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Functional Requirements

  • Athena to Slate Sync
    • Create a source format to import Athena data.
    • Athena data will not populate students' opt-out lists. Therefore, create a portal that simplifies the process of setting students' message groups in Slate.

Technical Requirements

  • Security and Access Management
    • Import users for launch
      • Alumni Relations - Admin and Staff
      • Program Admins
    • Define role-based security model and assign users to appropriate groups based on role
      • Roles needs to clearly separate the communications-centric needs of the Alumni and Programs from the Advising functionality
        • No student information beyond the contact details and population queries should be available to Slate+Alumni user group (unless there is administrative overlap in roles that should allow access) 
      • Include program-level grouping to further segment access to program-specific student populations

Data Requirements

  • Incoming Data
    • Create scheduled exports based on last modification date for the required data points in the following systems
      • SIS
        • This is already covered by the Advising project data feeds
      • Athena
        • Preferred email, address, limited demographics, and flags for communication restrictions captured at OAD
    • Create source formats and scheduled imports for all data noted above
    • Create manual formats and processes for importing any data not managed in source systems
      • None currently identified; though the idea is to support non-alumni imports, such as organization contacts
  • Outgoing Data
    • Create scheduled exports for the following systems
      • Athena
        • Granular opt-out values based on the Athena integration project definition
  • Managing Data
    • Create forms for adding/editing any manually sourced data points
    • Automatically imported records need to be updated in the system of record (e.g., Athena, SIS)
  • Reports and queries
    • Audit queries to validate imported data
    • Determine best reports for leadership and users to validate and monitor performance

Technical Design

  • Database Ops / Feeds
    • Automate incoming data feed per technical specifications
      • From Athena (in development)
        • Requires opt-out data fields for all Athena categories
        • New field for Athena UID
    • Automate outgoing data feed per technical specifications
      • To Athena
        • SPS opt-out values
        • Universal identifier (TBD)
  • Security and Access Management
    • Create a security model that supports four unique realms to serve the three utility functions
      • Advising
      • Alumni
      • Programs
      • Communications (for Slate+SPS initiative)
    • Create roles to control access to functionality based on business function
    • Update permissions on all existing objects to ensure proper access based on role and need
    • Create security documentation to define what permissions to apply to future objects based on the defined roles and realms
    • Add populations to users based on security requirements
    • Restrictions Management (Opt-outs)
      • Form to capture granular opt-in and opt-out for SPS communications
        • Align communication categories with Athena, and require designation in all communications sent through Slate
          • Categories provided in Athena integration docs
        • Ensure that all restrictions are honored across all communications
  • Populations
    • Create the populations for each of the defined population groups
    • Create population rules to assign records to the appropriate population(s) based on defined criteria
    • Create queries based on populations and ensure permissions adhere to security model
  • Landing Page
    • Create separate homepage widgets for the Alumni realm highlighting relevant information
      • Actual widgets TBD
  • Communications / Deliver
    • Use the Designer functionality for all standard communications
      • Create components for all of the potential elements that are included in a standard mailing
      • Create templates for each type of message that requires a specific layout
      • Create a simple template that can flex its layout depending on the components in use
    • Create template(s) in simple HTML to accommodate truly unique designs that fall outside of the designer components
      • May require content blocks for shared/reused messages





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