Alcohol EDU

100%

Status

Completed [Completed]

100% complete, updated on Fri 2/17/23 3:13 PM by Wendy Bentley

Changed Status from In Process to Completed.

Details

Dates
Thu 6/30/22 - Mon 2/6/23
Acct/Dept
WellCat Substance Abuse Prevention Education
Service
Project and Change Management Office / Information Technology Project Request
Type
IT Projects / DoIT Project
Health
Green - On track
Portfolio(s)
Classification
Projects *Deactivated*
Created
Mon 6/20/22 8:46 AM
Modified
Fri 2/17/23 3:13 PM
Closed
Mon 2/6/23 2:25 PM

Change Impact

How will you measure the impact of this project?
What are some metrics or KPIs that will be used to measure success? Think about the five metrics to measure: quality, quantity, timeliness, cost, and customer satisfaction.
Time savings generated when the automated hold process is completed. Currently the Wellcat team is administering the holds for several hundred students manually.
What are the consequences of not doing this project?
For example: direct significant negative consequences to the University, unable to conduct basic services; failure to resolve customer complaints or requests; loss of opportunity for improved service delivery or efficiency. Please explain.
Vector purchased Everfi and plans to migrate the Alcohol EDU content into their LMS solution. This will break the existing working integrations that allow Kait to assign the training to incoming students. If nothing is done, the Wellcat team will be unable to assign the training and the campus will fall out of compliance.
How many employees will be impacted by this change?
Select the size of the employee population that will be impacted by this request.
A few
How many students will be impacted by this change?
Select the size of the student population that will be impacted by this request.
Hundreds

Project Costs

Funding Status
Funding is necessary and has been approved

Project Details

Project Champion
Person who voluntarily takes special interest in the adoption, implementation, and success of the project. They will help enforce the project solution with internal resources and promote it across campus.
Divisional VP Support
Does your divisional VP support this request?
No
What would a successful solution look like?
What outcome will you have at the conclusion of this project? If this proposal is one of a multi-phase project, please explain your plans, goals, and timelines for subsequent phases.
Plan to host Alcohol EDU content or something similar in CSU, Learn
Utilize the automated population assignment already built in CSU, Learn to assign training 
Utilize Dell Boomi APIs to add and remove holds for students assigned the training
Automated alerts surfaced in the Portal
Start using the new solution beginning August 1.
Executive Sponsor Division
The executive sponsor's campus division.
Student Affairs
If this request is mandated, please provide details about what's driving the mandate.
If you selected Chancellor's Office, legal or collective bargaining requirement, please provide details about the policy, law or executive memorandum that’s driving the mandate.
We have policy requirements to administer Alcohol EDU
Is there a mandated or requirement driving this request?
Please indicate whether or not this request is mandated or required. If it’s mandated or required, you will be asked to attach supporting documentation.
Required (not mandated) by the CSU CO (no Executive Order)
Campus Enduring Commitments & Strategic Goals
For more information about the Campus Enduring Commitments and Strategic Priorities, please go to https://www.csuchico.edu/strategicplan/enduring... and https://www.csuchico.edu/strategicplan/.
Strategic Priority: Resilient and Sustainable Systems
Deadline Reason
Describe the business requirement or reason for the project deadline.
August 1, 2022 is when the incoming fall cohort should receive the Alcohol EDU assignment.

Project Resources & Effort

What resources will this project require?
Identify the department and/or individuals that might need to work on this project and the estimated number of hours required for each individual.
Learning Technologies - Ross Rashkov
Integrations and Development Team
CO for Boomi Access
DoIT Departments Involved
Any Division of IT departments that will be involved in this project.
EAPP (Enterprise Applications)
ESYS (Enterprise Systems)
ISEC (Information Security)
Complexity of Implementation
What is the complexity of the project?
Minimal (minimal system interfaces/impacts/dependencies)
What is the solution type?
The solution type translates to the level of impact on IT staffing and technology maintenance. Based on consultation with your IT representative, pick the best fit for your proposed solution.
New features in an existing system, minimal breadth/depth

Description

The Wellcat Substance Abuse Prevention team assigns Alcohol EDU training to incoming freshmen and transfer students prior to the start of the fall and spring semesters. Four weeks after the start of the semester a secondary training/survey is sent out to see if Alcohol consumption has changed. If the students do not complete the first training, there is a hold placed on their record in PeopleSoft. This hold prevents students from registering for the upcoming semester until they clear the hold. The current process relied on this content being delivered utilizing Everfi's course content and a data integration with PeopleSoft that would add and remo on completion data from Everfi. PeopleSoft would also send out assignment information and reminders via email.

There are two factors that are pushing a change to the Alcohol EDU solution:
-Everfi was purchased by Vector Solutions and they are planning to move the content to a new platform requiring us to rewrite any integration with the content
-The integration with PeopleSoft is currently broken and the Wellcat team is manually adding and removing holds from several hundred students during the Spring 22 semester

Beginning in June 22, EAPP will host the Alcohol EDU content in CSU, Learn and APIs will be developed to assign and remove holds based off of completion data in Peoplesoft.

Benefits to Students and Staff include:
-Real time removal of holds, removing barriers for students to register
-Remove the need for Wellcat staff to manually add and remove holds freeing up valuable resources to focus on other high priority initiatives
-Standardize on Dell Boomi APIs to set and remove holds for all required student training, streamlining support

Systems Affected

  1. CSU, Learn

  2. Dell Boomi

Manager

Ross Rashkov
Ross Rashkov

Alternate Manager(s)

Alisha Johns
Alisha Johns
ML
Miroslav Lulic
WB
Wendy Bentley

Sponsor

KU
Kait Utnehmer

Stakeholders (2)

KU
Kait Utnehmer
Responsible
Responsible
Tue 1/18/22 6:48 AM
KS
Kelsey Simpson
Responsible, Consulted, Informed
Responsible, consulted and informed while Kait Utnehmer is out of the office during July.
Tue 6/28/22 10:54 AM