1 Peralta Community Colleges District January 27, 2009

Overview 2009 Initiative Summary Ensure smooth daily operations for Student, HR, Financials Resolve Financial Aid challenges New functions to support student enrollment and retention New functions to support faculty and staff recruitment Focus on increasing Peralta’s independence Provide critical transitional support 2

Overview Benefits of all initiatives Peralta owns the software for each initiative All recommendations are the next step in moving from current legacy systems All initiatives provide tight integration with existing PeopleSoft applications, reducing the time Peralta’s staff spends entering and reconciling transaction data Each initiative improves Peralta’s staff productivity Each initiative moves provides “best-practices” and will help to standardize business processes across the colleges 3

Current Systems Overview 4

Project Management Support Challenges: –Peralta manages 300+ complex projects that require integrated Project Management, functional and technical application support –Peralta does not currently have a Program Management capability –Peralta does not have adequate in-house capability for database management and application support of administrative systems –Multi-discipline DBAs are extremely difficult to locate and hire Recommendations: –Secure experienced Project Management to manage the implementation of multiple complex projects –Secure database and other support to ensure existing and future applications are maintained to the vendor’s specifications 5

Project Management Support Benefits: –CIBER’s Project Manager understands the complexities of managing integrated student systems across multi-campus colleges –CIBER brings a set of best practices based on experience at over 175 higher education institutions –Database administration support will ensure that Peralta’s applications are maintained to the application vendor’s specifications –Lays the groundwork for Peralta to bring project management in- house Duration: 1 year Cost: $997,920 6

Financial Aid Challenges: –Peralta is at a critical Financial Aid turning point –Reconciliation between 3 rd party applications is difficult and must be performed manually by the Bursars –3 rd party integration with Student Financials is producing unacceptable error rates, resulting in underpayment, overpayment and no payments to students Recommendations: –Implement PeopleSoft’s Financial Aid application module to integrate Financial Aid and Student Administration into one system 7

Financial Aid Benefits: –Peralta already owns the software license –Financial Aid will use the same software as the rest of Student –An integrated Financial Aid - Student Financial solution means: Adjustments and reconciliation are delivered, integrated and produce predictable and consistent results Accurate and timely communication to applicants Accurate and timely payment to eligible students Student financial reporting is performed in one system Duration: 1 Year Cost: $855,360 8

Academic Advisement Challenges: –Academic Counseling/Advisement is understaffed and spends an too much time tracking progress against program requirements for each student –Student academic records are not synced with program requirements –This can affect student retention and graduation rates Recommendations: –Implement a degree audit solution that is integrated with the Student Administrative system to streamline the academic counseling process and improve service to students –Implement a document imaging system to capture paper source documents 9

Academic Advisement Benefits: –Peralta owns the software to implement this application –Course catalog, student academic records and program requirements are all in one system, easing analysis –Aids in recruitment and retention of students –Provides rapid access to student history including all college transcripts –Academic Advisement staff will be able to spend more quality time with each student because a streamlined process –Provides visibility of degree requirements across all campuses Duration: 9 months Cost: $506,880 (does not include imaging effort) 10

Recruitment and Admissions Challenges: –Student enrollment management and analysis –Recruiting activities are spread between multiple systems (including manual systems) –Peralta is not using PeopleSoft Recruiting efficiently yet Recommendations: –Conduct Admissions/Recruitment Business Process Improvement Build on the work already completed by Peralta Move all recruiting activities into PeopleSoft 11

Recruitment and Admissions Benefits: –Leverages work Peralta has already completed –Recruiting and Admissions data in one system, which simplifies analysis –Peralta can focus on the best student prospects –Supports analysis of recruitment efforts over time to verify the yield, and re-allocate resources to feeder sources to maximize application and enrollment ratio –Streamlined recruiting should boost retention Duration: 4 months Cost: $134,640 12

eRecruit Challenges: –Faculty and Staff recruitment is a manual, paper-driven process –There is limited online search capability for job postings –Applicant materials must be mailed, faxed, or walked-in – no online submission –Job seekers expect a more modern approach when applying for a job –Current system is outdated, labor-intensive and can results in errors and lost documentation Recommendations: –Implement Talent Acquisition Manager (eRecruit) 13

eRecruit Benefits: –Applicants can search for relevant job postings online –Applicants can apply and submit materials online – significantly reducing the number of walk-ins –Materials do not need to be entered by Peralta staff, and paper processing will be significantly reduced –Peralta hiring committees can search applicant data in the system –The overall time from posting to hire should be reduced significantly Duration: 9 months Cost: $633,600 14

Business Intelligence Challenges: –Peralta needs visibility into multiple source system as well as data in PeopleSoft –Producing consistent, reliable reporting results –Ability to “drill-down” from summary into detail data –Reliance on technical resources to run current reports –Student recruiting and retention (which requires analysis to address) Recommendations: –Implement Phase II of Business Intelligence to expand the user base –Define additional reporting focused on “At Risk” students 15

Business Intelligence Benefits: –Integration between PeopleSoft and other systems –Predictable, and reliable reporting data –Better “real time” access to information –Ability to run reports at desktop with technical assistance –This is the next step toward a complete reporting solution –Secure Duration: 6 months Cost: $190,080 16

On-Going Support Challenges: –Peralta’s IT department is critically understaffed and is not able to provide the level of support required by functional users –Peralta’s functional staff are undermanned, and still learning to support PeopleSoft –Peralta does not have staff dedicated to reporting yet Recommendations: –Continue current level of support provided by CIBER until Peralta can staff its proposed organizational structure –Leverage existing support to ensure user training and knowledge transfer –Develop a plan to transfer support responsibility from CIBER to Peralta 17

On-Going Support Benefits: –Continuity of operations will be ensured –Peralta can take the time to select internal candidates –Expert support staff available to transfer knowledge to Peralta’s technical and functional staff –Provides smooth transition to 2009 projects Duration: 3-12 months (varies by consultant) Cost: $530,640 18

Proposed Timeline 19

Summary 20 Summary #Agenda ItemCost 7Project Management Support $ 997, Financial Aid Implementation $ 855, Academic Advisement $ 506, Recruiting and Admissions $ 134, Talent Acquisition Manager $ 633, Business Intelligence to support retention* $ 190, Ongoing Support $ 530, TOTAL $3,849,120.00