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.

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

WELCOME!

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      

Project update

NextGen | Timeline

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

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)

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.

Project RFP 

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. 

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

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 https://www.minnstate.edu/board/agenda.html.

Change Management

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.

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. 

Change Management | ADKAR Model

Change Management | Possible Timeline

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

ASA/Equity & Inclusion Engagement

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?

NextGen | Questions or Feedback?

NextGen | For More Information Public Website: http://www.minnstate.edu/nextgen/ Internal Website: https://mnscu.sharepoint.com/sites/NextGenERP/SitePages/Home.aspx While you’re there, become a Friend of NextGen!  Log into the NextGen site and click the Friends of NextGen button to receive email updates. NOTE: Students can login using YourStarID@go.minnstate.edu and StarID password. Faculty and staff can login using YourStarID@minnstate.edu and StarID password.  Do you have feedback or questions for the NextGen Team?  Email NextGenERP@MinnState.edu