Setting the Stage for Success: Strategies for a Successful StudentEducational Planner Implementation
- Decisions who will own and maintain - discuss & decide as a team - write it down
- Shepherd settings
- STO and SEP tables
- Group permissions (keys) for user classes
- Templates
- Plans on student records
- Plan Creation, Modification, Maintenance, and Views
- Who will create plans
- Who will modify and maintain student plans
- Who will approve student plans and/or lock (most picked advisor)
- What views will you make available for (Edit, Calendar, edit, Notes, Planner Audit)
- Advisors and/or Faculty
- Administrators, Deans, Department Heads
- Students
- Template Creation Strategies
- Utilize existing resources
- Study Paths
- Spreadsheets
- Word documents
- Term Schedules
- Degree Based (AS, BS, Certificate)
- Fall, Spring, Summer starts
- Decide how to handle it as a team
- Placeholders - when and why
- Non-Course requirements
- Test scores
- GPA requirements
- Choice requirements and SEPPOINTERs
- Institutional specific requirements
- You might want to...
- Create CORE templates that you can then "save as" for most degree programs
- Create one master template for each degree - "save as" for a variety of term schemes
- Work smarter not harder - call a friend, talk to a peer institution
- Host departmental review and record approval as internal note on templates
- Business Process Reengineering and Development
- Review old processes (workflows) prior to reengineering
- Identify strengths and weaknesses
- Talk about "we've always done it this way" mentality
- Map new processes (workflows) for using the SEP
- Organize based on outcomes instead of tasks when possible
- Identify decision points where the work is actually performed
- Build control/approval into the process/workflow
- Automate where possible related to non-value added tasks
- Capture information once at the source
- Change management and continuous improvement
- Make change as a process - review, rewrite, report
- Revisit processes and workflows often
- Identify obstacles, drag, and tension
- Survey user base for feedback
- Practice what you preach
- Enlist others to practice the workflow (in theory)
- Solicit administration support (trickle-down)
- Consider the culture
- Pilot Groups versus Organic Adoption
- Pilot Group
- Pros
- Great way to document lessons learned
- Tests effectiveness of planned business processes
- Uncovers hiccups that could slow down related tasks
- Cons
- Might signal doubt to students, and employees, it not carefully explained
- Potential for data and information to be load in translation
- Short window of time for training
- Organic Adoption
- Pros
- Allows side-by-side comparison - new versus old methodology
- Uses can explore and lear at their own pace
- Encourages grass roots buzz regarding was of usefulness amount students, faculty and staff
- Possibly easy to measure use over time
- Cons
- Possible negative talk from "old times" who do not want to change/adopt new technology
- Possibility dual systems use until adoption institution wide
- Training - Who, What, When, and How
- Who
- Students
- Faculty and Advisors
- Administrators
- Registrar's Office Staff
- Financial Aid Staff
- What
- SEP basics for Students
- What can they see
- What is the process for change
- Who approves their plan
- SEP basics for faculty, Advisors, and other key personnel
- Understanding and applying templates
- Modification of plans - active, locked, tracking, etc.
- Template creation and maintenance
- When
- Faculty, Advisors, and other key personnel
- As soon as possible
- Adoption method does not influence this training point
- Students
- Depends on the adoption methodology
- Pilot group - immediate training
- Organic adoption - wait and see approach
- How
- Methods
- Train the trainer
- One-on-one
- Classroom instruction
- Delivery
- Webinars
- Videos
- Hands-on sessions
- Results (Outcomes)
- Summary
