ETS: Starfish Project

Starfish project

Project Goals and Objectives

  • Implement Starfish EARLY ALERT, a system that automatically detects students who are at-risk by reviewing grades in the online grade book, monitoring participation in online portions of a course and recording when students do not complete their course work by the assigned deadlines. The system also allows a student’s support network (e.g., instructors, advisors, counselors and resident hall staff) to manually flag students that have poor attendance, academic trouble, financial difficulty, social stresses or even more serious concerns. When a student is identified to be at-risk, Starfish EARLY ALERT, in compliance with FERPA guidelines, immediately notifies the appropriate individuals to directly intervene.

Project Scope

  1. Install Starfish Early Alert for both Foothill and De-Anza Colleges  based on the best practice suggested by the vendor
  2. Provide Single Sign On through MyPortal integration
  3. Train-the-trainer training will be provided for both colleges and ETS
    staff to operate Starfish Early Alert.
  4. Establish common business practices for both colleges to operate  Starfish Early Alert.
  5. Establish security and support protocols for the continuity of operation for Starfish Early Alert.

Critical Success Factors

  1. Agreement on the project implementation team members, and project
  2. Both colleges commit resources to the training and operating of Starfish Early Alert, and
    participate in the implementation process.
  3. Define common business practices and reach agreement between both
  4. On time delivery of the test and production instances by ETS and Starfish
  5. On time completion of the security access setup and single sign on
    configuration in MyPortal.
  6. On time completion of the localization of Starfish Early Alert for both colleges' special
    configuration requirements.
  7. On time completion of the scheduled pilot testing and go live preparation
  8. Pass the go live preparation check list provided by the Starfish Early Alert vendor.
  9. Go Live on schedule.

Project Milestones

  1. Secure agreement from both colleges and contract approved by the board by
    , 2016.
  2. Conduct the on-site business process analysis by end of March, 2016.
  3. Complete the test and production instances by April 29, 2016.
  4. Complete the R25 to 25Live database migration by April 29, 2016.
  5. Complete the user and viewer seats after migration to SaaS (after April 29, 2016).
  6. Attend and complete the configuration courses before the second on-site engagement (before May)
      1. Manage 25Live data and security
      2. Configure 25Live
  7. Localization of the 25Live systems to FHDA requirements and configure SSO and MyPortal connectors, create local user accounts, test and review security and access by May 31, 2016.
  8. Second on-site visit by CollegeNet consultant by June 20, 2016.
  9. Complete security settings, access, and assignment/notification policies by June 20, 2016.
  10. First round of Pilot testing completed by June 27, 2016.
  11. Second round of Pilot testing completed by July 22, 2016.
  12. FHDA training materials, online video and Portal channel completed by August 19, 2016.
  13. Complete 25Live user training in preparation to go live before August 26, 2016.
  14. Pass the pre-production final check by August 26, 2016.
  15. System Go Live on August 31, 2016.
  16. Post go Live:  Build and publish event calendar.

User Training Materials

  • TBD

Technical Documents and Links (for internal use)

  • TBD

Project Team Organization


Project Meeting & Schedule Information

Meeting Dates
Agenda Minutes Action Items Announcements