WHAT - LACCD - Home · 18/08/2015 · Campus Solutions provides the next generation ... changing...

WHAT IS THE STUDENT INFORMATION SYSTEM? The SIS is a vital tool in delivering student services while at the same time supporting teaching and learning. It is an electronic system that: • Creates the schedule of classes • Provides transcripts • Manages the financial aid process • Links faculty assignments to the courses they teach • Records grades • Calculates a student’s GPA • Serves as a data source for MIS, accreditation, AtD, SLO • Manages student fees • And much more

SOFTWARE SOLUTION - PEOPLESOFT

PeopleSoft Campus Solutions

• Campus Solutions is a comprehensive software suite for higher education. Campus Solutions provides the next generation technology, giving you the flexibility to more easily adapt to changing needs and requirements. Students and prospects can access the system anytime, anywhere, from any device.

• With PeopleSoft Campus Solutions, information delivery is role-based, enabling students, faculty, staff, alumni, and visitors to access the information they need while protecting sensitive data.

KEY POLICY OR BUSINESS PRACTICE CHANGES • New Board Policy – Payment of Student Fees

• New Business Practice – Wait list

• New Business Practice – Permission Codes to Add Classes

• New Business Practice – Single District Transcript

DEPLOYMENT PLAN

SIS – The NEW Brand

6

7

SIS Project Communications will include all College and District Logos

Communication is the essential mechanism that establishes awareness, manages expectations, and enables buy-in for a change among those who will be impacted by the change.

Elements of the Plan

• Stakeholders

• Purpose

• Message

• Owner

• Vehicles

• Spokespeople

• Timing

• Feedback

Delivering the right message

… to the right people

… at the right time

Integrated Communications Plan

Communications Matrix

9

COLLEGE ► Student Communication

East LA College LA City College LA Harbor

College LA Mission

College LA Southwest

College LA Trade-Tech

College LA Valley College Pierce College West LA College

Communication Vehicle ▼ Blog

College Information Sessions

Convocation

Electronic Signage X X X X X

Email X X X X X X

Facebook X X X X X X X X

Faculty Interactions X X X X X X X X X

Flyers X X X X X

In-class Presentations X X

Instagram X

Message on Paychecks

Newsletter X X X

Newspaper X X X

Notices on Cars X X

Phone Calls X X

Posters on Campus X X X X X X X X

Presentations X

Presentations to Shared Governance

SharePoint

Student Portal X X

Tech Fair

Televisions X X

Texts X X X X

Twitter X X X X X X

Web Alerts

Website X X X X X X X X

You Tube Channel X X

Video Message X

Other: School Messenger X

Other

Communications Matrix for Financial Aid TARGET POPULATION ►

Financial Aid Timeline

Students Faculty Staff Administration

Go-Live: May 2015

Communication Vehicle ▼

Electronic Signage Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Email Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Apr-2015, May-2015

Faculty Interactions Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Flyers Mar-2015 Mar-2015

In-class Presentations Apr-2015 Apr-2015

Message on Paychecks Apr-2015 Apr-2015

Newsletter Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015

Mar-2015, Apr-2015

Mar-2015, Apr-2015

Notices on Cars Apr-2015

Posters on Campus Apr-2015, May-2015

Apr-2015, May-2015

Website Apr-2015, May-2015

Apr-2015, May-2015

Apr-2015, May-2015

Apr-2015, May-2015

TARGET POPULATION ► Financial Aid

Timeline Students Faculty Staff Administration

Go-Live: May 2015


College Information Sessions Feb-2015

Facebook Posts Mar-2015, Apr-2015, May-2015

Instagram Apr-2015, May-2015

Newspaper Mar-2015, Apr-2015, May-2015

Presentations to Shared Governance May-2015

SharePoint Apr-2015 Student Portal Apr-2015

Televisions Apr-2015, May-2015

Texts May-2015

Twitter Posts Apr-2015, May-2015

You Tube Channel Apr-2015 Other: School Messenger Apr-2015

Communications Matrix for Financial Aid

12

TARGET POPULATION ► Student Financials


Go-Live: May 2015


College Information Sessions Mar-2015, Apr-2015 Mar-2015, Apr-

2015


Mar-2015, Apr-2015, May-

2015

Mar-2015, Apr-2015, May-

2015

Mar-2015, Apr-2015, May-2015


Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015,

May-2015

Apr-2015, May-2015


Mar-2015, Apr-2015, May-

2015



Message on Paychecks May-2015 May-2015


Mar-2015, Apr-2015

Mar-2015, Apr-2015

Mar-2015, Apr-2015


Apr-2015, May-2015


Apr-2015, May-2015

Apr-2015, May-2015

Apr-2015, May-2015

Communications Matrix for Student Financials

13



Go-Live: May 2015







SharePoint Apr-2015

Student Portal Apr-2015


Texts May-2015


You Tube Channel Apr-2015

Other: School Messenger Apr-2015


14

Student Training Activities

• College Roadshows (March – April 2015) • Demonstrations • Portal Functionality • Student Pages

• Self-Paced Interactive Web Training

15

Portal User Testing Drives the Design…

Portal WOWs!

16

• Student information is accessible on all mobile devices with internet capability!

• Single Sign-on to email and online classrooms—no need to remember passwords for each site!

• Portal Alerts keep you up-to-date with important notices, such as class holds!

• Robust search functionality will allow quick answers to questions site-wide!

• Tasks, such as registering for a class can be performed quickly and easily on the full site!

17

Portal Full Site Access

18

Portal Mobile Access

The New SIS…

19

Let’s Take A Look at Some PeopleSoft Screens….

Screenshots: Admissions and Records

Student View (Sara Vargas) After entering via the Portal, the student will see detailed information about the hold or to-do checklist item.

22

The student’s appointment time will be displayed.


When a student click’s on “Detail,” they will see the following:


24

When a student adds a class, they will see the following:


25

If a student selects, “Additional Criteria” to add a class, they will see the following screen. In this example the student wants to see classes that start after 12:00pm, and only Tuesday, Wednesday and Thursday.


26

The Academic Calendar for each class is viewable.


27

Students may view and/or print their weekly calendar


Student View

Screenshots: Financial Aid

Student View

Screenshots: Student Financials

Sample of the Degree Audit

Screenshots: Degree Audit

Thank You!

QUESTIONS?

39

1

SIS Modernization Project

COLLEGE FORUM

Project Recap

• Why

• When

• How

Software Solution - PeopleSoft

• Campus Solutions is a comprehensive software suite for higher education. Students and prospects can access the system anytime, anywhere, from any device.

• PeopleSoft Campus Solutions software is currently being used at 13 California Community Colleges, 23 California State Universities (CSU) and several private 4-year institutions.

Project Status

• Discovery – Completed

• Configuration – Basic configuration completed for all modules: Admission, Financial Aid, Advising, Student Financials, Student Records

• Testing-In-Progress

• Training

• Module Go-Live Sequence

4

Deployment

5

Schedule and Deployment Sequence Fall Semester 2016

Nov 2015

Admissions • Launch Student Portal • Process Applications • International Student Center

Application • Student Communication (3C’s) • Assessment • Orientation & Counseling • Initial Degree Audits • Student Educational Plans • Catalog Updates • Class Schedule Updates (Fall)

Financial Aid • Load & Process ISIR’s • Create Financial Aid

Checklists

Student Records and Student Financials

• Class Registration • Process Transcripts • Cashiering • Process Tuition & Fees • International Student

Center Application Fee • Process Refunds • Package Financial Aid • Award Aid to Students • Perform Degree Audit

Support • Process Fall Grades • MIS/320 Submission

Project Closure

May 2016 Support Jan 2016

What’s Completed

• Student Portal

• Staff Portal

• Student Educational Plan

6

The New SIS…Portal

Student and Staff Portals

7

8

• Student information is accessible on all mobile devices with internet capability!

• Single Sign-on to email and online classrooms—no need to remember passwords for each site!

• Portal Alerts keep you up-to-date with important notices, such as class holds!

• Robust search functionality will allow quick answers to questions Website-wide!

• Tasks, such as registering for a class can be performed quickly and easily on the full site!

Portal WOW’s!

The New SIS Portal

Let’s take a look at the Student Portal and the Staff Portal..…

9

10

Let’s Take A Look at the PeopleSoft Student Educational Plan…..

New Student Educational Plan

Student Education Plan: Edit Update

Shows what the page will look like as Counselors/Advisors are actively creating the Ed Plan.

11

Student Education Plan: Edit Update Continued

12

13

Student Education Plan: Edit Update Continued

Shows the page with a finalized SEP. On this page, the button to add a new row to update/modify the existing Ed Plan is visible.

14

Student Education Plan: Edit Finalized

15

Student Education Plan: Edit Finalized Continued

16

Student Education Plan: Edit Finalized Continued

Student Education Plan Student View

Shows what students will see after the SEP has been finalized.

17

Student Education Plan Student View Continued

18

19

Student Education Plan Student View Continued

What’s Coming....

TESTING &

TRAINING

20

User Acceptance

Testing

Integration Testing

System Testing

Unit Testing

21

• Unit Testing

• System Testing

• Integration Testing

• User Acceptance Testing

Phases of Testing

What: This is a test of a single module, a conversion process, an interface, a report or query, or any other single component of the system.

Why: This test will be a technical test and/or a functional test, with the task owner taking responsibility for configuration and base documentation.

Who: The Ciber developers and functional lead conduct this test.

User Acceptance

Testing

Integration Testing

System Testing

Unit Testing

Unit Testing

What: The system test is the full-system testing to validate that all aspects of the system are functional. This will require both functional and technical testing.

Why: The test will assess that all the configuration, customizations, and interfaces are fully functional for each module.

Who: The Ciber Functional Leads will conduct this test.

User Acceptance

Testing

Integration Testing

System Testing

Unit Testing

System Testing

What: An integration test verifies the correctness of several system components working together.

Why: This test includes the full lifecycle of the student, from Admissions, all the way through paying their bills.

Who: The Ciber Functional Leads and LACCD Core Team members will conduct this test.

User Acceptance

Testing

Integration Testing

System Testing

Unit Testing

Integration Testing

User Acceptance Testing

What: This test will include performing the same tests as used during the system test, and may include a mini parallel test where data previously run into the existing legacy system(s) and the results can be cross-checked and validated.

Why: This test is required for final sign off of the delivered new system.

Who: The LACCD Core team and Ciber Functional Lead will lead this testing with the key users from each campus.

This is the most critical testing phase in which users participate!

User Acceptance

Testing

Integration Testing

System Testing

Unit Testing

Training Phase

26

Training

• What is User Productivity Kit (UPK) software?

• How do we use Test Scripts to Produce Training?

• What are the different modes of training? – In-class

– Online (web-based)

• What kind of help will be available to me?

– Help Buttons – Context Sensitive Help – Job Aids / Handout – Manual 27

Master Calendar for Training

28

End User Training Delivery Roadmap 2016

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May

Academic Advising End User Training for Degree Audit

Admission/Campus Solutions/Recruitment

End User Training, Orientation and

Assessment

End User Training Admissions IS App Fee

Financial Aid End User Training

Portal

State Reporting End User Training

Student Financials End User Training

Student Records End User Training

Curriculum & Scheduling

End User Training Records & Enrollment

What’s Next for Training?

• Training schedule and details roll-out by topic and module in mid-Spring 2015.

• Training for Admission’s module starts in mid-September 2015.

• All other modules will follow.

29

Next Steps

• Back in Spring 2015 with another update.

• The Student portal, Staff portal and other demos will be posted on the SIS website.

30

Thank You!

QUESTIONS?

31

WHAT IS THE STUDENT INFORMATION SYSTEM? The SIS is a vital tool in delivering student services while at the same time supporting

teaching and learning. It is an electronic system that: • Creates the schedule of classes; • Provides transcripts; • Manages the financial aid process; • Links faculty assignments to the courses they teach; • Records grades; • Calculates a student’s GPA; • Serves as a data source for MIS, accreditation, AtD, SLO ; • Manages student fees; • And much more

WHY DO WE NEED TO CHANGE OUR LEGACY SYSTEM? • DEC uses technology developed in the late 1960’s and early

1970’s • Uses software that will not be supported in the near future • Is a hodgepodge collection of more than 20 patch systems that

are failing often and cost more each year to maintain • Has been modified multiple times during its life and is not well

documented • Is written in a programming language (COBOL) that is older than

the internet

HOW WILL THE NEW SIS PROJECT BE FUNDED?

The cost of the new SIS system represents an investment in our future as a college/district.

• MEASURE J Funded project

• TOTAL cost is approximately $30 million • $12 million for software • $16 to implement the software • $ 2 million for contingency

• Project Duration

• 39 Months

STEPS TAKEN TO SELECT A SIS SOFTWARE VENDOR • SIS Evaluation Committee was formed consisting of functional users, administrators,

and IT staff • There were three solution bids received

• Oracle/People Soft with Cedar Crestone • Oracle/People Soft with Ciber • SunGard/Banner 120 current SIS users participated in vendor demonstrations All employees with a district email address were invited to complete an online survey called Decision Director to identify critical elements needed for the software. Site Visits to two SunGard/Banner and two Oracle/People Soft multi-district community colleges were completed. 14 members participated.

STEPS TAKEN TO SELECT A NEW SIS SOFTWARE VENDOR • Held Implementation Service Providers Team interviews for both the

National and California version

• Conducted telephone reference checks for the four colleges visited. 9 members participated.

A point system was used to select the software vendor. • All vendors were evaluated on four major areas:

References

Pricing

Statement of Work

California Compliance and Reporting

WINNING SOLUTION- PEOPLE SOFT




IMPLEMENTATION SOLUTION - CIBER

Ciber • Ciber is a global information technology company with nearly 40 years of proven

IT experience, world-class credentials and a wide range of technology expertise. Ciber has implemented the campus solution software at 12 of the 13 California Community Colleges running PeopleSoft.

Glendale Community College

Los Rios Community College District

Cerritos Community College District Long Beach Community College

MiraCosta Community College District

Peralta Community College District

Palomar Community College

American River College

PREPARING FOR IMPLEMENTATION

The SIS project is a joint project managed by both the Educational Programs and Institutional Effectiveness Division and Information Technology Division at LACCD

Administrative Oversight

• Dr. Yasmin Delahaussaye, Vice Chancellor of Educational Programs and Institutional Effectiveness

• Mr. Jorge Mata, Chief Information Officer

Implementation Team Consists of Three Leads:

Mr. Chris Nersisyan, IT Project Manager for LACCD

Mrs. Betsy Regalado, Lead Administrator for SIS Project, LACCD

Mr. Joey Harpst, Project Manager, Ciber


• Certain existing IT staff will be assigned to the SIS project

• Additional Analysts will be hired to develop and maintain the new SIS

• 10-12 Ciber Consultants will be on-site

Functional Team

• All nine colleges will assist with the configuration of the software

• Minimum of 1 user from each of the following areas:

Admission and Records

Assessment/Matriculation

Counseling


Curriculum & Schedule

Categorical Programs- CalWORKs, EOP&S, and DSP&S

Faculty Assignments –SPOCS, Schedulers, Scheduling dean

Financial Aid

Student Billing

District IT employees specialized in the aforementioned areas

• Work flow maps- over 300 maps developed

• Decision Director used to define Statement of Work (SOW)

STEPS TO IMPLEMENT

The system will be developed and tested in a phased approach.

Two or three beta campuses will be identified

Pierce College

Valley College

In year two and three, the SIS will be deployed at the remaining 6 or 7 colleges

KEY GUIDELINES

The SIS system will be guided by the following principles:

• Support service access for students, faculty and staff to data and general information.

• Use of full capability of technology to ease routine tasks, such as review of student transcripts and educational plans.

• Improve the Districts method of providing our services to students. Standardized business practice, where possible.

• Enable District information technology services that minimize the need for paper, allow for timely software improvement and keep costs at a manageable level while serving the college and our students.

KEY GUIDELINES

• Streamline and improve the district wide ability to conduct state, federal and grant reporting that will enable more timely and accurate reports, thereby improving funding.

• Processes will be changed to minimize customization and ongoing maintenance cost

• Timely decisions will be made to prevent cost overruns and delays.

• Digital validated data will be used to optimize service

DECISION MAKING PLAN

• System will be implemented utilizing standard functions or already existing standard configuration functions.

• Configurable items will use the most common configurations utilized by other educational institutions.

• Decision-making will be made by quorum. Quorum is defined as 5 out of 9 colleges

• Majority Rule will be applied. No consensus decisions.

• Configuration of the SIS system is the primary responsibility of the functional user group. If 5 of the nine colleges agree on a certain configuration the software will be programmed to that function.

MODIFICATION VERSES CUSTOMIZATION

• Fit/Gap Analysis will be conducted to determine if the required function can be done with standard configuration, extensions, or customizations

• Customization/Modification - The actual modification of the base software code. It would be negatively impacted by base software releases and upgrades.

• Extension – (aka Bolt-Ons) It is functionality that extends or adds to base software. It is considered separate from base software and is not impacted by base software releases/upgrades.

• If a customization is required a cost benefit analysis and rationalization for the change will be presented to the Operational Steering Committee for approval.

• Customization will only be approved if: • It is needed to comply with State statutory or regulatory requirements • Cost to customize is minimal or at no cost to the district • Customization is already within the statement of work for the overall project

SYSTEM CONFIGURATION

This will involve all current business rules and building tables and imbedding the rules necessary for the system to operate within the LACCD environment. This involves active participation from the SIS user communities.

• 40% of functional users time will be used in the fit/ gap and design phase.

• Work Flow Process Maps will be used by the implementation consultants to assist them in understanding our current business practice.

• At the conclusion of the functional meetings a fit/gap report will be generated.

• All Functional users must also participate in the user acceptance testing • Prototype review. • Verify and Validate functionality (in dev, test, and production).

SYSTEM CONFIGURATION

Project Schedule

LOS ANGELES COMMUNITY COLLEGE DISTRICT IMPLEMENTATION TIMELINE

FebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDec

2013 2014

MIS/320 Reporting

Install

2015 2016

LACCD PILOT PHASE

FIT/GAP

Admissions & Recruiting

Financial Aid

Student Records

Student Financials

Academic Advising

Project Charter

Fit/Gap environment installed

DISCOVERY

dply

dply

dply

dply

dply

dply

dply

Production Support

Enterprise Portal

Data Warehouse/Reporting dply

Production Support

Production Support

Admissions Live for Summer 2015 Applicants Financial Aid live for Fall 2015

Student ISIR Load

Production Support

Production Support

Records and Billing live for Summer 2015

Student Registration & Billing

Summer 2015 Data Produced from new SIS

PROD

Fall 2015 Data Produced from new SIS

LACCD NON-PILOT CAMPUS DEPLOYMENT PHASE

BaselineReview

& Planning

Admissions & Recruiting

Financial Aid

Student Records

Student Financials

Academic Advising

Portal Adaptations

dply

dply

dply

dply

dply

ALL LACCD

CAMUSESLive For

Summer2015

FebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDecJanFebMarAprMayJun JulAugSepOctNovDec

Production Support

Production Support

Production Support

Production Support

Production Support

Production Support

Production Support

Production Support

dply

SAMPLE SCHEDULE

GETTING STARTED

• Cleansing of Data • Possible Example: Removal of Duplicate Records/ID’s

• Define parameters for “Home” School

• Hosted solutions that will be retired: • DegreeWorks, • Protocol, • APMS (Assessment, Placement Manager System), • Current payment system (PCCharge)

INTERFACES

BETA CAMPUS IMPLEMENTATION

The current plan is to pilot the system at two or three colleges in the District, while the remaining LACCD colleges maintain the current SIS system (DEC).

Pilot phase will involve significant testing and debugging.

TRAINING

• Introduction to the software functions will be done during the configuration phase.

• Extensive hands -on training will be conducted two months prior to the “pilot go-live” date.

• All training sessions will be simulations of common transactions

• An online training tool called User Productivity Kit is available with the system

• Quick reference guides

STUDENT INVOLVEMENT

• Student Focus Groups will be scheduled at each campus to determine how easy it is to use the system, assess its navigation features

• Feedback from students will be solicited on the aesthetics of the student portal

• Test mobile device access and ease

• Assist with Marketing Campaign

COMMUNICATION PLAN

• Monthly Newsletters • SharePoint Collaboration hosted on district

server • On-going in-person presentation at the various

district committees

IMPLEMENTATION BY REMAINING COLLEGES

After a year in production at the pilot colleges the People Soft SIS software will “go-live” at the remaining LACCD colleges.

After approximately one year in production, the current SIS system (DEC) will be retired.

FAILURE IS NOT AN OPTION

Always keep in mind that …………… The Student Information System is the

most important technological tool that supports the LACCD educational mission.

THANK YOU FOR YOUR ATTENTION!

WELCOME

AND

INTRODUCTIONS

IMPLEMENTATION TEAM

The SIS project is a joint project managed by both the Educational Programs and Institutional Effectiveness Division and Information Technology Division at LACCD

Administrative Oversight:

• Ms. Bobbi Kimble, Interim Vice Chancellor of Educational Programs and Institutional Effectiveness

• Mr. Jorge Mata, Chief Information Officer

Implementation Team Consists of Three Leads:

• Mr. Chris Nersisyan, IT Project Manager for LACCD

• Mrs. Betsy Regalado, Lead Functional Administrator for SIS Project, LACCD

• Mr. Joey Harpst, Project Manager, Ciber

WHAT IS THE STUDENT INFORMATION SYSTEM?

The SIS is a vital tool in delivering student services while at the same time supporting teaching and learning. It is an electronic system that:

• Creates the schedule of classes;

• Provides transcripts;

• Manages the financial aid process;

• Links faculty assignments to the courses they teach;

• Records grades;

• Calculates a student’s GPA;

• Serves as a data source for MIS, accreditation, AtD, SLO ;

• Manages student fees;

• And much more

WHY DO WE NEED TO CHANGE OUR LEGACY SYSTEM?

• DEC uses technology developed in the late 1960’s and early

1970’s

• Uses software that will not be supported in the near future

• Is a hodgepodge collection of more than 20 patch systems that are failing often and cost more each year to maintain

• Has been modified multiple times during its life and is not well documented

• Is written in a programming language (COBOL) that is older than the internet

HOW WILL THE NEW SIS PROJECT BE FUNDED?

The cost of the new SIS system represents an investment in our future as a college/district.

• MEASURE J Funded project

• TOTAL cost is approximately $30 million

• $12 million for software

• $16 million to implement the software

• $ 2 million for contingency

• Project Duration

• 20 Months to 39 months

SOFTWARE SOLUTION- PEOPLESOFT




IMPLEMENTATION TEAM – CIBER INC.

Ciber

• Ciber is a global information technology company with nearly 40 years of proven IT experience, world-class credentials and a wide range of technology expertise. Ciber has implemented the Campus Solutions software at 12 of the 13 California Community Colleges running PeopleSoft.

Glendale Community College

Los Rios Community College District

Cerritos Community College District Long Beach Community College

MiraCosta Community College District

Peralta Community College District

Palomar Community College

American River College

GUIDING PRINCIPLES

The SIS system will be guided by the following principles:

1. Use of full capability of technology to enhance support services to students, faculty and staff.

2. Automate and streamline as many existing processes as possible.

3. System will be implemented utilizing standard functions or already existing standard configuration functions.

4. Be open to the different PeopleSoft functions that can lead to the same or better outcome results.

5. Decisions will be made by quorum. Quorum is 5 out of 9 colleges.

6. Majority Rule will apply; no consensus decisions.

7. Timely decisions will be made to prevent cost overruns and delays.

GUIDING PRINCIPLES CONTINUED

8. Minimize the need for paper.

9. Business processes will be changed to minimize customization and ongoing maintenance.

10. Minimum to no customization. Extensive customizations would negatively impact the base software releases and upgrades.

11. Customization will only be approved if:

• It is needed to comply with State, federal or other statutory or regulatory requirements.

• Cost to customize is minimal

• Already within scope of project

12. All policy decisions that cannot be made by the members of the functional user group will escalate to the SIS Operational Steering Committee.

PHASES OF THE PROJECT

• Discovery (Complete)

• Configuration(In-progress)

• Testing

• Training

• Go-live

FIT GAP ANALYSIS SESSIONS

• Fit gap analysis sessions began on February 19, 2013 and continued through April 2013.

• As of today, 40 full-days of fit gap sessions were conducted.

• Participating departments: Admission, Outreach, Matriculation, International Student Center, Institutional Researcher, Educational program and Institutional Effectiveness, Counseling, Graduation Evaluators, Schedulers, Curriculum deans, MIS and Attendance Accounting, Business offices, Central Accounting Unit, Central Financial Aid Unit, Financial Aid, EOP&S, DSPS, CalWORKS, TRIO/SSS, CTE, Distance Education, SAP, Bookstore, and Veterans

• Over 150 unduplicated employees participated in the fit gap sessions.

• Recommended Policy or Business Practice Changes

KEY POLICY OR BUSINESS PRACTICE CHANGES

• New Board Policy - Payment of Student Fees

• BR 6702 Revision- FW Grade

• New Business Practice –Wait list

• New Business Practice -Single District Transcript

ORIGINAL DEPLOYMENT PLAN

• RFP proposed plan was to use two beta campuses

o Pierce College

o Valley College

• In year two , the SIS will be deployed at the remaining 7 colleges

At the conclusion of the Discovery Phase of the Project , the management team revisited the deployment plan and now is recommending a pilot by module roll-out instead.

INITIAL SYSTEM CONFIGURATION TIMELINE

Original Project Schedule

2012

Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Install

LACCD PHASE 2

LACCD PHASE 1

LOS ANGELES COMMUNITY COLLEGE DISTRICT IMPLEMENTATION TIMELINE

2013 2014 2015 2016

Discovery

Charter

Fit/Gap Admissions / Recruiting Production Support

Student Records Production Support

Financial Aid

Test / Train

Test / Train

Student Financials

Academic Advising

Enterprise Portal Test

Test / Train

Test / Train

Test

Production Support

Production Support

Production Support

Data Warehouse

MIS/320 Reporting Test

Test Production Support

Production Support

ADM Test / Train

SR Test / Train

FA Test / Train

SF Test / Train

Production Support

Production Support

Production Support

Production Support

AA Testing Production Support

Enterprise Portal Production Support

Data Conversion

Data Conversion

MIS/320 Reporting

CHANGE INITIATIVE: RECOMMENDED DEPLOYMENT RATIONALE • Module-by-Module - across all nine colleges

• Prevents a BIG BANG roll-out

• Based on student enrollment life-cycle

• Data between PeopleSoft and DEC remains consistent

• Implementation - Go-Live once

CHANGE INITIATIVE - COMPARISONS A D V A N T A G E / D I S A D V A N T A G E S

• Ease of maintenance

• Standardized business processes

• Regulatory compliance

• MIS and “320” Reporting

• Minimized duplication

• Resolves enrollment issues

W H A T ’ S D I F F E R E N T

• Current plan deploys two beta campuses in year one and remaining seven in year two

• Future Plan would deploy all nine colleges at one time in a phased deployment

STUDENT INVOLVEMENT

• Student Focus Groups:

•Feedback on system and navigation

•Feedback on student portal

•Feedback on mobile device access and ease

• Assist with Marketing Campaign

COMMUNICATION PLAN

• Five Monthly Newsletters have been posted

• Project website is hosted on the district server

• On-going in-person presentation at the various district committees

• http://www.laccd.edu/sismodernization

http://www.laccd.edu/sismodernization

DEC RETIRED

After approximately one year in production, the current SIS system (DEC) will be retired.

THANK YOU FOR YOUR DEDICATION AND SUPPORT

WITH THIS INITIATIVE!

Questions?


Organizational

Change

Management

“Change management skills are paramount for an technology projects to succeed, and a robust change management program should be instituted at the project's outset.

Technology projects bring with them substantial business process and organizational changes. After an implementation, most organizations state that they would increase employee participation earlier in the implementation process, make greater investments in end-user training programs and focus more on change management.”

Eight Key Factors for Successful ERP Implementations, G00239378, Gartner, November 2012

Robust Change Management and Training are Vital for Success

Integrated Approach to Change

24

Change Management Guiding Principles

• Establish a Sense of Urgency

• Form a Powerful Guiding Coalition

• Create a Vision

• Communicate the Vision

• Empower Others to Act on the Vision

• Plan for and Create Short-Term Wins

• Consolidate Improvements and Produce More Change

• Institutionalize New Approaches

• Maximum Flexibility


Integrated Approach To Change

25

Vision and Strategy Alignment

26

Activities Deliverables

Conduct Executive and Key Stakeholder Interviews

Conduct Leadership and Stakeholder Alignment

Session

Conduct Organizational Readiness Assessment

Communication and Change Strategy

Establish Leadership and CM Team Sponsorship

Model

Assess Change Management Team Readiness

Leadership and Stakeholder Alignment Session

Organizational Readiness Assessment

Communication and Change Strategy

Organizational Change Management Scope

Leadership and CM Team Sponsorship Model

CM Leadership and Team Training Requirements

District Responsibilities Ciber Responsibilities

Define Key Stakeholders and Change Leadership

Participate in Leadership and Stakeholder Interviews

and Sessions

Participate in CM Training

Support Readiness Surveys

Create detailed work plans OCM tasks

Develop Organizational Readiness Assessment

Develop OCM Scope and Strategy

Conduct Leadership and Stakeholders Interviews

and Sessions

Develop Leadership and CM Sponsorship Model

Define CM Training Requirements



27

Enabling Change

28


Build Stakeholders Analysis

Develop Communication Program and Feedback

Process

Create Resistance Management Plan

Build the Leadership and CM Sponsorship

Roadmap

Leadership and Manager Training

Build the CM Plan

Communication Materials and Events

Stakeholders Analysis

Communication Program and Feedback Plan

Resistance Management Plan

Leadership and Stakeholders Roadmap

Stakeholders and Managers CM Training

Change Management Plan

Communication Materials and Event Plan


Participate in development of Stakeholders

Analysis, Communication Plan, Resistance

Management Plan and Leadership and

Stakeholders Roadmap, Change Management Plan

Develop Communication Materials and Events as

scheduled

Participate in CM Training

Develop Communication Materials and Event Plan

Develop Stakeholders Analysis, Communication

Plan, Resistance Management Plan and Leadership

and Stakeholders Roadmap

Participate in the development of Communication

Pieces and Events

Conduct CM Training

Participate in Communication Development and

Events



29

Change Realization

30


Develop Organizational Impact Analysis

Build Business Readiness Program

Evaluate Training Requirements and Build Training Plan

Business Readiness Program

Training Assessment and Plan

Evaluation of CM Effectiveness



Workshops and define change impacts

Participate in Organizational Impact Analysis

Participate in the development of the Business Readiness

Program

Participate in planning CM Feedback Process/Compliance

Participate in Evaluation of CM Effectiveness

Develop Communication Development and Events

Develop Self Service Program including CM Impacts

Develop Organizational Impact Analysis

Develop Business Readiness Program

Develop Evaluation of CM Effectiveness

Participate in Communication Development and Events

Final Readiness Preparation

31


Business Readiness Workshops

Develop Feedback and Process Compliance

Analysis

Conduct Business Readiness Assessments


Business Readiness Workshops

Feedback and Process Compliance Analysis for

Process Adoption

Periodic Business Readiness Assessments



Participate and Present Business Readiness

Workshops

Participate in developing Feedback and Process

Compliance Analysis for Process Adoption

Participate in Periodic Business Readiness

Assessments

Develop Communication Development and Events

Develop and Present Business Readiness Workshops

Participate in developing Feedback and Process

Compliance Analysis for Process Adoption

Conduct Periodic Business Readiness Assessments

Participate in Communication Development and Events

development

Training Strategy and Plan

32

Knowledge Transfer Methods

33

• Mentoring

• Structured on-the-job training

• Documentation development and review

• Job shadowing

• Process documentation

• Story telling (recording)

• Best practices documentation

• Job Aids

• Communities of practice

Knowledge Transfer Tools

34

Help Launchpad providesthe user with single-clickfunctionality to access themost recent helpdocumentation available.

User Productivity Kit UPK

Role Mapping Template

Knowledge Transfer Results

35

The result of successful knowledge transfer is the attitude of “I can do it.” Our approach to knowledge transfer is focused on the following objectives:

• Involving LACCD staff from the very beginning of the project

• Utilizing both formal and informal training

opportunities to transfer knowledge • Measuring progress periodically

Communication is the essential mechanism that establishes awareness, manages expectations,

and enables buy-in for a change among those who will be impacted by the change.

Elements of the Plan

• Stakeholders

• Purpose

• Message

• Owner

• Vehicles

• Spokespeople

• Timing

• Feedback

Delivering the right message

… to the right people

… at the right time

Integrated Communications Plan

37 * Feedback will be evaluated so that the messages and / or delivery mechanisms can be adjusted accordingly.

Perform Stakeholder Analysis

Develop Matrixed Communication Plan

Perform Audience Analysis

Perform Media Analysis

Perform Message Analysis

Define Goals, Guidelines, and

Scope of Communication

Strategy

Develop and Deliver

Communications

Collect Feedback

2

1

6

5

Define Infrastructure 3

4

Communication Design Process

Communications Planning

Audience: Identify and profile

specific audiences to

target with a

communications

initiative.

What are the

characteristics of this

audience? (e.g. gender,

education, ethnicity,

profession) What or who

are they influenced by?

What makes new

information credible for

them? What or who

could motivate change

or action?

Key

Messages: What are the two to

three most compelling

sentences you could use

to motivate the identified

audience? What is the

source of those

messages? How could

you focus the key

messages to better meet

the needs and interests

of the identified

audience?

Method(s) of

Communication: Identify the conduit for

sending your message

to the chosen target

audience. Figure out

where and from whom

the audience gets their

information

Frequency of

Communication: Decide how often you

need to deliver your

messages to keep your

audience informed and

engaged What

method(s) are effective?

What method(s) are

feasible given your

resources?

Who Delivers

the Message: Who within your

organization (or

potentially an external

partner) carries

credibility with your

audience and should be

the one to deliver your

message? What

protocols exist?

1. Faculty

2. Staff

3.Students

4. Community

LACCD is the premier

Community College

system in California.

Newsletter

Facebook

Email

Annually

Quarterly

Daily

- Chancellor

- C-Suite

- Program

Director

- Client(s)

Communication Plan Particulars


39

COLLEGE ► Student Communication

East LA College

LA City College LA Harbor

College LA Mission

College LA Southwest

College LA Trade-Tech

College LA Valley College Pierce College West LA College


Blog


Convocation

Electronic Signage X X X X X

Email X X X X X X

Facebook X X X X X X X X

Faculty Interactions X X X X X X X X X

Flyers X X X X X

In-class Presentations X X

Instagram X

Message on Paychecks

Newsletter X X X

Newspaper X X X

Notices on Cars X X

Phone Calls X X

Posters on Campus X X X X X X X X

Presentations X

Presentations to Shared Governance

SharePoint

Student Portal X X

Tech Fair

Televisions X X

Texts X X X X

Twitter X X X X X X

Web Alerts


You Tube Channel X X

Video Message X

Other: School Messenger X

Other


40

COLLEGE ► Faculty Communication

East LA College

LA City College

LA Harbor College

LA Mission College

LA Southwest College

LA Trade-Tech College

LA Valley College

Pierce College West LA College


Blog


Convocation X

Electronic Signage X X X

Email X X X X X X X X X

Facebook X

Faculty Interactions X

Flyers X X X

In-class Presentations

Instagram

Message on Paychecks X

Newsletter X X X X X X X

Newspaper

Notices on Cars

Phone Calls

Posters on Campus X X X

Presentations X X

Presentations to Shared Governance X

SharePoint X X X

Student Portal

Tech Fair X

Televisions

Texts

Twitter X X

Web Alerts

Website X X X X X X X X X

You Tube Channel

Video Message X

Other

Other


41

COLLEGE ► Staff Communication

East LA College

LA City College

LA Harbor College

LA Mission College



LA Valley College



Blog


Convocation X



Facebook

Faculty Interactions

Flyers X X X


Instagram


Newsletter X X X X X X X

Newspaper X

Notices on Cars

Phone Calls

Posters on Campus X X

Presentations X

Presentations to Shared Governance X X

SharePoint X X

Student Portal

Tech Fair X

Televisions

Texts

Twitter X

Web Alerts

Website X X X X X X X X X

You Tube Channel

Video Message X

Other

Other


42

COLLEGE ► Administration Communication

East LA College LA City College

LA Harbor College

LA Mission College



LA Valley College



Blog


Convocation X



Facebook

Faculty Interactions

Flyers X X X


Instagram


Newsletter X X X X X X

Newspaper X

Notices on Cars

Phone Calls

Posters on Campus X X

Presentations X

Presentations to Shared Governance X X

SharePoint X X

Student Portal

Tech Fair X

Televisions

Texts

Twitter X

Web Alerts X


You Tube Channel

Video Message X

Other

Other




Go-Live: May 2015



Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015


Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Apr-2015, May-2015


Mar-2015, Apr-2015, May-2015



Message on Paychecks Apr-2015 Apr-2015


Mar-2015, Apr-2015

Mar-2015, Apr-2015

Mar-2015, Apr-2015



Apr-2015, May-2015


Apr-2015, May-2015

Apr-2015, May-2015

Apr-2015, May-2015




Go-Live: May 2015


College Information Sessions Feb-2015





SharePoint Apr-2015



Texts May-2015





45



Go-Live: May 2015


College Information Sessions Mar-2015, Apr-2015

Mar-2015, Apr-2015


Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015


Mar-2015, Apr-2015, May-2015

Mar-2015, Apr-2015, May-2015

Apr-2015, May-2015


Mar-2015, Apr-2015, May-2015



Message on Paychecks May-2015 May-2015


Mar-2015, Apr-2015

Mar-2015, Apr-2015

Mar-2015, Apr-2015


Apr-2015, May-2015


Apr-2015, May-2015

Apr-2015, May-2015

Apr-2015, May-2015


46



Go-Live: May 2015







SharePoint Apr-2015



Texts May-2015




Screenshots: Portal

47


50

The student’s appointment time will be displayed.


When a student click’s on “Detail,” they will see the following:


52

When a student adds a class, they will see the following:


53

If a student selects, “Additional Criteria” to add a class, they will see the following screen. In this example the student wants to see classes that start after 12:00pm, and only Tuesday, Wednesday and Thursday.


54

The Academic Calendar for each class is viewable.


55

Students may view and/or print their weekly calendar


56

Staff navigate to the Enrollment Request Page:


57

Clicking on the magnifying glass, next to the ID field will allow the “look up” of a student’s ID number


58

Providing additional information helps narrow the search:


59

Once a student is selected, this screen is viewable:


60

When the staff member does a search they are presented with all of the viable options and click on select class beside the appropriate class:


61

The next step is to click on submit:


Student View


Technician View


Student View


Staff View

Screenshots: Degree Audit

Sample of the Degree Audit

Thank You!

QUESTIONS? Thank YOU for your coming to our session today!

76

WHAT - LACCD - Home · 18/08/2015 · Campus Solutions provides the next generation ... changing...

Documents

Transcript of WHAT - LACCD - Home · 18/08/2015 · Campus Solutions provides the next generation ... changing...