1. Guided Pathways Requirements Gathering Workshop # 1
Great things happen when the world agrees (ISO)
Guided Pathways Requirements Gathering
Workshop # 1
FACILITATORS:
Daniel Cordas (Seattle Colleges)
Ligia Cicos (Edmonds Community College)
April 29 - May 1, 2019
Spokane, WA

2. Great things happen when the world agrees (ISO) Introductions
Introduce yourself to the folks to your left & right, front & back:
Name
College
Position Title
Role in the Guided Pathways work at your college
Fun / Interesting Fact About Yourself

3. Guided Pathways Requirements Gathering Initiative
Great things happen when the world agrees (ISO)
Guided Pathways Requirements Gathering Initiative
Co-Sponsored by Student Success Center & ctcLink Project
& using Common Process facilitation strategies & 80% voting rule
Creating a system-neutral set of functional requirements for technology and systems to support Guided Pathways at our community & technical colleges
We will work from the Community College Resource Center’s (CCRC) Guided Pathways Essential Practices to structure our functional requirements

4. Requirements Gathering & ctcLink Fit/Gap
Great things happen when the world agrees (ISO)
Requirements Gathering & ctcLink Fit/Gap
Workshop #1: Gathering the Requirements
Starts Today!
Workshop #2: Comparison to ctcLink
Tentative: August 19 & 20, 2019
Create a Common Process Map for Guided Pathways
Detail Functional Requirements for Each Step of the Process Map
Vote to Accept Process Map and Functional Requirements
Presentation of how ctcLink can be used to complete the Guided Pathways Process Steps
Analysis of how each Functional Requirement is met
Vote to Accept whether each Functional Requirement is Met, Not Met

5. GUIDED PATHWAYS 101

6. GUIDED PATHWAYS 101

7. Great things happen when the world agrees (ISO) Outcomes
Colleges in the ctcLink pipeline will understand which Guided Pathways functional requirements are met by ctcLink
System leadership (WACTC-Technology, etc.) will understand which requirements are not met by ctcLink
ctcLink experts will understand Guided Pathways requirements
Configuration changes to ctcLink may be recommended during workshop #2 to allow ctcLink to meet a requirement. Those recommendations will go to WSSSC to be reviewed prior to ctcLink governance

8. Great things happen when the world agrees (ISO) Ground Rules
Keep the student in the center, including non-traditional students
Think about students in an asset mindset, not deficit mindset
Minimize distractions (cell phones, laptops, etc)
Use the Microphones
Listen to understand, and not just to respond
Step up / step back (give space for everyone)
Stay product agnostic, focus on functionality not a specific tool
Everyone participates
Let the best idea win, but don’t be paralyzed by the pursuit of perfection
Be on time

9. Great things happen when the world agrees (ISO) Agenda - Day 1
Welcome and Introductions (All)
✓ Introductions & Welcome
✓ SBCTC Welcome: Kristi Wellington-Baker & Christy Campbell
✓ Scope & Context / Expectations / Deliverables
✓ Requirements Definition
✓ Workshop Ground Rules
Activity: Mind Mapping (All, Small Groups)
✓ Identify key areas involved, roles and activities by Guided Pathways pillar
✓ Mind Mapping Technique
✓ Each group prepares and presents 3 stories involving students and how they interact with these services:
Story 1 - ideal case / typical scenario
Story 2 - what could happen in reality
Story 3 - unique type of student
✓ Discussion by pillar
✓ Add anything missing
Tools Utilized: Ice Breaker / Mind Map / Small Group Work / Presentation

10. Great things happen when the world agrees (ISO) Agenda - Day 1 (cont.)
III. Activity: Common Process Design (All, Small Groups)
✓ Best Practice Process Design - LINK
✓ Role Definition
✓ Small Group Work: Common Process Design
✓ Combine Groups
IV. Recap Day 1 / Day 2 Expectations (All)
✓ Check-out
Tools Utilized: Ice Breaker / Mind Map / Small Group Work / Presentation

11. Guided Pathways Requirements
Great things happen when the world agrees (ISO)
Guided Pathways Requirements
We will build a shared set of functional requirements we can use to assess whether ctcLink meets Guided Pathways requirements
A functional requirement is a description of activities and services a system must provide. Requirements can then be assessed on a scale:
Must have
Should have
Could have
Won't have (this time)
Technical Requirements: how the system is built (which language, which OS, standards to be adhered to, etc.)
Functional Requirements: what the system is supposed to do (process orders, send bills, regulate the temperature, etc.)

12. Helping Student Enter a Pathway Functional Requirements
Great things happen when the world agrees (ISO)
Example Functional Requirements
Helping Student Enter a Pathway
Functional Requirements
Rating
Every new student is helped to explore career/college options, choose a program of study, and develop a full-program plan as soon as possible.
System includes an online portal through which a student can take a survey of their interests, and based on the result be presented with career options.
Must Have

13. Mind Mapping Instructions
Great things happen when the world agrees (ISO)
Mind Mapping Instructions
✓ Go to your designated group
✓ Introduce yourselves within the group
✓ Clarify your GP pillar
✓ Place student in the middle as starting point
✓ Add areas/departments involved in that pillar
✓ Add roles and activities that need to take place within that pillar
✓ Develop mind map on big poster (use butcher paper + post-it notes + tape)
✓ Select presenter(s)
✓ Example
Tools Utilized: Mind Mapping / Role Definition / Small Group Work / Lucidchart

14. Great things happen when the world agrees (ISO) Mind Map Example

15. Presenting Your Mind Map
Great things happen when the world agrees (ISO)
Presenting Your Mind Map
Choose a Presenter(s)
High-Level Overview
Three Scenarios: How do students interact with this Pillar?
Student A: The Best Case - when everything works perfectly
Student B: The Realistic Case - what happens most of the time
Student C: Wild Card - choose a special student population (Running Start, TRIO, International, etc)

16. Small Group Mapping Instructions
Great things happen when the world agrees (ISO)
Small Group Mapping Instructions
✓ Determine all major activities (steps) to perform task – write on post-its ✓ Determine all sub-activities – write on post-its ✓ Place all activities and sub-activities in order you think best
✓ Identify roles (not positions) to perform activities/sub-activities ✓ Create swimlanes using tape on poster
✓ Place activities in appropriate order and swim lane in the map
✓ Include / leverage activities and roles identified earlier
✓ Each group will design a process flow that incorporates students, faculty, advisors, student services leadership, instructional leadership
✓ Clearly delineate the GP pillars and the flow of activities between them
Tools Utilized: Gap Analysis / Process Map / Role Definition / Small Group Work

17. Combined Group Mapping Instructions
Great things happen when the world agrees (ISO)
Combined Group Mapping Instructions
✓ Take turns presenting the map each small group created to each other ✓ Determine differences in group maps (activities, order, and roles) ✓ Resolve differences in maps to produce improved map ✓ Groups design the process on butcher paper on a wall ✓ Select two representatives to present process to all workshop attendees
Tools Utilized: Gap Analysis / Process Map / Affinity Grouping / Small Group Work / Lucidchart

18. Great things happen when the world agrees (ISO) Agenda - Day 2
Day 1 Recap (All)
✓ Check-in / Day 2 Expectations
Activity: User Stories Placement (All, Small Group Work)
✓ Groups place the user stories collected
Activity: Finalize Guided Pathways Common Process
✓ Combine ideas into final process map
✓ Final process presentation
IV. Recap Day 2 / Day 3 Expectations (All)
✓ Check-out
Tools Utilized: Gap Analysis / Process Map / Role Definition / Affinity Grouping / Small Group Work / Lucidchart

19. User Stories Placement Instructions
Great things happen when the world agrees (ISO)
User Stories Placement Instructions
✓ Groups place the user stories collected as homework by pillar, activity and role within a pillar, making use of the common process created / Add any additional user stories that are missing
✓ Consider: Business Rules aid decision making - do we have any to consider within each pillar?
✓ Review each story & make adjustments:
Is it really necessary?
Does it belong to this process / will it support students?
Can it be supported by technology?
✓ Each group presents the stories for each pillar
✓ Add any missing User Stories based on the larger group feedback

20. Great things happen when the world agrees (ISO) Agenda - Day 3
IV. Voting by College
✓ Vote on requirements list & rankings
V. Recap Day 3 / Next Steps (All)
✓ Parking Lot
✓ Lessons Learned
✓ Check-out
Day 2 Recap (All)
✓ Check-in / Day 3 Expectations
Activity: Detail Steps Into Functional Requirements (All, Small Group Work)
✓ Translate user stories into requirements
Review Requirements Ranking
✓ Discuss / Adjust
Tools Utilized: Gap Analysis / Process Map / Role Definition / Affinity Grouping / Small Group Work / Lucidchart

21. User Stories Into Requirements Instructions
Great things happen when the world agrees (ISO)
User Stories Into Requirements Instructions
✓ Create a requirement for each business scenario / activity by GP pillar & role:
✓ Avoid ambiguity - don’t use weak words (user-friendly, timely, fast) which can be open to the reader’s interpretation
✓ Keep your requirements clear and concise:
✓ Ability for the student to search for…; Ability for the advisor to perform…; Ability to track...
✓ Keep the student in mind
✓ Document the requirements (Google Sheet)
✓ Group by the main role who performs an activity within a GP pillar
✓ Combine if there is overlap / similarities
✓ Rank the requirements

22. Requirements Ranking Instructions
Great things happen when the world agrees (ISO)
Requirements Ranking Instructions
Ranking Legend
Must Have
Requirements labeled as Must Have are critical to be part of the solution in order for it to be a success. If even one Must Have requirement is not included, the project delivery should be considered a failure (NOTE: requirements can be downgraded from Must Have, by agreement with all relevant stakeholders; for example, when new requirements are deemed more important).
Should Have
Requirements labeled as Should Have are important but not absolutely necessary as part of the solution needed. While Should Have requirements can be as important as Must Have, they are often not as critical or there may be another way to satisfy the requirement, so that it can be held back until a future opportunity.
Could Have
Requirements labeled as Could Have are desirable but not necessary, and could improve user experience or customer satisfaction for little development cost. These will typically be included if time and resources permit.
Won't Have
Requirements labeled as Won't Have have been agreed by stakeholders as the least-critical, lowest-payback items, or not appropriate at that time. As a result, Won't Have requirements are not planned into the solution/schedule. Won't Have requirements are either dropped or reconsidered for inclusion at a later time/opportunity.