WebAdvisor Retirement

Project Status

This project is underway; the status of each area is listed below under Project Description & Scope.

Executive Summary

The goal of this project is to migrate all functionality from WebAdvisor and, eventually, retire WebAdvisor. This project reviews the current usage of WebAdvisor, collaborates with stakeholders, and migrates functionality to other services like Colleague Self-Service. Functionality that have a clear and simple migration will be transitioned first. Highly customized applications will require significant work and time for migration. This project is expected to be completed in October 2022.

Business Need & Background

WebAdvisor is a product maintained by Ellucian. Ellucian has announced end of regulatory support on June 30, 2021. Additionally, sustaining support will end on June 30, 2022. Due to support ending, WebAdvisor functionality must be migrated to other services.

Ellucian’s replacement for WebAdvisor is Colleague Self-Service. Whenever possible, WebAdvisor functionality will be migrated to Colleague Self-Service. Colleague Student Planning is not affected by this project.

Project Description & Scope

This project requires an analysis of current WebAdvisor usage followed by stakeholder meetings to determine the appropriate migration plan with agreed upon timelines. The data below reflects outcomes from stakeholder meetings.

A communication plan will be created to inform the community of this activity. This plan will ensure the individual stakeholders and the community understand the scope of this project and when activities are happening.

This project specifically involves the following departments and activities.

  • Accommodations (Amy Sireci). COMPLETED. Requests for accommodations will be migrated to Colleague Self-Service. This activity is dependent on modifications to the Colleague API.
  • Committee workflow (Mickey Park). COMPLETED. Committee management will be migrated to Colleague Self-Service via the creation of new screens. The community will use this to view active committees and membership status. The stakeholder will continue to use Colleague UI Web to manage the committees. Additionally, the stakeholder has requested the changes to committees and requests to join committees will be handled via email. This activity is dependent on modifications to the Colleague API.
  • Finance (Grayson Meeks). COMPLETED. Finance functions will be activated in Colleague Self-Service allowing for requisitioning and other finance activities. This activity requires the configuration of parameters in Colleague. Persons may continue using Colleague UI Web for requisitioning; but, the stakeholder is encouraging the use of Self-Service instead.
    • Users are using Self-Service to create requisitions.
  • Human Resources (Missy Kittner). UNDERWAY .Human Resource functions will be activated in Colleague Self-Service. This activity requires the configuration of parameters in Colleague and Colleague Self-Service. Time entry, pay, position summary, and leave will be accessed via Colleague Self-Service.
    • Sent HR the steps to add new leave types. HR has confirmed that the instructions that Ellucian sent to install the new leave types did not work. New ticket opened with Ellucian for further instructions.
  • Institutional Research (Laura Wichman). COMPLETED. Reports used by the stakeholder are being transitioned to another solution. The stakeholder will update these reports and users will no longer use WebAdvisor to view program review data. The data will be available via the Institutional Research website.
  • Professional Development (Mikken Canham, Staci Taylor). COMPLETED.Professional Development functions will be migrated to the Continuing Education portal. There, employees will perform program changes, class registration, academic program reviews.
  • Student Records & Registration (Holly Surginer, Herman Tucker). COMPLETED.
    • Class roster. Functionality of the class roster will be migrated to Colleague Self-Service. This requires the customization of the roster and is dependent on modifications to the Colleague API.
    • Course substitution (Deferred to Document Management Project). This functionality will be migrated into Colleague UI Web. This requires screens to be enabled, updated, and/or customized.
      • On hold, due to staff outage.
    • Proxy user configuration. This functionality requires configuration changes in Colleague and the use of the Colleague Self-Service FERPA forms. Students will grant permission for proxy access via a Colleague Self-Service screen to their parent or guardian.
      • The new due date for this activity is 11/19.

Project Schedule (Original)

WebAdvisor Original Project Schedule
Phase Timeline Year
Plan December-March 2021-22
Institutional Research February-April 2022
Course Substitution March-May 2022
Professional Development March-September 2022
Communications Planning April-May 2022
Proxy User Configuration April-June 2022
Human Resources April-August 2022
Finance April-September 2022
Committee Workflow October-July 2022-23
Accommodations October-July 2022-23
Class Roster October-July 2022-23
Retire WebAdvisor August 2023

Project Management & Governance (Original)

WebAdvisor Original Project Management & Governance
Role Name Organization
Executive Sponsor Johnette McKown President
Executive Sponsor Fred Hills Vice President of Instruction & Student Engagement
Executive Sponsor Stephen Benson Vice President of Finance & Administration
Executive Sponsor Phil Rhodes Vice President of Research, Effectiveness & Information Technology
Project Team Micah Alexander Programmer Analyst
Project Team Tony Alexander Programmer Analyst
Project Team Donald Hurst Systems Analyst
Project Team (Technical Lead) Rita Jacinto Administrative Systems Manager
Project Team Mario Leal Director of Information Systems & Services
Project Team Reginald Mitchell Programmer Analyst
Stakeholder Mikken Canham Professional Development Specialist
Stakeholder Fred Hills Vice President of Instruction & Student Engagement
Stakeholder Missy Kittner Director of Human Resources
Stakeholder Grayson Meek Director of Financial Services
Stakeholder Mickey Park Compliance Technician
Stakeholder Amy Sireci Accommodations Coordinator
Stakeholder Holly Surginer Associate Director of Center for Teaching & Learning
Stakeholder Staci Taylor Director of Center for Teaching & Learning
Stakeholder Herman Tucker Director of Records & Registration
Stakeholder Laura Wichman Director of Institutional Research
Change Management Committee Micah Alexander Programmer Analyst
Change Management Committee Karen Clark Director of Admissions & Recruitment
Change Management Committee Phoenicia Clay Associate Director of Students Accounts Receivable
Change Management Committee Chadwick Eggleston Dean of Arts & Sciences
Change Management Committee Glynnis Gaines Dean of Health Professions
Change Management Committee Frank Graves Dean of Workforce & Public Service
Change Management Committee Donald Hurst Systems Analyst
Change Management Committee Rita Jacinto Administrative Systems Manager
Change Management Committee Missy Kittner Director of Systems Manager
Change Management Committee James Kubacak Director of Financial Aid
Change Management Committee Mario Leal Director of Information Systems & Services
Change Management Committee Tina Lyles Associate Director of Advising & Career Services
Change Management Committee Grayson Meek Director of Financial Services
Change Management Committee Reginald Mitchell Programmer Analyst
Change Management Committee April Robinson Associate Director of Financial Services
Change Management Committee Jodi Tindell Director of Purchasing & Auxiliary Services
Change Management Committee Herman Tucker Director of Records & Registration
Change Management Committee Laura Wichman Director of Institutional Research

Documentation

Last updated: 2/15/2024

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