SMARTcatalog Solution

75 %

Status

Project is 75 % complete, starting on Thu 7/18/19 and ending on Thu 4/30/20.

In Process [In Process]

75% complete, updated on Mon 8/31/20 11:22 AM by Janee Franklin (franklij)

Waiting for Christi to create a meeting to assist her with testing the curriculum management.
Quarterly check-in meeting went well.

Details

Dates
Thu 7/18/19 - Thu 4/30/20
Acct/Dept
Academic Affairs
Service
Technology Projects, Ideas, Proposals & Business Cases / Project Request
Type
Projects / General Project Request
Health
Green - On track
Portfolio(s)
Classification
Run
Created
Tue 4/9/19 12:40 PM
Modified
Mon 8/31/20 11:22 AM
Will this benefit students, staff, and/or faculty?
Faculty
Staff
Students
Is this in response to regulatory compliance?
Yes
If yes, please explain:
As an accredited SACSCOC institution PBSC is obligated to provide its students, constituents, and the public information about itself that is complete, accurate, timely, accessible, clear and sufficient.
Does the project involve software that will store employee data on the Internet/Cloud?
No
If yes, please explain:
Provide specific information on the type of data. Ex. employee first name, job title, phone number, or any other personally identifiable information.
N/A
Does the project involve software that will store student data on the Internet/Cloud?
No
If yes, please explain:
Provide specific information on the type of data. Ex. student first name, student ID, phone number, or any other personally identifiable information.
N/A
Risk of doing nothing:
Describe the impact to the business if this project is not selected for implementation.
XX
Has this project been funded?
Yes
Who will sponsor this project?
Whoever "owns" the project on behalf of the organization. The person that has overall responsibility for a project and can authorize work on the project to begin. The VP with funding authority who has provisioned funds for the project.
Vice President of Academic Affairs
Will there be vendor engagement?
Will any vendor be contracted to perform any work on this project?
Yes
Hardware One-Time Cost
0
Hardware Annual Cost
0
Hardware Supporting Information
SAAS
Software Lisences One-Time Cost
62300.00
Software Licenses Annual Cost
19900.00
Software Licenses Supporting Information
Silver Package –Catalog/Curriculum Solution
PROFESSIONAL SERVICES
Catalog/Curriculum Solution plus 6 forms and 6 workflows for curriculum management ............................ $38,900.00
TERM SOFTWARE SUBSCRIPTION, HOSTING AND SUPPORT
Term software, hosting and support—package ............................................... $19,900.00 annual fee*
*Hosting fees will escalate at a rate not to exceed 8% annually
Total cost year one, Silver Package .............................................................. $58,800.00
Years two and beyond, Silver Package ......................................................... $19,900.00 annual fee
Contractors One-Time Cost
0
Contractors Annual Cost
0
Contractors Supporting Information
A turnkey system for managing your catalog edits and review and publishing elegant,
interactive online catalogs.
Total One-Time Cost
Specify low and high end range, as applicable, for 90% certainty.
62300.00
Total Annual Cost
Specify low and high end range, as applicable, for 90% certainty.
19900.00

Description

The College's catalog solution of yester-years is no longer sufficient. The catalog is the primary front facing communication tool used for publicizing information to students, faculty, staff, accrediting agencies, federal agencies, and other stakeholders. An efficient catalog solution is needed to better leverage technology for students. Besides a more rapid release of the catalog, students need an online platforms that includes mobile devices option, and ready for use in searching information. With an effective tool, students will be guaranteed accuracy of information to compare the different programs of interest by browsing the catalog. With the College’s shift to much earlier registration periods, the catalog production time and schedule is impacted, students must now earlier access the catalog and be able to choose courses and plan schedules for coming semesters.
The catalog production process needs to be more efficient to attract students, foster enrollment growth, retention, and timely completions. The catalog solution will address multiple institutional challenges— faster production, provide searchable online documents linking to-and-from various educational policies, programs, courses, and related academic supports services and resources, respond to other IT infrastructure changes impacting catalog production, and create a dynamic interface with PBSC information which meets expectations of GenX and Millennial students.

The new solution serves to accurately align programs, services and resources and offer students, advisors and faculty ways to timely navigate information on new curricula offerings and institutional policies. The solution will better inform stakeholders about curricula offerings, policies and services, reduce catalog errors and increase accuracy of information. The current catalog utility requires significantly more staff hours than necessary to research, develop, and manage annual catalog and addendum. It causes an over-reliance on a paper tracking process, and staff hours to edit and produce information. It does not cross-reference information effectively nor make linkages efficiently to many other resources needed to update the catalog, for example the student handbook. The new solution allows advanced editing capabilities and cross-function integration with multiple web-based resources (curriculum forms, manuals, and website).
With the ERP System—Workday there is increased need for anchor terminologies and the current manual insertions of recurring information is too time consuming and risky for accurate. Guided Pathways related changes call for additional credentials and higher volumes of updates. PBSC is in need of a catalog solution that is more suitable for representing the diverse information that shapes students’ college experience and promotes their success.

Goals

  1. EXCEL - Accelerate Completion

    The catalog production process needs to be more efficient to attract students, foster retention, and timely completion of programs.

  2. EXPAND - Evaluate and Align Offerings

    The catalog production process needs to be more efficient to attract students, foster enrollment growth.

Risks

  1. Medium Impact on Other Projects

    Current funding request are numerous and competitive. This project will require prioritization given its high impact.

  2. High Missed Opportunities

    1. The College is moving toward reaffirmation. As an accredited SACSCOC institution we need to take this opportunity to meet the obligation to ensure students, constituents, and the public has a catalog that offers information that is complete, accurate, timely, accessible, clear and sufficient.
    2. Strategic call for higher completions rates. With the Guided Pathways Initiative we has more of a demand for an accurate catalog on the website for students to survey programs
    3. ERP/Workday Implementation posses a demand for a more effective catalog solution to capture increases in changes
    4. Student Services redesign call for a better catalog solution

  3. Low Unknown Technology Complexity

    Application Challenges are mounting with each publication

Stakeholders (9)

AC

Andrew Cronkhite (Student)

Informed
Informed
Tue 11/13/18 4:07 PM
Anthony Perrone (perronea)

Anthony Perrone (perronea)

Director of Project Management
Informed
Informed
Tue 11/13/18 4:06 PM
DE

David Edris (edrisd)

IT Customer Support and Qualit
Informed
Informed
Tue 11/13/18 4:07 PM
ER

Edith Robinson-Johnson (robinsoe)

Quality and Customer Services
Informed
Informed
Tue 11/13/18 4:07 PM
EM

Eric Montagnino (montage)

Technology Infrastructure Dire
Informed
Informed
Tue 11/13/18 4:07 PM
GA

Guy Albertini (albertig)

Information Security Officer
Informed
Informed
Tue 11/13/18 4:06 PM
KL

Ken Libutti (libuttik)

Chief Information Officer
Informed
Informed
Tue 11/13/18 4:08 PM
RY

Roger Yohe (yoher)

Vice President Academic Affair
Responsible
Responsible Sponsor
Tue 4/9/19 3:55 PM
VA

Velmarie Albertini (albertiv)

Dean, Curriculum
Responsible
Responsible
Tue 11/13/18 4:06 PM