1、Emily ToopsStevenson SchoolAllen TangStevenson SchoolPower to the Portal:Optimizing Your User Experience,Time,and Resources with PortalsPOWER TO THE PORTAL:OPTIMIZING YOUR USER EXPERIENCE,TIME,AND RESOURCES WITH PORTALSAllen TangAssociate Director of Admissions OperationsHe/Him/HisEmily ToopsDirecto

2、r of Data OperationsShe/Her/HersSTEVENSON SCHOOLIndependent School Founded in 1952Two Campuses on the Monterey Peninsula750+students Pre-K through Grade 12Both Day&Boarding Students(Upper Division)Students from 15 states and 18 countriesSTEVENSON SCHOOLOne Slate DatabaseStarted with Slate in 2018Adm

3、issionsAdvancement Student SuccessHuman ResourcesPORTALS Reduce administrative side users Minimize training barriers Limit clicks Increase user/constituent engagement Boost self-sufficiency Improve institutional clarity=POSSIBILITIESPROS&CONS OF PORTALSPROS Data integrity No more(or at least fewer)s

4、preadsheets!Easy to enter data and digest information Many customization opportunities Fewer Slate administrative users Controlled access to and updating of informationCONS Maintenance and support Training Tendency to recreate what already exists in Slate Scope creep and“portal envy”Potential confus

5、ion between portals Will people actually use them?6 WHO IS YOUR AUDIENCE?www.stevensonschool.orgAdmissionsStudent SuccessAdvancementSHARING APPROPRIATE INFORMATION BETWEEN OFFICESwww.stevensonschool.orgParents/GuardiansStudentsApplicantsEmployeesAlumni/CommunityRANGE OF AUDIENCESGETTING STARTEDHOW T

6、O GET STARTED Identify colleagues/stakeholders with a good understanding of their process and needs Articulate the problem youre trying to solve Help users think beyond limitations of existing systems Confirm requirements vs.“nice to have”Set reasonable expectations Focus on usability and scalabilit

7、y Show examples if you have them-People like to edit/critique more than create from a blank screen11 ADMISSIONS:“WE NEED TO DISTRIBUTE OUR SLATE WORKLOAD”HOW DOES THAT WORK?Seeing ALL areas can be overwhelming or confusing for users Portals help for upcoming events,etc.and provide for more informati

8、onTRAINING AND PORTAL BUILDINGCAMPUS VISIT PORTAL14 Combines across Events and Scheduler to other portals/resourcesCan registrants directly from this portal viewused to access additional portal views for upcoming/past visitorsPRINTING PORTAL15 Printing interview and designGenerates for batch printin

9、gCAMPUS TOUR GUIDES16 Tour guides have to be Slate usersUsing,tour guides can be person or dataset recordsPortal gives a viewWe can from their Pirate Page()Easy to make ADMISSIONS AMBASSADORS17,and processesCurrent parents/guardians if they also volunteerShow information based on completion of a con

10、fidentiality agreement formSimilar formatting for across all of Stevensons portalsADVANCEMENT:“WE HAVE SO MUCH DATA”HOW DO WE FIND IT?REDUCE CLUTTER&CONFUSION Not all users use all of Slate Data may live on tabs on the person record Users want an interface with ADVANCEMENT CAMPAIGN DASHBOARDFormsTas

11、ksRelationshipsOpportunitiesGiving History20 ADVANCEMENT CAMPAIGN DASHBOARDFormsTasksRelationshipsOpportunitiesGiving History21 list of households(not just individual records)form linksEasy Portal BenefitsData PointsFACULTY:“THERE ARE SO MANY SYSTEMS”WHERE DO WE START?AGGREGATE INFORMATION Pitfalls

12、of“walls of links”Reduce questions from end users Better user experienceFACULTY DASHBOARD24 See all or just specific groups of students to list of all studentsClassesSportsAdvisingCollege Counseling for students with action items or new information detailsdetailsLEARNING RESOURCE CENTERView,edit,and

13、 add Share with other usersTeachers can view but not editNot all users see all Learning Center fieldsLink to and documents easily25 FACULTY DASHBOARD26 their relationship with the various departments on campus access to other portalsGate passesGmail signatureCertificationsProvide STAFF:“WE HAVE SO M

14、ANY PEOPLE&DEPARTMENTS”HOW DO WE KEEP TRACK OF THEM?STAFF DASHBOARD28 vs.queries to prepopulated formsUpdate fieldsUpdate job historyATHLETICS DIRECTORAbility to Work with a 29 COMMUNICATIONS:“SO MANY EMAIL,PRINT,AND WEBSITE UPDATES”HOW DO WE FIND THE TIME?PORTALS AS CUSTOM WEBSITES Preserve communi

15、cations team time and resources Empower offices to make their own contentON THE ROAD:ADMISSIONS EVENTSStandard vs.Custom Event PortalsON THE ROAD:ADMISSIONS EVENTSStandard vs.Custom Event Portals34 COURSE CATALOGSDATASET RECORDSIMAGES STORED IN SLATEENTITIESAPPLICATION INFODecreased time spent on we

16、bsite updates and requests from staffRESULTS&TAKEAWAYS36 EASIER TRAINING AND SUSTAINABILITY105+Fewer internal users 45+Minutes saved per trainingADMISSIONS USERSADVANCEMENT USERS15+Fewer clicks for some tasks10+Fewer spreadsheets to maintain 37 SEAMLESS EXPERIENCE AND ACCESS15+Portals 1 Portal Exper

17、ienceFACULTY&STAFFPARENTS/GUARDIANS10+Portals 1 Portal Experience38 WHAT HAVE WE LEARNED Make your portals as sustainable as possible Hold focus groups and gather feedback Create training videos Keep content current Design a constellation of portals with easy access to relevant data39 MAKE TIMETAKE TIMESAVE TIMETRAINMAINTAINSUSTAINCREATEINNOVATEITERATEQUESTIONS?THANK YOU!KEEP IN TOUCHAllen Tang,Associate Director of Admissions Operationsatangstevensonschool.orghttps:/ Toops,Director of Data Operationsetoopsstevensonschool.orghttps:/