Northern Virginia Community College Kickoff

Transcription

Northern VirginiaCommunity College KickoffJune 26, 2017 2016 The Advisory Board Company eab.com

ROAD MAP1Components of Navigate2Workflow Implications Review and Discussion3NOVA Implementation Timeline & Review4Navigate Live Demonstration 2016 The Advisory Board Company eab.com2

Navigate Student - Onboarding FunctionalitySupporting Students Preparing For Day 1Personalized Path (Also Available on Mobile App) Single Source of Truth: All major milestones andto-do’s collected in one place On-Boarding Simplified: Turns the intake processfrom a maze into a straight line Intelligent: Automatically updates and customizesmilestones for individual student needs 2016 The Advisory Board Company eab.comProgram Picker (Also Available on Mobile App) Best-Fit Program Selection: Powerfulalgorithm combines students’ interests,availability, academic needs and goals tosuggest best-fit programs Side-by-side comparison: Provides keyprogram information, including employmentinformation, classes, tuition costs, typicalsalary, and financial aid eligibility to drivemore informed student decision-making3

Navigate Student - Planning & SchedulingSupporting Clear Pathway and Best Fit ScheduleIntelligent Academic PlanningPersonalized Calendar Collaborative Academic Plan Creation:Updates with changing student preferences (parttime/full-time, program changes,) based onGuided Pathways curriculum. Student-Centered Overview: Takes intoaccount students’ academic plan, commute,availability, online courses, and necessary studyhours Course Recommendation: Providing the mostefficient academic plan suggestions to students,offering a simpler way to select courses. Flexible Term-to-Term Updates: Trackattempted, completed, and remaining courses,including transfer, pre- and co-requisite rules.Real-time updatesAdjustable: Preferences can be changed termto-term to remain relevant to students’ busylives, as well as real-time course sectionadjustments One-Click Registration: Integration withPeopleSoft for student registration throughNavigate platform. 2016 The Advisory Board Company eab.com4

ROAD MAP1Components of Navigate2Workflow Implications Review and Discussion3NOVA Implementation Timeline & Review4Navigate Live Demonstration 2016 The Advisory Board Company eab.com5

Reviewing Processes For Each PhaseStudent and Administration WorkflowsAcademic Planning & SchedulingProgram course electives, buildwith Guided Pathways in mind orfull choice?Corequisites and Prerequisites,process for updating and keepingcurrent?Academic Curriculum Changes,timeframe and review for newstudents?Timing and review of sectionupdates?Will students be required to planwith Navigate or phase for new? 2016 The Advisory Board Company eab.comAdvising WorkflowWhere will Advisors take notes orprovide reports?What tools are expected to be usedduring an advising session?How are students and Advisorsscheduling appointments, both canschedule or only advisors?How are advisors currentlyassigned to students? Update?Responsibility for pro-activeoutreach stays with professional orfaculty or mix model?6

Getting the House in Order8College Leaders Sit Down With Arapahoe FacultyFew on Campus See Value inLong List of Elective Options75%Making It Real for FacultyPercent of studentsenrolled in top 20 mostpopular coursesFaculty have idea ofideal courses to takefor programs, but notsystematized anywhereFight or Flight:Behavioraleconomicsresearch revealsimportance ofminimizingnumber of optionsto facilitatedifficult choices 2016 The Advisory Board Company eab.com1Ask faculty to write an idealschedule for first two terms of anAssociate of Arts degree program2Discuss as a group why certaincourses were chosen over others3Explain merits of streamliningacademic plans to support on-timecompletion

Creating Clear Academic Pathways9Different Stages of Curricular Redesign Helped Garner Faculty, Staff Buy-inHow GSU Perimeter Created Pathways3 Advisors3Weeks FacultyChairs &Associates Feedbackto updatefor students G1First-gencurricular map Minimal faculty input in initial build phase Three advisors from centralized advisingoffice mapping existing curriculum Each map contain many general electivesG2 Replaced general electives with facultyrecommendations for successSecond-gencurricular map Trained frontline advisors with facultyand advising administration inputLessons LearnedTrain key leaders inproject management andcrucial conversations 2016 The Advisory Board Company eab.comHave plannedmeetings to reviewand enhance mapsHost process mappingsessions to explain howmaps should be used

Supporting Processes With TechnologyConfiguration and Workflow DecisionsOnboarding & Program ExplorerCommunicationWhat are the steps to enrollment &in what expected order?Market Navigate, so students haveopportunities to use/know about it?Will the student experience expectNavigate interaction by X step?When will we include in Orientationor First Year Experience classes?Where will students receiveNavigate login information? Wherewill it be for easy access post 1stcommunication?Sharing internal expectation andgoals for adoption and use forreporting needs? Also processupdates?How will training staff to includeNavigate and enrollment steps inconversations?Creating campus culture forstudent success and Navigate? 2016 The Advisory Board Company eab.com10

Western Wyoming Community College11Communication and Utilization to DateWestern WyomingCommunity CollegeDirecting Students to Navigate Rock Springs, WY 3,200 Students Joined Navigatein May 2015 2016 The Advisory Board Company eab.comAcceptance Letter:Generated and sentevery 2 hoursdirecting students toNavigateEmail Campaign:Personalized emailssent on a weeklybasis to students whohave not logged intoNavigateAdvising Support:Dedicated time inadvising appt. toreview the studentpath and assist withacademic planningNavigate UtilizationWestern Enrollment38%89%Percent of first time applicantswho logged into NavigatePercent of those studentswho went on to enroll

Communication13Onboarding CommunicationPeaks Peak Community Collegewelcome email to appliedstudentsSteps For Adoption1. Every applied student receivesnotification to login toNavigate2. If a student has not appliedfor FAFSA or has notregistered they will receiveweekly to their personal emailEarly Results 2016 The Advisory Board Company eab.com More than half of currentenrolled students usedNavigate to prepare for Day 1. Enrollment is up 2% acrossall populations

ROAD MAP1Components of Navigate2Workflow Implications Review and Discussion3NOVA Implementation Timeline & Review4Navigate Live Demonstration 2016 The Advisory Board Company eab.com14

Overall Project Plan for Implementation – NOVAPhases & Deliverables across Project TimelineNavigate Project TimelineJune 2017PlanningJuly 2017Designingand BuildingJanuary 2018Training and TestingMarch 2018LaunchRepresentative Activities:Representative Activities:Representative Activities:Representative Activities: Determine leadership teamand commence bi-weeklyleadership calls with EABand VCCS Review consultantopportunity assessment fromkickoff findings Run student user experiencesessions to ensure Navigatecontent provides the beststudent experience Launch Navigate Student andCampus with all students andstaff Schedule and completekickoff onsite to mapinstitutional processes andsurface workflow decisionsKey Onsites: Kickoff Begin onboarding andadvising Navigateconfigurations aligned toNOVA’s overall strategicprioritiesOpportunity Assessment NOVA-wide advisor and stafftrainings on NavigateStudent and Campus led byEAB and NOVA designatedspecialists on each campusUser Experience Testing;Advisor Training Monitor key utilization andvalue metrics aligned withNOVA’s strategic goals Identify best practices andareas for improvementTo Be DeterminedMajor Member DeliverablesEnrollmentPain Point Audit Onboarding performanceAssessment Identify major barriersto enrollment for focusduring changemanagement 2016 The Advisory Board Company eab.comGuidedImplementationBlueprint Step-by-step work planoutlines key tasks,owners, and due dates fortimely platformconfiguration Real-time updates on BoxAdvisingTraining Guide Advising manual outliningexpectations and staff andstudent workflows inNavigateCampusCommunicationToolkit Mass marketing toolkitincludes email templates,promotional posters, etc. All materials customizableto each member campus15

Designing and Building: OnboardingConfiguration and Workflow DecisionsOnboarding & Program ExplorerFunctional Decisions & Requirements:Onboarding & Program ExplorerWorkflow Decisions & Requirements: NOVA Leadership Team to confirmMyPath EventsWhat are the steps to enrollment &in what expected order? NOVA Build Teams to edit VCCS MyPathcontent and create new content tied toNOVA onboarding processesWill the student experience expectNavigate interaction by X step? NOVA Build Teams to identify andconfigure Navigate Topics NOVA Build Teams to confirm MyPathNotifications NOVA Build Teams to update all activeProgram Descriptions NOVA Build Teams to map NavigateInterest Areas to active NOVA programs 2016 The Advisory Board Company eab.comWhere will students receiveNavigate login information? Wherewill it be for easy access post 1stcommunication?How will training staff to includeNavigate and enrollment steps inconversations?16

Designing and Building: Academic PlanningConfiguration and Workflow DecisionsAcademic Planning FunctionalDecisions and Requirements: NOVA to update and confirm allacademic plans in PeopleSoft NOVA to ensure that course groups donot have more than 7 courses NOVA to update all course prerequisites and co-requisites NOVA to update all course descriptionsAcademic Planning WorkflowDecisions and Requirements:Program course electives, buildwith Guided Pathways in mind orfull choice?Corequisites and Prerequisites,process for updating and keepingcurrent?Academic Curriculum Changes,timeframe and review for newstudents?Timing and review of sectionupdates? 2016 The Advisory Board Company eab.com17

Designing and Building: AdvisingConfiguration and Workflow DecisionsAdvising Functional Decisions andRequirements:Advising Workflow Decisions andRequirements: NOVA to map student services andlocations for appointment schedulingWhere will Advisors take notes orprovide reports? NOVA to review VCCS casemanagement recommendationsconfigure alert and case managementworkflowWhat tools are expected to be usedduring an advising session? NOVA to review VCCS progress reportrecommendations and configure thereports in NavigateHow are students and Advisorsscheduling appointments, both canschedule or only advisors? NOVA to define and configure userroles and permissionsHow are advisors currentlyassigned to students? Update?Responsibility for pro-activeoutreach stays with professional orfaculty or mix model? 2016 The Advisory Board Company eab.com19

ROAD MAP1Components of Navigate2Workflow Implications Review and Discussion3NOVA Implementation Timeline & Review4Navigate Live Demonstration 2016 The Advisory Board Company eab.com20

22Process Mapping:AdvisingReview of Current and Ideal Advising Organization 2016 The Advisory Board Company eab.com

Reflecting On Your Advising Program Strategy23Understanding the Advising Operations & StructureSix Areas of Evaluation123456Mission ogyTraining &DevelopmentPolicies StrategyAligningStructure toStrategyLeveragingTechnology forImpactMaximizingHuman CapitalandEffectivenessImplementingBest-Practices forEffectiveAdvisingMotivatingAdvisor andProgramPerformanceAre weorganizedappropriately tosupport ourstudents andachieve ourgoals?Are wemaximizing ouruse oftechnology toimprove theway we supportstudents?Does ourprogram enablefaculty andstaff to providethe beststudent servicepossible?Does ouradvisingprogram clearlyarticulate andcommunicateits mission androles? 2016 The Advisory Board Company eab.comDo we havepractices,policies, andprocesses thatpromote thehighest qualityadvising?Do we havestructures inplace to instillaccountabilityand drive theprogramtoward betteroutcomes?

Reflecting On Your Advising Program Strategy24Understanding the Advising Operations & StructureSix Areas of Evaluation123456Mission ogyTraining &DevelopmentPolicies StrategyAligningStructure toStrategyLeveragingTechnology forImpactMaximizingHuman CapitalandEffectivenessImplementingBest-Practices forEffectiveAdvisingMotivatingAdvisor andProgramPerformanceAre weorganizedappropriately tosupport ourstudents andachieve ourgoals?Are wemaximizing ouruse oftechnology toimprove theway we supportstudents?Does ourprogram enablefaculty andstaff to providethe beststudent servicepossible?Do we havepractices,policies, andprocesses thatpromote thehighest qualityadvising?Do we havestructures inplace to instillaccountabilityand drive theprogramtoward betteroutcomes?Does ouradvisingprogram clearlyarticulate andcommunicateits mission androles? 2016 The Advisory Board Company eab.com

Next Steps12523Coordinate StructureOpportunity AssessmentBuild & ImplementContinued learning &Implementation structureFunction specific needs &workflow definitionsIntegrating TechnologyDetermine whichprocesses need decisionswith priority. Work withNOVA for additional buildteam and leadershiplearnings.Begin clear workflowdefinitions and processes.Create training andimplementation timelinesfor roll-out strategies.Build and execute onprocess changes andsupport structures. Workagainst priority of updatesand needs for NOVAstrategy. 2016 The Advisory Board Company eab.com

Student Success CollaborativeNavigateVCCS Wave 1 Kickoff Agenda - NOVASchedule June 26th (Revised)Time8:30am – 8:40amSessionGoalsShauna DavisWelcomeIntroductions and level setting the day8:40am – 8:50amNOVA’s Strategic FocusOverview of NOVA’s strategic plan andhow NAVIGATE fits in the bigger picture8:50am – 9:20amOverview of SSCComponentsDeep dive breakdown of the entire SSCpackage, named features andfunctionalityEAB Leadership Team9:20am – 9:55amWorkflow ImplicationsDiscussion on how Navigate impactsworkflow, business processes, andexamples of large colleges usingNAVIGATE (lessons learned)EAB Leadership Team9:55am – 10:15amNOVA’s ImplementationPlanOverview of NOVA’s implementationtimeline, components of that timeline,and the college involvement processEAB Leadership TeamVCCSDr. SchiavelliNorthern Virginia CC15 Minute Break10:15am – 11:45am11:45am – 12:15pmLive PlatformDemonstrationProcess MappingExercise 1.Ideal Student Onboarding12:15pm – 1:00pmProcess MappingExercise 2.Student Onboarding andOrientationLive demonstration of Navigate platformw/ Q&A (all functionality and workflowimplications highlighted)EAB Leadership TeamDefine the ideal onboarding experiencefor students at NVCC - ideal workflow forincoming students and how/when astudent should access information whenfirst joining campusAll ParticipantsUnderstand the current state of how astudent accesses information when firstjoining campus (including welcomenotices, materials shared andorientation). Also, understandcommunications from all offices oncampus to studentsAll Participants1 Hour Lunch2:00pm – 2:45pm 2015 The Advisory Board CompanyProcess MappingExercise 3.Student Program andCourse SelectionUnderstand the process of how studentschange programs and courses includingoutside assistance (required orrecommended) such as advising orfaculty1All Participantseab.com

Time2:45pm – 4:15pmSessionProcess MappingExercise 4.Advising4:15pm – 4:45pm 2015 The Advisory Board CompanyWrap-Up and Next StepsGoalsOverview of 7 key components and bestpractices. Discussion on what does anddoes not exist at NOVA. Current studentexperience and ideal design. How aretechnologies leveraged? How willNavigate support an ideal design? Whatis NOVA’s plan/goal for the ideal advisingprocess?Wrap-up onsite, discuss outstandingissues to resolve, and review next steps2All ParticipantsAll Participantseab.com

PlanningGuidanceSuggested Room Requirements for Each SessionAll Sessions§ Projection, Internet Access§ Markers, Process Mapping Paper (‘butcher’ type roll of paper)Session AttendeesProcess Mapping (including Program Leadership Team) Student AdvisingOther Campus/Site representatives (including online/distance learning)Financial AidBursarAdmissionsProvost/Academic Affairs StaffAdditional staff owning the student onboarding processStudent Affairs/Student Activities StaffCampus IT/Help DeskCommunications experts/key staffAdditional ConsiderationsRoom ConfigurationExcept in the case of very large groups, we prefer conference-style rooms whereeveryone is able to face one another. For the process mapping sessions, rooms withlarge whiteboards are ideal otherwise spaces where process mapping paper can beplaced on the walls.ParkingPlease let us know the best location to park in proximity to the buildings in whichmeetings will be held. Please also tell us where or from whom we should retrieve anynecessary parking passes. 2015 The Advisory Board Company3eab.com

VIP-PASS Implementation ProjectTarget for Implementation at Scale: Fall 2018 registration (March 2018 go live)Project Sponsor: Mel Schiavelli, Executive VP NVCCLeadership dvisingand Training TeamOnboarding TeamCommunicationsTeamAugust 1, 2017MEMBERSHIPGeorge Gabriel, VP, Student Success, ConvenerSteve Sachs, VP, Instructional and Information TechnologySteve Partridge, VP Workforce DevelopmentJulie Leidig, ProvostSheri Robertson, AVP, Academic ServicesKeri Bowman, Director, Student SuccessJennifer Lerner, AVP, e-LearningAlison Thimblin, Academic DeanEllen Fancher-Ruiz, Dean of StudentsKathy Bohnsted, LTR DeanRESPONSIBILITIESSheri Robertson, ConvenerPam Hilbert, ProvostJulia Brown, Transfer ServicesPreston Davis, ELIBarb Canfield, Academic DeanEllen Fancher-Ruiz, Dean of StudentsBobbie GershmanMary CharlezaNate CarterEsther Perantoni, Workforce George Gabriel, ConvenerMolly Lynch, ProvostKeri Bowman, Director, StudentSuccessBeatrice McKeithen, Dean ofStudentsBeth Harper, AVP, StudentServicesAlison Thimblin, Academic DeanCynthia Pascal, Student ServicesRhonda Myers, GPS CoordinatorKaran Srinivas, Coordinator,Student SuccessAlka Gandhi, FacultyPaige Highsmith, FacultyAllison McElfresh, 1st YearAdvisorMary Ahn, CounselorJoan Zanders, Director,Financial AidFran Troy, PathwaysMark Mannheimer, StudentSuccess Keri Bowman, Director,Student Success, ConvenerAnnette Haggray, ProvostMark Mannheimer, Asst.Director, Student SuccessMichael Turner, Dean ofStudentsKat Hitchcock, Academic DeanMarc D’AntonioCathy Hall, HSORSheri Anna Brown, Assoc. DeanKatie AimoneTanneh Kamara, GPSCoordinatorLacey Faunce, 1st Year AdvisorKelly Usher, FacultyK.V. White, FacultyShannon Ingram, PathwayTamaica Jackson, HSOR Steve Sachs, ConvenerElizabeth Weatherly, VPAdvancementKaran Srinivas, Coordinator,Student SuccessWhitney Hammond, HSORPascale Brown, First YearAdvisorCharles Korn, FacultyTony Vu, WebmasterSue Picard, ELI TechnologyDebbie Wyne, Dean ofStudentsKirstin Riddick, InstructionalServices (AL)Alicia Tucker, Asst. DeanAcademic DeanFaculty Assign, monitor, and adjust tasks anddeadlines to Action TeamsReview reports from action teams (atleast twice monthly)Guide student to a best-fit program andtimely completion of required coursesbased on Informed PathwaysPrepare detailed informed pathways in acommon format for every program, eachstudent category, each initial academicplan and transfer partnerConsider possibility and feasibility ofstcommon 1 semester cohortspossibilitiesEnsure students are prepared, supportedand aware of all campus resourcesConfigure student services, help pageand Tier I supportCohort managementOrganize

NOVA to ensure that course groups do not have more than 7 courses NOVA to update all course pre-requisites and co-requisites NOVA to update all course descriptions Academic Planning Workflow Decisions and Requirements: Program course electives, build with Guided Pathway