Colleague to Colleague
. . . Everyone Plays a Part
Discussion Topics
 Preparation
 Phased
Implementation Process
 Timeline
 Meet
A
and Guidelines
Your Teams
Definition of Success
Success Factors
 Vision
 Planning
 Team
and Preparation
Building
 Communication
 Commitment
and Celebration!
Today’s Schedule?
Planning the Journey
Determination of what needs to be done,
by whom, and by when, in meeting the goal.
Become
Change Agents
“Sacred Cows Make the
Best Burgers!”
Become Change Ready
Challenge the Sacred Cows!
 Take
the time to look at your current
processes
 Solve
 The
a problem; improve a process
things you’ve been doing the
longest are the things that will hold you
back the most.
What’s Going to
Happen Now?
The Phased Implementation
Approach!
Implementation Phases
Prep
Get
Ready
Phase 1
Phase 2
Phase 3
Educ/Test
Account
Test
Account
Live
Account
Get
Understanding
Get
Crazy
Get
Real
It’s ALL About Balance!
Implementation Phases
PREP
Get Ready
• Hold Planning
Meeting
• Attend Project
Management
Class
• Study
Implementation
Manuals
• Install
Hardware
• Install Software
• Connect
Devices
• Begin
Technical
Training
Prep Phase . . . Get Ready!
 Hold
planning meeting and kick-off
 Project
Management Workshop
 Study
implementation manuals
 Install
Hardware
 Install
Software
 Connect
Devices
 Begin
technical training
 Usage
Assessment
Colleague Installation
Datatel installs 4 Colleague Accounts:
 Education
 Test
Account
Account
 Conversion
 Live
Account
Account
Implementation Phases
PREP
Get Ready
PHASE I - 30%
EDUC/TEST
Account
Get Understanding
• Hold Planning
Meeting
• Attend Project
Management
Class
• Study
Implementation
Manuals
• Install Hardware
• Install Software
• Connect Devices
• Begin Technical
Training
• Select Team
• Review CBT’s
• Prepare for Class
• Attend Module
Class
• Extend Training
• Assess Processes
• Decide Codes &
Usage
• Explore Standard
Forms & Reports
• Consult with Datatel
• Practice, Practice
• Map Data & Plan
Data Conversion
• Advertise Progress
Learning Phase . . . Get Understanding!
 Select
implementation teams
 Review
CBTs
 Decision-maker
training
 Assess
processes/workflows
 Decide
codes and usage
 Explore
standard forms and reports
 Consult
with Datatel
 Map
data and plan for
conversions
Implementation Phases
PREP
Get Ready
PHASE I - 30%
EDUC/TEST
Account
Get Understanding
PHASE II - 50%
TEST Account
Get Crazy
• Hold Planning
Meeting
• Attend Project
Management
Class
• Study
Implementation
Manuals
• Install Hardware
• Install Software
• Connect
Devices
• Begin Technical
Training
• Select Team
• Review CBT’s
• Prepare for Class
• Attend Module
Class
• Extend Training
• Assess Processes
• Decide Codes &
Usage
• Explore Standard
Forms & Reports
• Consult with Datatel
• Practice, Practice
• Map Data & Plan
Data Conversion
• Advertise Progress
• Build TEST Plan
• Write Procedures
• Finalize Standard
Reports
• Finalize Standard
Forms
• Analyze WP Needs
• Consult with Datatel
• Build Ad-hoc Reports
• Test conversions
• Practice More
• Mock “Live” Process
• Advertise Progress
Test Phase . . . Get Crazy!
 Build
test plan
 Write
procedures
 Finalize
standard reports and forms
 Analyze
word processing needs
 Consult
with Datatel
 Test
conversions
 Practice
 Mock
and test
“live” processing
Implementation Phases
PREP
Get Ready
PHASE I - 30%
EDUC/TEST
Account
Get Understanding
PHASE II - 50%
TEST Account
Get Crazy
PHASE III - 20%
LIVE Account
Get Real
• Hold Planning
Meeting
• Attend Project
Management
Class
• Study
Implementation
Manuals
• Install Hardware
• Install Software
• Connect
Devices
• Begin Technical
Training
• Select Team
• Review CBT’s
• Prepare for Class
• Attend Module
Class
• Extend Training
• Assess Processes
• Decide Codes &
Usage
• Explore Standard
Forms & Reports
• Consult with Datatel
• Practice, Practice
• Map Data & Plan
Data Conversion
• Advertise Progress
• Build TEST Plan
• Write Procedures
• Finalize Standard
Reports
• Finalize Standard
Forms
• Analyze WP Needs
• Consult with Datatel
• Build Ad-hoc
Reports
• Test Conversions
• Practice More
• Mock “Live”
Process
• Advertise Progress
• Train End Users
• Set Security
• Test AD-hoc
Reports
• Enter LIVE
Codes
• Enter Data
• Run
Conversions
• Go LIVE
• Celebrate!!
• Cleanup
Data
LIVE Phase . . . Get Real!
 Train
end users
 Set security
 Test Ad-hoc reports
 Enter LIVE codes
 Enter data
 Run conversions
 Go LIVE
 Clean up data
 Celebrate!!
LIVE
live preparation
testing
data conversions
Practice/testing
decision making
consulting
learning
usage assessment
Implementation Sequence
Temple’s Goals
 Financials
 Student
 Human
. . . . . . . . . . . New Fiscal Year
July 2001
System . . . . . . Target Term
Summer/Fall 2002
Resources . . . . Calendar Year
January 2002
Datatel Support
and
Temple’s Strengths
Common Concept?
Over your head,
all alone . . . and
anything that can
go wrong will.
Datatel Organization
425+ Employees
560+ Clients
Offices – VA, CA, TX
Services Organization:
Account Manager
Solution Center
Trainers/Consulta
nts
Project Manager
As a Datatel Client You Have Access To:
 Documentation
 Implementation
 On-line
 DUG
Guides & Detailed Task Lists
Help: AnswerNet and Web
Users Group:
Regional & National Conferences
Board of Directors & Technical Advisory Board
Client Base Idea Sharing (Phone Calls,
Visits, Info-Datatel ListServe
& User Library)
You Also Have Your Own Resources:
 Motivating
Mission Driving Implementation
 Individual
Team Member Ideas, Energy,
and Creativity
 Individual
 Group
Team Member Time Commitment
Process to Maintain Project Momentum
 Cheerleaders
 Executive
and Champions
Leadership Support
 Celebrations!!
Meet Your Teams!
Implementation Organization
STUDENT SYSTEM
TEAM
•Recruitment/Admissions
•Financial Aid
•Faculty Information
•Curriculum Management
•Registration
•Academic Records
•Accounts Receivable
•Cash Receipts
•Degree Audit
TEMPLE
DATATEL
IMPLEMENTATION STEERING COMMITTEE
• Implementation Project Leader/Manager
• President’s Council Representative
• Coordinating Committee
CORE FOUNDATIONS TEAM
FINANCE TEAM
•General Ledger
•Purchasing
•Accounts Payable
•Budget Management
•Fixed Assets
•External Interfaces
•Reps from Oversight, IT, Key Users,
Major data users (IR)
•Shared Codes/Demographics
•Rules
•Data Standards/Naming Conventions
•Reporting Requirements & Query Policies
•Communications Management, Facilities,
Scheduling, Activities & Events
TECHNICAL TEAM
•Infrastructure
•Security
•System Performance
•Tools
•Database Management
•Legacy System
Training
•Data Conversion
HUMAN RESOURCES
TEAM
•Personnel
•Payroll
•Assignment Contracts
•External Interfaces
Implementation Organization
TEMPLE
DATATEL
IMPLEMENTATION STEERING COMMITTEE
• Implementation Project Leader/Manager
• President’s Council Representative
• Coordinating Committee
Project Leadership
 President’s
Council Representative
Wayne Criswell
 Project
Leader
Gary Jackson
 Project
Manager
Donnie Carpenter
Project Project Manager
 Guide
users through Implementation Plan
 Conduct
 Build
needs assessments
implementation approach document
 Create
detail work plans
 Schedule
 Develop
 Liaison
training, consulting and conversion
functional test plans
with Datatel
 Cheerleader
and Coach!!
Implementation Organization
TEMPLE
DATATEL
IMPLEMENTATION STEERING COMMITTEE
• Implementation Project Leader/Manager
• President’s Council Representative
• Coordinating Committee
CORE FOUNDATIONS TEAM
•Reps from Oversight, IT, Key Users,
Major data users (IR)
•Shared Codes/Demographics
•Rules
•Data Standards/Naming Conventions
•Reporting Requirements & Query Policies
•Communications Management, Facilities,
Scheduling, Activities & Events
Colleague’s Integration
CF
ST
CORE
HR
Steering/CORE Team
 Donnie
Carpenter
(Team Leader)
 Randy
Baca
 Angela
 Wayne
Balch
Criswell
 Wilma
Easley
 Gwen
Hauk
 Gary
 Ray
Jackson
Lanford
 Alan
Lytle
 Barbara
Rubino
 Danette
Toone
Finance Team
 Danette
Toone
(Team Leader)
 Elizabeth
Arnold
 Randy
Baca
 Wayne
Criswell
 Nell
Dees
 Wilma
Easley
 Gary
Jackson
 Alan
Lytle
 Dianne
McClure
 Barbara
 Cindy
Rubino
Schneider
 Debbie
Svadja
Human Resources Team
 Randy
Baca (Team Leader)
 Gracie
Conner
 Nell
Dees
 Leta
Green
 Harriet
 Alan
Juergens
Lytle
 Janice
Mangum
 Suzanne
Prcin
Student Team
 Angela
Balch
(Team Leader)
 Jeffery Ballom
 Ruth Bridges
 Donnie Carpenter
 Gracie Conner
 Dawn Ditto
 Wilma Easley
 Shirley Franklin
 Vicki Hanaway
 Carmen
Porter
 Ray Lanford
 Alan Lytle
 Dianne McClure
 Anjanette Mesecke
 Carol O’Connor
 Nancy Rhudy
 Danette Toone
 Lanette Wigginton
Technical Team
 Gary
Jackson
 Alan Lytle (Team Leader)
 Randy Roberts
 Nell Dees
 Carol O’Conner
 Joe Teakell
 Jerry Garrett
 Donnie Carpenter
 Glora Evans (administrative)
 Angela Balch
Definition of Success
 What
is the driving mission for this project?
 What
goals should we achieve?
 How
will we get here?
Colleague to Colleague Mission
The mission of the Colleague to Colleague
Project is to move the College to a highly
integrated and effective information system
that supports education, provides accuracy
and ease of use, and is consistent with the
College’s vision, priorities and
administrative goals as set out in
institutional goals (2000-2001) statement.
Colleague to Colleague Goals
 Improve
services to internal and external users.
 Increase
staff access to accurate, reliable, and
timely data.
 Investigate
and improve all processes affected
by the Datatel project.
 Provide
students with direct access to
appropriate information.
 Meet
state and federal reporting requirements.
 Enhance
decision-making and planning
capabilities.
Success Occurs When . . .
 Costs
associated with the “legacy” system
are eliminated
 All
employees are educated about the
capabilities of the Colleague system as it
relates to their jobs.
 All
employees can perform their job
responsibilities using the Colleague system.
 We
can track a student’s academic and
financial records from first contact through
their lifelong learning process.
Success Occurs When . . .
 We
have the mechanisms in place to
continually enhance and improve the system.
 Students
can access their academic and
financial records through the Internet.
 All
systems (CF, ST, HR) are fully operational.
 All
state and federal performance requirements
can be met with the Colleague system.
 Colleague
provides the data needed for
institutional effectiveness measures.
How Do We Ensure Success?
 Campus-wide
teamwork
 Effective communication
 Customer focus
 Training
 Process evaluation and improvement
 Commitment to success of project
 Organization flexibility
 Timely planning and decision-making
 CELEBRATING!!
Approach Document
 Guide
to Project design
 Defines
 Details
goals and objects
scope of Project
 Identifies
 Lists
roles and responsibilities
communication strategies
Next Steps
 Computer
 Usage
Based Tutorials (CBTs)
Assessments
 Process
Mapping
Document current processes and procedures
Document desired improvements
 Communicate
with Project Leadership
Team for CORE decisions
 Identify
data clean-up needs
Next Steps
Distribute Datatel Manuals
System
Implementation Manuals
Review the detailed task lists
Make task assignments with due dates
Getting
Started Manuals
“Using”
Guides
(Using Admissions, etc.)
What’s Next?
 Technical
Training for IT staff . . .
Begins this month
 Financial
Modules Training . . .
Begins this month
 Student
System Modules Training . . .
Begins this spring
 Human
Resources Module Training . . .
Begins this spring
Expect Surprises
Indecision
Lack of Consensus
Leadership Vacuum
Unpre
dictable
,
Family
Leave
but probable
Root
Canals
Jury Duty
Self-Sudy
Renovations
Controlle
Fate
StaffdTurnover
Vacation
Re s is ta nc e
Natural Disasters
Hard Disk Crashes
To Change
To Technology
To Losing Control
Temple . . . Work Your Magic!!
Thank You!