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Project Status Update

Project Status Update. PPMS Users Group October 26 , 2012. 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.

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Project Status Update

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  1. Project Status Update PPMS Users Group October 26, 2012

  2. 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.

  3. 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

  4. RFP Status • 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)

  5. 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

  6. 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

  7. Project Roadmap 2013 2014 2015 2012 2016 FirstLink Colleges Wave 1 Colleges Design, Build, Configure and Test Phase Wave 2 Colleges Contract Negotiations Wave 3 Colleges RFP & Vendor Selection 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

  8. 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

  9. FirstLink (pilot) Districts • Tacoma & Spokane • Current and Upcoming Activities • ctcLink Team Meetings (Team and SMEs) • Readiness Assessment (interviews and survey) • Business Process documentation

  10. 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

  11. 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-Project-Documents.aspx • Or: http://ctclink.sbctc.edu, then click on the ‘Project Documents’ link)

  12. 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 ctclink@sbctc.edu

  13. Thank you!Any Questions? Barbara Martin, Project Director: bmartin@sbctc.edu Tara Keen, Process/Functional Manager, tkeen@sbctc.edu Reuth Kao, OCM Project Lead: rkao@sbctc.edu Janelle Runyon, Communications Lead: jrunyon@sbctc.edu

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