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
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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
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Jeff Thompson, Collegiate Project Services
PM experience with several similar projects
Previously CIO at two different universities
Focusing on project startup activities
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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
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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
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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: http://ctclink.sbctc.edu
• 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 email 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
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2013
Global Solution
Feb - Aug
FirstLink Colleges
Mar 2013 - Aug 2014
Wave 1 Colleges
Aug - May
Wave 2 Colleges
May - Feb
Wave 3 Colleges
Feb - Oct
Wave 4 Colleges
Oct - Jul
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: bmartin@sbctc.edu
Tara Keen, Process/Functional Manager, tkeen@sbctc.edu
Reuth Kim, OCM Project Lead: rkim@sbctc.edu
Janelle Runyon, Communications Lead: jrunyon@sbctc.edu