[DEOC] Fwd: Clarifying recent WACTC decisions and endorsements
Sophia Agtarap
sagtarap at sbctc.edu
Tue Nov 14 15:13:39 PST 2023
FYI--
I didn't see DEOC on this list so sharing with y'all, and have inquired why that was.
Sophia Kristina R. Agtarap (she/siya)
Director, Equity, Diversity, and Inclusion
Washington State Board for Community and Technical Colleges
Book time to meet with me<https://outlook.office.com/bookwithme/user/428a9a0a3cb14afe82036360d2d894a8@sbctc.edu?anonymous&ep=signature>
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Subject: Clarifying recent WACTC decisions and endorsements
SBCTC-ITD Memorandum
Subject: Clarifying recent WACTC decisions and endorsements
Date: November 14, 2023
From: Bob Mohrbacher, Centralia College President and WACTC Technology Committee Chair
Grant Rodeheaver, SBCTC Deputy Executive Director / CIO, IT Division
To: Admissions & Counseling Council [ACC]
Admissions and Registration Council [ARC]
Budget, Accounting and Reporting council [BAR]
Business Affairs Commission [BAC]
Continuing Education Council [CEC]
ctcLink College Leaders [PoC]
ctcLink Working Group
Data Governance Committee [DGC]
Faculty Association of Community and Technical Colleges [FACTC]
Financial Aid Council [FAC]
Human Resource Management Commission [HRMC]
Information Technology Commission closed [ITC-C]
Instruction Commission [IC]
Public Information Commission [PIC]
Research and Planning Commission [RPC]
Washington Association of Community and Technical Colleges [PRES]
Washington State Student Services Commission [WSSSC]
Dear colleagues:
Since the October WACTC meeting, there have been a number of questions asked about some of the current steps with regard to ctcLink improvements, student success software, and related issues. We want to clarify a few discussion and action items from that meeting and fill in some next steps.
For your reference, these are the <https://docs.google.com/presentation/d/1efCnerNTRnrDtR7lD2zyD7HlfEq9f8pj/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true> WACTC-Technology presentation slides<https://docs.google.com/presentation/d/1efCnerNTRnrDtR7lD2zyD7HlfEq9f8pj/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true> from that meeting. Additional links to supporting documentation are included below.
ctcLink Improvement Plan
During the WACTC Summer Retreat in July 2023, a number of college presidents expressed concern about challenges their colleges were facing with regard to navigating processes efficiently in ctcLink. In response to that discussion, a ctcLink Improvement Plan<https://docs.google.com/document/d/1A8O4tkowzagnqFmdyJBMmZY8YqhZJSrz/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true> proposal was developed by SBCTC and the WACTC Technology Committee. This proposal was shared and discussed by WACTC at the October meeting. The plan elements include items in several areas:
· Ongoing and improved training
· Common business processes and ctcLink process simplification
· Operations & support alignment between SBCTC Divisions
· Stronger communications planning and processes, including SBCTC, college contacts and ctcLink governance groups.
Presidents initially requested a Student Success Software RFP also be included as one of the ctcLink Improvement Plan items, but based on discussion in the WACTC Technology Committee, this item was considered separately.
ctcLink Guiding Principles
In a further demonstration of support for the ctcLink Improvement Plan, WACTC approved a resolution to endorse and will help enforce the ctcLink Guiding Principle<https://www.sbctc.edu/colleges-staff/it-support/ctclink-governance/> that, moving forward, when a common business process can be implemented systemwide, it should be. This process has been in place since the beginning of ctcLink implementation; however, there is a need to adhere more closely to the principle in order to streamline processes and gain workflow efficiencies.
Existing processes remain in place and agreed-upon future global enhancements and improvements will embrace this principle. Future global improvements and enhancements may necessitate college business process changes as we unify and simplify processes into consistent systemwide processes designed to improve your experience and enhance SBCTC's ability to serve you.
Approved by WACTC, Oct. 6, 2023
* WACTC endorses and supports the approach set forth in the <https://docs.google.com/document/d/1A8O4tkowzagnqFmdyJBMmZY8YqhZJSrz/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true> ctcLink Improvement Plan<https://docs.google.com/document/d/1A8O4tkowzagnqFmdyJBMmZY8YqhZJSrz/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true> dated Sept. 15, 2023.
* WACTC endorses and will help enforce the principle that when a common business process can be implemented systemwide, it should be.
Student Success Software RFP
As part of the discussion about ctcLink process improvements at the summer meeting, several of the presidents requested that we consider moving to a system-wide student success software tool (this is similar to what we already do for eLearning software). WACTC Technology Committee separated this issue from the ctcLink Improvement Plan and brought it to the October WACTC meeting for discussion.
Robert's Rules of Order require a motion and a second to discuss a topic; therefore, a motion was made to begin the discussion regarding an RFP for Student Success Software. The intent of the committee was to permit presidents to return to their campuses and discuss options with their VPs before the next WACTC meeting.
However, a president called for a vote on option A — Elect to use same student success software tool systemwide, post RFP ASAP. This motion moved the discussion to a decision point more quickly than originally envisioned.
The vote was taken, with 20 presidents in favor and 10 opposed. Those opposed expressed a desire to have further discussion on their campuses and questioned whether this would be best sponsored by the WACTC Education Services Committee and/or the Student Services Commission. However, the vote came out in favor of moving forward.
Student Success Software WACTC-Tech Resolution 2023-10-05<https://docs.google.com/document/d/1zvwIM2Cf0u9IpFtkSw2zzn-Zx6vMAml6/edit?usp=sharing&ouid=105604305915719460028&rtpof=true&sd=true>
Next steps
The SBCTC Education Division and Student Services Commission will take the lead to form a systemwide RFP committee, broadly representative of college leadership and relevant subject matter experts.
Moving forward, Joyce Hammer, SBCTC Deputy Executive Director for Education, and Monica Wilson, SBCTC Director of Washington State Student Success Center & Strategic Initiatives, will collaborate with interested parties on this effort. The committee will establish a process to agree on business requirements (i.e., desired product capabilities), scope priorities, budget limitations, establish deadlines and timelines. More information on this process will be shared as it moves forward.
Financial Aid Review RFP
Though not on the WACTC meeting agenda, the optional-use WIPHE contracts with College Aid Services<https://wiphe.sbctc.edu/contract.aspx?id=380&lead=no> and CliftonLarsonAllen LLP<https://wiphe.sbctc.edu/contract.aspx?id=381&lead=no> established last summer came up in general discussion.
A motion was presented and passed requesting SBCTC pursue a systemwide review of financial aid processes. Because this discussion item was not part of the planned agenda, SBCTC had not assessed internal and systemwide readiness to pursue the requested services.
Next steps
SBCTC ctcLink Support leadership has reached out to one of the approved vendors to develop a preliminary Statement of Work.
Considering the substantial systemwide efforts currently underway to prepare for the nationwide change to the federal student aid process, as well as current efforts to complete enhancement requests relating to financial aid Mass Packaging and Satisfactory Academic Progress, a timeline has not been established, but SBCTC will likely begin work in earnest in Spring 2024.
PeopleSoft is not end-of-life
Word in some quarters is that Oracle will no longer support PeopleSoft, but this is not the case. The Oracle Lifetime Support Policy provides long-term predictability for ctcLink to maximize its PeopleSoft investment and allows ample time for future planning for any changes, such as moving to the Oracle Cloud<https://docs.oracle.com/cd/E52319_01/infoportal/opc.html>. Learn more about Oracle PeopleSoft Long-term Support and Product Updates<https://www.sbctc.edu/colleges-staff/it-support/erp-support/ctclink-longterm-support.aspx>.
Please feel free to share this message with any additional councils and groups. Reach out directly if you have any questions or concerns.
Thank you,
Bob and Grant
Bob Mohrbacher, Centralia College President
WACTC Technology Committee Chair
(360) 623-8552
bob.mohrbacher at centralia.edu<mailto:bob.mohrbacher at centralia.edu>
Grant Rodeheaver
Deputy Executive Director / CIO, IT Division
Washington State Board for Community and Technical Colleges
grodeheaver at sbctc.edu<mailto:grodeheaver at sbctc.edu> • o: 360-704-3939 • c: 360-280-4733
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