Defining the Functional Needs of Our College
Project Roadmap
2008
2009
Strategic
Technology
Plan
Go Forward
Study
2010
Project Principles
Developed
2011
2012
Readiness
Assessment
& Detailed
Planning
Requirements
RFP & Vendor
Selection
Implementation
Planning Phase
Strategic Planning to Support project
Detailed Project Planning
Begin Implementation
Your contribution today helps the college system build an RFP that will clearly
define our needs. A clear RFP helps us select the right software to meet our
needs. It also ensures we get the right implementation partner to assist us in
moving our data and our people onto that new software.
The Working Draft of Requirements
 The draft of the functional requirements used as the basis for the
requirements gathering discussions were provided by Gartner
Consulting.
 Requirements are in line with what is currently available in the ERP
market today.
 Gartner’s experience with other higher education ERP selection
projects across the nation helps them give us the best fit of
requirements for our needs.
 Comprised of up t0 95% of what Gartner believes is needed for the
Washington CTC system.
 The remaining approximately 5% of the requirements will need to
come from us to help any vendor know our system’s unique needs.
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For example, state regulatory requirements or our aggregated reporting
and allocation management needs as a system.
Level of Granularity
 In defining the requirements, think of “outcomes,” not
of “how you get there.”
 Avoid prescribing the system you already have.
 Focus on getting your needs met and let the ERP
vendors tell you how you can do that with their
systems.
 Read through the requirements draft and look for the
gaps and note the business needs that have not been
addressed in the requirements thus far.
Vanilla Implementation
 The goal of the project is to standardize the business
processes across the colleges with the least amount of
customization possible.
 Customization should be isolated to those things that:
 Enable us to adhere to state requirements.
 Allow us to function as a federation of colleges with aggregate
allocation management and reporting needs.
 “Customization” and “Configuration” are two different
things:
 ERP’s have the ability to configure options for colleges within
their product offerings, this does not require “custom” code.
 Some configurations will require agreement as a system
 Other configurations will still allow for colleges to operate
independently, while functioning within the ERP framework.
Get Started
 Open the Requirements Spreadsheet for the
application area:
 First Review the Cross-Functional Requirements
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Cross-functional requirements are the high level general
requirements for the application area.
These are not module specific, but are the base expectations
you’d have for any function within the module.
Note: When editing a requirement, be sure to highlight those
edits so the ctcLink Project Team can read and incorporate
them as needed. Please put questions or explanations in the
comments column of the requirements spreadsheet.
Review the Module Requirements
 The spreadsheet tabs align with the previously held
sessions held at SBCTC- Bellevue.
 The cross-functional tab contains high level
requirements that apply across the tabs.
Note: Don’t worry if you don’t find “your
word.” For example, if you’re the Veteran’s
Coordinator, don’t worry that you aren’t seeing
a ‘Veteran’s’ tab. Look at the requirements and
see where needs for handling a veteran fits in.
Wrapping it Up
 High Level Rating by Module
 Commonality – How similar is your college’s way of handling this
business process to other college’s within the system.
 Low = We do this very different from other colleges
 Medium = Lots of colleges do it similar, but not all
 High = Fairly standard business process across the colleges
 Complexity – How complex would it be to move away from how you
do this process today to how it will be handled in an ERP?
 Low = Fairly straightforward process
 Medium = Somewhat complex or we’ll need loads of training
 High = Get out the abacus and the protractor!
 Receptiveness to Change
 Low = We think it’s going to be hard to get our folks to change.
 Medium = We’ll do it, but it will be a challenge to gain consensus.
 High = We can’t wait!
Next Steps…
 Consolidated feedback should optimally be provided
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to SBCTC within 2 weeks of the application area
sessions. This will allow time for review and inclusion
of your college’s input.
Finalization of requirements will occur the week after
Thanksgiving.
The RFP will be drafted in the December/January
timeframe.
Key college participants will be sought to review the
final draft of the RFP in January 2012.
RFP is targeted for release in February 2012.
It’s because of your valued input that we will work to make this
system better for all.
Benefits of Modern Administrative Applications
 Modern systems benefit from the use of “workflows” where the system leads you through
the business process and moves to the ‘next step’ of your college’s business process
intuitively.
 Real-time or near real time updates. No more waiting overnight for jobs so information
added to a screen can be updated in another part of the system.
 Electronic delivery of information is the default.
 Print on paper only the pages you really need on paper.
 Single data source format ensures better access to consistent data and better business
intelligence.
 Training! Both formalized training as part of the project and on screen help that really
walks you through what is needed to complete the business function.
 Some systems even offer on screen assessments to ensure you or your staff understand the
concepts needed to be successful in using the system.
 The ctcLink Project has defined a key goal of ensuring commonality of business
processes across colleges.
 Enables greater cross-college knowledge sharing. Has College X come up with a better way
that College Y can adopt?
 Skills developed on this system are transferrable to other colleges across the state,
broadening employment opportunities and a trained resource pool to fill vacancies.