Presentation name or presenter name

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Advising Support Components Design Review
David Cartwright
March 19, 2008
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Agenda

• Purpose and Goals of Todays Meeting
• Design Challenges
• Mockup Review and Discussion
• Configuration
• Advising Request Requester View
• Advising Request Approver View
• Advising Request Responder View
• Advising Notes Advisor/Administrator View
• Advising Notes Student Self Service
• Wrap up and Next Steps

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Purpose and Goals

• Purpose
• Confirm that the CMS mockup adheres to the
  functionality in the Modification Request, while
  incorporating functionality available in current
  PeopleTools.
• Objectives
• Review Mockup
• Assess the layout and general content of the
  pages for usability and ease of understanding
• Achieve consensus on overall structure and design
  approach

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Design Challenges

• Advisor Request
• Exists as a Campus Modification
• Need to incorporate existing functionality and
  enhance where possible
• Focus on improved usability
• Advising Notes
• New functionality
• Need to anticipate uses, needs
• Integration with existing Advising functionality
• Accessible to students in Self Service, but need
  to be able to limit and turn off access

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Safe Harbor

• The following mockups are intended to provide an
  idea of how this system might work
• Little attempt was made to mimic the actual look
  of 8.9 pages
• The finished product may differ
• Data is entirely fictitious

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Configuration
Configuration

• The system requires that Request Types be created
  for all anticipated types of requests
• Setup Request Type for each kind of request
• Approver is optional
• Student Email is optional
• Text Blocks
• Data Entry Instruction will support HTML for
  links to policy or other material
• Student Email texts for different dispositions of
  request

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Configuration Data Entry

• Data Entry Template setup differs from campus
  version
• Multiple rows allowed
• Text entered in Data Entry Template setup
  becomes labels for data entry fields on Advising
  Request

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Configuration Responder

• Each Request Type must have at least one
  Responder attached to it
• Multiple Responders can be attached based on
  student name ranges
• Default is that Responder will be emailed when a
  request needs their attention
• Question Some Responders will get a large
  volume of requests do they need to be emailed?

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Self Service Navigation - Advisors

• Navigation
• All functionality will be available through
  left-hand navigation (CSU SA Baseline)
• Advisors can also initiate and track a request
  from Faculty Center

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Advising Request

• Choosing the Advising Request option will allow
  the Advisor to find an existing request or
  initiate a new one

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Initial View

• When initiating a new request, the Advisor is
  prompted for the Request Type

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After Selecting Request Type

• After selecting Request Type, rest of page
  populates based on setup
• Data Entry Instructions appear above the Data
  Entry template
• Data Entry Template text entered in setup
  appears as labels for free-text data entry fields
• Add Another button clears the data entry fields
  (saves to History)
• Comment field allows additional information
• Request Status for Requester, Approver (if one
  exists in setup) and Responder are displayed

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After Save

• After saving, information about request is moved
  to History section of page

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Approver View

• Approver accesses Request via left-hand
  navigation
• Reviews information in History
• Comments section is available
• Updating Approver status updates status for
  Responder and/or Requester

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Responder View

• Responder accesses Request via left-hand
  navigation
• Reviews information in History
• Comments section is available
• Updates Responder status

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Resolution

• If status is Request Closed, Resolution field
  becomes available
• Student Notified flag updated after batch
  process runs

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Advising Notes Configuration

• Before using Advising Notes, campus must set up
  Note Types
• No functionality is associated with Note Type
• For ease of grouping
• Can change over time

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Advisor Notes Self Service

• Navigation
• All functionality will be available through
  left-hand navigation (CSU SA Baseline)
• Advisors can also create and view notes from
  Faculty Center

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Add a New Value

• Selecting the Advising Notes option allows the
  Advisor to view existing notes or add a new one.

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Notes Page

• Adding a new Note
• Select a Note Topic
• Indicate whether note should be available to
  student in Self-Service
• If so, number of days
• Indicate if student is to be notified via email
• Notation added when email sent
• Enter Note
• Viewing Existing Notes
• Search for note
• Scroll through all notes

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Student Self Service

• Students can view notes that are marked Available
  in Student Self Service by clicking on hyperlink
  from Degree Progress report

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Student View

• This will bring up a grid with appropriate notes
  included

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Batch Processes

• Expiring View in Self Service
• Finds Advising Notes that have expired based on
  number of days entered
• Changes flag to No
• Email
• Identifies emails to be sent based on Advising
  Requests and Advising Notes
• Creates and sends emails

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• Questions?

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CMS Facilitating Graduation Website http//cms.cal
state.edu/T5FGI_Postings.asp
www.calstate.edu