Project PASSPort Developing an Integrated Online Resource to Support
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Project PASSPort
Developing an Integrated Online Resource to Support
Student Success
Project Proposal for Consideration
University of Maine System
Strategic Investment Fund
Submitted by
Katherine Greenleaf, Chief Operating Officer
William Wells, Chief Information Officer
Susan Campbell, Chief Student Success OfficerPage |2
STRATEGIC INVESTMENT FUND APPLICATION
UNIVERSITY OF MAINE SYSTEM
University of Southern Maine
Selma Botman, President
Contact Person: Katherine Greenleaf, Chief Operating Officer
726 Law
University of Southern Maine
Portland, Maine 04104
kgreenleaf@usm.maine.edu
Project Name: Project PASSPort
Developing an Integrated Online Resource
to Support Student Success
Project Purpose and Overview
USM requests $710,462 (Year 1: $253,765; Year 2: $232,011; Year 3: $111,836) over a three-year
period to develop and implement an integrated online resource to support student academic
success and timely degree completion. The primary goal of this three-year initiative is to support
the retention and graduation of USM students by providing accurate, easily accessible
information and connecting at-risk students with appropriate campus resources. Project
PASSPort is based on the premise that persistence--the desire of a student to stay at a
university—and retention—the ability of an institution to keep a student through graduation—are
influenced by the extent to which students are familiar with graduation expectations,
requirements, and support resources. The more students know about degree requirements and
are connected with support resources, the more likely it is they will continue toward graduation.
Universities that have implemented an integrated, online resource have witnessed increases in
student retention and improvement in timely degree progress. Arizona State University, which
began work on implementing E*Advisor in the Fall 2006, experienced a 2.6% increase in first to
second year retention of first-time/full-time students in the Fall 2008. In addition, 80% of the
Fall 2009 entering class of first-time/full-time students are “on-track” and registered for the
correct courses. (Retrieved on 1/12/2011 from http://eadvisor.asu.edu/retention/progress).
Project PASSPort is modeled after the electronic resources at the University of Florida and
Arizona State University (a PeopleSoft university). The three primary components of Project
PASSPort are:Page |3
Advising Network. Currently, USM’s Advising Network provides the beginning of a
central website to connect students to information resources. Project PASSPort expands
the Advising Network to include a set of interactive tools and resources, including Major
Maps, Degree Search, and links to other online support tools, such as tutoring. Critical
to this expansion are the Major Maps and Degree Search functions. The Major Maps
require the development of a consistent set of four-year, 8 semester graduation plans for
all majors. These maps include course sequences, grade requirements, as well as other
milestones for students (and advisors) to monitor their degree progress. The Major Maps
serve as the basis for the development of a searchable database of all majors by college,
key words, or interest areas to support current and prospective student exploration.
The following URLs provide examples of a Major Map and the Searchable Database:
Major Map:
https://webapp4.asu.edu/programs/t5/programs/AreaOfInterestCampus/04/underg
rad/TEMPE
Searchable Database:
http://www.asu.edu/programs/
Critical Course Tracking System. Timely completion of a degree involves enrolling in
courses in the appropriate sequence. Critical courses are identified through the
development of the major maps; required grades and prerequisites are also identified.
Students who attempt to register for courses that are not in sync with the sequence or for
which they have not met the pre-requisites, will be considered “off-track” and directed to
meet with their advisors prior to registering for courses.
The following URLs provide examples of the functionality of the Critical Course
Tracking system and an example of a Major Map with Critical Course Tracking at ASU:
http://eadvisor.asu.edu/whatiseadvisor/tracking
http://catalog.asu.edu/files/majormap10/BAACCBS.pdf
My PASSPort. My PASSPort is a personalized advising resource that includes access
to degree audit and an online academic alert system (see
http://eadvisor.asu.edu/whatiseadvisor/tools )
In addition, USM proposes that an electronic portfolio be developed as part of PASSPort.
Electronic portfolios provide a central place in which students are able to keep track of
experiences, skills, and essential learning during college and are often used in the job
search and graduate school application process.Page |4
Project Outcomes
Develop clear 4 and 5 year, 8 and 10 semester graduation planning maps for all USM
majors that identify critical courses for degree progress. Maps will be used to support
appropriate schedule development to ensure course availability to students as they need
them.
Support the continued increase in the overall retention rates of USM undergraduate
students (first-time/full-time, first-time/part-time, transfer/full-time, transfer/part-time) by
improving information available to students.
Increase the number and percentage of students who graduate within four years by 5%
and 5 years by 5%.
75% of the Fall 2012 entering cohort of first-time/full-time students will be “on-track”
and registered for the appropriate courses.
Increase satisfaction with the quality of academic advising as measured by NSSE.
Increase student satisfaction with availability of campus resources as measured by NSSE.
Milestones and Timetable
Fiscal Year
Milestones
2011-2012
May 2011- Develop conceptual framework for Project PASSPort.
July 2011 Establish Planning Group to include representation from:
UMSystem
IT
Student Success
Academic Affairs (IR and Deans)
Explore best practices options compatible with PeopleSoft
(including ASU)
Identify User Groups for each Project Component
July 2011- Design and develop 4-year and 5-year, 8-semester and 10-semester Major
March 2012 Maps for all USM majors with Critical Requirements identified for 2011-
2012.
July 2011-
March 2012 Develop Early Alert for personalized PASSPortPage |5
2012-2013 Milestones
July 2012 Design and Implement Searchable Database for Degrees.
July 2012- Test Major Maps to track Fall 2012 cohort.
November
2012
January, Track Fall 2012 cohort
2013
2013-2014 Milestones
January Launch Personalized PASSPort with EPortfolio
2014
June 2014 Project Complete; Financial and Operational Management of PASSPort
assumed by USM; Ongoing Project Management position shared with
UMSystem (funded by USM).
Relationship to SIF Goals and Priorities
Project PASSPort relates directly to the purposes of the System Strategic Investment Fund,
specifically:
Enhancing the quality and organizational effectiveness of teaching, the student
experience, research and scholarship, or community outreach;
Increasing graduation rates;
Fostering changes in administrative and managerial practices that are designed to
improve the delivery of support services more efficiently and at higher levels of quality
and sophistication;
Modeling collaboration, accountability, scalability, and close attention to analysis of
resulting data;
Applying technology and technological strategies that bring greater efficiency and
effectiveness to academic and administrative work.
This project also directly relates to the enrollment management priority for this funding cycle in
that it expands access to information and services in support of student success.Page |6
Table 1
Project PASSPort: Developing an Integrated Online Resource to Support Student Success
SIF Matrix
(X = current project scope; 2 = potential project impact)
SIF Operating Principles
Includes
Scalable, Increase Includes Will
Multi- Cross- Benchmarks,
SIF Areas of Consideration Transformat Efficiency, Reduce University Become
University University Timeframes,
ive, Costs or Generate Matching Self-
Impact Collaboration and Clear
Innovative New Revenues Funds Sustaining
Outcomes
Enhancing the quality and organizational
effectiveness of teaching, the student
X X X X X X X
experience, research & scholarship, or
community outreach
Supporting curricular developments which
align programs more strategically with the 2 2 2 2 2 2 2
changing economy of Maine
Increasing Graduation Rates X X X X X X X
Creating opportunities for teaching, learning,
research, scholarship, professional
development, or service that foster improved 2 2 2 2 2 2 2
academic rigor, effectiveness, accountability,
and/or innovation
Fostering changes in administrative and
managerial practices that are designed to
improve the delivery of support services more X X X X X X X
efficiently and at higher levels of quality and
sophistication
Modeling collaboration, accountability,
scalability, and close attention to analysis of X X X X X X X
resulting data
Applying technology and technological
strategies that bring greater efficiency and
X X X X X X X
effectiveness to academic and administrative
workPage |7
How Project Will Serve the Citizens of Maine
Increasing the number and percentage of Maine citizens who possess baccalaureate degrees is an
imperative for the 21st Century. Data show that individuals who possess a baccalaureate degree
or higher are less vulnerable to economic downturns. Further, an educated citizenry is central to
a resilient, creative Maine.
For prospective students, Project PASSPort provides a user-friendly technology-based system to
explore University programs and services. For current students, Project PASSPort provides the
transparency of information required to help students monitor their own progress toward their
degrees, connects them with campus resources in the event they are struggling academically or
not making progress toward their intended degrees, and provides an electronic connection to the
campus. PASSPort is a technology tool to support the student experience and, in turn, enhance
the conversations that students have with faculty and professional staff advisors.
Collaboration Involved with Other System Universities
At present, this proposal is for the University of Southern Maine. However, given the priority to
develop a framework compatible with PeopleSoft, Project PASSPort is a scalable project and
easily implementable on other University of Maine System campuses once the project’s
infrastructure and platform are developed. It is the intention of this Project to fully engage
University of Maine System representatives in the development to ensure transportability to
other campuses of the System. The resources requested in this project include development
support for the three years of the project to ensure that, should other campuses desire to
participate, that the infrastructure is in place to do so.
Detailed Project Schedule by Fiscal Year
Fiscal Year Project Schedule
Appoint Project Director
Identify Programmer/Analyst for Project
Identify Project Developer at UMSystem
2011-2012
Develop conceptual framework for Project PASSPort.
Establish Planning Group to include representation from:
UMSystem
IT
Student Success
Academic Affairs (IR and Deans)Page |8
Review and adopt software option compatible with PeopleSoft; as appropriate,
develop RFP
Design and develop 4-year, 8-semester Major Maps for all USM majors with
Critical Requirements identified for 2011-2012.
Develop Early Alert for personalized PASSPort
Prepare and Submit SIF Report on Progress to System
Design and Implement Searchable Database for Degrees
2012-2013 Test Major Maps to track Fall 2012 cohort.
Track Fall 2012 cohort
Prepare and Submit Interim SIF Report
Launch Personalized PASSPort with EPortfolio
Prepare and Submit Final SIF Report with Benchmarks and Metrics
2013-2014
Financial and Operational Management of PASSPort assumed by USM
Requested Investment
The investment requested from SIF will primarily be used to support the development
of the technology; hence the request for personnel support in the form of a
programmer/analyst (USM) and a project developer (UMS). Some budget revisions
may be in order should a licensing agreement be determined to be beneficial during the
review of best practices/packages. Such licensing may result in a reduction in the need
for particular types of technological support.
USM will gradually assume the ongoing costs of campus-based project management.
Beyond SIF funding, USM will also budget ongoing System IT support in the amount of
associated with this project through an amount equivalent to a ¼ FTE UMS employee
(approximately 18-20,000 annually) specifically charged with supporting PASSPort.Page |9 The attached budget proposal provides the specificity for the request. Potential Impact on Other System Universities As noted in a previous section, at present, this proposal is for the University of Southern Maine. It is, however, a scalable and easily transportable project for it is conceived utilizing the PeopleSoft platform. The implementation of this project will ensure that other campuses of the UMaine System wishing to participate may be able to do so.
Application for Strategic Investment Funds (SIF) for FY2012 (July 1, 2011 - June 30, 2012) Submitted by: Katherine Greenleaf Phone: 780-5920
Campus: UM UMA UMF UMFK UMM UMPI x USM SWS
(if more than one campus will participate in the project, check the box of the campus that will be responsible for administering the funds)
This request is for (check one box only): The title of the NEW proposed project is: Project PASSPort
Developing an Integrated Online Resource to Support Student Success
x a NEW project that will start on July 1, 2011. The proposed project manager is: Bill Wells and Susan Campbell
ADDITIONAL funds to be added to EXISTING SIF award project #: Project title: Dept ID:
Managed by:
Fiscal Year --> FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016
EXISTING Funds Funds Funds Funds Funds
APPROVED Requested for Requested for Requested for Requested for Requested for
AWARD Year Starting Year Starting Year Starting Year Starting Year Starting Number of years of additional
(if applicable) July 1, 2011 July 1, 2012 July 1, 2013 July 1, 2014 July 1, 2015 SIF funding requested:
ENTER A BUDGET FOR EACH YEAR THAT YOU ARE REQUESTING SIF FUNDS
1-year
Regular Rate Compensation 0 75,000 75,000 35,000 0 0 2-year
Fringe Benefits 0 37,125 38,025 17,850 0 0 x 3-year
base budget
Temporary Rate Compensation 0 20,000 6,000 6,000 0 0
Fringe Benefits 0 1,640 486 486 0 0
Student Employee 0 20,000 20,000 20,000 0 0
In the SIF application narrative,
Independent Personal Services 0 40,000 80,000 20,000 0 0 describe any potential
financial impact on other
Supplies and Materials 0 10,000 5,000 5,000 0 0 System universities, e.g.,
revenue / savings / costs.
Travel 0 15,000 2,500 2,500 0 0
Equipment w/unit cost < $5,000 0 35,000 5,000 5,000 0 0
Equipment w/unit cost => $5,000 0 0 0 0 0 0
Other (identify) 0 0 0 0 0 0
Other (identify) 0 0 0 0 0 0
Requested Investment from SIF $0 $253,765 $232,011 $111,836 $0 $0
University or Other Match $0 $20,000 $20,000 $72,850 $184,686 $184,686
TOTAL $0 $273,765 $252,011 $184,686 $184,686 $184,686You can also read
