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Overview
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The purpose of this document is to provide the full details of the technical solution to be used for the build of the manual steps required within the Slate+Advising solution. Everything that is needed by the developer(s) to produce the required data model, forms and workflows will be included in this specification.
Technical Components
The following sections will detail the technical components within each functional area that are required to successfully implement this project.
Data Management
Technical Requirements
The following technical requirements must be delivered for a successful implementation of this application component:
- Incoming Data
- Create scheduled exports based on last modification date for the required data points in the following systems
- SIS
- Person data from system of record
- Registration status and history
- Canvas
- Course progress information
- SIS
- Create source formats and scheduled imports for all data noted above
- Create one-time exports from the following systems
- Slate+Admissions
- Additional personal data not available in SIS
- Job history, previous institutions, etc.
- Others?
- Additional personal data not available in SIS
- Slate+Admissions
- Create scheduled exports based on last modification date for the required data points in the following systems
- Reports and queries
- Audit queries to validate imported data
- Determine best reports for leadership view of advising status
- Not required for initial launch
Student Relationship Management
Technical Requirements
The following technical requirements must be delivered for a successful implementation of this application component:
- Define and build interaction categories required for reporting and tracking purposes
- Placeholder for specifics
- Documentation/training for sending adhoc emails directly from Slate, and using the Slate Email Gateway [via BCC] for external email clients (e.g., Gmail)
- Built-in functionality, nothing to develop
- Re-use Admissions training/documentation for this since the process will be similar
- Custom form to collect and entity to store data for notes on the student record
- Placeholder for specific field(s) and form design
- Appointment/meeting notes, others?
- Determine whether it is better to use Interactions, particularly for attached document support
- Placeholder for specific field(s) and form design
- Custom form(s) to collect information from students as required to support requests and process flows and store in the student profile
- Placeholder for specific forms and processes
- E.g., program change requests, leave of absence requests, others?
- Placeholder for specific forms and processes
- Custom tab for Advisors with student history, current registrations
- Streamline immediate actions that can be taken based on the data that is displayed
- E.g., button to send a message when student hasn't registered yet, etc.
- Streamline immediate actions that can be taken based on the data that is displayed
- Student portal to show relevant details to students, including their history, interactions with advising, upcoming events, others?
Event & Appointment Management
Technical Requirements
The following technical requirements must be delivered for a successful implementation of this application component:
- For Advisors
- Event Folders
- Define the folder locations based on the expected types of events
- Registration Webinars
- Advising Appointments
- Define the folder locations based on the expected types of events
- Event Templates for Registration Webinars
- Default settings stored in the template
- Includes defined email communications for typical milestones
- Event announcements, RSVP instructions, upcoming date reminders, follow-up after attendance or no show
- Event Templates for Advising Appointments
- Default settings stored in the template
- Includes defined email communications for typical milestones
- Upcoming date reminders, follow-up after attendance or no show
- Documentation and validation of Google Calendar feeds to Slate calendar
- Event Folders
- For Students
- Form to see primary advisor's calendar for availability and book an appointment
- Personal calendar view of scheduled appointments and events with Advising
- Allow update and delete to scheduled entries
- INVESTIGATE: Sync personal Google calendar events
Communications & Outreach
Technical Requirements
The following technical requirements must be delivered for a successful implementation of this application component:
- For Advisors
- Message templates for common communications
- Registration reminders
- Welcome to SPS
- Events (see Event & Appointment Management)
- Student-specific messages based on population criteria
- Hold notifications
- General message templates for ad-hoc announcements via email
- Interaction categories and processes for any channels that are not covered by other areas
- Phone calls, Zoom meetings
- Message templates for common communications
Security & Access Management
Technical Requirements
The following technical requirements must be delivered for a successful implementation of this application component:
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- System Admins
- Advising Leadership
- Advisors
- Program admins and faculty (as needed)
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- Include program-level grouping to further segment access based on student population
instance whenever a new term is imminent. Over time, this list of tasks should decrease as more processes are automated.
Actions
Each of the sections below must be completed for each new term. The timing for this should coincide with the open enrollment date for the term.
Add New Advising Term Prompt
- Go to Database > Prompts
- Click advising_term
- Click the "New Prompt" link.
- For Folder, select "Advising."
- For Value, enter the season and year (e.g. "Fall 2024").
- For Export Value, enter a 5 digit code where the first for digits are the year and the fifth digit is the term number where Spring = 1, Summer = 2, and Fall = 3 (e.g. Fall 2024 → 20243).
- Click the "Save" button.
Update SIS Import Configuration
- Remap Student Core Records
- Go to Database > Source Formats
- Click Student Core Records
- Click the "Remap" button.
- Click the "Prompt Value Mappings" link.
- Click the "Latest_Registered_Term" link.
- In the "Destination Value" textbox next to the newly added term, enter the season and year (e.g. "Spring 2024").
- Click the "Retroactive Refresh" link.
- Click the textbox to select all in each of the two tables.
- Click the "Retroactive Refresh" button.
- Remap Course Enrollments
- Go to Database > Source Formats
- Click Course Enrollments
- Click the "Remap" button.
- Click the "Prompt Value Mappings" link.
- Click the "Term Identifier" link.
- In the "Destination Value" textbox next to the newly added term, enter the season and year (e.g. "Spring 2024").
- Click the "Retroactive Refresh" link.
- Click the textbox to select all in each of the two tables.
- Click the "Retroactive Refresh" button.
Update Advisor Snapshot Dashboard
Update the underlying query
- In the Git repository, go to the file slate_advising > dashboard > advisor_snapshot.html.
- Find the "if latest-registered-term-id = (current latest term)" statement.
- Update the statement to reflect the newly created term id.
- Update the text for the else case to reflect the newly created term.
- Save and commit the changes.
- Copy the full text of the file.
- In Slate, Click Database > Queries > Active Student Snapshot
- Click the "Edit Dashboard" button.
- Click the Source button.
- Overwrite the code with the contents of the advisor_snapshot.html file.
- Click the "OK" button.
- Click the "Save" button.
- Click the Source button.
Update Dashboard Landing Page
Update the widgets
- Click the "Queries" icon.
- Click the "Widget" icon (which looks like a pie chart).
- Click the "Homepage - All Statistics" link.
- On the chart "Registered for...," click the "Edit Chart" link.
- Change the "Title" textbox to reflect the newly added term.
- Click "Latest Term Registered" filter.
- Select the newly created term.
- Click the "Save" button.
- Click the "Save" button.
- Repeat the above steps for the "Unregistered for..." chart and the "Students Registered for..." chart.
- Return to the "Widgets" screen.
- Click the "Homepage - My Caseload" link.
- Click the "Registration Status..." link.
- Change the "Title" textbox to reflect the newly added term.
- Click "Latest Term Registered" filter.
- Select the newly created term.
- Click the "Save" button.
- Click the "Save" button.
Update Queries
- Click the "Queries" icon.
- Click the "My Students to Validate" query.
- Click the "Edit Query" button.
- Click the "Latest Term Validated by Advisor" filter.
- Select the newly created term.
- Click the "Save" button.
Forms
- The Certification for Professional Achievement form has a dropdown list of the month and year in which the student anticipates graduating. After October, the menu options should be updated to the subsequent two years.