Implementation Guide

A launch guide for the compliance assist planning application

PREFACE

This document serves as an overview of the steps that are necessary for the successful implementation of Compliance Assist Planning on your campus. Your consultant will facilitate this process and help keep your campus on target with your Planning module set up and launch. At each step of the process, your consultant will provide additional resources and items for you to consider, along with an agenda for each training and call you have.

Implementation of Compliance Assist Planning takes approximately 4 – 8 weeks. The basic steps in the implementation process are:

Discovery / Technical Setup / System Training & Configuration / Launch & User Training

dISCOVERY

The initial step in the implementation process is for the Campus Labs team to get to know the key administrative users at your institution and learn more about the current planning and assessment environment on campus as well as the intended goals of the use of the Campus Labs platform. A member of the Campus Labs team will reach out to schedule the initial discovery call at a convenient time for your designated administrators. During the meeting, we may ask questions such as:

  1. How would you describe your institution’s culture of planning and assessment? Is there anything you would like to change/improve?
  2. Tell me about your assessment process?
  3. Are you documenting strategic or institutional goals? If yes, how?
  4. Have you developed a framework?
  5. How are you reporting results?
  6. Do you have an annual report template?
  7. In addition to what was mentioned above, what other plans are you looking to track in the tool?
  8. Examples-
  9. Strategic Plan
  10. Enrollment Management Plan
  11. Annual Plan of Work
  12. Sustainability Plan
  13. Budget requests
  14. Are you looking for consultation/feedback on your plans and/or assessment process?

TECHNICAL SETUP

Prior to configuring your site, staff at Campus Labs must initiate the creation of the Compliance Assist Planning web application. This process requires the establishment of an interoperable connection to the campus via authentication. Training and configuration of the Planning module application cannot take place until this initial technical setup has been completed.

AUTHENTICATION (REQUIRED)

In order to provide access and security to campus data, the Campus Labs suite relies on the identity management system of each campus. Technical staff on campus will be required to provide information and potentially write application code in order to connect with the Campus Labs suite. This connection ensures that only members of your campus community can access your Campus Labs application(s). Only those users that you specify will have access, and their level of access is adjustable by you at any time.

The centerpiece of authentication is a secure transmission of a unique identifier for a user upon a successful granting of credentials. This unique identifier becomes the central key that all user data points will be connected and identified with via application visualizations and data exports. It is important to choose a method that can pass the appropriate unique identifier. Please see the “Choosing a Unique Identifier” document for more information about choosing an appropriate unique identifier.

Technical information about configuration of each authentication method can be supplied to the campus upon request.

APPLICATION “SPIN -UP”

Once authentication has been achieved and verified by a campus user, Campus Labs team members will begin the process of enabling the application for your campus.

SYSTEM TRAINING & CONFIGURATION

Once the Application “Spin-up” step has been completed, your consultant will connect with you in order to set up an initial training session(s). There are approximately seven stages of administrator training, which include a leadership webinar and multiple technical trainings.

LEADERsHIP WEBINAR (INTRODUCTION)

The leadership webinar is anintroduction to refresh your memory about the features of the Planning module. We will review the general setup of the site, show examples, and talk about the documentation required for implementation. Additionally, we’ll discuss needs for future user trainings. Items to begin gathering before the leadership webinar include:

  • Organizational chart outlining all units at your institution that will be using the Planning module for documentation of assessment efforts
  • Planning and assessment templates and examples
  • An idea of the users that will be working in the site

SESSION 1: SETTING UP PLANS AND CUSTOMIZING TEMPLATES

The goal of this session is to orient administrators to the Planning site and start the conceptualization process of the planning and assessment templates used for collecting information. In preparation for this training, your consultant will have received your assessment templates and past examples to create a recommended workspace in the site.

  1. Accessing your Compliance Assist Site
  2. Navigating to the Planning site
  3. Designing with the end in mind
  4. Setting up plans
  5. Customizing templates to support your plans
  1. Field options
  2. Hierarchy set up

Homework:

  1. Review templates built by your consultant–think about what you like or don’t like
  2. Want to see your field options? Read this article:
  1. Write down changes you would like to make and send to your consultant
  2. If you would like to watch this training again, here is a recording:

SESSION 2: TEMPLATE REVIEW, ORG CHART/YEARS/PROGRESS SET UP

The goal of this session is to review the recommended template design and discuss your experience using it following the training. We will also review your org chat and customize your fiscal years and progress drop down list.

  1. Review templates
  2. Review your Org Chart- Do we need to make changes?
  3. Set up Fiscal Years with appropriate dates
  4. Customize progress drop down list

Homework:

  1. Do you have changes to make to your org chart? If yes, send those to your consultant
  2. Make decisions regarding the customization of your progress drop down

SESSION 3: Report Basics

This session is to train administrators on the reporting capabilities of the Planning module.

  1. Department and Individual Reports
  2. Eight-step report writer
  3. Generating and downloading reports
  4. Gap Analysis Reports
  5. Purpose
  6. Report writer
  7. Report Settings
  8. Review Report Examples

Homework:

  1. Think about what reports you would like to see—share this with your consultant
  2. Review these report resources:

Creating Reports

Gap Analysis Reports

SESSION 4: SETTING UP USER ACCOUNTS

This session is to cover the process of setting up user access to the Planning module.

  1. Accessing the Users & Roles Tab
  2. Setting up new users accounts
  3. Setting up new roles and customizing access
  4. Review user/role spreadsheet to prepare for import

Homework:

  1. Complete user/role spreadsheet and send to your consult to import into the site
  2. Assign customized permissions within user roles
  3. Review users/roles resources:

SESSION 5: PREPARE TO LAUNCH TO USERS!

This session will focus on preparing the site to be launched to users including setting up announcements, developing resources and scheduling user trainings.

  1. Creating new announcements
  2. Developing resources for users
  3. Training options

Homework:

  1. Create announcements for users
  2. Develop resources for users and post to the announcements page (Optional)
  3. Coordinate training(s) for users

USER TRAINING & LAUNCH

Once your administratorsare comfortable working in the module, it is ready to be launched to users! During your administrator training sessions, your consultant has learned all about your assessment process and can now provide trainings to additional users working in the module. These users may be program coordinators, department directors, or deans and VPs. The user training would involve:

  1. Discussion of assessment process (by campus administrator)
  2. Accessing the Planning module
  3. Review of user workspace
  4. Adding, editing, deleting items
  5. Relating items (if applicable)
  6. Generating and downloading reports