Guided Pathways Requirements Gathering Workshop # 1

1. Great things happen when the world agrees (ISO) Guided Pathways Requirements Gathering Workshop # 1 FACILITATORS: Daniel Cordas (Seattle Colleges) Ligia Cicos (Edmonds Community College) April 29 - May 1, 2019 Spokane, WA

2. Great things happen when the world agrees (ISO) Introductions Introduce yourself to the folks to your left & right, front & back: • Name • College • Position Title • Role in the Guided Pathways work at your college • Fun / Interesting Fact About Yourself

3. Great things happen when the world agrees (ISO) Guided Pathways Requirements Gathering Initiative • Co-Sponsored by Student Success Center & ctcLink Project • & using Common Process facilitation strategies & 80% voting rule • Creating a system-neutral set of functional requirements for technology and systems to support Guided Pathways at our community & technical colleges • We will work from the Community College Resource Center’s (CCRC) Guided Pathways Essential Practices to structure our functional requirements

4. Great things happen when the world agrees (ISO) Requirements Gathering & ctcLink Fit/Gap

5. GUIDED PATHWAYS 101

6. GUIDED PATHWAYS 101

7. Great things happen when the world agrees (ISO) Outcomes • Colleges in the ctcLink pipeline will understand which Guided Pathways functional requirements are met by ctcLink • System leadership (WACTC-Technology, etc.) will understand which requirements are not met by ctcLink • ctcLink experts will understand Guided Pathways requirements • Configuration changes to ctcLink may be recommended during workshop #2 to allow ctcLink to meet a requirement. Those recommendations will go to WSSSC to be reviewed prior to ctcLink governance

8. Great things happen when the world agrees (ISO) Ground Rules • Keep the student in the center, including non-traditional students • Think about students in an asset mindset, not deficit mindset • Minimize distractions (cell phones, laptops, etc) • Use the Microphones • Listen to understand, and not just to respond • Step up / step back (give space for everyone) • Stay product agnostic, focus on functionality not a specific tool • Everyone participates • Let the best idea win, but don’t be paralyzed by the pursuit of perfection • Be on time

9. Great things happen when the world agrees (ISO) Agenda - Day 1 • Welcome and Introductions(All) ✓ Introductions & Welcome ✓ SBCTC Welcome: Kristi Wellington-Baker & Christy Campbell ✓ Scope & Context / Expectations / Deliverables ✓ Requirements Definition ✓ Workshop Ground Rules • Activity: Mind Mapping (All, Small Groups) ✓ Identify key areas involved, roles and activities by Guided Pathways pillar ✓ Mind Mapping Technique ✓ Each group prepares and presents 3 stories involving students and how they interact with these services: Story 1 - ideal case / typical scenario Story 2 - what could happen in reality Story 3 - unique type of student ✓ Discussion by pillar ✓ Add anything missing Tools Utilized: Ice Breaker / Mind Map / Small Group Work / Presentation

10. Great things happen when the world agrees (ISO) Agenda - Day 1 (cont.) III. Activity: Common Process Design (All, Small Groups) ✓ Best Practice Process Design - LINK ✓ Role Definition ✓ Small Group Work: Common Process Design ✓ Combine Groups IV. Recap Day 1 / Day 2 Expectations(All) ✓ Check-out Tools Utilized: Ice Breaker / Mind Map / Small Group Work / Presentation

11. Great things happen when the world agrees (ISO) Guided Pathways Requirements • We will build a shared set of functional requirements we can use to assess whether ctcLink meets Guided Pathways requirements • A functional requirement is a description of activities and services a system must provide. Requirements can then be assessed on a scale: • Must have • Should have • Could have • Won't have (this time) Technical Requirements: how the system is built (which language, which OS, standards to be adhered to, etc.) Functional Requirements: what the system is supposed to do (process orders, send bills, regulate the temperature, etc.)

12. Great things happen when the world agrees (ISO) Example Functional Requirements

13. Great things happen when the world agrees (ISO) Mind Mapping Instructions ✓ Go to your designated group ✓ Introduce yourselves within the group ✓ Clarify your GP pillar ✓ Place student in the middle as starting point ✓ Add areas/departments involved in that pillar ✓ Add roles and activities that need to take place within that pillar ✓ Develop mind map on big poster (use butcher paper + post-it notes + tape) ✓ Select presenter(s) ✓ Example Tools Utilized: Mind Mapping / Role Definition / Small Group Work / Lucidchart

14. Great things happen when the world agrees (ISO) Mind Map Example

15. Great things happen when the world agrees (ISO) Presenting Your Mind Map • Choose a Presenter(s) • High-Level Overview • Three Scenarios: How do students interact with this Pillar? Student A: The Best Case - when everything works perfectly Student B: The Realistic Case - what happens most of the time Student C: Wild Card - choose a special student population (Running Start, TRIO, International, etc)

16. Great things happen when the world agrees (ISO) Small Group Mapping Instructions ✓ Determine all major activities (steps) to perform task – write on post-its✓ Determine all sub-activities – write on post-its✓ Place all activities and sub-activities in order you think best ✓ Identify roles (not positions) to perform activities/sub-activities✓ Create swimlanes using tape on poster ✓ Place activities in appropriate order and swim lane in the map ✓ Include / leverage activities and roles identified earlier ✓ Each group will design a process flow that incorporates students, faculty, advisors, student services leadership, instructional leadership ✓ Clearly delineate the GP pillars and the flow of activities between them Tools Utilized: Gap Analysis / Process Map / Role Definition / Small Group Work

17. Great things happen when the world agrees (ISO) Combined Group Mapping Instructions ✓ Take turns presenting the map each small group created to each other✓ Determine differences in group maps (activities, order, and roles)✓ Resolve differences in maps to produce improved map✓ Groups design the process on butcher paper on a wall✓ Select two representatives to present process to all workshop attendees Tools Utilized: Gap Analysis / Process Map / Affinity Grouping / Small Group Work / Lucidchart

18. Great things happen when the world agrees (ISO) Agenda - Day 2 • Day 1 Recap(All) ✓ Check-in / Day 2 Expectations • Activity: User Stories Placement (All, Small Group Work) ✓ Groups place the user stories collected • Activity: Finalize Guided Pathways Common Process ✓ Combine ideas into final process map ✓ Final process presentation IV. Recap Day 2 / Day 3 Expectations(All) ✓ Check-out Tools Utilized: Gap Analysis / Process Map / Role Definition / Affinity Grouping / Small Group Work / Lucidchart

19. Great things happen when the world agrees (ISO) User Stories Placement Instructions ✓ Groups place the user stories collected as homework by pillar, activity and role within a pillar, making use of the common process created / Add any additional user stories that are missing ✓ Consider: Business Rules aid decision making - do we have any to consider within each pillar? ✓ Review each story & make adjustments: Is it really necessary? Does it belong to this process / will it support students? Can it be supported by technology? ✓ Each group presents the stories for each pillar ✓ Add any missing User Stories based on the larger group feedback

20. Great things happen when the world agrees (ISO) Agenda - Day 3 • Day 2 Recap(All) ✓ Check-in / Day 3 Expectations • Activity: Detail Steps Into Functional Requirements (All, Small Group Work) ✓ Translate user stories into requirements • Review Requirements Ranking ✓ Discuss / Adjust IV. Voting by College ✓ Vote on requirements list & rankings V. Recap Day 3 / Next Steps(All) ✓ Parking Lot ✓ Lessons Learned ✓ Check-out Tools Utilized: Gap Analysis / Process Map / Role Definition / Affinity Grouping / Small Group Work / Lucidchart

21. Great things happen when the world agrees (ISO) User Stories Into Requirements Instructions ✓ Create a requirement for each business scenario / activity by GP pillar & role: ✓ Avoid ambiguity - don’t use weak words (user-friendly, timely, fast) which can be open to the reader’s interpretation ✓ Keep your requirements clear and concise: ✓ Ability for the student to search for…; Ability for the advisor to perform…; Ability to track... ✓ Keep the student in mind ✓ Document the requirements (Google Sheet) ✓ Group by the main role who performs an activity within a GP pillar ✓ Combine if there is overlap / similarities ✓ Rank the requirements

22. Great things happen when the world agrees (ISO) Requirements Ranking Instructions