Starting in the Spring 2023, ITS will begin upgrading our current version of WebSMART to improve the user experience for both students and employees. This blog will contain all of the communications sent out about the upgrade including any step-by-step guides created to help users navigate the upgraded experience.
Visit OneLogin, and click on the “Forgot Password” link.
Enter your username (without the @smccd.edu) into the Username field and click “Continue”
Select an Authentication Factor, which you may have already configured in your OneLogin Profile, and fulfill the Authentication Factor. You may choose from any Authentication Factor that you have configured.
Once you have fulfilled the Authentication Factor, you may now set a new password. The new password must be between 10-128 characters and contain at least 1 uppercase letter, one lowercase letter, and one number.
2. Click “+” sign to setup “Yubikey” authentication
3. Insert your Yubikey 5 NFC in your USB and wait until the windows installed the driver automatically and ready to use. Under “Choose Vendor”, click “Yubikey”. Under Yubikey ID, press the button (circled in “red” in the following image).
It will auto fill up the encryption key, then click “Continue” button.
4. Yubikey authentication is setup in Onelogin profile.
5. Then MFA will pops up and asking which MFA method you want to use, then choose “Yubikey”. If you want to set “YubiKey” as default, then go back to item number 4 and click “Yubikey” as default, then it will skip this part and won’t ask you to choose a method the next time.
6. Under Yubikey ID, press the button (circled in “red”)
It will automatically fill the encryption key, then click “Continue” button and you will connect Global Protect VPN with Onelogin MFA.
Please read the instructions below before attempting to set up your voicemail box.
Please record a greeting so callers know that it’s truly your voicemail box they’ve reached.
There are important notes and user options toward the bottom of this thread after instruction steps.
The step-by-step instructions below will work both on and off-campus.
Dial 650-378-7411
When VM answers and you hear the VM (voicemail) greeting, dial your 4-digit extension number.
When you start to hear the greeting, interrupt the message by selecting *
You will be prompted to enter the temporary passcode provided to you by ITS. VM will alert you that the passcode is expiring prompting you to enter a new passcode. Please remember this new passcode for future VM access.
VM will guide you through the rest of the setup with step-by-step instructions. After setting the new passcode, you will be asked to record your name, and record a greeting.
After the first time setup you only need steps 1-3 followed by the passcode you created during the first time setup.
Important Notes:
If you do not set your passcode anyone who knows the default passcode will be able to access your voicemail.
It is highly recommended that you please record your name and personalized message. If you do not record a greeting… it will default to a generic system greeting “please leave your name and message, please start your message now (beep)”. It will not be personalized and probably confuse most callers trying to leave you a message.
Please only record/update your main greeting and do not record/enable an EXTENDED ABSENCE GREETING.
The prompts you’ll hear during setup are slow. This allows people who are unfamiliar with the system time to think about their response. Please be patient, setting up a new greeting only takes a minute or two
To access “User Options” dial into your voicemail box and select 8 to change “User Options”.
On Tuesday, June 4th at 10am, we will be switching our Canvas Login page to OneLogin, a new single-sign-on solution. OneLogin will provide us with better password recovery and reset functionality for faculty & students and should be more stable during peak login times. Faculty & Staff will continue to use the same Canvas credentials (usernames and passwords), but it will set us up to integrate more of our systems into a simple, secure, single login.
We’re back with another update on the Customer Relationship Management (CRM) tool currently being implemented across the district. Here’s a high-level breakdown of some key informational points this month:
TIMELINES:
There are many phases of implementation involved in establishing a Customer Relationship Management (CRM) tool. These phases include initial discovery, current business process analysis, mapping out what the solution will look like, building that vision, training users, and implementing continuous improvements.
It’s a detailed, and complicated process – one that’s iterative so that some phases may progress faster than anticipated, and others slower. For example, a small group that has an already well-defined and documented business process might move faster through the implementation steps. Larger groups with less defined business processes will more than likely take a bit longer.
Here are the various phases of the CRM implementation and rough timelines for the entire process:
Phase I: Inquiry to Application (Recruitment, Admission and Marketing) – October 2018-September 2019
Phase II: Enrollment Funnel and Matriculation – November 2018-February 2020
Phase III: Counseling and Retention – September 2019-May 2020
Phase IV: Grant/Categorical Programs – October 2019-June 2020
Phase V: Faculty, Early Alert and Canvas – November 2019-March 2021
Phase VI: Workforce Development – March 2020-September 2020
Phase VII: Alumni Relations – June 2020-December 2020
STAFFING:
Implementing and sustaining a system like a CRM requires additional staffing within the ITS department. In January 2019, the Board of Trustees approved four new ITS positions. Here’s a little bit about the positions, what they’ll do in relation to the CRM and where we’re at in the hiring process.
Director of the CRM: This position will oversee the technical operations and staff of the CRM. This person will work directly with college leaders to conduct training and visioning sessions in the sustainability and optimization of the CRM.
Search Update: This position is Open Until Filled and the search committee has begun reviewing the initial batch of applications. While this position is being staffed, Chief Technology Officer (CTO) Daman Grewal is filling in as the CRM Technical Lead as he has extensive CRM experience from his previous institutions. We expect to have someone on board by August.
Systems Administrator: This position configures the CRM to meet the needs of the district and helps to manage user accounts by provisioning licenses and setting up security settings and workflows.
Search Update: This search is complete with the successful candidate set to begin at the beginning of June. Steven Yee was selected for this position and has served as a Salesforce Administrator at a number of companies prior to joining the district.
Senior Programmer II (Integration): This position will serve as the main integration specialist between the CRM and other systems such as Banner, Canvas and Degree Works to ensure all of the systems are sharing information appropriately. This position will also serve as the Data Warehouse specialist to ensure the PRIE offices have the data needed to build reports.
Search Update: Suneetha Pasumarthi made a successful lateral transfer within ITS, transitioning from working with the Financial Aid module in Banner into this role.
Senior Programmer I (Salesforce): This position is the main developer within Salesforce and will program and develop applications within the Salesforce platform. This position will be the lead in bringing on applications like a texting and document management solution within Salesforce.
Search Update: This position is currently posted and Open Until Filled.
CCCApply
ITS will be working with college staff over the summer to reconfigure CCCApply to allow for students to choose a Meta Major and Program of Study from the time of application. This will allow for more accurate “student intent” information to be populated into the CRM and Degree Works as counselors and staff work with students on their educational plans. The reconfiguration is expected to be completed over the summer.
SCHEDULING IMPLEMENTATION PARTNERS:
Our implementation partners (Enrollment RX and ApexIT) are coordinating their schedules as various components of their CRM build out are dependent on each other. We will plan on having them onsite concurrently over the months of June and July as they build out a more detailed project schedule for the implementation. In the meantime, Enrollment RX will begin working with the International Student Programs staff on upgrading their current Salesforce instance in anticipation of district-wide project.
