rethink psu, october 2015 status report · overview status report / october 2015 colleagues - i am...

1 reTHINK PSU

OVERVIEW STATUS REPORT / OCTOBER 2015

Colleagues -

I am pleased to share the first reTHINK PSU status report after the completion of Provost’s Challenge. Project leads, teams, sponsors, project managers and unit directors are moving forward projects that are improving the experiences of PSU students.

Highlights •Completion of Provost’s Challenge. Please see the updated website and final

status report.

•Completed projects: Toolkit for Online Learners & Faculty, led by Nicolle DuPont, Associate Registrar; launch of PSU Online (http://www.pdx.edu/psu-online/), led by Johannes De Gruyter, Executive Director, Office of Academic Innovation; Online Career Exploration Class, led by Annie Thompson, Advising & Career Services; Degree Audit System Upgrade, led by Kathy Thomas, Associate Registrar; and Course Schedule Planner, also led by Kathy.

•reTHINK PSU feature video (thanks to Sarah Traxler and Brandi Bush Bergkvist for their behind-the-scenes work to make this happen).

• In the first four days of going live the Course Schedule Planner (a dynamic course planning tool) had the following use: •3,086 unique users accessed the Schedule Planner •1,415 unique courses were added to a ‘plan’ •688 unique sections were ‘locked’ in a plan •719 breaks were created.

Thank you to everyone for their contributions.

Sukhwant Jhaj Vice Provost for Academic Innovation and Student Success,

Office of Academic Affairs

PSU students participate in an engagement session with the Adult Learners and Flexibility project.

https://www.pdx.edu/oai/rethink-psu

http://www.pdx.edu/oai/provosts-challenge

http://www.pdx.edu/oai/provosts-challenge

http://www.pdx.edu/oai/sites/www.pdx.edu.oai/files/November%202015%20%28Final%29%20Provost%27s%20Challenge%20Status%20Report.pdf

http://www.pdx.edu/oai/sites/www.pdx.edu.oai/files/November%202015%20%28Final%29%20Provost%27s%20Challenge%20Status%20Report.pdf

http://www.pdx.edu/psu-online/

https://www.youtube.com/watch?v=uJWeDrpPZMM

2 reTHINK PSU

STUDENT IMPACT STATUS


Start-to-Finish Business Degree Erica Wagner, Ahlbrandt Professor & Associate Dean of Undergraduate Programs, and Up to 5,000 Gary Steadman, Director, Online Business Education, School of Business Administration ON TRACK

Graduate Certificate in Collaborative Governance Steve Greenwood, Program Director, PSU National Policy Consensus Center, College of Urban & Up to 5,000 Public Affairs ON TRACK

Bachelors in Urban & Public Affairs Up to 5,000 Kevin Kecskes, Assistant Professor, College of Urban & Public Affairs ON TRACK

Geography/GIS Minor Up to 5,000 Geoffrey Duh, Associate Professor & Director of GIS Programs, Geography ON TRACK

Flexible Degree Program in Sociology Matthew Carlson, Professor, Sociology, College of Liberal Arts & Sciences CLOSED

A Fully Online Minor in Sustainability John Rueter, Professor and Department Chair, Environmental Sciences and Management, College of Up to 5,000 Liberal Arts & Sciences ON TRACK

Adult Learners and Flexibility 10,000-19,999Johannes De Gruyter, Executive Director, Office of Academic Innovation ON TRACK

University Studies Minor Pathways Up to 5,000 Rowanna Carpenter, Director of Assessment and Upper Division Clusters, University Studies ON TRACK

ePortfolio: Implementation 20,000+Johannes De Gruyter, Executive Director, Office of Academic Innovation ON TRACK

Business Model Analysis Susan Klees, Special Assistant to the Vice President for Finance & Administration, 20,000+ Finance & Administration ON TRACK

PSU Online 20,000+Johannes De Gruyter, Executive Director, Office of Academic Innovation COMPLETE


3 reTHINK PSU





Undergraduate Student Persistence Becki Ingersoll, Associate Director, Advising & Career Services

Excessive Credits Becky Sanchez, Director, Undergraduate Programs Office, School of Business Administration

Academic Home for Undecided Students Becki Ingersoll, Associate Director, Advising & Career Services

Coordinated Care Network Cindy Baccar, Registrar, Office of the Registrar

Creating an Academically-Supported Internship Program at PSU Jeanne Ellis, Internship Program Adviser, Advising & Career Services

Improve Undeclared Student Persistence Becki Ingersoll, Associate Director, Advising & Career Services

Online Career Exploration Class Annie Thompson, Academic Advisor, Advising & Career Services

Student Services Online: Academic Coaching Liane O’Banion, Assistant Director, Learning Center

Student Services Online: Tutoring Liane O’Banion, Assistant Director, Learning Center

Student Services Online: Career Services Greg Flores, Associate Director, Advising & Career Services

Redesign MyPSU Lead TBD

10,000-19,999 ON TRACK

Up to 5,000 ON TRACK


20,000+ ON TRACK

10,000-19,999 ON TRACK


Up to 5,000 COMPLETE



5,000-9,999 ON TRACK

20,000+ ON TRACK


4 reTHINK PSU





Online DAC Process Improvement Nicolle DuPont, Associate Registrar, Office of the Registrar

Up to 5,000 POTENTIAL RISK

Toolkit for Online Learners & Faculty Nicolle DuPont, Associate Registrar, Office of the Registrar

10,000-19,999 COMPLETE

Streamlining Graduation Application & Diploma Ordering Kathy Thomas, Associate Registrar, Registrar’s Office

20,000+ ON TRACK

Accessibility: GSE Visually Impaired Learner Program Molly Griffith, Associate Director, Office of Academic Innovation; Holly Lawson, Assistant Professor, and Jeremy McPherson, Director of Marketing and Communication Systems, Graduate School of Education

Up to 5,000 POTENTIAL RISK

Accessibility: SBA Online Undergraduate Program Molly Griffith, Associate Director, Office of Academic Innovation; Gary Steadman, Director, and Melissa Pirie, Online Teaching Excellence Instructor School of Business Administration


Degree Audit System Upgrade Kathy Thomas, Associate Registrar, Office of the Registrar

20,000+ COMPLETE

Course Schedule Planner Kathy Thomas, Associate Registrar, Office of the Registrar

20,000+ COMPLETE

Super Awesome Degree Maps Cindy Baccar, Registrar, Office of the Registrar

20,000+ ON TRACK


5 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

http://www.pdx.edu/oai/psu-flexible-degrees

Start-to-Finish Business DegreeCreate greater access to bachelor degree offerings in business by offering a fully online Bachelor’s Degree in Business through partnerships with local community colleges and by developing additional online courses.

STUDENT IMPACT

Up to 5,000

BUDGET : $339,763

LEADS Erica Wagner

Key Highlights •Finalized the MOU, Project

Management Plan, and project budget.

•Began work on project workplan.

•Initiated conversations with Portland Community College, Mt. Hood Community College, Lane Community College, Chemeketa Community College, and Clackamas Community College to

Upcoming Goals •Develop course partnership

agreements to support winter term course development.

•Hold course discovery meeting with OAI & winter term course developer.

Gary Steadman Ahlbrandt Professor & Associate Dean of Director, Online Business Education

Undergraduate Programs School of Business Administration

School of Business Administration

discuss possible partnerships.

•Continued conversations around partnership development with Portland Community College and Mount Hood Community College.

•Begin development of EC 201 course.

•Continue conversations with community colleges expressing interest in partnership.

PROJECT MANAGER

Issues & Risks •Availability of faculty course developers

for spring term - project lead is actively working to confirm commitment from course developers to support spring term development.

• Continue work to finalize project workplan.

•Note: workplan in progress, end date may change.

Sarah Traxler, Project Manager, Office of Academic Affairs

COLLABORATORS Office of Academic Affairs, Office of Academic Innovation, School of Business Administration, Mathematics & Statistics, Communication, Economics, Library, Community College Partners



6 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


Graduate Certificate in Collaborative Governance Design a set of new and existing courses for the pending Certificate in Collaborative Governance to enhance student success and provide a program design framework to expand training of public sector managers throughout the U.S. and abroad.

Key Highlights Issues & Risks •Completed all design & second batch of courses. • None.

development activities for the • Foundations of Collaborative first batch of courses. Governance course delivered in a

•Project leads completed and fully online format during the Fall submitted their new program 2015 term for the first time. proposal for the Online

Up to 5,000 Collaborative Governance Certificate program by 10/19.

•Completed initial course discovery for all courses involved in the BUDGET : $114,372

Batch 1 First Launch

Today

Feb Apr Jun Aug Oct Dec Feb Apr Jun

2015 2016

Start

Project Team Kick-off

MOU & Budget approved Batch 1 Course Design

Batch 2 Course Design

Batch 3 Course Design



Project Closed!

LEAD PROJECT MANAGER COLLABORATORS Steve Greenwood Samad Hinton PSU National Policy Consensus Center, Urban Studies & Planning, Public Administration, National Program Director Associate Director Policy Consensus Center, School of Government, Office of Academic Innovation, Library, College of PSU National Policy Consensus Center Office of Academic Innovation Urban & Public Affairs College of Urban & Public Affairs

2016



7 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


Bachelors in Urban & Public Affairs Redesign 19 existing courses that will be associated with a new Bachelors in Urban and Public Affairs, including redesigning courses to an online modality and implementation of credit for prior learning strategies. At least 75% of the courses required to complete the degree will be online.

Key Highlights Issues & Risks •Completed project initiation and • None.

planning phases.

•Completed design of three courses.

•Initiated design of six additional courses.

Up to 5,000

BUDGET : $308,846

Winter 2016 Course Design

Summer 2015 Course Design Spring 2016 First Launch Fall 2016 First Launch

Winter 2016 First Launch Summer 2016 Course Design Fall 2017 First Launch

Start MOU & Budget approval Fall 2015 Course Design Spring 2016 Course Design Winter 2017 First Launch Project Closed!

Feb Jun Oct Feb Jun Oct Feb Jun Oct Feb

2015 Today 2016 2017 2018

LEAD PROJECT MANAGER COLLABORATORS Kevin Kecskes Brandi Bush Bergkvist College of Urban & Public Affairs, Office of Academic Innovation, Community Health, Public Assistant Professor Project Manager Administration, Political Science, Urban Studies & Planning, Library, School of Government College of Urban & Public Affairs Office of Academic Affairs

2018



8 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


Geography/GIS Minor Improve flexibility for students by offering the option to complete certain GIS courses either in hybrid format or online. Courses developed within the project will be incorporated into a proposal for a new undergraduate certificate program.

Key Highlights •Completed all design &

development activities for the first batch of courses, including GEOG 346 and 380.

•Completed initial course discovery for all courses involved in the second batch of courses, including GEOG 230, 4/575, and 4/596.

•Course delivered in a hybrid

Up to 5,000

BUDGET : $170,143

format during the Fall 2015 term - GEOG 346: World Population and Food Supply.

•Discussed course and program evaluation plans.

Batch 1 - First Launch

Issues & Risks •None.


GIS Internship - online manual

MOU and Budget Discovery Sessions Batch 3 - First Launch Batch 4 - First Launch

Start Batch 1 Courses Batch 2 Courses Batch 3 Courses Batch 4 Courses Project Closed!

Feb May Aug Nov Feb May Aug Nov Feb

2015 Today 2016 2017

LEAD PROJECT MANAGER COLLABORATORS Geoffrey Duh Associate Professor & Director of GIS Programs Geography College of Liberal Arts & Sciences

Samad Hinton Associate Director Office of Academic Innovation

College of Liberal Arts & Sciences, Geography, Office of Academic Innovation, Library

2017



9 reTHINK PSU

OCTOBER 2015

Flexible Degree Program in Sociology To convert existing required sociology courses to hybrid and online formats to provide students with a flexible path to a high-quality undergraduate degree in Sociology.

STATUS

CLOSED

LEAD Matthew Carlson Professor Sociology College of Liberal Arts & Sciences

•Project was closed in October 2015 by agreement between Sociology faculty, Dean of the College of Liberal Arts & Sciences, and Vice Provost for Academic Innovation & Students Success (Office of Academic Affairs) due to dissonance between PSU’s intellectual/copyright policy and faculty opinions on course ownership.

•No course development had started.

•PSU’s Copyright Taskforce is exploring copyright issues.

•This project will be removed from upcoming status reports.

PROJECT MANAGER COLLABORATORS Samad Hinton Sociology, Office of Academic Innovation Associate Director Office of Academic Innovation

http://wwwhttp://www.pdx.edu/oai/psu-flexible-degrees.pdx.edu/oai/psu-flexible-degrees




10 reTHINK PSU

OCTOBER 2015

A Fully Online Minor in Sustainability Improve flexibility for students by developing a minor in Sustainability that is optimal for scaffolding learning outcomes and by embedding student outcomes within all courses to better prepare them for internship opportunities.

Key Highlights Issues & Risks • Completed MOU and initiation. • None.

• Finalized Program Requirements.

•Initiated Batch 1 of course development.

STUDENT IMPACT

Up to 5,000 STATUS

ON TRACK BUDGET : $96,792

2017Feb Jun Oct Feb Jun Oct Feb 2017

Start

MOU and Budget

Project team kick-off

Program Requirements

Course Design - Batch 1 Course Design - Batch 2

Sustainble credit for prior learning model





Project Closed!

2015 Today 2016

LEAD PROJECT MANAGER COLLABORATORS John Rueter Samad Hinton Environmental Sciences and Management, Office of Academic Innovation, School of Business Professor and Department Chair Associate Director Administration, Library Environmental Sciences and Management Office of Academic Innovation College of Liberal Arts & Sciences

http://wwwhttp://www.pdx.edu/oai/psu-flexible-degrees.pdx.edu/oai/psu-flexible-degrees




11 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


Model <meline

Adult Learners and Flexibility Develop insight into how PSU can respond to adult students’ needs for flexibility in the areas of curriculum and services and build capacity to innovate when responding to these needs.

10,000-19,999

BUDGET : $49,089

2015 Today

Aug Oct Dec Feb Apr Jun Aug Oct

2014 2015

Start

Project Team

Introduce Innovation Process

Define stakeholders

Project Management Plan

Stakeholder engagement sessions

Develop system solutions

Present Project Findings

Project Closed!

Key Highlights • Learned innovation process.

• Facilitated 3 engagement sessions with PSU students, 1 engagement session at PCC with PCC students, and 1 session with PSU faculty to understand what’s most important to these groups concerning the needs of adult learners as it relates to flexibility.

• Developed initial systems

solutions to address opportunities to better serve adult learners.

•Through input from the engagement sessions and the project team’s insights, developed a list of what’s most important to adult learners.

Define Needs and Opportunities


LEAD PROJECT MANAGER COLLABORATORS Johannes De Gruyter Hans VanDerSchaaf Johannes De Gruyter, Office of Academic Innovation; Jeanne Enders, School of Business Executive Director Senior Project Manager Administration; Chuck Lanham, Office of Information Technology; Jeremy McPherson, Graduate Office of Academic Innovation Office of Academic Affairs School of Education; Nicolle DuPont, Office of the Registrar; Sarah Bradley, School of Social Work;

Steve Thorne, World Languages & Literatures; Hans VanDerSchaaf, Office of Academic Affairs



12 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


University Studies Minor Pathways Improve flexibility for students by developing additional University Studies online pathways in two minors: Sexualities, Gender and Queer Studies, and Child and Family Studies.

Up to 5,000

BUDGET : $136,917

Key Highlights •Completed all design &

development activities for the online UNST Mentor Module. Module delivered in the online format during the Fall 2015 term.

•Completed all internal planning meetings with the project lead.

•Completed orientation meeting with the remaining four module developers.



Start Discovery Sessions Batch 1 - First Launch Batch 2 - First Launch Project Closed!

MOU and Budget Batch 1 Courses Batch 2 Courses Batch 3 Courses Batch 4 Courses Batch 5 Courses Batch 3 - First Launch

Feb May Aug Nov Feb May Aug Nov Feb

2015 Today 2016 2017

LEAD Rowanna Carpenter Director of Assessment and Upper Division Clusters University Studies

PROJECT MANAGER Samad Hinton Associate Director Office of Academic Innovation

COLLABORATORS University Studies, Office of Academic Innovation, Child and Family Studies, Women, Gender and Sexuality Studies, Graduate School of Education, Library

2017



13 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

ePortfolio: Implementation Implement PebblePad as the campus-wide eportfolio platform and build an integrative learning community that generates buy in and inspires creative thinking around using eportfolios to improve student learning and student success.

Key Highlights Issues & Risks •PebblePad Academy was very Winter defined. • None.

successful. •Roll-out plan for next terms built. •7 Initial Adoption Projects were

launched.

•Informational website created - http://www.pdx.edu/oai/

pebblepad-implementation.

•Research plan in place.

•Training and support plan for Fall/

Technical Integration Plan

STUDENT IMPACT

20,000+

Academy planning for September 2015 Phase 3 - New projects, campus communication (Winter 2016)

Phase 1 - Project start (Spring/Summer 2015) Project Closed!

Sandbox installation Phase 2 - Initial adoption of projects (Fall Phase 4 - Student competition,

Start Procurement process Training and support plan for Fall 2015 2015) sustainability, close (Spring 2016)

Jan Mar May Jul Sep Nov Jan Mar May

2015 Today 2016

LEAD Johannes De Gruyter Executive Director Office Academic Innovation

PROJECT MANAGER Johannes De Gruyter Executive Director Office Academic Innovation

COLLABORATORS Office of the Registrar, Office of Academic Innovation, Educational Leadership & Policy, University Studies, Student Activities & Leadership, School of Business Administration, Advising & Career Services, Office of Information Technology

http://www.pdx.edu/oai/

2016


http://www.pdx.edu/oai/

http://www.pdx.edu/oai/pebblepad-implementation

http://www.pdx.edu/oai/pebblepad-implementation

14 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

STUDENT IMPACT


Business Model Analysis Improve PSU’s ability to use scenario analysis tools to analyze and understand the short-and long-term financial impacts of reTHINK PSU projects and their ability to integrate with existing systems and technology.

20,000+

Key Highlights • Completed significant effort to

interview and gather insights from stakeholders across campus, including 16 interviews.

•Developed design criteria for analysis tool.

•Met with sponsors in Summer 2015, where it was decided to fold project into the Integrated Planning-Enrollment and Budget

Issues & Risks (IPEB) initiative led by Vice • None. Provost Scott Marshall, which includes project lead Susan Klees and project team member Alison Nimura.

• Finalized project report for stakeholders.

Project Closed! Insights interviews Insights synthesis

Communications re: Start Project team Project Management Plan Project Workplan Develop design driteria Project Transition

Sep Nov Jan Mar May Jul Sep 2014 2015

Today

LEAD PROJECT MANAGER COLLABORATORS Susan Klees Hans VanDerSchaaf Finance & Administration, Office of Academic Affairs, Office of Information Technology, Office of Special Assistant to the Vice President for Senior Project Manager Institutional Research and Planning, Budget Office Finance & Administration Office of Academic Affairs Finance & Administration

2015



15 reTHINK PSU

OCTOBER 2015

STUDENT IMPACT


PSU Online Improve student access to information about PSU’s online offerings by building a central website for prospective students with key information about all of PSU’s fully online offerings.

Project Achieved the Following Outcomes •Launched PSU Online website - http://www.pdx.edu/psu-online/ - which improves student access to information about PSU’s fully online offerings, including Bachelor’s, certificates, endorsements, Master’s and licensures.

• Successfully partnered across campus to build the site, including Office of Academic Innovation, School of Business Administration, Graduate School of Education, School of Social Work, College of Liberal Arts & Sciences, College of Urban & Public Affairs, University Communications and Office of Graduate Studies.

20,000+ STATUS

COMPLETE BUDGET : $100,000

Campus visit summary report provided by Noel Levitz, summarizing interviews with Template mock-up approval (final)

campus stakeholders SEO Training at PSU

Search Engine Optimization blueprints delivered Final content

Start

Dec Jan Feb Mar Apr May Jun Jul

Wireframe approval Content approval PSU Launch and project complete!

2015 2014 2015

LEAD PROJECT MANAGER COLLABORATORS Johannes De Gruyter Johannes De Gruyter Office of Information Technology, Office of Academic Innovation, School of Social Work, Graduate Executive Director Executive Director School of Education, College of Urban & Public Affairs, College of Liberal Arts & Sciences, School of Office Academic Innovation Office Academic Innovation Business Administration, Office of Graduate Studies



http://www.pdx.edu/psu-online/

16 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Undergraduate Student Persistence More deeply understand the transfer student experience in order to recommend and implement selected interventions and strategies to help them persist from their first to their second year at PSU.

STUDENT IMPACT

10,000-9,999

LEAD Casey Campbell Lead Advisor College of Urban & Public Affairs

Key Highlights •Through design thinking process,

facilitated - 13 structured interviews with community college and PSU students, faculty, and staff; empathy mapping and insights gathering process; and vital few design criteria.

•Developed ideas for interventions.

•Recommended concepts to Sponsor and Academic Advising Council.

•Launched attrition risk enrollment

campaign for registration, Spring to Fall 2015, and built final report on attrition risk intervention efforts.

• Drafted a final report on quantitative findings as well as the outcomes of the attrition risk intervention efforts: Percent change in registration from 6/1 to 10/9: MCECS 64%, COTA 59%, SBA 55%, CUPA 52%, CLAS 50%, ACS 46%, SSW 42%.

Issues & Risks •Advisor workload and availability continues

to be a risk to the quality of the project.

•Participation from all PSU schools and colleges in intervention efforts remains an open issue. The mitigation plan is to develop strategic and sustainable campaigns across all schools and colleges.


Phase One: Launch Attrition Risk Start Enrollment Campaign, Conduct Structured

Interviews and Empathy Mapping to Gather

2016 Today

Jan Mar May Jul Sep Nov Jan Mar May

2015 2016

Develop concept

Campaign, Inventory, Literature Review, & Quantitative Analysis; Interviews, Design Criteria, Student Engagement, & Ideation

of Concepts

Phase Three: Prototype, Pilot, Launch and Implement Interventions; Student Stories; Attrition Risk Enrollment Campaign for Fall

2015 to Winter 2016

Phase Four: Attrition Risk Enrollment Campaign for Winter 2016 to Spring 2016

and Sustainability Plans

Project Closed

PROJECT MANAGER Kara Hayes Student Success Coordinator Office of Academic Affairs

Insights

Project Workplan

Phase Two: Attrition Risk Outreach

COLLABORATORS Office of Academic Affairs, College of Urban & Public Affairs, College of the Arts, Enrollment Management & Student Affairs, Maseeh College of Engineering & Computer Science, Advising & Career Services, School of Social Work, College of Liberal Arts & Sciences, Diversity & Multicultural Student Services, School of Business Administration, University Studies


http://www.pdx.edu/student-success/

17 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Excessive Credits Identify what is preventing a significant number of students from graduating and why they are accumulating 25% more credits than needed to graduate, and implement strategies and initiatives to help them graduate.

Key Highlights and feedback.• Completed initial outreach to (AAC).

current students with excessive • Through EAB SSC, re-pulled number • Conducted 14 interviews with credits close to Spring 2015 of students with excessive credits: As PSU students, faculty, and staff. graduation, and created pathways of 10/23/15, there are currently 1,002

• Developed insights through to graduation for these students. students with excessive credits. empathy mapping.

• Developed a comprehensive list • Drafted and prioritized design of 38 recommendations, drafted

criteria.a report and presented the initial Issues & Risks findings from both the outreach • Created three service concepts

• None.campaign and recommendations to present to AAC and Sponsor in to Academic Advising Council Fall 2015 for recommendations

Phase Two: Interviews, Insights, Design Criteria, and Prioritize Recommendations

(Summer-Early Fall 2015)

Phase Three: Additional Outreach, Ongoing Support, Professional Development

Stakeholder identification through design Training, Student Feedback and thinking Experiences (Fall 2015)

2014 2015 Today 2016

STUDENT IMPACT

Up to 5,000

2016Dec Feb Apr Jun Aug Oct Dec Feb

Start


Project Charter

Phase One: Institutional Roadblocks and Initial Outreach (Spring 2015) Project Workplan

Project Status Reports and Sustainability Plan

Project Closed!

LEAD PROJECT MANAGER COLLABORATORS Becky Sanchez Kara Hayes Office of Academic Affairs, School of Business Administration, College of the Arts, Degree Director, Undergraduate Programs Office Student Success Coordinator Requirements & Veterans Certification, Office of the Registrar, Advising & Career Services, College School of Business Administration Office of Academic Affairs of Urban & Public Affairs



18 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Academic Home for Undecided Students Increase student persistence by establishing an academic home - opening Fall 2015 and including curricular, advising and academic supports - for undeclared and exploratory students via a partnership between University Studies and Advising & Career Services.

STUDENT IMPACT

Up to 5,000

Key Highlights •Completed comparator institution

research.

•Held orientations and Viking Days activities for Exploratory Students.

•Introduced Freshman Inquiry (FRINQ) faculty and peer mentors to academic and career decision-making curriculum.

•Began holding advising hours and

workshops in Exploratory Studies Hub.

•Drafted assessment plan.

•Initiated 1:1 discussions with FRINQ faculty related to curriculum delivery.

Financial literacy curriculum

Issues & Risks •Exploratory Studies Hub remodel is behind schedule, as well as execution of the staffing plan. Thus, the Hub will only be open Fall 2015 term when ACS advisers are available to staff it. Full operation will begin winter term. While most FRINQ faculty have been contacted, a few have not, and the career counselors’ schedules present a challenge to get in some classes. The Project Lead and Project Manager will continue to monitor this.

Feb Apr Jun Aug Oct Dec Feb

Start Project Management Plan Finalized

Exploratory Studies Program requirements communicated; tracking mechanism

deployed

ePortfolio career and academic decision-making components

ACS-UNST MOU signed Initial assessment

Faculty, staff, and mentor training Hub ready to open Project Closed!

2015 Today 2016

LEAD PROJECT MANAGER COLLABORATORS Becki Ingersoll Brandi Bush Bergkvist Advising & Career Services, University Studies, Office of Academic Affairs Associate Director Project Manager Advising & Career Services Office of Academic Affairs

2016



19 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Coordinated Care Network Improve the delivery of student services through the creation of a Coordinated Care Network, which will enable coordinated service delivery between departments, as well as helping staff across units manage, track, and archive interactions with students.


advisor assignments, system administration, text message phone numbers, etc.).

Office of the Registrar, Office of Information Technology, Financial Aid, Student Financial Services, Enrollment Management & Student Affairs, Office of Academic Affairs, School of Business Administration, Advising & Career Services, Office of Academic Innovation, College of Liberal Arts & Sciences

STUDENT IMPACT

20,000+

BUDGET : TBD

LEAD Cindy Baccar Registrar Office of the Registrar

Key Highlights • Identified and secured

commitments from project team members, including: Core Project Team, Technical Team, and Steering Committee.

•Held project planning call with PSU & Education Advisory Board (EAB).

•Held project kickoff with EAB onsite at PSU involving dozens of

Upcoming Goals •Continue work on Project Charter in order to define the project’s scope and pacing.

•Share Project Charter with Steering Committee.

PROJECT MANAGER Sarah Traxler Project Manager Office of Academic Affairs

partners from across PSU.

•Began work on Project Charter in order to define the project’s scope and pacing.

•Schedule and hold Core Project Team, Technical Team, and Steering Committee meetings.

•Identify critical decisions that must be made in order to move the project forward (i.e.

COLLABORATORS



20 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Creating an Academically-Supported Internship Program at PSU Conduct comprehensive research to inform a proposal for greater consistency in internship programming and recommendations for increasing the number of academically-supported internships.

Key Highlights Issues & Risks •Project team is in the process of • Additional time is needed to complete the completing the final report. final report and a change request form is

forthcoming.•All other deliverables such as stakeholder engagement and research have been completed.

STUDENT IMPACT

10,000-19,999

Stakeholders identified and engaged

2015Feb Mar Apr May Jun Jul Aug Sep Oct

Start

Project Workplan


Qualitative PSU internship data & best practices from other institutions

Recommendations submitted

Project Closed!

2015

LEAD PROJECT MANAGER COLLABORATORS Jeanne Ellis Ann Mestrovich Advising & Career Services, Maseeh College of Engineering & Computer Science Internship Program Adviser Employer Relations Coordinator Advising & Career Services Advising & Career Services



21 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Improve Undeclared Student Persistence Improve the persistence of Exploratory/Undeclared students at PSU by developing and implementing a comprehensive, data-driven plan for a long-term and sustained effort to support them.

STUDENT IMPACT

Up to 5,000 STATUS

Key Highlights •Created spreadsheet for tracking

student contact & behavior.

•Advisors began contacting Fall 2015 admits to invite them for appointments.

•Postcard sent to fall admits reminding them to see an advisor.

•Retention associate began working in Advising & Career Services (ACS).


Increase # of students removing holds

Reach out to undeclared students with 90+ Start Project Workplan credits; assess results

Issues & Risks •It has come to our attention that a sub-set

of the Academic Advising Council may also be reviewing a potential policy regarding major declaration. This would alter the need of ACS staff to do research into this topic. The end date of that portion has, therefore, been extended.

Plan for projected outreach and programming

Tracking system in place

Project Closed! Fall 2015 assessment

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2015 Today

LEAD PROJECT MANAGER COLLABORATORS Becki Ingersoll TBD Advising & Career Services Associate Director Advising & Career Services

2015



22 reTHINK PSU

OCTOBER 2015

Online Career Exploration Class Redesign the 1-credit, in-person Career Exploration class to a fully online 5-week class for broader online access to students for credit.

Project Achieved the Following Outcomes • Five-week, online Career Development Course was fully developed for Fall 2015.

• With assistance from the Office of Academic Innovation, the course was revised to meet accessibility standards.

• As of October 31, 2015, twenty-one students were enrolled.

STUDENT IMPACT

Up to 5,000 STATUS

COMPLETE

Week one class posted to D2L

Week three class posted to D2L

Course syllabus

Week five class posted to D2L

2015Feb Mar Apr May Jun Jul Aug Sep Oct

Start Project Management Plan

Instructional design content grid

Summative assessments

Implementation Project Closed!

2015

LEAD Annie Thompson Academic Advisor Advising & Career Services

PROJECT MANAGERS Annie Thompson, Academic Advisor Advising & Career Services Leena Shrestha, Academic & Career Advisor Advising & Career Services

COLLABORATORS Advising & Career Services, Office of Academic Innovation



23 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Student Services Online: Academic Coaching Implement online coaching for all current PSU students and identify the best online coaching solution for PSU.

Key Highlights Issues & Risks • Drafted Project Charter. • None.

• Drafted workplan.

• Website is up and running.

• Coaches have been hired.

STUDENT IMPACT

Up to 5,000

Upcoming Goals •Currently in-transition from previous

PM to Liane. On-boarding Liane and possibly revising (or updating) Project Charter and workplan.

•Continue with implementation.

LEAD PROJECT MANAGER COLLABORATORS Liane O’Banion Liane O’Banion Learning Center Assistant Director Assistant Director Learning Center Learning Center



24 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Student Services Online: Tutoring Increase availability of courses tutored online; collaborate with stakeholders in new Flexible Degrees programs; increase usage of online tutoring; and identify the best online tutoring solution for PSU.

Key Highlights • Touched base with the Office

of Academic Innovation about budget, process for hiring new eTutors and next steps.

•Waiting for calendar invite to meet with Environmental Science & Management & Geography flexible degree teams re: identifying appropriate tutor.

Upcoming Goals •Currently in-transition from previous

PM to Liane. On-boarding Liane and possibly revising (or updating) Project Charter and workplan.

•Continue with implementation.

STUDENT IMPACT

Up to 5,000


LEAD PROJECT MANAGER COLLABORATORS Liane O’Banion Liane O’Banion Learning Center, Office of Academic Innovation Assistant Director Assistant Director Learning Center Learning Center



25 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Student Services Online: Career Services Develop online career services to ensure that the career services available to online students support their unique needs at a level equitable to that of campus-based students.

STUDENT IMPACT

5,000-9,999

Key Highlights Issues & Risks •Started drafting project charter • None.

• Completion of first status report.

Upcoming Goals •We are just getting started on this workplan development will begin

project. in November.

•Draft of project charter is in progress.

•Building list for workplan as we go,

LEAD PROJECT MANAGER COLLABORATORS Greg Flores Greg Flores Office of Academic Affairs, Advising & Career Services Associate Director Associate Director Advising & Career Services Advising & Career Services



26 reTHINK PSU

OCTOBER 2015

Redesign MyPSU Redesign MyPSU to create a highly customizable and mobile-friendly single point of entry for all online student resources and a means for students to connect with the PSU community.

Key Highlights Issues & Risks •Started high-level project Spring 2015 through the grant • None.

initiation (discussing scope, PSU received from APLU/Gates project leadership and team Foundation in 2014-15.structure), with executive sponsor, Vice Provost for Academic Innovation and Student Success Sukhwant Jhaj.

•This project is a continuation ofSTATUS a concept that was developed ON TRACK with PSU staff and students in

BUDGET : TBD

Upcoming Goals • Initiate project, including defining

leadership and team structures with campus partners, and define project scope and deliverables.

•Draft workplan.

STUDENT IMPACT

20,000+

LEAD PROJECT MANAGER COLLABORATORS TBD TBD Office of Academic Affairs, University Communications, other collaborators TBD



27 reTHINK PSU

OCTOBER 2015

Online DAC Process Improvement Review the Deadline Appeal process and develop an online format for submission, review and decision communication.

Key Highlights Issues & Risks • Initial contact made with the • Time is proving to be scarce for potential

committee chairperson to solicit members of work group. Project Manager membership for the project team. will regroup with Project Sponsor to identify

strategic partners for potential commitment to the project.

STATUS

POTENTIAL RISK

Upcoming Goals • Initiating project, including defining

leadership and team structures with campus partners, and defining project scope.

STUDENT IMPACT

Up to 5,000

LEAD PROJECT MANAGER COLLABORATORS Nicolle DuPont Nicolle DuPont Office of Information Technology, Office of the Registrar Associate Registrar Associate Registrar Office of the Registrar Office of the Registrar



28 reTHINK PSU

OCTOBER 2015

Toolkit for Online Learners & Faculty Provide a web resource answering commonly asked questions and addressing concerns for students taking online courses and faculty teaching online courses.

STUDENT IMPACT

10,000-19,999

Project Achieved the Following Outcomes •Created a web page to answer frequently asked questions and compile campus resources for online learners and for faculty

teaching online courses.

•URLs for the toolkits: Students - http://www.pdx.edu/registration/student-resources-for-online-courses; Faculty - http:// www.pdx.edu/registration/faculty-resources-for-online-courses

STATUS

COMPLETE

Start Draft of new webpages

Project team Incorporate feedback

2015Jun Jul Aug Sep

Identify other resources for online learners on pdx.edu FAQ content

Publish new web pages and project closed!

2015

LEAD PROJECT MANAGER COLLABORATORS Nicolle DuPont Nicolle DuPont Office of the Registrar, Office of Academic Innovation Associate Registrar Associate Registrar Office of the Registrar Office of the Registrar



http://www.pdx.edu/registration/student-resources-for-online-courses

http://www.pdx.edu/registration/faculty-resources-for-online-courses

http://www.pdx.edu/registration/faculty-resources-for-online-courses

29 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Streamlining Graduation Application & Diploma Ordering Re-engineer the process that graduate and undergraduate students use to apply for degree/graduation and to order diplomas by moving it online.

Key Highlights Issues & Risks • The ability to apply for graduation • Working with the Office of Information

online, to update your diploma Technology to find a way to allow ‘expired’ options, and to order alumni students to access these forms; the forms diplomas is now in production. require single sign-on authentication.

• Approximately 60 students have used the new forms, resulting in STUDENT IMPACT 60 applications staff did not have 20,000+ to hand enter or bill the student for.

Discuss project specifications with OIT

Today

Feb Apr Jun Aug Oct Dec Feb

2015 2016

Start Project Workplan Finalized

Creation of forms & process

Setup project within OAA framework

Implementation of OIT Solution Phase

Migrate OIT solution to production

Paradigm diploma production phase

Project Closed!

LEAD PROJECT MANAGER COLLABORATORS Kathy Thomas Kathy Thomas Office of the Registrar, Office of Information Technology, Office of Graduate Studies Associate Registrar Associate Registrar Office of the Registrar Office of the Registrar

2016



30 reTHINK PSU

OCTOBER 2015

e

Accessibility: GSE Visually Impaired Learner Program Support the Graduate School of Education with building accessibility into its Visually Impaired Learner Program courses.

Key Highlights Issues & Risks • Project initiation and planning • The wage agreement process has

phases completed. experienced delays due to a range of complexities. Thus, the project schedule• Course conversion timeline is slipping. However, all agreements are finalized. now routing for signature, and the project

• Four courses converted to manager anticipates resolution shortly. accessible standards during Summer 2015.

STATUS

POTENTIAL RISK

STUDENT IMPACT

Up to 5,000

Summer 2016 Course Conversions MOU

Project Closed! Summer 2015 Course Conversions Winter 2016 Course Conversions

2016 Today

Apr Jul Oct Jan Apr Jul Oct

2015 2016

Start Workplan Fall 2015 Course Conversions Spring 2016 Course Conversions All Courses Converted to Accessibl

Standards

LEADS PROJECT MANAGER Molly Griffith Holly Lawson Jeremy McPherson Brandi Bush Bergkvist, Project Manager, Office of Academic Affairs Associate Director Office of Academic Innovation

Assistant Professor Graduate School of Education

Director of Marketing and Communication Systems COLLABORATORS Graduate School of Education Graduate School of Education, Office of Academic Innovation



31 reTHINK PSU

OCTOBER 2015

STATUS

ON TRACK

Accessibility: SBA Online Undergraduate Program Support the School of Business Administration with building accessibility into all SBA Online Undergraduate Program courses.

Key Highlights Issues & Risks •Project initiation and planning • None.

phases completed.

•Course conversion timeline completed.

•Fall 2015 course conversion underway. STUDENT IMPACT

Up to 5,000

Spring 2016 Course Conversions

2016 Today

Aug Oct Dec Feb Apr Jun Aug

2015 2016

Start

Final workplan Final MOU

Fall 2015 Course Conversions

Winter 2016 Course Conversions

End-of-Project Report

Project Closed!

LEADS PROJECT MANAGER Molly Griffith Gary Steadman Melissa Pirie Brandi Bush Bergkvist, Project Manager, Office of Academic Affairs Associate Director Director, Online Business Education Online Teaching Excellence Instr. Office of Academic Innovation School of Business Administration School of Business Administration COLLABORATORS

School of Business Administration, Office of Academic Innovation



32 reTHINK PSU

OCTOBER 2015

IT doi

Degree Audit System Upgrade Upgrade PSU’s DARS system to the next generation platform required by the College Source vendor.

STUDENT IMPACT

20,000+

Project Achieved the Following Outcomes •Upgrade to next generation degree audit system platform completed, which allows PSU to continue to receive vendor

support and take advantage of ongoing development.

•Project enables students to save and print PDF documents of their DARS reports.

• Registrar’s Office can now explore and assess newly delivered functionality to improve service to staff and students.

STATUS

COMPLETE

wnload of system 4.2.1 Launch into production and n test environment project closed!

Registrar's Office test of functionality and

2015Dec Jan Feb Mar Apr May Jun Jul Aug

Start work with vendor to fix bugs Practice installs of software

2014 2015

LEAD PROJECT MANAGER COLLABORATORS Kathy Thomas Kathy Thomas Office of the Registrar, Office of Information Technology, Degree Requirements & Veterans Associate Registrar Associate Registrar Certificates, Office of Graduate Studies Office of the Registrar Office of the Registrar



33 reTHINK PSU

OCTOBER 2015

Course Schedule Planner Implement the new College Scheduler product to PSU, which is a dynamic and graphical course planning tool for students to use to view all possible course combinations prior to registration, helping them find optimal schedules in support of degree completion.

STUDENT IMPACT

20,000+

Project Achieved the Following Outcomes •Implemented a new dynamic and graphical course schedule planning tool for students.

•The tool enables student to quickly and easily compare all possible course combinations, based on student customized filters (such as course need and breaks).

• Permits student to find a course schedule that is compatible with competing life demands (job, family, etc.).

• Supports academic advisors in helping students find their optimal schedules.

STATUS

COMPLETE

Production install

Communication and training Testing and configuration, including

Start Test environment customizations Launch and project closed!

2015Oct Dec Feb Apr Jun Aug Oct

2014 2015

LEAD PROJECT MANAGER COLLABORATORS Kathy Thomas Kathy Thomas Office of the Registrar, Office of Information Technology Associate Registrar Associate Registrar Office of the Registrar Office of the Registrar



34 reTHINK PSU

OCTOBER 2015

Super Awesome Degree Maps Develop a dynamic, mobile-friendly tool that will help current and prospective students make informed and proactive decisions around academic, career, and financial planning.

STUDENT IMPACT

20,000+ STATUS

ON TRACK BUDGET : TBD

LEAD Cindy Baccar Registrar Office of the Registrar

Key Highlights •Began draft project charter.

•Project lead determined.

•Hosted an initial webinar with College Source to review newest version of u.Direct (degree mapping tool).

•This project is a continuation of a concept that was developed with PSU staff and students in Spring 2015 through the grant

Upcoming Goals •Determine project timeline and

pacing.

•Identify potential applications of design-thinking to refining requirements.

PROJECT MANAGER Brandi Bush Bergkvist Project Manager Office of Academic Affairs

Issues & Risks PSU received from APLU/Gates • None. Foundation in 2014-15.

•Finalize project charter and/or project management plan.

•Continue exploring potential of U.Direct and U.Achieve to meet prospective technical requirements.

COLLABORATORS Office of the Registrar, Office of Information Technology, other collaborators TBD



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