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: 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 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)

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: Tara Keen, Process/Functional Manager, Reuth Kim, OCM Project Lead: Janelle Runyon, Communications Lead: