PPMS Users Group October 26,

What is ctcLink? ctcLink will leverage and enhance the inherent efficiency of the CTC system through implementation of a single, centrally-provided system of online student and administrative functions. As the legacy system is replaced with modern software, colleges will also replace current business processes with streamlined, standardized practices. Students, faculty, staff will benefit from anytime/anywhere access to a modern and more efficient way of doing all their college business. 2

Today’s Topics RFP status ctcLink Project Team Project Initiation Activities Project Roadmap Review Global Design FirstLink Colleges Implementation Waves OCM and Communications Staying Connected to the Project 3

RFPStatus ERP RFP VEST Recommendation: Negotiate with Oracle and Ciber Contract Negotiation ~ days Debrief with non-selected vendors Related RFPs Quality Assurance and Oversight Consultant/Firm ERP Program Manager Consultant Review/Debrief of RFP Evaluation Process (Lisa) 4

ctcLink Project Team Joining the team: Organizational Change Management Project Lead Project Administrator Coming soon: Technology & Integration Manager 4 Functional Project Leads (Student, FA, Finance, HR/Payroll) Future Positions Database Architect Business Analyst Reporting Role-based Security Training 5

6

Project Initiation Activities Gartner Consulting assisting with: Analysis of Business Process Documentation State College Readiness Survey and corresponding updates to Organizational Change Management Plan Governance Process Project Management Procedure and Tools Alignment SBCTC, Vendor, Consultants Project Planning Support Schedule, Charter, Plans 7

Design, Build, Configure and Test Phase Project Roadmap FirstLink Colleges Wave 1 Colleges RFP & Vendor Selection Implementation Phase Schedule: Configuration: Plan, design, build and test for implementation Pilot(s): Implement and go live for a period before the next deployment wave Subsequent Deployment Waves : Gartner recommended 4 deployment waves SBCTC will negotiate with Ciber & Oracle to select optimal deployment approach Wave 2 Colleges Wave 3 Colleges Wave 4 Colleges C ONTRACT N EGOTIATIONS

Global Design phase Plan: Project Planning Documents Project Charter, Schedule, Test Plan, Governance, Data Migration Plan Design: Business Process and Data Analysis Define and align business processes Develop data cross-walk for elements targeted for migration. Build: Test Beds, Solution Infrastructure, Configurations Test: Validate Design, Configurations, Workflows 9

FirstLink (pilot) Districts Tacoma & Spokane Current and Upcoming Activities ctcLink Team Meetings (Team and SMEs) Readiness Assessment (interviews and survey) Business Process documentation 10

Implementation Waves Contract Negotiations will help define: Approach By module (pillar) Sub-module (for example, Admissions) All college Timeline and Number of Colleges per Wave 4 groups of 8 colleges over 3 years? 3 groups of 8-12 over 2 years? College Wave Selection Finalized within contract negotiations Decisions may impact cost 11

OCM and Communications Organizational Change Management Plan Clear plan for ongoing communications, functionality reviews, demonstrations, training, etc. Minimize discomfort and make transition as smooth as possible Communications Plan Component of OCM Clear plan and activities for communications channels and tools Download plans from ctcLink Project Documents page: Documents.aspx Documents.aspx Or: then click on the ‘Project Documents’ link) 12

How to Stay Connected to ctcLink Your ctcLink College Team ctcLinkCONNECT (project blog) – ctclink.wordpress.com SBCTC website – ctclink.sbctc.edu Communications and OCM Plans; Messaging/FAQs; College Teams Roster; RFP ctcLink NEWSletter (coming soon) Commissions & Councils (project update at meetings) Questions? Send to 13

14 Barbara Martin, Project Director: Tara Keen, Process/Functional Manager, Reuth Kao, OCM Project Lead: Janelle Runyon, Communications Lead: