Continuing Education Student Management System :: PIP System (SUNY Orange)

Continuing Education Student Management System Print All

Initiative Title	Continuing Education Student Management System
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	The Continuing and Professional Education department is seeking to implement a new student management system to complement the Banner system. Banner is specific to credit programs and does not lend itself to effectively manage non-credit operations, marketing, and to a certain degree customer service. Utilizing such a system will allow the College to be more nimble and flexible as well as increase revenue and continue to lead the department to financial self-sufficiency. HIghlights of discussion: o After attending the annual conferences of Continuing Education Association of New York and the Learning Resources Network (LERN), workshops and persons with first-hand experience with Banner strongly recommend not to go with Banner. o CAPE is unique and operates differently than most of the College. The College’s Strategic Plan emphasizes being financially self-sufficient which points to the need to be flexible and customer-focused. A student management system must have these qualities as well. o Though CAPE is unique in the sense of how it generates revenue and markets courses and programs, other successful continuing education departments utilize a stand-alone system whereas the credit-side uses a system specific to their needs. o CAPE needs to use software that is specific to the lifelong learning programming industry. Banner is specific to matriculated credit students. o Other than online registration, the ideal student management system will provide marketing and financial information that CAPE needs to make more informed decisions. o According to LERN, departments using stand-alone systems are reporting: o Brochures and catalogs are being developed in 50% less time o Transfers/cancels are taking 90% less time o Staff can now focus on growing the business instead of maintaining the business o Having a stand-alone system will assist other areas of the College to provide cooperative training opportunities to the community and industry. CAPE will have the ability to collect different data than Banner to share with the College community especially Institutional Advancement, Institutional Research, Academic departments, and Marketing. o Savings will be gained with an industry specific system: o Staff productivity will increase and overall improved operations o Less work for Registrar and Bursar o Better decisions are made because of easily accessible financial and marketing data o Increased customer satisfaction o Increased revenue and increased repeat business o An ideal system will have: o Fields that can be user-customized for demographics so buying habit information can be pulled out o Flexible reporting features - perform multiple queries on the fields o Customer mailing list management - who are our customers and what are they doing o Identify our target markets so that we may provide more targeted marketing activities o Financial analysis at the director’s fingertips including:  Go/No Go calculations; Average Participant Per Class; Average Class Fee; Course Cancellation Rate; Brochure:Participant Ratio o Differentiate registration from a single class to the accompanying certificate program o Instructor web-access to print rosters and sign-in sheets as well as attendance o Export schedule and course description to build and produce the bulletin o Students can update their profile online and receive up-to-date class info o Able to offer promotional discounts
Consequences of this initiative not being funded	- Increase barriers to registration - There is an opportunity cost regarding revenue - Target marketing will continue to be compromised - Customer service would not be as robust - Decreases the ability of the department to work with other collegedepartments
Department Goals
Programs	Corporate Training, Community Services, Workforce Development / HSE
Locations
Estimated Completion Date	01/21/2009
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:02 pm
Updated	06/17/2013 5:02 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
COLLEGE III: To implement technological delivery systems in Academic, Student and Administrative Services. 2: To increase the use of information technologies for enhancing education and communication.
COLLEGE III: To implement technological delivery systems in Academic, Student and Administrative Services. 3: To continue to enable technological improvements in academic advising, in registration, in keeping track of student progress, and in financial aid processing, while maintaining personal interactions between students and college personnel.
COLLEGE IV: To serve as a resource for economic development to business, industry, government and the community. 3: To determine the needs for credit and non-credit courses and programs in order to provide job-related credentials and enhanced employability opportunities for students
STRATEGIC II: Increase the effectiveness of planning and resource allocation for all College operations.
AMP D: Technology c: Upgrade computer hardware and software within faculty and department offices on a consistent three-year cycle
AMP H: Collaboration and Partnerships d: Create stronger ties between CAPE and credit departments and programs to develop new non-credit offerings

Action Steps

Action Step	Responsible Party	Order
Identify vendor partnership and selection	CAPE	1
Set up new software regarding CAPE's operational needs with Vendor	CAPE	2
Create data dump of existing CAPE students and put into new software system.	CAPE & ITS	3
Rollout new student management system (Go Live)	CAPE	4

Expected Outcomes

Outcome	Order
Better target market to students while reduce marketing expenses	1
Better financial analysis and reporting	2
Better customer service to students	3
Staff productivity will increase	4
The new system lends itself for more partnership opportunities with other college departments.	5
The software lends itself to increase revenue	6

Assessment Methods

Method	Description	Other Method	Responsible Party

Resources

INITIAL YEAR COST:	$32,500.00
RECURRING COST:	$7,500.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Student Management Software (Lumnes) Annual Subscription Fee	$7500.00 / 7500.00 (1st year)	CAPE
Student Management Software License Fee (Lumens)	$25000.00	CAPE
TOTAL:	$32,500.00 / $7,500.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Creating data dump new software	$0.00	Information Technology, CIO Office CAPE
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
				1	Continuing Education Student Management System $32,500.00 / $7,500.00	CAPE Corporate Training Community Services Workforce Development / HSE

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.