PROJECT UPDATE

February 2013

What is ctcLink?

• ctcLink is the implementation of a single, centralized system of integrated software tools that will give students, faculty and staff anytime, anywhere access to a more efficient way of doing their college business.

• As the legacy system is replaced with modern technology, colleges will also redesign and align current business processes with streamlined, standardized processes, as delivered in the new software solution.

• This common suite of online tools will help create efficiencies system-wide, help us keep pace with innovations in teaching and learning, and provide the services students and staff expect in today’s digital world.

• • •

Today’s topics

ctcLink Project Team Activities

– Project kickoff activities with Ciber – Project Management – Global Solution / BPR – FirstLink Colleges – Organizational Change (Survey/Results/Outcomes) – Project Collaboration Site – Communications Tools – Project Team

Project Roadmap Next Steps

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Project Team Activities

Project kickoff with Ciber

– Implementation planning, including project timeline; detailed work plan; schedule of events – Project kick-off meetings with the ctcLink core project team – ctcLink project team training – Project kick-off sessions with presidents, college teams and FirstLink College teams/SMEs – Global Solutions process with system-wide SME teams

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Project Team Activities, cont.

Project Management

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Jeff Thompson

, Collegiate Project Services – PM experience with several similar projects – Previously CIO at two different universities – Focusing on project startup activities • Project Management Plan • Project Schedule • Budget / Expenditure Model • Project Management Tools • Risk Management / Issues Management – Will coordinate vendor PM and future PMs at colleges

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Project Team Activities, cont.

Global Solution / Business Process Redesign

– Global Solution: Aligning core business processes with the delivered solution (new software) and addressing any gaps or system-wide configuration deemed necessary.

– Analysis of current Business Process Documentation • Colleges and SBCTC providing existing documentation – Feb 15 • ctcLink team inputting into inventory catalog, analyzing for similarities/differences in processes • Gain system-wide perspective on how colleges do things now and how those processes will fit into the new system – System-wide Subject Matter Experts Teams • Recruitment process underway soon • Core teams of SMEs for workshops March - May • Chance to test drive the delivered software solution • Review for any gaps

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Project Team Activities, cont.

FirstLink College District Activities

– Readiness Survey and Results • OCM Team administered survey in November • Survey results analyzed • On-campus results sessions in January • Recommendations made based on results – Communication methods / activities – Employee engagement timing and activities – Business Process Documentation Pilot – Preliminary Staffing Plans, Project Management

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Project Team Activities, cont.

Organizational Change Management (OCM)

– Readiness Survey with FirstLink Colleges – Outcome: • OCM Plan improvements • Specific recommendations for each college – Survey Tool Refinement – Refine Process – Offer to more colleges in near future to gauge readiness, understanding and involvement of staff

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Project Team Activities, cont.

Project Collaboration Site

– SharePoint/Office 365 ctcLink Collaboration Site – Building secure work areas – Project team, vendor team, college teams will have access to collaborate within the site

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Project Team Activities, cont.

Communications Tools

– On website: http://ctclink.sbctc.edu

• Frequently Asked Questions – (Recently updated) – Useful tool to answer high-level questions about the project • College Resources page – List of College Teams/SMEs (know who’s on your team) – Additional tools/resources (check it out!) – Team email distribution lists • To share/discuss important information with college teams – Quarterly Newsletter – ctcLinkCONNECT blog : ctcLink.wordpress.com

• Please sign up!

• Ask colleagues to sign up

Project Roadmap

JA N 2013 AP R JU L O CT JA N 2014 AP R JU L O CT JA N 2015 AP R JU L O CT JA N 2016 AP R JU L O CT JA N 2017 AP R JU L O CT Global Solution Feb - Aug First Link Colleges Mar 2013 - Aug 2014 Wave 1 Colleges Aug - May Wave 2 Colleges May - Feb Wave 3 Colleges Feb - Oct Wave 4 Colleges Oct - Jul Global Solution

: Align core business processes with new software, Build, Test

FirstLink (pilot colleges)

: Configure, Test, Train, Go Live

Waves

: 8 colleges deployed per wave (TBD with Ciber)

• • • •

Next Steps in review

Business Process Documentation

– Analyze documentation • Identify areas of consistent business processes • Identify those that are widely varied across the colleges – Identify challenging areas for data migration – Analysis of complex coding processes • Unusual Action Codes, FAPC/Award Codes, Education Program Code, and reviewing MIS reporting inconsistencies

Project kickoff SME teams recruiting & session schedule Global Solution / Business Process Analysis

Thank You! Questions?

Barbara Martin, Project Director: [email protected]

Tara Keen, Process/Functional Manager, [email protected]

Reuth Kim, OCM Project Lead: [email protected]

Janelle Runyon, Communications Lead: [email protected]