Transcript Campus Portal Proposal Ellingsburg University

Setting the Standard:
Portal Proposal at
Ellingsburg University
Ted Lewis, Danny Meuninck,
Rachel Ott, Deanna Rella
University of South Carolina
Setting the Standard
“The idea that a prospective student can establish a
lifetime relationship based on an initial visit to an
institution’s Web site has become a reality for
many colleges.”
- Katz & Goldstein, 2002
Ellingsburg will set the standard for its peer institutions
while setting a standard for all department Web pages
within the university.
Portals vs. Web Presence

Portals





Single log-in
Can be personalized
Process optimized for
users
Allow for electronic
groups
Easier to use

Web Presence





Multiple Log-In
Same for all users
Process optimized for
department
Allow only for specific
users
Rather complex
With portals, colleges and universities could see “increased revenue through improved
recruitment and retention, reduced recruitment costs, improved customer service,
quicker yield conversions, [and] improved customer satisfaction.”
What is a portal?

“Portal is a term, generally synonymous with
gateway, for a World Wide Web site that is or
proposes to be a major starting site for users
when they get connected to the Web or that
users tend to visit as an anchor site.”
-searchCIO.com
Visual Example of Portal
-Boston College
Other Definitions

“An environment that fits specific needs, or stated another way,
architecting the environment so people can do what they need to
do.”
-The University of Washington

“An interactive gateway to resources and services.”
-Boston College

“A user-centric Web page that allows users to easily locate all the
Web content they commonly use-a ‘one-stop Web page’.”
-Cornell University
Why use a Portal?








Encompassing sense of membership
Central database into University resources
Increased efficiency
Publish information campus-wide
Single log-in
Connection for University Alumni
Instantaneous research
Access for perspective students, parents, and
government officials
Types of the Portals

Horizontal enterprise portals (HEPs)



Vertical enterprise portals (VEPs)



Set standard
E.g., Yahoo! and Netscape
Currently at most institutions
E.g., PeopleSoft and Blackboard
CPAD Portal – customized, personalized, adaptive desktop


Goal for the future
Unique portal reflecting individual needs, interests, and preferences
VEP- Enterprise Portal



Ellingsburg University would most benefit from using
a Vertical Enterprise Portal, simply referred to as an
“Enterprise Portal”
VEP-Enterprise Portals offer customized services and
allows EU to create individual niches for different
audiences (e.g. students, faculty, staff, alumni, etc…)
VEP-Enterprise Portals are commonly found at
institutions of higher education
The Enterprise Portal


Provides channels for a single organization, such as in a college or
university setting
Channels offer link information or services that are available at the
institution and are of value to that organization’s customers



e.g., prospective students, current students, family members, alumni,
and supporters of athletic programs
Serves as a means for users to get things done more efficiently and
effectively
Ability to allow each user to define a unique and personal view of
the campus web

e.g., students can add their own links
Channels



Channels are the options the portal provides
Should contain a wide array of channels that the user
can choose from based on individual interest
Categories of services that would be used include:



Communication tools (e.g., e-mail, Web-based discussion
groups)
Information resources (e.g., library resources, institutional data)
Translocation services (e.g., paying tuition, registering for
classes)
Communication Tools


Communication tools allow users to interact with each other,
sharing information in a safe environment.
Examples:

E-mail


Chat rooms


Portal based e-mail systems allow users to communicate within specific
groups (e.g. residence halls, class, administrative offices, or clubs)
Portal based chat rooms enhance student learning experiences in safe and
monitored environments
Announcements

Portal based systems can reduce supply costs by providing an electronic
way to advertise
Information Resources


Information resources allow users to do research about
their institutions as well as outside them.
Examples:

Library Resources


Portals allow for cross-resource searching, customized data mining
of content, web page personalization, and support services (e.g.
online references, Inter-Library Loan systems, etc…)
Institutional Data

Portals would allow all interested parties to view information
about the university
Translocation Services


Translocation services allow for “paper-free” services, faster and
more complete customer service, and easier access for users.
Examples:

Admissions/Orientation


Academic


Online registration, grade reports, and transcripts
Financial


On-line applications and Financial aid applications
Pay bills, apply for student loans, financial aid application, and debit
system for student ID
Extra-Curricular

Sign up for clubs, committees, and organizations; online housing
selection; online applications for job opportunities
Other Channels



Institutions of higher education commonly use the
channels listed previously and they are the “standard”
for most colleges and universities
Additional channels can be added that specifically
address the particular needs of Ellingsburg University
Channels can evolve and change based on the needs of
EU’s changing population and customer base
Planning Team
The following offices or groups will be represented:









Academic Departments
Admissions/Orientation
Alumni Affairs
Athletics
Bookstore
Board of Trustees
Bursar
Communications
Library








Faculty Senate
Health Center
Residence Life
Research/Assessment
Registrar
Student Government
Student Union
Technology
How to get started

Focus Groups


Research Peer Institutions


Utilize focus groups of students, faculty, staff and
alumni to see what their Web based needs are
Look at other institutions of similar size in the region
and see what they are doing on their websites
Review Literature

General resources are available for more information
on this topic
Communication Between Systems



Ellingsburg must perform an analysis of its legacy
systems and have a defined strategy for migration from
legacy systems to new software either with the design
team or the vendor.
Legacy Systems refer to systems already in place that
would be too costly to replace or eliminate (e.g.
Blackboard)
In order for Ellingsburg University’s Web Portal to
operate properly all existing legacy systems (e.g.
Blackboard, student e-mail, WebCT) must be
compatible.
Ongoing Assessment for Improvement

Gain insight into the success of the portal by
collecting information data such as:


Number of users, trends, requests for assistance, and monitoring
usage looking specifically at click patterns
Establish focus groups about the portal


Involve as diverse of a population as possible (e.g.
administrators, students, faculty, and alumni)
Use focus information to compile an annual questionnaire
that monitors areas of improvement for the future
Portal Organization

Specific for each audience


Side Directory


Side bar of important links geared towards the above audience
Tech Support


Perspective Students, Current Students, Faculty, Staff, Alumni,
Parents, Supporters of Athletic Programs, Visitors
Online access to trouble shooting guide and FAQs
Personalization

Allow users to personalize their portal to include particular links
for their specific needs
Good “Practice Sites”

University of Washington


University of California Los Angeles


http://www.ja~sig.org
Louisiana State University


http://my.ucla.edu
Boston College


http://myuw.washington.edu
http://paws.lsu/edu
University of Minnesota

http://onestop.umn.edu
Web Portal Vendors

Java in Administration Special Interest Group
(JA~SIG)


U-Portal


http://www.ja-sig.org/
http://mis105.mis.udel.edu/ja-sig/uportal/
UDDI

http://www.uddi.org/
Relevant Literature

Web Portals and Higher Education: Technologies to
Make it Happen
Richard N. Katz & Associates

Designing Portals: Opportunities and Challenges
Ali Jafari & Mark Sheehan

The Future of Higher Education: Rhetoric, Reality, and
the Risks of the Market
Frank Newman
Useful Web Information
EDUCAUSE:
 “a nonprofit association whose mission is to
advance higher education by promoting the
intelligent use of information technology”
 EDUCAUSE has countless articles and book
references and should be the starting point for
Ellingsburg University’s web portal design.
 www.educause.edu
How to “Set the Standard”
With the use of web portals, Ellingsburg
University can be on the cutting edge of
technological advancements in higher
education, while at the same time cutting its
costs, eliminating unwanted paper processes,
and providing a better, faster, more reliable
service for their customers.
References

Frazee, J. P. (2001). Charting a smooth course for portal development.
EDUCAUSE Quarterly, 3, 42-48.

Green, K. C. (2003, April 15). Tracking the progress of portals and web-based
services. EDUCAUSE Center for Applied Research: Research
Bulletin, 2003(8), 1-12.

Jackson, M. E. (2002, September 15). The advent of portals. Library Journal, p.
36-39.

Jackson, M. E. (2004). The current state of portal applications in ARL libraries:
Results of a survey conducted by the ARL portal applications working
group. Association of Research Libraries. Washington, DC.

Katz, N. K., & Goldstein, L. (2002). Summing up: In Katz R. N. & Associates,
Web portals and higher education technologies to make IT personal (p. 155162). Jossey-Bass Inc.
References continued

Katz, N. K. (2002). It’s a bird! It’s a plane! It’s a …Portal?: In Kratz R. N. &
Associates, Web portals and higher education technologies to make IT
personal (p. 1-31). Jossey-Bass Inc.

Leibowitz, W. R. (1999, October 15). Alumni offices use electronic media to forge
closer ties with graduates. The Chronicle of Higher Education, p. A45.

Lightfoot, E., & Ihrig, W. (2002, January 8). The next-generation infrastructure.
EDUCAUSE Center for Applied Research: Research Bulletin, 2002(1), 1-11.

Looney, M., & Lyman, P. (2000, July/August). Portals in higher education: What
are they, and what is their potential? EDUCAUSE Review, 28-36.

Olsen, F. (2002, August 9). The power of portals: More colleges create Web
services that can be customized to help students and professors. The
Chronicle of Higher Education, p. 32.