[Wsssc] FW: ctcLink Admissions Best-Practice Development Workshop

Wed Mar 22 08:39:58 PDT 2017

FYI.

Your ARC reps will also get this.

Ruby.

Ruby Hayden, Ph.D.
Vice President of Student Services
Preferred pronouns: she/her

Lake Washington Institute of Technology
Student Services  |  West 202
11605 132nd Avenue NE  |  Kirkland, WA 98034
T: (425) 739-8208  |  ruby.hayden at lwtech.edu<mailto:ruby.hayden at lwtech.edu>
www.LWTech.edu  |  twitter.com/LWITech  |  facebook.com/LWITech
Practical. Purposeful. Promising.

From: Cordas, Daniel
Sent: Monday, March 20, 2017 5:12 PM
To: All College Presidents, All ctcLink Executive Sponsors
Subject: ctcLink Admissions Best-Practice Development Workshop

Dear colleagues,

This email is following up on the email below from Dr. Luke Robins, chair of the WACTC-Technology committee, and is an invitation for student admissions subject-matter experts to participate in a ctcLink best-practice development workshop.

In support of the ctcLink project and FirstLink remediation, we are hosting a PeopleSoft Admissions best-practice development workshop at SBCTC's Olympia offices May 10 - 12th.

The goal of this workshop is to reach consensus on best-practices for how colleges should configure and use the PeopleSoft Admissions module. This workshop is appropriate for student services staff who are subject-matter experts on student admissions and/or are the manager responsible for that work. Outcomes of this workshop will include a standard swim lane process map for how general admissions (non-selective) processes will flow at colleges in ctcLink as well as standardized configuration values.

The best-practice processes and configurations resulting from this workshop will become SBCTC's default for all ctcLink implementation and training purposes.

Workshop Resources:

Required Preparation Activities & Agenda<https://docs.google.com/document/d/1X_v21d9PRAAqvTp2XUhyJM5Jl0_q21ksAfVlt_l61gs/edit?usp=sharing>

Where and when:

The workshop will be held at SBCTC's Olympia offices (in the Cascade Room) May 10 - 12th, from 8:30am to 4:30pm each day. Parking passes will be emailed to registered attendees.

RSVP (deadline April 24)

To RSVP for this workshop, register here: Registration Spreadsheet<https://docs.google.com/spreadsheets/d/1XtLsteGezC8tQECROTVizjVXOLS8rxETGdMCoeNCGIg/edit?usp=sharing>

Please register by or before April 24. Due to space limitations, we are asking that each college only have two employees attend. If we have a waitlist and spaces open up, we will contact those folks 15 days prior to the workshop.

Workshop Readiness & Kickoff WebEx

Plan to join the workshop facilitators and organizers for a webex to review the workshop preparation assignments, ask any questions about documenting your own processes, and discuss workshop logistics. Links to join the conference call will be distributed to participants who have signed up through the Registration spreadsheet above. Dates & times:

April 13, 10am - 11am

April 14, 2pm - 3pm

Questions?

Any questions about this workshop should be sent to either:

Mary Kay Wegner, Bellevue College, marykay.wegner at bellevuecollege.edu<mailto:marykay.wegner at bellevuecollege.edu>

Monica Roberts, Peninsula College, MRoberts at pencol.edu<mailto:MRoberts at pencol.edu>

On behalf of ctcLink college project managers / organizational change managers,

Mary Kay Wegner, Bellevue College
Ligia Cicos, Edmonds Community College
Rich Lunden, Olympic College
Monica Roberts, Peninsula College

Daniel Cordas, Seattle College District

________________________________
From: Luke Robins <LRobins at pencol.edu<mailto:LRobins at pencol.edu>>
Sent: Friday, March 17, 2017 1:25 PM
To:
Subject: ctcLink best practices workshop

Dear colleagues,

I am writing to you as chair of WACTC-Technology, in our capacity as governance body for the ctcLink project. Employees at your college(s) will soon be asked to participate in a series of best-practice development workshops in support of the ctcLink project. I ask that you support your employees' involvement in this work and the goal of successfully developing common best-practices for ctcLink.

WACTC-Technology and SBCTC's project team accept the recommendations from Gartner and Moran: that developing common processes and configurations for ctcLink is the critical path toward revitalizing this project. In support of this goal, WACTC-Technology received a proposal from a team of college ctcLink project managers to develop best-practice processes through a series of intense, multi-day workshops. Responding to this proposal, WACTC-Technology authorized three 'proof-of-concept' workshops this Spring to test the proposed workshop methodology. We know that we need to reduce ctcLink system variability from college to college; however, we want to confirm that this proposed workshop methodology is the right approach before considering the full proposal.

The proof-of-concept workshop topics have been selected in collaboration with SBCTC's project team and with an eye toward supporting the FirstLink remediation efforts.

After the completion of the three proof-of-concept workshops, WACTC-Technology will review the best-practice development proposal to either (1) improve it based on lessons learned, (2) endorse it as-is, or (3) search for another method of developing common ctcLink processes and configurations.

Developing shared best-practices will:

  *   Simplify and reduce variability of configurations: This will directly impact the SBCTC project team's ability to simultaneously implement at multiple colleges.
  *   Improve training  and testing quality: ERP implementation best practices require rooting employee training directly in the business processes in which an employee participates. This will be impossible for SBCTC to do without common processes. Common processes will also be used as a basis for comprehensive user acceptance testing that will ensure the configuration, data flow, and new business processes are functional.
  *   Create better processes: Developing common, best-practice processes will ensure that the PeopleSoft implementation leads to actual improvement in college business processes. It will also allow for system-wide improvements as we better learn to use PeopleSoft.
  *   Improve Data Quality: The common application of business processes and best practices will allow for increased data quality not only at the individual college level but also at the enterprise wide level, allowing for better system wide reporting.

To improve the odds of holding successful best-practice development workshops, I respectfully request that you:

  *   Support your college's subject matter experts in attending these workshops, including completing pre-workshop training assignments and mapping current processes. I encourage all colleges to have their subject-matter experts participate in at least one of these workshops.

  *   Communicate to your subject matter experts that the goal of these workshops is reaching agreement - not defending a particular local practice.

Q & A Sessions

If you or your team have questions about best-practice development, please join several of the ctcLink project managers for a Q&A conference call. These Q&A sessions are designed to provide an opportunity for any questions about the need for best-practice development, workshop methodology, etc. Attached you'll also find a PDF which provides a succinct overview of the workshops.

Best-Practice Development Q&A Session #1

March 22, 10am  - 11am

WebEx Link: https://wadismeetings.webex.com/wadismeetings/j.php?MTID=m57022d2873125c5df1e85fee0f4e1f86

Audio Only: 1-877-668-4493 Access Code: 924 023 347

Password: ctclinkCPQA1

Best-Practice Development Q&A Session #2

March 23, 2pm - 3pm

WebEx Link: https://wadismeetings.webex.com/wadismeetings/j.php?MTID=me6102e8ed7aab2eacc2bf334ae92fbe3

Audio Only: 1-877-668-4493 Access Code: 927 950 035

Password: ctclinkCP2

Workshop Details

Workshop Topic

Date/Time/Location

Workshop #1

Grant Management

April 19 - 21, At SBCTC offices in Olympia

Workshop #2

New Hire and Employee Change

April 26 - 28, At SBCTC offices in Olympia

Workshop #3

Student Admissions

May 10 - 12, At SBCTC offices in Olympia

Three separate invitation emails (one for each workshop) with logistical details and preparation activities will be sent out Monday, March 20 to college presidents, ctcLink executive sponsors, and ctcLink project managers/points-of-contact. The invitation emails will come from Daniel Cordas, ctcLink Project Manager for the Seattle District - please ensure that the invitation emails are forwarded to the appropriate subject-matter experts at your college.

Thank you and have a great weekend!

Dr. Luke Robins

President

Peninsula College

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