FY23.2.x: Functional Design (Slate+Advising)

Executive Summary

The purpose of this document is to detail the functional design of the tools that will be used to facilitate the Slate+Advising Platform that will be deployed with this project.  It will be supplemented with a more detailed Technical Design that covers the specifics of the application elements that will comprise the overall toolchain.

Functional Components

The following sections will detail the functional components that are required to successfully implement this project.

Student Relationship Management

Purpose

A critical requirement for all advising team members is to have a comprehensive view of the students that they are tasked with advising. This includes contact information, as well as a view of their progress in the program, and a complete history of the interactions with the advising team.

Functional Requirements

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

• Collect information from students as required to support requests and process flows and store in the student profile
  • Workflows to be defined in the technical specification, but some candidates are program change requests, leave of absence requests, etc.

Communications & Outreach

Purpose

The Advising team needs to be able to effectively communicate with all of their advisees as part of their responsibilities. While email is the primary channel, other communications channels will need to be supported for interaction tracking.

Functional Requirements

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

• For Advisors
  • Referral email communications for commonly distributed messages
    

Data Management

Purpose

In order to facilitate all of the functionality required of the Slate+Advising implementation, data will need to be sourced from a number of upstream systems, both initially and through on going feeds or integrations. Whenever possible, data should be automatically imported and synchronized with source systems to ensure efficient operations.

Functional Requirements

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

• Incoming Data
  • Automated synchronization of all required fields from the following systems
    • SIS
    • Lenel (photos)

Security & Access Management

Purpose

Given the sensitive nature of student data, and the limits on who should be able to access student records, it is critical that the security model tightly controls who can access records based on their business needs.

Functional Requirements

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

• For Leadership and cross-functional stakeholders
  • Allow access to all relevant student records, workflows, and templates based on organizational role
• For Advisors
  • Allow access to all relevant student records, workflows, and templates based on organizational role