff roles - helps in proof submission and reference. Batch Comments Entry feature available. System integrated with Class List. Attendance Search available.
  • 38. ellucian® & Higher Colleges of Technology 38
  • 39. ellucian® & Higher Colleges of Technology & Analytics and Dashboards
  • 40. ellucian® & Higher Colleges of Technology 40 Admissions Dashboard Current Term Dashboard
  • 41. ellucian® & Higher Colleges of Technology 41 Student Enrollment Confirmation
  • 42. ellucian® & Higher Colleges of Technology & Q & A Thank you.