1. Land Acknowledgment
We stand today on native lands and recognize and honor the Anishinaabe and Dakota nations
As we gather to learn, network, and share best practices to address the needs of our students and communities we want to take a moment to recognize the land which we occupy. In Minnesota, there are seven Anishinaabe (Chippewa, Ojibwe) reservations and four Dakota (Sioux) communities. Today we gather on native land and to recognize the land is an expression of gratitude and appreciation to those whose territory we reside on, and a way of honoring the indigenous people who have been living and working on the land from time immemorial. It is important to understand the long standing history that has brought us to reside on the land, and to seek to understand our place within that history. We encourage all participants to build mindfulness of our equity and inclusion as we spend the next 2 days together.

2. June 2019
NextGen: A Modern Technology Solution 2019 Academic and Student Affairs Equity and Inclusion Leadership Conference
Melinda Clark, Project Manager, NextGen Brent Glass, Associate Vice Chancellor of Student Affairs

3. WELCOME!

4. NextGen | Topics NextGen Project Update RFP Update Change Management
Project Timeline
Phase One Accomplishments
Project Deliverables
Phase Two Timeline
RFP Update
RFP Team
RFP Timeline
RFP Confidentiality 
Change Management
Strategy and Plan
Change Management Deliverables
Change Management Activities and Timeline
ASA/Equity & Inclusion Engagement 
Group Discussion: Looking to the Future

5. Project update

6. NextGen | Timeline

7. NextGen | Phase 1 Accomplishments
Project charter, steering committee, risk management plan and working teams established
Phase one contractor engaged for business process reviews, vendor showcases, ERP RFP, and change management  
Current and future state business process reviews for 500 processes completed – 200+ campus staff participated in finance, human resources, data, IT and student process mapping
Three vendor showcases completed
Established a change management strategy and phase 1 change management plan  
All campuses have established transition management teams
RFP drafting and scoring team established 
Published proposed future state documents – available on NextGen site.
Published readiness assessment report – available on NextGen site.
Hired Minnesota State Director of Change Management

8. NextGen | Phase 1 Deliverables
  RFP published (June 2019)
  Deploy Wave 1 Toolkits (FAQs and online training materials) (Fall 2019)
  Identify Training Framework for Implementation (October-March 2020)
  Contract with Selected ERP Vendor (March 2020)
  Contract with 3rd Party Owner’s Representative (March 2020)

9. NextGen | Phase 2 Timeline
Phase 2 Planning Assumptions
April 2020:  Phase 2 planning will kick off once we contract with the ERP solution is selected, contract with our 3rd Party Owners Rep; and identify internal planning teams.
Finalize detailed project plan for Finance.  Including but not limited to (and in no specific order):  resource requirements, scope, design, local prep activities, testing, pilot, cutover, issue resolution, and ongoing support, training & communications
High-level project plan HR and Student
April 2020 – December 2020:  Identify Finance Implementation Team(s)
January 2021:  Kickoff Implementation Phase
July 2022:  Finance Cutover (align to fiscal year)
January 2023:  HR Cutover (align to calendar year)
Spring 2024:  Student Solutions Cutover (to support summer / fall start), includes CRM implementation
NOTE! All implementation dates are TENTATIVE.
Dates are subject to change during implementation planning with ERP vendor.

10. Project RFP 

11. NextGen | RFP Update
The RFP process will help identify and deploy a commercial modern technology solution.
The RFP Team has been identified by members of the Steering Committee – roster available on the NextGen site. 
The RFP Team consists of subject matter experts from our colleges, universities, and the system office. Areas of expertise include Academic and Student Affairs, Finance, Human Resources, Institutional Research, and Information Technology. The Team may be expanded for the vendor demonstrations to ensure adequate representation by subject matter experts.
The RFP Team has worked with our partner CampusWorks to draft an initial document containing 4,000 software technology and functionality requirements for the new system. 
The RFP is on track to be published late next month. 

12. DEVELOP RFP & SCORING CRITERIA CONTRACT NEGOTIATIONS
NextGen | RFP Timeline
DEVELOP RFP & SCORING CRITERIA
TIER 1 SCORING
TIER 2 SCORING
CONTRACT NEGOTIATIONS
November to June Draft requirements, Seek Input from Advisory Groups & Finalize Identify Additional Subject Matter Experts for Demos Review by 3rd Party, Internal Audit & Legal Finalize RFP Release RFP
August
Vendor Proposals Due
September to October
Score Proposals & Determine Finalists for Demos
November
Conduct Demos & Reference Checks
December
Vendor Selection
December/January Board of Trustees Approves Procurement
March 2020
Contract Signed

13. NextGen | Confidentiality
Most important role FOR EVERYONE during the RFP process: CONFIDENTIALITY!
Requirements CAN be shared internally. Not with vendors!
No direct communication with any vendor – Jennell Flodquist with IT Procurement will serve as a liaison.
Obligation of confidentiality continues until negotiations have been completed, and a contract is awarded.
Vendor Inquiries Script:
Thank you for your interest in the NextGen project.  As you may know, as a public agency we follow a competitive bidding process.  We are currently in the Request for Proposal development stage of our project with an anticipated release of the RFP in late Spring/Early Summer 2019.  To ensure fairness in our process, we will not entertain questions about the project, nor entertain information from potential bidders during this time.  Project information is communicated publically in regular Board of Trustee updates which are open to the public and are streamed on the web.  Information regarding NextGen can be found on the Minnesota State Board of Trustees website at

14. Change Management

15. Change Management | Strategy & Plan
In terms of Next Gen at Minnesota State, the specific roadmap for change management is contained in our Change Management Strategy and Change Management Plan.
Strategy : In a nutshell – build capacity for change for NextGen and whatever future systemwide change may come.
Plan: Boils down to 
Communicating with everyone across the system.
Providing supervisors and senior leaders with the tools they need to do that communicating.
Building the training for those who will use the modern tech solution.
Sustaining the change – more on this in a minute.

16. Change Management | Deliverables
NextGen Change Management Readiness & Engagement
(ongoing)
NextGen Change Management Training
(2019)
NextGen Change Transition Management
Change Management
Sustainability
(2019 – 2020)
Engage Institutional Presidents and Vice Chancellors (ongoing)
Stakeholder Conference, forums, and meetings (ongoing)
Experience Workshops (COMPLETED)
Future State process development (COMPLETED)
Gather input through surveys and other vehicles (COMPLETED)
Institutional Readiness Assessment Plan (COMPLETED)
Curriculum development (LMS) for NextGen Change Management training modules (Fall 2019)
Leadership equipped with NextGen Change Management tool kits (Fall 2019)
Supervisors trained in NextGen Change Management (Fall 2019)
Local transition management teams (COMPLETED)
Local NextGen activity coordination (ongoing)
Transition monitoring and reporting feedback (ongoing)
Issue mitigation and resolution (ongoing)
Long-term Change Management structure (COMPLETED)
Change Management strategy for ERP implementation (March 2020)
NextGen software training approach (March 2020)
STRATEGY OBJECTIVES
PLANNED DELIVERABLES
*Dates to be revised based on recent schedule change. 

17. Change Management | ADKAR Model

18. Change Management | Possible Timeline

19. Change Management | Readiness Assessment
Provides a benchmark
Creates a realistic understanding of how the change will affect the organization
Assists in guiding the change plan and future activities
Minnesota State is well positioned for NextGen at this point in the project

20. ASA/Equity & Inclusion Engagement

21. Group Discussion Looking to the Future
What actions should we be taking as divisions to be more prepared for the change to a modern technology solution? 
What do we need from the NextGen project team in order to be more successful in adapting to this change?

22. NextGen | Questions or Feedback?

23. NextGen | For More Information
Public Website: Internal Website:  While you’re there, become a Friend of NextGen!  Log into the NextGen site and click the Friends of NextGen button to receive updates. NOTE: Students can login using and StarID password. Faculty and staff can login using and StarID password.  Do you have feedback or questions for the NextGen Team?