MCC Project Charter
Wait List
•
•
•
•
•
•
•
•
•
•
•
Executive Summary
MCC Stakeholders
Business Purpose
Project Overview
Project Requirements
Project Management
Project Costs/Budget
Project Personnel/Resources
Project Risks/Issues
Project Organization
Project Charter Approval
10/1/2010
MCC Project Charter
1
Wait List
Executive Summary
•
Implement the Datatel course wait list process
–
–
–
–
–
•
An equitable approach for students
Standardized across the college divisions
Automated for students, faculty, and staff
Integrated with rest of Datatel processes
Capture data for section demand planning
Outside of project scope
– Section demand planning & management process
– Program wait list process
10/1/2010
MCC Project Charter
2
Wait List
MCC Stakeholders
•
Project Sponsor(s)
–
•
Cheryl Bassett, CTO
Chair/Program/Project Manager
–
•
Mark Leach, Director ITS Enterprise Services
Customer/User Owners
–
Primary
•
•
•
–
Secondary
•
•
•
10/1/2010
MCC Students – helps them plan their schedule
Student Services – helps them help students with scheduling
Academic Affairs – helps them plan course section offerings
Finance/Accounting – should improve section fill rates, revenue
Financial Aid – could provide more flexibility for drop process
ITS – may reduce system load
MCC Project Charter
3
Wait List
Business Purpose
•
Business Goal, Strategy, Objective
– Improve enrollment management
•
•
•
For students – flexibility, fairness, and ease of use
For college – process automation, section utilization
Business Case, Need, Problem, Opportunity
– Lack of standard/automated process
•
•
•
•
No process/system exists, lists only maintained for demand
Students have to constantly monitor for current openings
Students may be subject to favoritism
Faculty may be subject to pressure
–
•
10/1/2010
Not current issue due to elimination of overloads in Faculty CBA
Section utilization is not optimized
MCC Project Charter
4
Wait List
Project Overview
•
Project Description, Objective
–
•
Implement Datatel Wait List functionality
Preliminary Scope, Assumptions, Constraints
–
Does not include program/admission wait lists
•
–
Does not include section management
•
–
Provides better info but may not meet other needs
Need to integrate with Auto Drop processing
•
•
–
Financial – payment, financial aid, other TBD
Academic – pre and co-requisites, other TBD
Current culture is paper-based (not email)
•
–
•
For example, pre-nursing to nursing
Student contact information is often not current
Beyond set-up, limited resources needed to execute process
Project Success Criteria, Metrics
–
–
–
10/1/2010
Deployment / rolled-out to at least one course/division, …
Yield / wait list entries, potential adds, actual adds, left on list, …
Sections / percent seats filled, division section cancels & late adds, …
MCC Project Charter
5
Wait List
Project Requirements
•
Project Deliverables
–
Process documentation
•
•
•
–
System configuration and operation procedures
•
•
•
–
•
Set-up, rule development, and related
Communication management customization
Additional reports/dashboards, current and historical
Deployment strategy and roll-out plan
•
•
–
Include exception/error process and backup plans
Leverage existing and/or develop new Job Aids
System/process integration where needed
Start with one course/program per division, heavily filled, manual process already
Expand to rest of program/division, others, review in lab, then full roll-out
Communication campaign and training
People, Process, Technology
–
–
10/1/2010
Keep it simple & flexible
Identify exceptions & get buy-in
MCC Project Charter
6
Wait List
Project Management
•
Project Management Approach
–
–
•
PDCA Cycle (7-Step CQI Process)
PMBOK and Unified Process
Summary Milestone Schedule
–
–
–
–
–
–
–
–
•
August 2010 – kick-off project
September 2010 – complete project charter
October 2010 – analyze process/requirements
November 2010 – design/configure system
February 2011 – complete testing & preparation
April 2011 – implement for selected courses
July 2011 – assess results, add more courses
November 2011 – implement for all courses
Communication and Reporting
–
–
•
•
Via Project Sponsor to EC
Via Troy Boquette to CPSC
Change Management
Acceptance
10/1/2010
MCC Project Charter
7
Wait List
Project Costs/Budget
• Purpose, Amount, Source
– Software, no cost, included in Datatel ST
– Consulting (may need), $500, Datatel Services
– Training & Communication, existing budgets, all
•
•
Wait List flyer for student orientation packets
Update existing collateral, systems, and people
–
–
–
10/1/2010
Student handbook, faculty resource guide, tabloid, DLES
Queuing system (Q-Nomy), web site, e-mail, newsletter
Leadership, faculty, division, department meetings
MCC Project Charter
8
Wait List
Project Personnel/Resources
•
Project Team
–
•
Support
–
–
•
•
•
Datatel Using Registration document, section 5
Datatel Registration Learning Guide, chapter 8
Facilities
Equipment
Software Tools
–
–
–
–
•
See attached
Datatel Student/Registration modules
Datatel Communication Management
Cognos Business Intelligence
Special database clone for project (COLWAIT) including WebAdvisor
Other
10/1/2010
MCC Project Charter
9
Wait List
Project Risks/Issues
•
Scope
–
•
When done? When we set default for course building to Yes, have wait lists
Schedule
–
•
EC and CPSC would like ASAP, not enough lead-time for Winter registration
Budget
–
•
Limited costs, assumed in budgets, but unforeseen expenses not in budget
Other/Stakeholder
–
Students
•
–
Waiting on special instructor, time conflict, multiple sections, many courses, financial
aid, e-mail addresses and utilization
Student Services
•
–
Ability to deal with exceptions, student notification/communication & eligibility
Academic
•
–
ITS
•
10/1/2010
Ability to leverage information for section planning & management
Batch process scheduling (e.g., WLAV on top of FATR and Auto Drop, etc)
MCC Project Charter
10
Wait List
Project Organization
• Roles & Responsibilities
– Regular team meetings to review progress/plans
– Sub-teams will work on system & report results
– Unrepresented departments/divisions
•
Alana offered to help with Faculty, Troy with Divisions
– Leverage existing meetings to communicate
• Team Guidelines/Process
– Bi-weekly working sessions
– Thursday afternoons for 1.5 hours
10/1/2010
MCC Project Charter
11
Wait List
Project Charter Approval
• Executive Cabinet
– Basic approval for direction on 9/28/2010
– Standard AQIP forms need to be completed
• Project Sponsor
– Approved 9/29/2010
• Chair/Program/Project Manager
– Approved 9/29/2010
10/1/2010
MCC Project Charter
12