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StepDescription Responsible Team/Resource GroupDue?Notes
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Braden-1The installation of Ad Astra has primarily been focused upon the Main campus. Work with our centers to customize and configure the system to match their needs. (Page 38)AVPI BradernAVPI Braden will work with the center deans to scope out their needs, work with Ad Astra to ensure the system can accommodate those needs with our current configuration, and get the system configured to meet those needs,
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Braden-2Work with Ad Astra to ensure that all appropriate reports are correctly configured for use.(Page 43)AVPI BradernThere are some issues still present from the split off of the single instance to the multiple instances of Ad Astra. AVPI Braden will work with Ad Astra to ensure that we have a clean installation.
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Braden-3Continue working to configure Ad Astra to reflect our different campuses (Natomas, McClellan, and Main Campus)and the department and division structures. (Page 43)AVPI BradernThe ability to control for centers was unavailable until late in last semester, AVPI Braden will continue to work on configuring the system to maximize functionality for our centers.
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Braden-4Develop filters or access levels which allow for users to see and manipulate the appropriate sections and courses. (Page 43)AVPI BradernNeed to work with Patrick (Ad Astra) to create users who are limited to seeing division/department levels of information
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Braden-5Work with Admissions and Transition Services division and Dean Parrish Geary to identify needs and procedures for room scheduling and configure them within Ad Astra. (Page 46)AVPI Bradern
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Braden-6Work with Counseling and Transfer Center division and Dean Sonia Ortiz-Mercado to identify needs and procedures for room scheduling and configure them within Ad Astra. (Page 46)AVPI Bradern
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Braden-7Identify overflow rooms and offices which could be used to flex available space for counseling sessions during peak times. (Page 46)AVPI Bradern
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Braden-8Work with Equity Programs and Pathways division and Dean Joshua Moon Johnson to identify needs and procedures for room scheduling and configure them within Ad Astra. (Page 46)AVPI Bradern
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Braden-9Work with Support Programs division and Dean Kolleen Ostgaard to identify needs and procedures for room scheduling and configure them within Ad Astra. (Page 46)AVPI Bradern
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ELSS-1Identify workflow and specific steps of HOW ARC will use Ad Astra for Instructional Scheduling.ELSS (Whole Team)Map out the specific steps and systems which will be used in Ad Astra for chairs and deans to create a schedule in Ad Astra. Evaluate the effectiveness of the workflow.
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ELSS-2Consider whether or not ARC (or the district) may need to purchase another interface product, such as Digarc Section, to provide efficient workflow in our scheduling process. (Page 37)ELSS (Whole Team)If workflow is deemed inadequate in ELSS-1, explore other options.
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ELSS-3Refine Scheduling Calendar to include all steps of the process including such steps as:
~Identification of Division FTEF allocations (including revise dates)
~Evaluation and approval of roll-over queries
~Summer Post-mortem of previous year
~Et Cetera.		ELSS (Whole Team)Create a comprehensive scheduling calendar.
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ELSS-4Training in ELSS System for Deans, Chairs, and StaffELSS (Whole Team)Develop in-person, online, and on-demand training for scheduling system.
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ELSS-5Coordinate Pathways configuration in Ad AstraELSS (Whole Team)Ensure that the Pathways information is being configured in Ad Astra is accurate and producing valuable data.
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Event-1Map out current process and procedures regarding how events are scheduled. Evaluate current “ownership and approval” structures and determine if these structures need to be updated or directly inputted into Ad Astra. (Page 45)Events and Non-FTE Facility usage
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Event-2Identify Event Types and Meeting Types that will be available in Ad Astra and configure the system. (Page 45)Events and Non-FTE Facility usage
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Event-3Configure workflow, vendors, equipment and other resources which may be requested through the events process. (Page 45)Events and Non-FTE Facility usage
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Event-4Establish appropriate ‘customers’ within Ad Astra with the requisite usage permissions and approval structures. (Page 45)Events and Non-FTE Facility usage
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Event-5Identify external locations which need to be configured in Ad Astra so that they may be reserved, scheduled, and correctly configured for a variety of event types. (Page 46)Events and Non-FTE Facility usage
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Fac-1Continue identifying and configuring non-instructional rooms and spaces into Ad Astra as appropriate. (Page 12)Facilities/Room Verification
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Fac-2Correct Room files with appropriate colloquial names to aid in identification of particular rooms. (Page 12)Facilities/Room Verification
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Fac-3Verify the capacities of all of the rooms and make sure that ARC has not recorded a capacity that is over or under what it should be. ARC Facilities has software that calculates out the appropriate capacity size for classroom space and ARC needs to verify that all rooms are compliant, safe and pedagogically sound for their recorded capacities. (Page 14)Facilities/Room Verification
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Fac-4Ad Astra is missing approximately 10% of the photos for our rooms, ARC needs to capture these remaining images and get them into the system. (Page 14)Facilities/Room Verification
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Fac-5Identify rooms within our inventory that have multiple configurations available in them and reflect these different configurations in the room records. (Page 14)Facilities/Room Verification
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Fac-6Capture and input the HVAC and Key information for each of our rooms. (Page 20)Facilities/Room Verification---This will include inputting the data into the individual room files to ensure that the correct information is linked and therefore accessible for future uses.
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NG-1Explore opportunities to leverage the systems API for automatic Key requests and IMRON building unlocks. (Page 20)Next Gen Usage---Future Implementation
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NG-2Work with district FM to explore HVAC automation. (Page 20)Next Gen Usage---District Concern, low Priority
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NG-3Work to identify potential for using Ad Astra API interface for better data consumptionNext Gen Usage
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Rules-1As the Room Preference Rules are refined and groups of rooms are identified that need to be placed into regions, new regions will need to be developed to reflect scheduling interests. The regions have not been fully leveraged within the system and there is a need to continue working on refining the regional groupings for rooms. (Page 19, 23)Room Rules Team
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Rules-2The preliminary implementation of the system has focused upon building rules for ARC Main Campus facilities; ARC will need to develop room rules for our centers.(Page 30, 38)Room Rules Team
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Rules-3There will need to be a series of optimization runs in the system sandbox to help refine the rules. The process will be to run an optimization on a data from the FA18 and SP19 terms, compare the recommended room placements with what had been actually scheduled, identify where the system has recommended inappropriate rooms, “tune” the rules to correct, and repeat. (Page 30)Room Rules Team
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Rules-4Identify specialty rooms attached to specific Equity Program and Pathway division (e.g. Student Center Boardroom) and establish proper approval and usage procedures. (Page 46)Room Rules Team
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SEM-1ARC will need to refine the definitions of schedule blocks to take into account all of the iterations that may occur in the schedule (with the understanding that there will always be sections that will need to be scheduled off-block due to a variety of reasons. (Page 27)Strategic Enrollment Management
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SEM-10Identify and develop supporting data dashboards to supplement missing Ad Astra data to aid in decision makingStrategic Enrollment Management
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SEM-11Identify data, reports, and dashboards needed by Deans and chairs to inform schedule decisions.Strategic Enrollment Management
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SEM-12Develop WSCH/FTES Goals for each department and divisionStrategic Enrollment Management
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SEM-2Continue to work to identify programs and courses that need to be excluded from analysis. (Page 32)Strategic Enrollment Management
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SEM-3Develop ARC’s scheduling goals and KPIs to measure the goals success. Three potential goals might be:
1) Improve Student satisfaction and Retention
2) Ensure timely student program completion / Increase productive credit hour loads for students
3) Address scheduling issues which contribute to the performance gap in our students. (Page 32)		Strategic Enrollment Management
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SEM-4Work to clarifying and identifying the “core schedule” to be built into the rollover queries.(Page 34)Strategic Enrollment Management
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SEM-5Work to clarify the rotational courses. This will create a need for identifying multiple rollover queries (e.g. Fall 1, Fall 2, Spring 1, Spring 2, et cetera).(Page 34)Strategic Enrollment Management
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SEM-6Identify appropriate reports and datasets to distribute to department chairs to assist in scheduling decisions.(Page 37)Strategic Enrollment Management
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SEM-7Identifying potential reports and other practices that ARC may use with Ad Astra in order to process scheduling. The system, currently, only is able to write rooms back to PeopleSoft—so if divisions/departments are scheduling within Ad Astra Platinum Analytics, how can ARC process this workflow in a manner which does not throw the college back into a series of hand-keyed, siloed, paper driven systems. (Page 37)Strategic Enrollment Management
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SEM-8Develop training for how to interpret and use the data presented by Ad Astra to enhance schedule decisions. (Page 43)Strategic Enrollment Management
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SEM-9Identify cadence or report releases, subscriptions for distribution, and standards for using data for decision making. Strategic Enrollment Management
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Craft Enrollment Management Committee charter and submit it to the Student Success Council.(Page 34)COMPLETEDN/A
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Work with Ad Astra and District DO to ensure that Ad Astra in configured to allow for access through the universal access system that DO uses to ensure that users do not need to remember/use separate usernames and passwords to access Platinum Analytics. (Page 43)COMPLETEDN/A
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