[DEOC] Fwd: 2/26/24 SS RFP minutes and action items

[Wang-Wolf, Xuan]

FYI

Dr. Xuan Wang-Wolf, PhD (she/her)
Interim Dean
Learning Innovation &
Diversity, Equity, Inclusion, and Belonging (DEIB)
Olympic College
xwang-wolf at olympic.edu<mailto:xwang-wolf at olympic.edu>
Office: 360-475-7125
Cell: 360-731-6938

Begin forwarded message:

From: Lauren Hibbs <lhibbs at sbctc.edu>
Date: February 29, 2024 at 1:29:29 PM CST
To: "Sara Thompson Tweedy (sarat at bigbend.edu)" <SaraT at bigbend.edu>, Matthew Campbell <mcampbell at pierce.ctc.edu>, Monica Wilson <mwilson at sbctc.edu>, Dani Bundy <dbundy at sbctc.edu>, Abraham Rocha <arocha at sbctc.edu>, briley at wvc.edu, Rip Heminway <rheminway at spscc.edu>, "Hayden, Ruby" <ruby.hayden at lwtech.edu>, Karl Smith <ksmith at tacomacc.edu>, oibrahim at rtc.edu, "Jenny (Park) Wheeler" <jwheeler at greenriver.edu>, Tracy Dahl <tracy.dahl at centralia.edu>, kristen.duede at wwcc.edu, mfuzie at yvcc.edu, "Lee, Michael" <mlee at columbiabasin.edu>, "Wang-Wolf, Xuan" <xwang-wolf at olympic.edu>, roy.caligan at scc.spokane.edu, "Daniels, Patricia" <pdaniels at highline.edu>, cleaker at everettcc.edu, Kenn Nied <knied at sbctc.edu>, Lucas Myers <lmyers at lowercolumbia.edu>, "Hayman, Douglass" <dhayman at olympic.edu>, Vicki Walton <vwalton at sbctc.edu>, Edith Abbenhaus <eabbenhaus at sbctc.edu>, Michael Brown <mbrown at sbctc.edu>, Joyce Hammer <jhammer at sbctc.edu>
Cc: Lauren Hibbs <lhibbs at sbctc.edu>
Subject: [EXTERNAL] - 2/26/24 SS RFP minutes and action items


CAUTION: This email came from a non-OC system or external source. Beware of phishing and social engineering!


Dear Student Success Tool RFP Taskforce members,



Thank you to all who attended our Student Success Tool RFP meeting on Monday and especially for the amazing “happy birthday song.” It was the highlight of my work day!



As promised, below includes a summary of the 2/26/24 meeting minutes, including the co-chairs request for follow-up action items highlighted in green for our next meeting on March 11.



If you have any questions or need further clarification on any of the action items, please don't hesitate to reach out.






Meeting Minutes: Student Success Tool Taskforce - February 26, 2024



RFP Process and Vendor Overview

  *   Abraham Rocha provided an overview of the Request for Proposal (RFP) process, including typical procedures and engagement with vendors.
  *   He emphasized the importance of evaluating Total Cost of Implementation and Operations for a period of 5 years to encompass all aspects such as implementation, licensing, maintenance, and training.



WACTC Elements Requiring Clarification

The following elements have requested more clarification:

  *   Vision for the product
  *   Funding, cost structure, and maintenance
  *   Implementation timeline, expected roles, and responsibilities of colleges, SBCTC



RFP Tools Shared by Matt

Matt presented two tools:

  *   Software Evaluation Rubric: Example provided with categories including functionality, requirements, yes/no, and comments.
  *   Priority Tool Elements: Blank worksheet for desired tool features; to be completed with stakeholder groups. Provides for tool score and discourse/discussion elements as well.



Questions to Digest with Vendors

Considerations include:

  *   IT components of implementing a system approach
  *   Project management and change management approach
  *   Action items:

        *   Institutions with completed SS tool RFPs to send to Lauren by March 8.
        *   Utilize the priority tool element shared by Matt to identify criteria.
        *   Identify essential and non-essential elements with stakeholder groups.



Future Agenda Topics

     *   Discussion topics for future meetings:

        *   Technical aspects of implementation and configuration for a system-level approach.
        *   Proof of concept for bi-directional integration, considering unique aspects of CTC version of PeopleSoft.
        *   Implications of predictive models on tool usage during implementation.



Next Meeting: Monday, March 11, 2:30-4:00pm



Taskforce Member Action Items:

  *   Utilizing the priority element tool workbook, institutions with completed SS tool RFPs to send to Lauren by March 11.



Attachments Shared:

  *   Example rating form
  *   Blank rating form


Warm Regards,





Lauren Hibbs, Ed.D

Director, Student Services

Washington State Board for Community and Technical Colleges

lhibbs at sbctc.edu•<mailto:lhibbs at sbctc.edu•> o: 360-704-4334 •

sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>



SBCTC Vision:



“Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities.”

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