1. ellucian® & Higher Colleges of Technology
&
Banner-enabled Enterprise
Applications Ecosystem at
Higher Colleges of
Technology

2. ellucian® & Higher Colleges of Technology
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 Ellucian introduction
 HCT overview
 Banner enabled enterprise
applications ecosystem
 Counselor services
 e-Advising and e-Registration
 e-Gradebook
 e-Attendance
 Dashboards and analytics
 Q & A
Agenda

3. ellucian® & Higher Colleges of Technology
3October 3, 2013
Major Trends in Higher and Further Education
Student Experience &
Management Services
Engaging Learners
Educational Access
and Readiness
Accountability, Quality
Assurance &
Outcomes
Globalization
Transformative
Technology

4. ellucian® & Higher Colleges of Technology
4October 3, 2013
Factors Driving Change in the Middle East
• A challenging economy that brings into sharp relief questions about
efficiency, resources, institutional performance, and accountability
• Quality of service - student service comparison / better student management and engagement
Institutional
Performance & Quality
of Service
• Increased interest more focused on vocational education
• Redirection to non traditional learning - placing more focus on the vocational part of HEEducation Focused
• MOOCs and other open learning initiatives on course and their implications for program
design, IT spend, and entrepreneurial alternatives to traditional education modelsFuture Readiness
• E-textbooks, mobile, and other technologies transforming the classroom
Student & Learning
Mobility
• Faster, more flexible access to information and services
• Managing and keeping up with pace of technology change
• Education experiences that set your institution apart
Constituents’
Expectations
• Pressure to attract and retain local students and minimize drop out rates
• To create a knowledge –based economy
Student Retention and
Workforce Development

5. ellucian® & Higher Colleges of Technology
5October 3, 2013
The Ellucian Difference
Higher Education
Market Impact
• Significant resources
• Education sector
expertise
• Leading market position
• Large, active client base
• Global solutions
Long-Term
Partnership
• Exclusive education
focus
• Deep customer
relationships
• Collaborative
partnership

6. ellucian® & Higher Colleges of Technology
Ellucian & The Higher Colleges of Technology
 The Higher Colleges of Technology
supports more than 20,000 students
and 2,000 staff members over 17
campuses
 We have been partners since 1995
and have worked closely to better
support them to reach their goals
 Technology has become an inherent
part for both the management and
operations of the
institutions, enabling them to
enhance their teaching and learning
 HCT was quick to embrace the
solution, continuing its path of
adopting new technologies that will
benefit its
faculty, management, staff, and
students 6October 3, 2013
- HCT, Al Ain Men’s College

7. ellucian® & Higher Colleges of Technology
Ellucian & The Higher Colleges of Technology
 Established in 1988 –
4 colleges and 239
students
 Today HCT is the
largest institute in the
UAE with :
 17 colleges
 20,000 + students
 56,000 + graduates
 2,000 + staff – 60 +
nationalities
7October 3, 2013

8. ellucian® & Higher Colleges of Technology
&
Banner Enabled Enterprise
Applications Ecosystem

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 17 campuses with 20,000 + students
 2,000 + staff from 60 + countries
Centralized Share Services Structure

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Banner Enabled HCT Ecosystem – An
Overview

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HCT Enterprise Systems - Packaged
Student, A/R, Flex
Registration, Finance, HR,
Advancement, Position
Control
Curriculum Development
System
Learning Management
System
Business Intelligence
Portal Enterprise Architecture
Library Information System
Document Management
System
Scheduling Software Mehnaty (Job Search)
Enterprise Feedback
Management
Payment Gateway
eText Aggregators
Help Desk/Knowledge
Management

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HCT Enterprise Systems - In-house
Creative Eye:
Banner/Blackboard Interface
InTouch
Communications
Manager
eAdvising and
eRegistration
Grade Book
Education Without
Borders
Search and Save
Attendance Management
System
Laptrack/iTrack Program Choice
Exam Scheduling eProcurement At Risk Students
Assessment Bank Test Services eCafeteria
Online Assessment Marking Workflow Services eGate
Quality Improvement System
(Institutional Effectiveness
System)
Counselor Services
eResources
Procurement
Recruitment System
Additional Duties
System
Mid Term/Final
Feedback

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HCT Achievements Related to Banner
2005
• 1st in Middle East to upgrade to Banner 7
2008
• 1st outside US to upgrade to Banner 8 (3rd including US)
2009
• 1st in UAE to go live with Advancement
2010
• HCT became founding institution for Community Source Initiative
2012
• 1st in Middle East to implement Flexible Registration and TouchNet
including E-Advising and E-Registration
2012
• 1st Code camp held in Middle East at HCT ADWC

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Enterprise Architecture in Process

15. ellucian® & Higher Colleges of Technology
&
Counselor Services –
Special Needs Student

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HCT known
for its care
and service
for special
needs
students.
HCT has
more than 300
special needs
students
(increasing
every year) , 2
counselors
and 1 medical
staff in each
campus.
Counselors
tried using
Banner
baseline
special needs
tracking, but
could not
meet the HCT
user
requirements.
Requirements
like
confidential
notes, shared
notes, easy
tracking of
special needs
, reports and
the need for
all to be in
one place with
more
emphasis
towards
secure data
 emergence
of Counselor
Services.
HCT Built In-
House
Application
module -
Counselors
find it very
user friendly
and secure. It
solved all their
problems of
entering these
info directly in
banner
baseline
forms.
2 major
releases
launched
based on
enhancement
requests from
the Counselors
Committee.
Counselor Services - Background

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Counselors
Special
Need
Staff
Medical
Staff
Application Roles

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Search
Students
• Provision to
search students
based on wide
array of
parameters
• Serves as an
entry point to
the remaining
features
Enter
Counseling
Notes
• Only counselors
can enter this
notes. They can
either keep the
notes
confidential or
can share the
notes with :
• Campus
Counselors
• Campus
Medical Staff
• Clinical
Supervisor/Le
ad Counselor
• Management
Enter Medical
Staff Notes
• Provision to
enter medical
notes.
• Provision to
track presenting
issue, primary
issue etc.
• Register follow
up actions.
• Upload medical
documents.
• Can share
notes with other
medical staff or
counselors.
Enter
Meeting/Appoin
tments
• Option to
arrange
meetings with
the special
need students
or/and the
teachers
teaching those
students.
Enter Special
Needs and Special
Need Notes
• Most used
feature
• Can mark the
special need.
• Medical
Category
associated with
the special
need.
• Services
offered for the
special need.
• Duration of the
service.
• Special Need
notes.
• Upload related
documents.
Counselor Services - Features

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Class list integration –
faculty and supervisors
can easily identify
special need students
and provide service
without delay.
Counselors are now
more comfortable in
putting their confidential
notes into the system.
Full history of special
need students now
available in one place.
Reporting is efficient.
Students feel more
comfortable and secure
in meeting and sharing
their problems with
counselors and medical
staff.
Counselor Services
played a major role in
making HCT one of the
well known institution in
Counseling & serving
special need students.
Counselor Services - Benefits

20. ellucian® & Higher Colleges of Technology
&
e-Advising & e-Registration

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 Baseline Banner provides screens to assign
advisors to students and track advising comments
 HCT Requirement was beyond that and needed a
full e-Advising Application. Solution was built on
top of Baseline Banner to:
 Batch Advisor Assignment
 My Advisees Screen on Portal
 Use CAPP data to aid in advising and create “Registration
Plan”
 Audit Report to tally “Registration Plan” with “Actual
Registrations”
The Need of e-Advising

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Students
Advisors
Academic
Services
e-Advising Users

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Advisor
Assignment
My Advisees Advising Plan
Recommended
Schedule
e-Advising Modules

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Display of Complete
program structure
Option to change
and do what if
analysis.
Showing completed
courses with grade
and In progress
courses.
Option to select to
do courses for plan.
Displays pre-
requisites and status
completed/Not
Completed
Can save multiple
Registration plans.
Advisor and advisee
can sign and confirm
on a final plan which
students can use for
their E-registration.
Recommended
Courses Available
schedule
e-Advising Features

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Block Registration
(SFAREGS) model before.
In 2012, HCT decided to
move to Online
Registration (Banner
Flexible Registration) For
UG and PG students
Flex Reg. displays all
available catalogs.
Customization done for
showing only one relevant
catalog by using a custom
form SZTVCTLG
“Register Online” link
launched in Student’s My
profile
Student can register online
Using advised plan, and
recommended Schedule
The Need of e-Registration

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Online Course Registration
Course Catalog
and Schedule
Online
Registration
Setups
Student Logs In
Register /
Proceed to
Payment
Searches
Course
Save the for
future reference
Or logs Out
Register
No
Yes
Pay later
Credit Card
Proceed
TouchNet
(Bill – Client)
Credit
Card /
Pay Later
CC Payment
Details
Print Pay later
Receipt
Print Payment
Details
Advising

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Advisor Assignment(Bulk)

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My Advisees Screen

30. ellucian® & Higher Colleges of Technology
&
e-Gradebook

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 Banner baseline require to create assessment strategy
for each CRN (section)
 Faculties are not INB users. They use Web Interface
for the all other Applications.
 Banner baseline does not provide any approval
workflow for assessment strategies and final grade
submission.
 Baseline grade book does not provide running average
and grade.
 Mid term Feedback – to identify at-risk students and
give special consideration.
The Need for HCT e-Gradebook

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e-Gradebook Modules
Assessments
Strategy
• Assessment strategy created automatically based on course outlines.
• Team Leader add Assessment's and submit it for approval.
• Deans or Supervisor Approves and locks Assessments to enter grade
• Once approved, it is locked.
Grade Entry
• Teacher enter Grades
Grade
Approval
• Teacher submits grades.
• Deans or Supervisor Approves

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e-Gradebook – Integration with Other
Systems

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COURSE TEAM
LEADERS
COURSE
SUPERVISORS /
COURSE DEAN
TEACHERS
GRADEBOOK
ADMINISTRATORS
STUDENTS
e-Gradebook Roles

35. ellucian® & Higher Colleges of Technology
&
e-Attendance

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The Need for HCT e-Attendance
Attendance
System not
available in
Banner till
version 8.
With
student
based
funding
model,
attendance
data is very
crucial for
audit.
In 2009,HCT
built in house
central
attendance
management
system used
by HCT
faculty to
track
attendance
and
attendance
warnings for
the students.
2 major
releases
launched
based on
user
feedback.
Recently
launched
alternate
interface
through
smart card
also.
Good
Feedback
from
External
System
Auditors.

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e-Attendance Features
Only faculty teaching the
section can mark attendance.
Locked after 5 working days
from schedule date.
Present, Absent, Late & Late
Absent.
Schedule of the sections read
from Banner , attendance
periods generated for dates
within the teaching weeks of
the semester.
Holidays and semester breaks
handled.
Warning % calculated and
updated on marking of
attendance, displayed on
attendance entry screen.
Reminder pop up for faculty in
portal.
Weekly attendance reminder
email for faculty and
supervisors.
Pop up for students to
acknowledge warning %.
Pop up for students to view
absent periods, enter absence
reason which is emailed to
faculty.
Recently started sending
attendance warnings as SMS
also to students.
Campuses can manage the
pop up & SMS text – Warning
Settings.
Attendance related Email
alerts for students, faculty,
advisors, section supervisors,
course supervisors etc.
Option to print warning letters.
Option to track various type of
comments by different staff
roles - helps in proof
submission and reference.
Batch Comments Entry feature
available.
System integrated with Class
List.
Attendance Search available.

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39. ellucian® & Higher Colleges of Technology
&
Analytics and Dashboards

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Admissions Dashboard Current Term Dashboard

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Student Enrollment Confirmation

42. ellucian® & Higher Colleges of Technology
&
Q & A
Thank you.