Home

#107 Digitizing the Process: Development of a Digital Academic

1. 9 24 2014 Registrar s Office Cindy Baccar 9 25 2014 Digitizing the Process Development of a Digital ARC Petition Provost s Challenge Project 107 Assessment Plan Purpose Continuous process improvement Assessment questions How is the electronic petition process working for students How is the electronic petition process working for the ARC committee How is the electronic petition process working for reviewers Has the electronic petition process increased efficiency in the petition process Method Through utilization of the OnBase reporting tool data will be collected and analyzed to assess the efficiency of the online ARC process o Example Timeframes of days being reviewed by a particular category area of days from submission to approval of days from submission to implementation of days from approval to implementation Sample survey of users on functionality Reporting Internal reporting within ARC and Degree Requirements Faculty Senate Report Annual Portland State UNIVERSITY Academic Requirements Committee Petition User Manual Overview Parts of the OnBase User Interface Web Client Unity Client PCs only How do use OnBase As a professional academic advisor in a College or School As a UNST Coordinator FRINQ SINQ Capstone FRINQ Coordinator SINQ Coordinator Capstone Coordinator As a UNST Junior Cluster Coordinator or Director Cluster Coordinator Director of
2. area within UNST for review If the petition should be reviewed by an academic department instead select the Process Administrator option d Issue Cannot be Petitioned Bad i Use this button carefully Click this button when the issue absolutely cannot be petitioned The most common example of this is a student Questions Email ARC PetitionSupport Group pdx edu petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continue in ARC Process button ARC will determine if the issue is petitionable e Request Additional Review q i If you need someone else s feedback in addition to your own use this button This sends an email with a link to the petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete SINQ Coordinator As a SINQ Coordinator you should see a green folder mm called ARC SINQ Review To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pane 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To rou
3. be sent to the student with your comments c Reroute this petition i If the petition has been routed to you by mistake click this button to reroute to another area within UNST for review If the petition should be reviewed by an academic department instead select the Process Administrator option d Issue Cannot be Petitioned bad i Use this button carefully Click this button when the issue absolutely cannot be petitioned The most common example of this is a student petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continue in ARC Process button ARC will determine if the issue is petitionable 2 e Request Additional Review i If you need someone else s feedback in addition to your own use this button This sends an email with a link to the petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete As a UNST Junior Cluster Coordinator or Director Cluster Coordinator z As a Cluster Coordinator you should see an icon M next to the folder with your cluster name To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pa
4. recovery may require up to one week Supported Operating Systems and Browsers e OlT will make every effort to support users on all platforms However solution development and testing will be aligned with the OIT Standard Desktop Configuration for Enterprise Applications policy Service Levels Tier 1 e Support is first point of contact for end users Users will email ARC PetitionSupport group pdx edu if they are having issues with the ARC petition workflow The Degree Certification Specialist is the contact within RO who will respond or route issues to other tiers Tier 2 e Support receives issues escalated by Tier 1 assigned via email Tier 2 is the ARC Petition Workflow Coordinator within UNST Some users may contact Tier 2 support directly if they know the resource Tier 3 e Support receives issues escalated by Tier 1 or 2 as appropriate Tier 3 support may include User Support Services USS and or Enterprise Applications EA within OIT Tier 3 is responsible for resolving technical issues Change Schedule Process Review e Initial Evaluation will occur at the end of the 2014 Fall term No major changes will be made at this time e In depth Evaluation will occur at the end of the 2015 Spring term Any enhancements will be made throughout Summer 2015 IV Signatures To confirm your review and approval sign this document by entering your name next to your department and documenting the date Enterprise Applications Greg Pitter
5. reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include a Continue in ARC Process W i This button routes the petition and your comments to the next step in the process b May Resolve outside of ARC Process i Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a DARS exception or when another petition process is more appropriate An email will be sent to the student with your comments c Reroute this petition If the petition has been routed to your school or college by mistake click this button to reroute to another school or college for review If the petition should be reviewed by University Studies UNST select the Process Administrator option d Issue Cannot be Petitioned bad i Use this button carefully Click this button when the issue absolutely cannot be petitioned The most common example of this is a student petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continue in ARC Process button ARC will determine if the issue is petitionable e Request Additional Review M Questions Email ARC PetitionSupport Group pdx edu i If you need someone else
6. s feedback in addition to your own use this button This sends an email with a link to the petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete As a UNST Coordinator FRINQ SINQ Capstone FRINQ Coordinator As a FRINQ Coordinator you should see a red folder pm called ARC FRINQ Review To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pane 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To route a petition 1 After reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include a Continue in ARC Process W i This button routes the petition and your comments to the next step in the process b May Resolve outside of ARC Process i Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a DARS exception or when another petition process is more appropriate An email will be sent to the student with your comments c Reroute this petition i If the petition has been routed to you by mistake click this button to reroute to another
7. Clusters If get an email requesting feedback Overview The Academic Requirements Committee ARC Petition had been a paper process until it was made available to students online for the Fall 2014 term The request form and approval workflow were built within software called OnBase OnBase is an enterprise application managed by the Office of Information Technology OIT To learn more about OnBase and how to use it for the ARC process follow the instructions below Parts of the OnBase User Interface The two primary ways to access OnBase are from the Web Client or the Unity Client Most users will access OnBase from the Web Client Web Client You may access OnBase from your web browser by using the OnBase Web Client The Web Client can be used in Internet Explorer Firefox or Safari Follow the steps below to access Accessing the Web Client Questions Email ARC PetitionSupport Group pdx edu 1 Open one of the supported web browsers Internet Explorer Firefox or Safari 2 Go to the website imaging pdx edu a If you are using a computer that is off campus you will be asked to click the Confirm security exception button Your web browser will only have you do this the first time you log in 3 Enter your Odin Username and Odin Password then press Login Accessing OnBase Workflow 1 After logging in click the down arrow next to the word Document Ed Document 2 Select Workflow and a new window will appea
8. Enter justification below Demo MM 4 Advisor or Coordinator Statement This statement is advisory and is not binding on the Committee s decision Name Enter your email here to get an email notification when the petition is resolved Optional 0 Note s ARC Committee View of the Petition Documents DEG ARC Petition Processing ARC Committee Members Preliminary Review 0 n Ba se 4 10 Yf Store body with header information Internet Explore q lt gt Ci Current First Name ARC Petition ARC Committe Life Cycle View gt Work Folder N Display No current Yes tw 2 ce form in vote to Ex Unsure larger te ieee viewer Enter your email here to get an email notification when the petition is resolved Optional 5 University Studies Review 6 Degree Requirements Reason for this request 7 ARC Committee Review Selecting the Save Comments button only saves any notes you added to the form It does not record your decision about the petition to do that use the OnBase Workflow Buttons Save Comments 0 Note s Portland State UNIVERSITY Memorandum of Understanding Office of Information Technology Academic Requirements Committee ARC Petition Support Plan I Summary This agreement is entered into by the Office of Information Technology OIT Enterprise Applications EA the Registrar s Office RO and Un
9. Portland State UHIVERLITY 107 Digitizing the Process Development of a Digital Academic Requirements Committee Petition Project Artifacts Led by Randi Harris Special Assistant to the Vice Provost for Academic Innovation and Student Success Office of Academic Affairs List of Artifacts e Academic Requirements Committee Petition Webpage Screenshots of the petition attached below Full copy of the Memorandum of Understanding attached below Full copy of the Assessment Plan attached below Full copy of the OnBase ARC Petition User Manual attached below Full copy of the OnBase ARC Petition Workflow attached below Student View of the Petition Academic Requirements Committee Petition Form Your student information was not able to ba drawn from Banner Plaase contact tha UES Halpdask at 502 725 HELPI425 7 or help pos edu for further assistance E mail Day Phone a EoOe es Advisor Catalog Yaar Please review your major above lf rt is correct check tha box below to procead If the Ested major is not corect you mead to change your major in Banwab https oamveb pdx adu before submitting your petition 7 My major is comect Attach Supporting Documentation Here Current DARS is required Attached fikas must ba a pdf or image jpg jpeg tiff pno berg gif fila typa 1 This petition is in regard to check ONE box only you must petition separately for each item Freshman Inquiry Upper Drvis
10. e in ARC Process button ARC will determine if the issue is petitionable a f Request Additional Review i If you need someone else s feedback in addition to your own use this button This sends an email with a link to the petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete Capstone Coordinator As a Capstone Coordinator you should see a gray folder nl called ARC Senior Capstone To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pane 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To route a petition 1 After reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include a Continue in ARC Process W i This button routes the petition and your comments to the next step in the process b May Resolve outside of ARC Process i Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a Questions Email ARC PetitionSupport Group pdx edu DARS exception or when another petition process is more appropriate An email will
11. ion Custar Other Examples E ES Requiraerants Pass No Pass Limit Wnting Requirement Cradit Overload Credits in Residence Justification of Request Plaasa explain in a daar concise manner why you should be axampted from the usual raquiramants fa if petitioning catalog yaar what would be differant for you in the requested catalog You must provide documantation far all claims made in this section Review View of the Petition 5 DEG ARC Petition Unity Form for BRODERICK FRANKLIN 921930209 submitted 11 12 2014 Internet Explorer Documents DEG ARC Petition Processing ARC veers Review E OnBase mH p 4 aM or Xf Store body with header information q ats lt p 23 Oo ARC Petition Status ARC SYS Initial ARC Review Li ARC FRINQ Review ui ARC SINQ Review Ga ARC Senior Capstone ARC UNST Review E ARC UNST Needs Rerouting ARC Clust American Studies 1 ARC Clust Community Studies Issue Request J Populate F ARC Clust Design Innovation and Additional enet Student EN Be Entrepreneurs Review Petitioned Date 3 Justification of Request Justification of Request Please explain in a clear concise manner why you should be exempted from the usual requirements e g if petitioning catalog year what would be different for you in the requested catalog You must provide documentation for all claims made in this section
12. iversity Studies UNST This memorandum of understanding MOU identifies the participating Portland State University PSU offices and clarifies areas of responsibility with regard to technology support for the OnBase ARC Petition solution Any changes to this MOU as recommended or requested by the initial or future collaborators will be shared with representation from associated offices for approval ll Roles and Responsibilities Enterprise Applications EA EA is the primary owner of the OnBase system and will provide technical support related to the ARC petition Responsibilities e Make small changes as needed o Changes to form text dropdowns queue names etc e Enhancements or changes to the workflow o Will be seen as a new project and will be entered into OIT s project request queue e Emergency fixes as needed e Maintain technical documentation Registrar s Office RO RO will be the primary owners of the ARC petition process The Degree Certification Specialist will be the primary resource within RO for basic user support issues with petitions that have been misrouted as well as other workflow process related issues that may arise Responsibilities e Support to end users faculty and staff e Reroute petitions as needed e Authorize access to workflow o RO will approve access OIT will assign o RO will email oit imaging pdx edu to request assignment or removal of access e Escalate issues to OIT o Answer and f
13. lly Click this button when the issue absolutely cannot be petitioned The most common example of this is a student petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continue in ARC Process button ARC will determine if the issue is petitionable e Request Additional Review 3 i If you need someone else s feedback in addition to your own use this button This sends an email with a link to the petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete If get an email requesting feedback If you receive an email with the subject of Your feedback has been requested on an ARC Petition this means your review of the petition is being requested An advisor or University Studies coordinator has requested your input on a petition To provide the input follow the steps below 1 Click on the link in the email to open the petition This link must be opened in Internet Explorer Firefox or Safari The link will not work in Chrome 2 Review the sections of the petition and provide your comments in the Additional Additional Review Review Section Save Comments 3 Click the Save Comments button at the bottom of the page 4 The petition will be sent to Deg
14. ne 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To route a petition 1 After reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include Questions Email ARC PetitionSupport Group pdx edu a Send to Director of Clusters 4 I Routes the petition and your comments to the Director of Clusters b May Resolve outside of ARC Process I Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a DARS exception or when another petition process is more appropriate An email will be sent to the student with your comments c Issue Cannot be Petitioned bad i Use this button carefully Click this button when the issue absolutely cannot be petitioned The most common example of this is a student petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continue in ARC Process button ARC will determine if the issue is petitionable d Request Additional Review g i If you need someone else s feedback in addition to your own use this button This sends an email with a link to the
15. orward emails sent to ARC support email ARC PetitionSupport group pdx edu e Maintain end user documentation University Studies UNST UNST receives a large number of ARC petitions They appointed a workflow coordinator within UNST who is responsible for routing petitions as needed and assigning petitions to the appropriate cluster coordinators Responsibilities Support end users within UNST Reroute petitions as needed Assign petitions to cluster coordinators Escalate issues to OIT lll Service Description and Service Levels Service Description Uptime e System will be available all hours of the day excluding maintenance windows No tech support until Standard Operating Hours e Standard Operating Hours 8 00 AM 5 00 PM PST PDT Mon Fri excluding University holidays closures Maintenance Window e We have a weekly maintenance window on Fridays from 8 00 PM to 11 00 PM Maintenance only occurs if needed e Changes that require outages or other service interruptions will be submitted to OIT s change control and then will be scheduled with and announced to OlT Doclmaging Admins Group pdx edu e OnBase and Banner downtime do not always align If Banner is down the student will not be able to submit the form Backup and Recovery e Application backup occurs nightly and copies will be preserved for a minimum of 30 days e fa server failure occurs in which a restore from server backup is required a full service
16. petition to a recipient of your choice asking for additional review The petition will be sent to Degree Requirements once this step is complete Director of Clusters As the Director of Clusters you should see an icon like this next to the folder called ARC Director of Clusters Review To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pane 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To route a petition 1 After reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include a Continue in ARC Process v Questions Email ARC PetitionSupport Group pdx edu i This button routes the petition and your comments to the next step in the process b May Resolve outside of ARC Process I Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a DARS exception or when another petition process is more appropriate An email will be sent to the student with your comments c Approved based on U to U 5M i This option will automatically approve this petition d Issue Cannot be Petitioned bad i Use this button carefu
17. r 3 To process a petition follow the steps specific to your role outlined below Unity Client Windows only The OnBase Unity Client is a Windows application for using OnBase If you have not already installed the Unity Client follow the installation steps below Installing the Unity Client Open your Start menu Select All Programs Select Self Service Software From the list of available software select the OnBase Unity Client ae CON o Select Run If you do not see the OnBase Unity Client in this list email helo pdx edu Accessing OnBase Workflow 1 To open the Unity Client either click on the green OnBase icon ke on your desktop or go to Start All Programs Hyland and the Unity Client a 2 From the Home screen select Workflow SP 3 To process a petition follow the steps specific to your role outlined below Questions Email ARC PetitionSupport Group pdx edu How do use OnBase As a professional academic advisor in a College or School a As an advisor you should see a folder AA labeled with your college or school name To review a petition 1 Click on the folder to bring up a list of petitions 2 Click on the name of the petition you would like to review and it will appear in another pane 3 Scroll through the petition and add your statement in the appropriate box it will be highlighted in red 4 Atthe bottom of the petition click Save Comments To route a petition 1 After
18. ree Requirements once this step is complete Questions Email ARC PetitionSupport Group pdx edu Questions Email ARC PetitionSupport Group pdx edu Legend L Initial Review Common Routing Degree Requirements Review ARC Review End of the Workflow Petition can only be rerouted to Admins
19. te a petition 1 After reviewing the petition adding your comments and saving the form use the row of buttons to route the petition Your routing options include a Continue in ARC Process W i This button routes the petition and your comments to the next step in the process b May Resolve outside of ARC Process i Click this button when an ARC petition is not needed or is not appropriate Examples of this include resolving the issue by submitting a DARS exception or when another petition process is more appropriate An email will be sent to the student with your comments c Reroute this petition If the petition has been routed to you by mistake click this button to reroute to another area within UNST for review If the petition should be reviewed by an academic department instead select the Process Administrator option Questions Email ARC PetitionSupport Group pdx edu d Send to Director of Clusters i Use this option if the request is due to a mismatch between SINQ and Junior Cluster e Issue Cannot be Petitioned psg i Use this button carefully Click this button when the issue absolutely cannot be petitioned The most common example of this is a student petitioning to graduate with 30 credit hours An email will be sent to the student with your comments ii If you are unsure whether the issue can or cannot be petitioned do not use this option Instead add your comments and click the Continu

#107 Digitizing the Process: Development of a Digital Academic

Contents

Download Pdf Manuals

Related Search

Related Contents