FY23.1.x: Technical Design (Slate+Advising)

Executive Summary

The purpose of this document is to provide the full details of the technical solution to be used for the build of 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
  • 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?
• 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
• 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?
• 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.
• 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
  • 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
• 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

Security & Access Management

Technical Requirements

The following technical requirements must be delivered for a successful implementation of this application component:

• Import users for launch
  • System Admins
  • Advising Leadership
  • Advisors
  • Program admins and faculty (as needed)
• Define role-based security model and assign users to appropriate groups based on role
  • Include program-level grouping to further segment access based on student population
• Students should be allowed to view personal records and student-facing forms and events only