Defining the Functional Needs of Our College

Strategic Technology Plan Project Roadmap Project Principles Developed Readiness Assessment & Detailed Planning Implementation Planning Phase Requirements RFP & Vendor Selection Go Forward Study Strategic Planning to Support projectDetailed Project PlanningBegin 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. 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 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. highlight 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 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 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.