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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_personDescription
PurposeHolds 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_termDescription
PurposeHolds 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

  1. Install Settings
  2. General Settings
  3. Begin collecting referrals for counseling reference guide
  4. Begin collecting Journal track-step-detail

uPortal Roles and Permission

  1. Role Assignments
  2. Tool Permissions

Block 2 - Main Tool Phase 1

External DB Tables

  1. external_registration_status_by_term
  2. external_student_academic_program
  3. external_student_transcript
  4. external_student_transcript_term

SSP Configuration Guide

  1. Begin collecting referrals for Counseling Reference Guide

Block 3 - Main Tool Phase 2

SSP Configuration Guide

  1. General Settings (FinAid)

External DB Tables

  1. external_student_test
  2. external_student_transcript_course
  3. external_student_financial_aid
  4. external_financial_aid_award_term
  5. external_student_financial_aid_file

Block 4 - Student Intake

SSP Configuration Guide

  1. Student Intake Settings
  2. Student Intake Message Template
  3. Intake Field Labels

Block 5 - Early Alert

External DB Tables

  1. external_faculty_course_roster
  2. external_faculty_course

SSP Configuration Guide

  1. Early Alert Settings
  2. Early Alert Message Templates

Block 6 - Journal

SSP Configuration Guide

  1. Journal Settings

Block 7 - Counseling Reference Guide and Action Plan

SSP Configuration Guide

  1. Action Plan Settings
  2. MyGPS
  3. Action Plan Message Templates

Block 8 - Map Phase 1

External DB Tables

  1. external_course
  2. external_division
  3. external_department
  4. external_program

SSP Configuration Guide

  1. MAP message templates
  2. MAP Settings
  3. MAP Plan Status Calculation

Block 9 - Map Phase 2

External DB Tables

  1. external_course_term
  2. external_course_program
  3. external_course_tag
  4. external_course_requisite
  5. external_substitutable_courses
  6. external_person_planning_status (optional)

SSP Configuration Guide

  1. MAP Settings

Block 10 - Notes and Accommodation

External DB Tables

  1. external_person_note

SSP Configuration Guide

  1. Accommodation Settings

 
 
 

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