Transcript Functional Requirements

BAR
October 18, 2012
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What is ctcLink?
 ctcLink will leverage and enhance the inherent
efficiency of the CTC system through
implementation of a single, centrally-provided
system of online student and administrative
functions.
 As the legacy system is replaced with modern
software, colleges will also replace current
business processes with streamlined,
standardized practices.
 Students, faculty, staff will benefit from
anytime/anywhere access to a modern and more
efficient way of doing all their college business.
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Today’s Topics
 RFP status
 ctcLink Project Team
 Project Initiation Activities
 Project Roadmap Review
 Global Design
 FirstLink Colleges
 Implementation Waves
 OCM and Communications
 Staying Connected to the Project
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RFPStatus
 ERP RFP
 VEST Recommendation:

Negotiate with Oracle and Ciber
 Contract Negotiation ~ 60-90 days
 Debrief with non-selected vendors
 Related RFPs
 Quality Assurance and Oversight Consultant/Firm
 ERP Program Manager Consultant
 Review/Debrief of RFP Evaluation Process (Lisa)
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ctcLink Project Team
 Joining the team:
 Organizational Change Management Project Lead
 Project Administrator
 Coming soon:
 Technology & Integration Manager
 4 Functional Project Leads (Student, FA, Finance, HR/Payroll)
 Future Positions
 Database Architect
 Business Analyst
 Reporting
 Role-based Security
 Training
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Project Initiation Activities
 Gartner Consulting assisting with:
 Analysis of Business Process Documentation State
 College Readiness Survey and corresponding updates to
Organizational Change Management Plan
 Governance Process
 Project Management Procedure and Tools Alignment

SBCTC, Vendor, Consultants
 Project Planning Support

Schedule, Charter, Plans
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2012
RFP & Vendor
Selection
CONTRACT NEGOTIATIONS
Project Roadmap
2013
2014
2015
2016
FirstLink
Colleges
Wave 1
Colleges
Design, Build,
Configure and Test
Phase
Wave 2
Colleges
Wave 3
Colleges
Wave 4
Colleges
Implementation Phase Schedule:
• 2012-2013 Configuration: Plan, design, build and test for implementation.
• 2013-2014 Pilot(s): Implement and go live for a period before the next deployment wave.
• 2014-2016 Subsequent Deployment Waves :
• Gartner recommended 4 deployment waves
• SBCTC will negotiate with Ciber & Oracle to select optimal deployment approach
Global Design phase
 Plan: Project Planning Documents
 Project Charter, Schedule, Test Plan, Governance, Data
Migration Plan
 Design: Business Process and Data Analysis
 Define and align business processes
 Develop data cross-walk for elements targeted for
migration.
 Build: Test Beds, Solution Infrastructure,
Configurations
 Test: Validate Design, Configurations, Workflows
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FirstLink (pilot) Districts
 Tacoma & Spokane
 Current and Upcoming Activities
 ctcLink Team Meetings (Team and SMEs)
 Readiness Assessment (interviews and survey)
 Business Process documentation
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Implementation Waves
 Contract Negotiations will help define:



Approach
 By module (pillar)
 Sub-module (for example, Admissions)
 All college
Timeline and Number of Colleges per Wave
 4 groups of 8 colleges over 3 years?
 3 groups of 8-12 over 2 years?
College Wave Selection
 Finalized within contract negotiations
 Decisions may impact cost
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OCM and Communications
 Organizational Change Management Plan
 Clear plan for ongoing communications, functionality reviews,
demonstrations, training, etc.
 Minimize discomfort and make transition as smooth as possible
 Communications Plan
 Component of OCM
 Clear plan and activities for communications channels and tools
 Download plans from ctcLink Project Documents page:
http://sbctc.edu/college/_i-ctcLink-ProjectDocuments.aspx
 Or: http://ctclink.sbctc.edu, then click on the ‘Project
Documents’ link)
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How to Stay Connected to ctcLink
 Your ctcLink College Team
 ctcLinkCONNECT (project blog) – ctclink.wordpress.com
 SBCTC website – ctclink.sbctc.edu

Communications and OCM Plans; Messaging/FAQs; College
Teams Roster; RFP
 ctcLink NEWSletter (coming soon)
 Commissions & Councils (project update at meetings)
 Questions? Send to [email protected]
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Barbara Martin, Project Director: [email protected]
Tara Keen, Process/Functional Manager, [email protected]
Reuth Kao, OCM Project Lead: [email protected]
Janelle Runyon, Communications Lead: [email protected]
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