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

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

Project Team Activities, cont.• Project Management

– 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

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

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

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

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

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

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)

20172013 2014 2015 2016

Global SolutionFeb - Aug

FirstLink CollegesMar 2013 - Aug 2014

Wave 1 CollegesAug - May

Wave 2 CollegesMay - Feb

Wave 3 CollegesFeb - Oct

Wave 4 CollegesOct - Jul

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: bmartin@sbctc.eduTara Keen, Process/Functional Manager, tkeen@sbctc.edu Reuth Kim, OCM Project Lead: rkim@sbctc.edu Janelle Runyon, Communications Lead: jrunyon@sbctc.edu