Portal Sprint 0.3.05, November 9, 2017
Current sprint: Sprint 0.3.06, November 30
What is the Portal?
The Portal provides a service for students, faculty and staff to find information about CCA tailored for them and connect them to other the sites and services that they need to be successful at CCA. It also aids in transitioning from the older informational system, such as WebAdvisor, to the newer campus system like WorkDay, by providing an alternative and easier way to get answers to questions and see personal campus data. Targeting sites from the campus website are made easier for both a marketing and recruiting. Users will feel more informed and more in controlled of their career at CCA.
Functional Team for Phase 2: Shops, Labs & Services Directory
Director of Instructional Fabrication Resources
Assistant Director of Studio Operations, Facilities
Director of Libraries
Associate Director, Academic Computing, ETS
Operations Coordinator, Facilities
1. Multiple systems allows for ineffective and easily missed modes of communication.
Systems such as WorkDay, CCA.edu, WebAdvisor, Google Apps, Moodle, Vault and Virtual EMS are platforms used in communicating essential work and academic activities.
The campus is limited in effective ways to communicate to our community, usually relying on email to update students, faculty and staff when there are things that need their attention or that may be of interest to them. These messages are often too broadly or narrowly focused and are often missed or ignored by those who need them.
Often faculty, staff and students needing to "just know" what information might be important to them from each system, and go to each system individually in order to get that information. If they do not independently initiate going into a system, they are often not aware that there is information or pending relevant to their current needs.
WorkDay, when fully deployed will improve some of these problems, consolidating many of the functions and services that people use to manage their campus lives. Additionally WorkDay performs better at communicating to an individual's tasks and notifications so that they don't get lost and buried.
However, the transition to WorkDay will take a number of years and not all systems and services will be served by WorkDay: we will always have multiple systems and services.
A unified intranet and portal will provide a way to help streamline and improve communication with and operational efficiency of faculty, staff and students. An intranet/portal has the potential to strengthen community and collaboration between faculty and students, within and between departments, and across various groups with in the campus community. Additionally, faculty, staff and students are asking for a more seamless user experience as they move between campus online environments and disparate services.
2. Dependence on CCA.edu to target information to faculty, staff and current students.
The main CCA website serves as the primary website presence for all of the CCA community. A large bulk of this content, including items such as forms, handbooks, policies, directories, tutorials and how-to instructions for various procedures. This diverse content is critical to campus operations and faculty, staff and student success, and yet is not well organized or targeted to its intended audience and is often buried under multiple layers of navigation.
The Marketing and Communications office has a strong imperative to increase the focus of the CCA website externally, on attracting students and CCA branding and marketing. This is a difficult objective to achieve a large portion of the site's content is dedicated to an internal audience for operational needs.
Offering a unified Portal and separate web presence for content that is targeted for CCA faculty, staff and current students will enable the success of several objectives:
- The CCA.edu main website can be designed and architected to more effectively targeted attracting new students and external engagements.
- Faculty, staff and current students will be more readily able to find and access information necessary for operational and academic work.
- Administrative units can provide a greater depth of content and engaging features (e.g. a technology & teaching blog) that support the operational and academic work of its constituents.
- Content can be better presented, organized and targeted to meet the needs of specific segments of the campus community or a particular time in the academic calendar or individual's academic or professional journey.
The Portal will consist of three major components:
- A personal dashboard
- A content intranet
The dashboard is an aggregator of information from other systems specific to you! This data will includes information from multiple areas of WebAdvisor, WorkDay, Moodle, LDAP, Salesforce, and other systems. This information you see will be driven by who you are, what your doing and what you need.
The content intranet is information infrastructure for the campus community – both a repository of content and an organizational, navigational, and functional structure that allows people to browse and find the information that they need to be successful.
The Portal will provide an intuitive navigational structure that allows users to browse and access content. In some cases, the content will be filtered and organized to better match the needs and interests based on what the system knows about the user's roles, attributes, and affiliations and by the interests entered in by the user.
The content intranet will consist of multiple types of content, some of it managed in the Portal, some of it from other campus systems and presented or referenced by the Portal. In most cases, the user will not know the source of the content or how the content is managed; what is important to them is that they can find the information that they need and that the information is accurate and reliable.
The content will be derived from:
- A content repository, driven by a powerful content management system (CMS) that supports the authoring, organization, management and reuse of content
- A series of browsable, searchable databases that organize, contain, and manage structured content
- Some of the data will come from external systems such as the course catalog coming from the SIS system; some of the data will be authored and maintained in the Portal, such as a knowledge base or the service catalog
It's a thin line between structured data and non-structured data. In fact, I'm not sure I can ultimately make a distinction.
The components will work together and complement each other. To the user, they may not even be aware that they are using search when they are browsing the course catalog, or that when they click on a link in their dashboard to get clarity about a block that they have transitioned to the content intranet.
The Portal will use an agile delivery model where new functionality, features, and new content, as well as refinements and bug fixes will be released as they are ready. We will be getting feedback on the Portal both by monitoring usage and directly engaging with our customers to get their feedback on each release and then use that feedback to guide future refinements and features.