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.
Banner Enabled Enterprise Applications Ecosystem at Hct - Ankabut Presentation
1. ellucian® & Higher Colleges of Technology
&
Banner-enabled Enterprise
Applications Ecosystem at
Higher Colleges of
Technology
2. ellucian® & Higher Colleges of Technology
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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
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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
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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
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17 campuses with 20,000 + students
2,000 + staff from 60 + countries
Centralized Share Services Structure
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Banner Enabled HCT Ecosystem – An
Overview
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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
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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
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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
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Enterprise Architecture in Process
15. ellucian® & Higher Colleges of Technology
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Counselor Services –
Special Needs Student
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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
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Counselors
Special
Need
Staff
Medical
Staff
Application Roles
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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
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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
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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
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Students
Advisors
Academic
Services
e-Advising Users
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Advisor
Assignment
My Advisees Advising Plan
Recommended
Schedule
e-Advising Modules
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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
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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
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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
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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
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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
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e-Gradebook – Integration with Other
Systems
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COURSE TEAM
LEADERS
COURSE
SUPERVISORS /
COURSE DEAN
TEACHERS
GRADEBOOK
ADMINISTRATORS
STUDENTS
e-Gradebook Roles
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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.
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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.
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