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Below is a recommended approach to dividing the configuration and corresponding external data into blocks of effort. Based on the SSP tools to be implemented, the corresponding block(s) of effort can be scheduled into the project timeline. The main goal of the block approach is to divide the effort into measurable segments of work that can be analyzed, executed and tested independently from other SSP tools.
Block 1 - Base SSP Configuration
External DB Tables
| external_person | Description |
|---|
| Purpose | Holds attributes for any user accessing or referenced by SSP. For example, supports search results, early alerting and student creation. Records in this table are periodically synchronized into the "person" table and several of its supporting tables. Both school_id and username must be unique identifiers for each record. I.e. any given school_id or username can occur at most once. |
| Considerations | - All users who will sign into SSP or MyGPS should have a row in the table including;
- All students that may be added to SSP
- All coaches (counselors, faculty members, advisors, etc) that may be assigned as a coach for a student
- All faculty members who may have an Early Alert rosters
- Only students should have a coach_school_id and student_type_code
- Commonly implementers add students to external data that are "system active" so that they are available to SSP. The litmus test would be: "Could the student walk off the street and register for courses?". If so they should be available to SSP in the external data.
- The username must match the username that a user will use to log into SSP
|
| Sync'd Fields | - first_name
- middle_name
- last_name
- birth_date
- primary_email_address
- username
- home_phone
- work_phone
- cell_phone
| - address_line_1
- address_line_2
- city
- state
- zip_code
- residency_county
- photo_url
- school_id
- coach_school_id
| - office_location
- office_hours
- actual_start_term
- actual_start_year
- marital_status
- ethnicity
- gender
- balance_owed
- student_type_code
- race_code
|
|
| external_term | Description |
|---|
| Purpose | Holds academic calendar information. Required in many locations throughout the application: Caseload Assignment, Main, Intake and MAP. |
| Considerations | - term_code must be used consistently in other external database tables. There are no foreign keys, but the data must have integrity by used consistent values.
- Commonly implementers don't have exact dates for future terms. In order for MAP to render to future terms in which coaches/advisors can develop plans, future terms may need to be fabricated until the exact terms. Future terms should be fabricated for up to 5 years after the current academic year. The dates should be arbitrary and won’t affect SSP if they are changed when the new dates are officially defined. The following are sample dates that can be used for the fabricated terms.
- Fall: 8/15-12/15
- Spring: 1/5-5/10
- Summer: 5/15-8/1
- registration_start_date and registration_end_date are only used for MAP
|
SSP Configuration Guide
| Install Settings | General Settings | Counseling Reference Guide (CRG) | Journal Track-Step-Detail |
|---|
| Section 1 | Section 2 | Worksheet | Worksheet |
- Student ID Alias
- Coach Label
- Retrieve External Data
- Coach Query
- Coach Set from External Data
- Coach Unset from External Data
- Student Type Set from External Data
- Student Type Unset from External Data
- External Sync Schedule (multiple)
- Send Mail
- Test Mail Server Port
- BCC Email Address
- Manage Integration Database
- Status Code Mapping
- Highly Trust IPs
- Client Side Timeout
| - Student Types
- Special Service Groups
- Reasons for Service
- Referral Sources
- Program Status Change Reasons
- Confidentiality Levels
- Financial Aid Files
- Financial Aid SAP Status Codes
| - The CRG will take time to collect and organize. The worksheet should be distributed darly and often in order to complete.
| - The Journal associations will take time to collect and organize. The worksheet should be distributed darly and often in order to complete.
|
uPortal Roles and Permissions
| Role Assignments | Description |
|---|
| Purpose | Each user must have a role assignment in order to log into SSP. The default role for all users should be student which allows the least amount of access to SSP (specifically MyGPS) |
| Considerations | - Users may have multiple role assignments. Multiple assignments grant a combined access to tools
- Roles can be assigned based on the security integration via CAS, LDAP, etc
- Roles can be assigned locally in SSP and via the security integration
- The coach role is important to establish as the available coach list in Caseload Assignment depends on users assigned the coach role
- The faculty role is the only non-administrator role that can access the Early Alert submission tool
|
| Tool Permissions | Descriptions |
|---|
| Purpose | Each role has a default set of tool permissions. Beyond assigning multiple roles, individual tool permissions can be assigned if necessary. |
| Considerations | |
Block 2 - Main Tool Phase 1
External DB Tables
- external_registration_status_by_term
- external_student_academic_program
- external_student_transcript
- external_student_transcript_term
SSP Configuration Guide
- Begin collecting referrals for Counseling Reference Guide
Block 3 - Main Tool Phase 2
SSP Configuration Guide
- General Settings (FinAid)
External DB Tables
- external_student_test
- external_student_transcript_course
- external_student_financial_aid
- external_financial_aid_award_term
- external_student_financial_aid_file
Block 4 - Student Intake
SSP Configuration Guide
- Student Intake Settings
- Student Intake Message Template
- Intake Field Labels
Block 5 - Early Alert
External DB Tables
- external_faculty_course_roster
- external_faculty_course
SSP Configuration Guide
- Early Alert Settings
- Early Alert Message Templates
Block 6 - Journal
SSP Configuration Guide
- Journal Settings
Block 7 - Counseling Reference Guide and Action Plan
SSP Configuration Guide
- Action Plan Settings
- MyGPS
- Action Plan Message Templates
Block 8 - Map Phase 1
External DB Tables
- external_course
- external_division
- external_department
- external_program
SSP Configuration Guide
- MAP message templates
- MAP Settings
- MAP Plan Status Calculation
Block 9 - Map Phase 2
External DB Tables
- external_course_term
- external_course_program
- external_course_tag
- external_course_requisite
- external_substitutable_courses
- external_person_planning_status (optional)
SSP Configuration Guide
- MAP Settings
Block 10 - Notes and Accommodation
External DB Tables
- external_person_note
SSP Configuration Guide
- Accommodation Settings