Colleague Student Planning Implementation Guide
[Insert school name]
Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is
limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license
agreements between Ellucian and the licensee in question.
 2013 Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display
or disclosure of this material or the information contained herein is prohibited.
Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates
and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus
are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.
In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar
professional services. Ellucian makes no claims that an institution’s use of this publication or the software for
which it is provided will insure compliance with the applicable federal or state laws, rules, or regulations.
Each organization should seek legal, accounting and other similar professional services from competent
providers of the organization’s own choosing.
Prepared by:
Ellucian
4375 Fair Lakes Court
Fairfax, Virginia 22033
United State of America
Revision History Log
Publication Date
Summary
November 19, 2012
Initial Draft
May 7, 2013
Update engagement agendas. Align with Student Planning 2.1
January 2, 2014
Update engagement agendas. Align with Student Planning 2.3
June 1, 2014
Update engagement agendas. Align with Student Planning 2.4
August 1, 2014
Update engagement agendas. Align with Student Planning 2.5
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Colleague Student Planning Implementation Guide |
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Table of Contents
Introduction ..................................................................................................................................................... 4
Purpose ....................................................................................................................................................... 4
Structure ...................................................................................................................................................... 4
Colleague Student Planning............................................................................................................................ 5
Overview ..................................................................................................................................................... 5
Implementation Logistics................................................................................................................................. 6
Connecting to the Virtual Classroom (for remote sessions)......................................................................... 6
Work Session Logistics ............................................................................................................................... 7
Delivery Collateral ........................................................................................................................................... 8
Implementation Engagements: Student Planning Audit (optional) .................................................................. 9
#1 Degree Audit Discovery and Planning .................................................................................................... 9
Implementation Engagements: Student Planning Audit (optional) .................................................................12
#2 Academic Program/Degree Audit Changes and Realignment ...............................................................12
Implementation Engagements: Student Planning Audit (optional) .................................................................15
#3 Post Realignment Follow Up .................................................................................................................15
Implementation Engagements: Student Planning Starter ..............................................................................16
#1 Student Planning Kickoff .......................................................................................................................16
Implementation Engagements: Student Planning Starter ..............................................................................19
#2 Student Self-Service Installation............................................................................................................19
Implementation Engagements: Student Planning Starter ..............................................................................21
#3 Student Planning Configuration, Testing, and Training .........................................................................21
Implementation Engagements: Student Planning Starter ..............................................................................27
#4 Student Planning Follow-Up ..................................................................................................................27
Implementation Engagements: Student Planning Starter ..............................................................................30
#5 Student Planning Production Readiness ...............................................................................................30
Implementation Engagements: Student Planning Starter ..............................................................................33
#6 Student Planning Go Live Call ...............................................................................................................33
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Introduction
Purpose
This Implementation Guide provides an overview of key engagement activities, descriptions, objectives, and
recommended participants for each engagement that will take place throughout the implementation of the
Colleague Student Planning at {Insert Name of Institution} from a comprehensive, enterprise-wide
perspective. It is intended to provide:

A comprehensive overview of what should be completed in order for the implemented business
processes to be executed, and it will provide further reference as to what additional documents
and materials should be utilized to obtain the deeper level of knowledge necessary to
implement the process.

An enterprise-wide understanding of what each engagement will cover the process, touch
points, integrations, interfaces, and impacts of each process. Including pre-requisites and
requirements, session materials, as well as recommended tasks and assignments for each
engagement.
It is not intended for this overview to provide detailed instructions pertaining to the administrative set up of
any rules, values, controls, and other decisions that need to be made in order to manage the process
according to its future state. Activities pertaining to process set up and configuration will occur during the
implementation phase.
Structure
In addition to this introduction, this Implementation Guide is composed of the following sections:

Meeting Logistics

Engagement Activity Description

Engagement Objectives

Process touch-points integrations, interfaces, and impacts

Recommended Participants

Pre-requisites / Requirements

Session Materials

Tasks and Assignments
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Colleague Student Planning
Overview
Colleague Student Planning is a modern Web-based student Self-Service planning system that leverages
many of the degree, communication, and planning features of Colleague. Student Planning introduces many
new innovative features and capabilities like; advisor approval workflow, auto-saving of plans, and preloaded degree plans/templates.
Students will now have a modern and efficient planning tool that provides the information and capabilities
that enable them to independently plan for both the short-term and long-term while improving the quality of
interaction between the student and advisor.
The Student Planning solution was a direct result from a coordinated research project with Ellucian, CCRC
(Community College Research Council), Macomb CC, and the Kresge foundation.
Highlights




Student Planning is a completely different solution compared to WebAdvisor and eAdvising
Stand-alone, Web-based solution (built in HTML 5.0)
Colleague Portal is NOT required
Student Planning can co-exist with WebAdvisor
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Implementation Logistics
Connecting to the Virtual Classroom (for remote sessions)
Browser and System Requirements
Some session engagements will be offered via remote facilitation by the consultant and facilitated via the
WebEx solution. WebEx provides the opportunity to virtually connect (both audibly and visually) with the
consultant. Please take note of the following information and steps to ensure a fast and efficient access and
connection to the WebEx environment.
Note: The Operating System requirements are Windows 98/2000/XP or MAC OSX with Safari web
browser. The Browser Requirements are Microsoft Internet Explorer 5.xx and above.
To start the event:
At least 15 minutes before the starting time:


Open your WebEx invitation for training from the instructor
Follow the instructions listed on the email to for joining the conference:

Click on the imbedded Web/URL link contained in the email under the “To join the training
session” paragraph; Example highlighted above
Enter your meeting password and click join.

Teleconference Information
Each WebEx engagement will be accompanied by a WebEx conferencing number and access code /
conference D. Depending on the number of session participants, as well as the global location of the client
site, the conference number and access id will vary. Your consultant should provide the toll free number and
access information to the conference prior to the engagement.
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About the Ellucian Support Center
The Ellucian Support Center helps our clients connect and collaborate with one another as well as with
Ellucian Customer Support representatives. Support representatives are specialists in each business area
we deliver (i.e. Human Resources, Student Services, Accounts Receivable, Financial Aid, etc…)
The Ellucian Support Center provides a direct line to instant response and feedback pertaining to service
requests, requests for solution / product enhancements, and communication to action line support
representatives who are available to assist clients with problems and issues pertaining to their
environments. Both technical and functional representatives are available to assist clients 24 hours a day, 7
days a week.
Accessing the Ellucian Support Center
Each person at an Ellucian client institution has access to the Ellucian Support Center and can establish a
username and password to access the site.
How to connect to the Ellucian Support Center
Access the following URL: http://www.ellucian.com/
To set up an account:

Click the Clients option

Click the Client Support option

Click on self-register here

Enter your email address

Confirm your email address

Enter the requested words in the security window

Click Submit

Enter your registration details

Click Submit Registration
The Ellucian Support Center will notify you via email when your account has been set up and supply your
Username and password.
If you have an account:





Click the Clients option
Click the Client Support option
Click the Ellucian Hub icon
Log in
Click the Ellucian Support Center icon
**Note**
If you change your email address, please notify us so that we can update your log on information. After 180
days of inactivity, you will need to request to have your password reset.
Work Session Logistics
Individual participant PCs or laptops, LCD Projector and Screen; all computers must have ability to connect
to the Internet and Banner training instance. Whiteboard and/or flip chart, markers, and eraser are
sometimes also requested.
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Delivery Collateral
A variety of delivery collateral will be provided to facilitate the knowledge transfer of the session topics
discussed. The specified collateral should be reviewed prior to the session and studied after the session to
solidify the learning process. The types of collateral documents and their uses are listed below.
Self-Service Installation and Administration manual
The Self-Service Installation and Administration manual provides the technical information needed
to install Self-Service. Self-Service currently host the separate Student Finance and Student
Planning modules.
Student Planning Decision Workbook
The Student Planning Decision Workbook is designed record all code table, parameter decisions,
and Degree Audit changes for Student Planning. The workbook will be used throughout the
implementation of this solution to ensure accurate recording of the values in both the Test and
Production environments.
Student Planning Workflow Diagrams
The Student Planning Workflow diagrams are documents that follow the flow of activity for both
students and advisors within the Student Planning tool. These can be the beginning of training
material.
Student Planning Client Side Tasks
The Colleague Student Planning Client Side Tasks document is a check list of items required for
the successful implementation of Student Planning.
Student Planning FAQ
The Student Planning frequently-ask-questions document includes items that, though not required
for implementation, are none-the-less of interest to most institutions.
Student Planning Test Plan
The Colleague Student Planning Test Plan is a skeleton document that can be used to layout the
testing of Student Planning.
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Implementation Engagements: Student Planning Audit (optional)
#1 Degree Audit Discovery and Planning
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
This remote engagement allows for a detailed review of current Academic Program set up and Degree Audit
set up. This lays the foundation and provides the necessary information for the four-day onsite workshop.
Engagement Objectives





Understand how current Academic Programs (PROG) set up will impact Student Planning
Understand how current Degree Audit set up will impact Student Planning
Begin to prioritize Degree Audit issues
Especially rules attached to student academic credit
Understand how Reporting Years and Terms (RYAT) set up will impact Student Planning
Confirm details for onsite workshop
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Prerequisites/Requirements
Before this engagement can take place, the following tasks, requirements, and engagement activities must
be completed:

None
Student Planning Team will bring the following existing documentation to the engagement:

Sample Degree Audit reports
These can be obtained from the Academic Program Requirements (APRS) form
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following documentation:

Self-Service Installation and Administration manual (do not print)
Reference only materials (do not print for all participants):

Student Planning Decision Workbook
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Proposed Agenda
Timeframe
Topic
2 hours
remote
Introductions
Degree Audit discovery
and assessment
Activity
Reference
Materials
Participants
Student
Planning
Team
Discuss current state of
Degree Audits.
Are Degree Audits used by
students, advisors, and for
graduation?
What will be required to
reach 100% confidence by
each user?
Degree Audit processing
in Student Planning;
including student /
advisor views
Review how Student
Planning interprets Degree
Audits.
Discuss the differences
between Colleague Evaluate
Student Program (EVAL),
WebAdvisor Program
Evaluation, e-Advising, and
Student Planning.
Are there problems with
current Degree Audits?
What are the pain points
with Degree Audit?
Degree Audit rules
Identify and review issues
that are affecting Degree
Audit.
Consider how Degree Audit
will impact Student Planning.
Review Degree Audit rules.
Create list of rules that need
to be changed to COURSES
table.
Discuss plan to update rules
as appropriate.
Document top ten
programs that will be
reviewed
Review programs that will be
changed first.
These should be the
programs that have the most
impact.
Reporting Years and
Terms (RYAT)
Quick review of the setup of
credit terms in a typical
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Timeframe
Topic
Activity
Reference
Materials
Participants
semester time period.
Consider how terms are
displayed in Student
Planning.
Details for onsite
engagement - #2
Academic
Program/Degree Audit
Changes and
Realignment workshop
Confirm
Task Assignments



List top ten programs that will need Degree Audit changes
List rules that need to be changed to COURSES table
List other Academic Programs that need attention
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Implementation Engagements: Student Planning Audit (optional)
#2 Academic Program/Degree Audit Changes and Realignment
Date/Time: Month ## - ##, 20## from ##:##am to ##:##pm
Engagement Description
Academic Program/Degree Audit Changes and Realignment is an onsite workshop that will review and
modify Academic Programs (PROG) and Degree Audits to allow for a smooth implementation of Student
Planning.
Engagement Objectives






Understand Degree Audit syntax
Describe key impact of Degree Audits
Understand Academic Program set up
Adjust Degree Audit set up
Plan for future changes
Understand annual maintenance
Recommended Participants
Participants should include individuals responsible for Academic Programs (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Prerequisites/Requirements
Before this engagement can take place, the following tasks, requirements, and engagement activities must
be completed:

#1 Degree Audit Discovery and Planning
Student Planning Team leader will bring the following to the session:

List top ten programs that will need Degree Audit changes

List rules that need to be changed to COURSES table

List other Academic Programs that need attention
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Degree Audit Core Learning Guide
Reference only materials (do not print for all participants):

Student Planning Decision Workbook
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Proposed Agenda
Timeframe
Topic
4 days
onsite
Introductions
Activity
Reference
Materials
Participants
Student
Planning
Team
Review top ten list of
Academic Programs
Prioritize top ten list of
Academic Programs.
Review list of rules that
need to be changed to
COURSES table
Prioritize rules.
Degree Audit overview
Syntax
Acad.Reqmt.Types
Discuss the differences
between Colleague Evaluate
Student Program (EVAL),
WebAdvisor Program
Evaluation, e-Advising, and
Student Planning.
Make changes to top ten
Degree Audits
Academic Program
Requirements (APRS)
Degree Audit
Learning
Guide
Naming Convention
Subrequirements
Print Text
Rules
Document changes
Plan update to all
remaining Degree Audits
Create spreadsheet to track
all Degree Audits and
requirements that need
updates.
Annual maintenance of
catalogs and Degree
Audits
Review business process to
change Academic Programs
(PROG).
Review Colleague process
for Catalog Copy (CATC)
and update of Degree
Audits.
Exception and Override
Review Colleague
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process
Exceptions and Overrides
(EXOV) process.
Outstanding action items
Discuss
Details for remote #3
Post Realignment
Follow-up
Confirm
Task Assignments


List programs that still need changes
List audits that still need changes
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Implementation Engagements: Student Planning Audit (optional)
#3 Post Realignment Follow Up
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
This remote engagement will focus on a review of changes made to Academic Programs and Degree
Audits; as well as discuss outstanding issues.
Engagement Objectives


Understand previous accomplishments from #2 Academic Program/Degree Audit Changes
and Realignment
Discuss outstanding issues with Academic Program and Degree Audit changes
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Prerequisites/Requirements
Before this engagement can take place, the following tasks, requirements, and engagement activities must
be completed:

Complete the #2 Academic Program/Degree Audit Changes and Realignment workshop

Continue work on fixing Degree Audits
Student Planning Team will bring the following to the session:

Student Planning Decision Workbook

List of outstanding issues
Proposed Agenda
Timeframe
Topic
2 hours
remote
Introductions
Activity
Reference
Materials
Participants
Student
Planning
Team
Outstanding action items
Review
Outstanding questions
Review
Details for remote #1
Student Planning Kickoff
Confirm
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Task Assignments

Complete all outstanding items and task
Implementation Engagements: Student Planning Starter
#1 Student Planning Kickoff
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
This remote engagement will launch the implementation of Student Planning. The engagement includes an
overview of Student Planning, discussion of the current Colleague setup related to Student Planning, and
review of Student Planning documentation.
Additional attention will focus on confidence in Degree Audit, rules used in Degree Audit, Colleague
Curriculum Tracks (CUTK)/Sample Degree Plans, and Reporting Years and Terms (RYAT) setup.
Engagement Objectives




Base-level understanding of Student Planning
Understanding the implementation process
Understand Degree Audit impacts to Student Planning
Base-level understanding of Sample Degree Plans
Recommended Participants
Participants should include individuals responsible for Academic Program setup, Degree Audit maintenance,
and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Self-Service Installation and Administration manual (do not print)
Reference only materials (do not print for all participants):

Student Planning Decision Workbook
Proposed Agenda
Timeframe
Topic
1 hour
remote
Introductions
Implementation
Activity
Reference
Materials
Participants
Student
Planning
Team
Review
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Engagements found in
the Implementation
Guide
Student Planning via
Ellucian demo site or
PowerPoint
Review
Degree Audit view in
Student Planning - My
Progress
Discuss
Academic Program
(PROG) descriptions in
Student Planning – My
Progress
Discuss
Colleague Curriculum
Tracks (CUTK) &
Student Planning – Plan
& Schedule – Timeline
Discuss
Reporting Years and
Terms (RYAT) setup &
Student Planning – Plan
& Schedule - Schedule
Discuss
Degree Audit processing
in Student Planning;
including student /
advisor views
Review how Student
Planning interprets Degree
Audits.
Note functionality changes
from release to release.
Design a plan to update
Academic Program (PROG)
descriptions.
Note functionality of Sample
Degree Plans
Discuss the differences
between Colleague Evaluate
Student Program (EVAL),
WebAdvisor Program
Evaluation, e-Advising, and
Student Planning.
Advising process
Review advising business
process.
Review how the advising
process is defined in
Colleague and WebAdvisor.
Degree Audit Status
Discuss current state of
Degree Audits.
Are Degree Audits used by
students, advisors, and for
graduation?
What will be required to
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reach 100% confidence by
each user?
Degree Audit rules
Review Degree Audit rules.
Create list of rules that need
to be changed to COURSES
table.
Discuss plan to update rules
as appropriate.
Details for remote
engagement - #2 Student
Self-Service Installation
Confirm
After this engagement, test
Student Planning
functionality before onsite
engagement #3.
Establish student and
advisor UserID’s &
passwords for Test and/or
Production as appropriate
for use during engagement
#3.
Details for onsite
engagement - #3 Student
Planning Configuration,
Testing, and Training
Confirm
Task Assignments







Update Academic Program (PROG) descriptions as appropriate
Collect/create Sample Degree Plan / Curriculum Tracks (CUTK)
Inventory/ update all Degree Audit rules as appropriate
After engagement #2 Self-Service Installation; test Student Planning functionality
After engagement # 2 Self-Service Installation; create student & advisor UserID’s & passwords
for use during engagement #3 Configuration, Testing, and Training
After engagement #2 Self-Service Installation; setup Theming and Branding using the SelfService Installation and Administration document
Clone Production to a fresh Test environment if needed
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Implementation Engagements: Student Planning Starter
#2 Student Self-Service Installation
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm for remote technical
planning call
Week of: Month ##, 20## for remote Self-Service Installation
Engagement Description
An Ellucian consultant will install Student Self-Service. The installation service consists of a technical
planning call, remote installation, and an engagement summary after completion of the installation.
Engagement Objectives
Have a functional Test and Production Student Self-Service configuration. Student Self-Service consists of
the following components:

Colleague Web API

Student Self-Service

Software Updates

Creation of Roles

Creation of Security Class

Configuration of SSL

Post Installation Validation
Recommended Participants



System Administrator
Network Administrator
Colleague Administrator
Prerequisites/Requirements
Before this engagement can take place, the following tasks, requirements, and pre-engagement activities
must have been completed:

Student Self-Service requires WebAdvisor, Portal and E-Commerce to be current to a
specified level. These levels are defined in the current Self Service Administration Manual.

In addition, to software updates to Colleague there are two components that need to be
installed. For hardware guidelines, please consult the Self Service Readiness Document.
o Self-Service Server. Although a dedicated server satisfies requirements, collocating this
component on the Payment Gateway server is the typical choice.
o Colleague WebAPI Server. Ellucian recommends a dedicated server.
o Purchase and install SSL certificate from a certificate authority on the above servers.
o Administrator remote login service to the above servers.

A pre-installation worksheet will be reviewed during the technical planning call. It is a
requirement to fully complete and return this document prior to the installation.
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Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following:

Self-Service Pre-installation Worksheet
Reference only materials (do not print for all participants):

Colleague Student Self-Service Readiness

Self-Service Installation and Administration

Setting up Student Finance manual

Setting up Student Planning manual
Proposed Agenda
Timeframe
Topic
Activity
Reference
Materials
Participants
1 hour
remote
Pre-installation call
Technical Planning Call
Technical Readiness
Self-Service
Pre-installation
Worksheet
 System
Administrator
 Network
Administrator
 Colleague
Administrator
1 day
remote
Student Self-service
Installation
Technical Installation
Engagement
Summary
 System
Administrator
 Network
Administrator
 Colleague
Administrator
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Implementation Engagements: Student Planning Starter
#3 Student Planning Configuration, Testing, and Training
Date/Time: Month ## - ##, 20## from ##:##am to ##:##pm
Engagement Description
The Student Planning Configuration, Testing, and Training engagement is an onsite visit that prepares
Student Planning for use. The engagement also prepares the Student Planning Team to use the application.
Engagement Objectives






Understand basic configuration
Understand how Degree Audit impacts Student Planning
Develop Curriculum Tracks (CUTK) to support Student Planning Sample Degree Plans
Understand how the Resource Database impacts Student Planning
Understand workflow for students and advisors
Create training plan for Student Planning roll out
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Setting Up Student Planning (attachment in #1 Student Planning Kickoff email)
Reference only materials (do not print for all participants):

Self-Service Installation and Administration manual

Student Planning Client Side Tasks (attachment in #1 Student Planning Kickoff email)

Student Planning Decision Workbook (attachment in #1 Student Planning Kickoff email)

Student Planning FAQ (attachment in #1 Student Planning Kickoff email)

Student Planning Student Workflow (attachment in #1 Student Planning Kickoff email)

Student Planning Advisor Workflow (attachment in #1 Student Planning Kickoff email)

Student Planning Test Plan (attachment in #1 Student Planning Kickoff email)
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Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Important Colleague & Student Planning Setup before Onsite
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Setup Theming and Branding using the Self-Service Installation and Administration document
o This will save time, allowing more time for the Team to work on business processes
Decide if the Team will work in Colleague Test or Production
o Per decision, have Self-Service pointed to Test and/or Production
o Per decision, be sure to have user access available to all Colleague forms found in the
Setting Up Student Planning document
At least four students, two faculty advisors, two academic advisors (fake or real) with Student
Self-Service / Colleague Student Planning and Web Advisor working UserID’s and passwords
for Test and/or Production per decision above
Proposed Agenda
Timeframe
Topic
3 days
onsite
Introductions
Resource Database
assignment process
Please complete this
before the onsite to save
time for the Team to
work on items below.
Activity
Reference
Materials
Participants
Student
Planning
Team
Use Batch Updt Resource
Assignmnts (BURA) for
batch assignment.
Self-Service
Installation and
Administration
manual
Use Assign Resource to Org
Roles (AROR) for individual
assignments.
Discuss process to maintain
the assignment process for
new students and advisors.
Branding and Theming
Please complete this
before the onsite to save
time for the Team to
work on items below.
Student Planning
Ready?
Document theme colors and
codes.
.
Self-Service
Installation and
Administration
manual
Confirm environment the
Team will work in Test,
Production, other?
Confirm UserID’s and
passwords for at least four
students, two faculty
advisors, two academic
advisors.
Has everyone seen how
Student Planning works?
What’s New
Review latest release
enhancements
Page 22 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Student advising
business process
Discuss the current student
advising process.
Are students limited to
advisor approved Courses?
What are the pros and
cons?
Colleague forms and
codes used by Student
Planning
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ORGR –
Organization Role
Definition
MRPR – Maintain
Role Permission
AROR – Assign
Resource to Org
Roles
BURA – Batch
Updt Resource
Assignmts
DRUS – DMI
Registry User
Setup
SVM – Staff and
Volunteers
SUBJ - Subjects
RYAT>ACTM –
Academic Term
DEPT –
Departments
ISTM –
Instructional
Methods
CRSE – Courses
CREQ – Course
Requisites
COFF – Course
Offering Info
CUTK/CSBL –
Curriculum Tracks
CTLG – Catalogs
PROG – Academic
Programs
SPRP – Student
Planning Related
Programs for
Fastest Path
FCTY – Faculty
RGWP –
Registration Web
Parameters
REQU/SRSP –
Subrequirement
Specifications
CPWP – Course
This topic
follows –
Setting Up
Student
Planning
Page 23 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
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Student academic
program business
process
Planning Web
Params
SPWP – Web
Student Profile
Params
SACP – Student
Academic Program
GRPR – Grade
Printing
Restrictions
TRWP – Unofficial
Transcript
Discuss the current process
for assigning, changing, and
ending programs of study.
How are Student Profile
(SPRO) / Student Academic
Program (SACP) forms
used?
Can students have multiple
Active Academic Programs?
Academic Program
(PROG) descriptions
Status.
Advisor assignment
business process
Discuss the current advisor
assignment process.
Review how advisor/advisee
relationships are kept
current in Colleague?
Degree Audit rules
Review Degree Audit rules.
Create list of rules that need
to be changed to COURSES
table.
Discuss plan to update rules
as appropriate.
Degree Audit view in
Student Planning,
Program Evaluation Web Advisor, & Evaluate
Student Program (EVAL)
- Colleague
Discuss the current use of
Program Evaluation in Web
Advisor & Evaluate Student
Program (EVAL) in
Colleague.
Discuss the interpretation
(view) of each application
with respect to
Subrequirement
Specifications (SRSP)
Specifically, Specifications
Page 24 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
(syntax) table, PRINT
command, and Print Text
table.
Decide if changes are
necessary.
Build Curriculum Tracks /
Sample Course Plans
(if appropriate)
(if there is time)
Develop a spreadsheet to
inventory Curriculum Tracks
and corresponding naming
conventions.
Can this be woven into your
spreadsheet of Degree
Audits?
Build and document
Curriculum Tracks (CUTK)
Attach tracks to Academic
Programs (PROG)
Test Student Planning
Tryout our setup.
Student View
 My Progress
 Plan & Schedule
 Course Catalog
 Register
 Add
 Drop
Advisor View
 Plan & Schedule Review
 Progress
 Notes
 Register
 Add
 Drop
Student Planning
documentation
Review documentation and
adjust as needed.
Training plan
Discuss
Outstanding action items
Discuss.
Make list.
Details for remote
engagement - #4 Student
Planning Follow-Up
Confirm.
Student
Planning
workflow
documents
For engagements #4, #5,
and #6…
Page 25 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
The Student Planning Team
should begin to drive the
agenda to meet unique
needs.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
Task Assignments
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Develop detailed training plan
Create training material
Update documentation as needed
Follow-up on action items
Forward next meeting agenda additions and suggestions prior to the next engagements
Page 26 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Implementation Engagements: Student Planning Starter
#4 Student Planning Follow-Up
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
This remote engagement is a follow-up to #3 Student Planning Configuration, Testing, and Training. The
Follow-up engagement reviews progress-to-date and the statuses of the; training plan, training materials,
documentation, and Task Assignments. In addition, any new items and/or concerns can be addressed.
Engagement Objectives
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Deeper understanding of Student Planning
Status of Student Planning implementation
Status of Task Assignments
Completed training plan
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Setting Up Student Planning (attachment in #1 Student Planning Kickoff email)
Reference only materials (do not print for all participants):

Self-Service Installation and Administration manual

Colleague Student Planning Client Side Tasks

Colleague Student Planning Decision Workbook

Student Academic Planning FAQ

Student Academic Planning Student Workflow

Student Academic Planning Advisor Workflow

Colleague Student Academic Planning Test Plan
Page 27 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Proposed Agenda
Timeframe
Topic
2 hours
remote
Introductions
New items?
Activity
Reference
Materials
Participants
Student
Planning
Team
Add to this agenda.
At this point in the
implementation of Student
Planning…
The Student Planning Team
should drive the agenda.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
The topics below are to help
you think about your unique
needs.
Student Planning
Status.
Status in Production.
Questions?
Action items
Status.
Questions?
Training plan
Status.
Questions?
Training materials
Status.
Questions?
Task Assignments
Status.
Questions?
Documentation
Up-to-date?
Degree Audit
Degree Audit rules
Any outstanding concerns?
Curriculum Tracks /
Sample Couse Plans
Any outstanding concerns?
Action items
Task Assignment
Update lists.
Page 28 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Details for remote
engagement - #5 Student
Planning Production
Readiness
Confirm.
For engagements #5 and
#6…
The Student Planning Team
should be driving the
agenda to meet unique
needs.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
Task Assignments
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

Create assignments as needed
.
.
Page 29 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Implementation Engagements: Student Planning Starter
#5 Student Planning Production Readiness
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
This remote engagement reviews the Production environment readiness for use by students and advisors.
Engagement Objectives
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Validate branding and theming of Self-Service
Validate Resource Database assignment process
Validate Colleague setup for Student Planning
Check Student Planning functionality
Review training materials, training plan, and rollout plan to the college community
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Setting Up Student Planning
Reference only materials (do not print for all participants):

Self-Service Installation and Administration manual

Colleague Student Planning Client Side Tasks

Colleague Student Planning Decision Workbook

Student Academic Planning FAQ

Student Academic Planning Student Workflow

Student Academic Planning Advisor Workflow

Colleague Student Academic Planning Test Plan
Page 30 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Proposed Agenda
Timeframe
Topic
4 hours
Remote
Introductions
New items?
Activity
Reference
Materials
Participants
Student
Planning
Team
Add to this agenda.
At this point in the
implementation of Student
Planning…
The Student Planning Team
should drive the agenda.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
The topics below are to help
you think about your unique
needs.
Production branding and
theming
Validate
Production Resource
Database assignment
process
Validate
Production Colleague
setup for Student
Planning
Validate
Production Curriculum
Tracks
Review progress
Production Degree Audit
changes
Review progress
Test Student Planning in
Production
Try out our setup.
Student View
 My Progress
 Plan & Schedule
 Course Catalog
 Register
 Add
 Drop
Advisor View
 Plan & Schedule Review
Page 31 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Action items
Task Assignment
Details for remote
engagement - #6 Student
Planning Go Live Call
 Progress
 Notes
Update lists.
Confirm.
For engagement #6…
The Student Planning Team
should be driving the
agenda to meet unique
needs.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
Task Assignments



Create assignments as needed
.
.
Page 32 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Implementation Engagements: Student Planning Starter
#6 Student Planning Go Live Call
Date/Time: Day, Month ##, 20## from ##:##am to ##:##pm
Engagement Description
The remote engagement is scheduled as the institution prepares to go live with the Student Planning. This
call reviews tasks, set up, and training.
Engagement Objectives


Ensure Student Academic Planning is ready
Review go live process
Recommended Participants
Participants should include individuals responsible for Academic Program (PROG) setup, Degree Audit
maintenance, and student advising. In addition, Student Planning Team representatives from the areas of:

Records / Registration

Admissions

Advising

Information Technology

Institutional Research
Session Materials
Download from the Ellucian Client Web site (http://www.ellucian.com) and make available the most recent
version of the following training workbooks:

Setting Up Student Planning
Reference only materials (do not print for all participants):

Self-Service Installation and Administration manual

Colleague Student Planning Client Side Tasks

Colleague Student Planning Decision Workbook

Student Academic Planning FAQ

Student Academic Planning Student Workflow

Student Academic Planning Advisor Workflow

Colleague Student Academic Planning Test Plan
Page 33 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |
Proposed Agenda
Timeframe
Topic
1 hour
remote
Introductions
New items?
Activity
Reference
Materials
Participants
Student
Planning
Team
Add to this agenda.
At this point in the
implementation of Student
Planning…
The Student Planning Team
should drive the agenda.
Please email your agenda
additions and suggestions to
your Ellucian consultant at
least one week prior to this
engagement.
The topics below are to help
you think about your unique
needs.
Action items
Task Assignment
Review and complete.
Go live process
Discuss.
GO LIVE!
Yea!
Page 34 of 34 |
Colleague Student Planning Implementation Guide |
© 2014 Ellucian. All Rights Reserved - Confidential & Proprietary |