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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
Communication Vehicle ▼
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
Timeline Students Faculty Staff Administration
Go-Live: May 2015
Communication Vehicle ▼
College Information Sessions Mar-2015, Apr-2015 Mar-2015, Apr-
2015
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 May-2015 May-2015
Newsletter Mar-2015, Apr-2015, May-2015
Mar-2015, Apr-2015
Mar-2015, Apr-2015
Mar-2015, 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
Communications Matrix for Student Financials
13
TARGET POPULATION ► Student Financials
Timeline Students Faculty Staff Administration
Go-Live: May 2015
Communication Vehicle ▼
Facebook Posts Mar-2015, Apr-2015, May-2015
Instagram Apr-2015, May-2015
Newspaper Mar-2015, Apr-2015, May-2015
Notices on Cars Apr-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 Student Financials
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.
Student View (Sara Vargas) After entering via the Portal, the student will see detailed information about the hold or to-do checklist item.
Screenshots: Admissions and Records
22
The student’s appointment time will be displayed.
Screenshots: Admissions and Records
When a student click’s on “Detail,” they will see the following:
Screenshots: Admissions and Records
24
When a student adds a class, they will see the following:
Screenshots: Admissions and Records
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.
Screenshots: Admissions and Records
26
The Academic Calendar for each class is viewable.
Screenshots: Admissions and Records
27
Students may view and/or print their weekly calendar
Screenshots: Admissions and Records
Student View
Screenshots: Financial Aid
Student View
Screenshots: Financial Aid
Student View
Screenshots: Financial Aid
Student View
Screenshots: Student Financials
Student View
Screenshots: Student Financials
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
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
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.
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
PREPARING FOR IMPLEMENTATION
• 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
PREPARING FOR IMPLEMENTATION
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
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.
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
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?
SIS Modernization Project
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
SIS Modernization Project
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
SIS Modernization Project
Integrated Approach To Change
27
Enabling Change
28
Activities Deliverables
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
District Responsibilities Ciber Responsibilities
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
SIS Modernization Project
Integrated Approach To Change
29
Change Realization
30
Activities Deliverables
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
Communication Materials and Events
District Responsibilities Ciber Responsibilities
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
Activities Deliverables
Business Readiness Workshops
Develop Feedback and Process Compliance
Analysis
Conduct Business Readiness Assessments
Communication Materials and Events
Business Readiness Workshops
Feedback and Process Compliance Analysis for
Process Adoption
Periodic Business Readiness Assessments
Communication Materials and Events
District Responsibilities Ciber Responsibilities
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
Annually
Quarterly
Daily
- Chancellor
- C-Suite
- Program
Director
- Client(s)
Communication Plan Particulars
Communications Matrix
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
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
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
Communication Vehicle ▼
Blog
College Information Sessions
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
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
Communications Matrix
41
COLLEGE ► Staff 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 X
Electronic Signage X X X
Email X X X X X X X X X
Faculty Interactions
Flyers X X X
In-class Presentations
Message on Paychecks X
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
Communications Matrix
42
COLLEGE ► Administration 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 X
Electronic Signage X X X
Email X X X X X X X X X
Faculty Interactions
Flyers X X X
In-class Presentations
Message on Paychecks X
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
Website X X X X X X X X
You Tube Channel
Video Message X
Other
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
Communications Matrix for Financial Aid
TARGET POPULATION ► Financial Aid
Timeline Students Faculty Staff Administration
Go-Live: May 2015
Communication Vehicle ▼
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 Student Financials
45
TARGET POPULATION ► Student Financials
Timeline Students Faculty Staff Administration
Go-Live: May 2015
Communication Vehicle ▼
College Information Sessions Mar-2015, Apr-2015
Mar-2015, Apr-2015
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 May-2015 May-2015
Newsletter Mar-2015, Apr-2015, May-2015
Mar-2015, Apr-2015
Mar-2015, Apr-2015
Mar-2015, 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
Communications Matrix for Student Financials
46
TARGET POPULATION ► Student Financials
Timeline Students Faculty Staff Administration
Go-Live: May 2015
Communication Vehicle ▼
Facebook Posts Mar-2015, Apr-2015, May-2015
Instagram Apr-2015, May-2015
Newspaper Mar-2015, Apr-2015, May-2015
Notices on Cars Apr-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
Screenshots: Portal
47
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.
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.
Screenshots: Admissions and Records
50
The student’s appointment time will be displayed.
Screenshots: Admissions and Records
When a student click’s on “Detail,” they will see the following:
Screenshots: Admissions and Records
52
When a student adds a class, they will see the following:
Screenshots: Admissions and Records
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.
Screenshots: Admissions and Records
54
The Academic Calendar for each class is viewable.
Screenshots: Admissions and Records
55
Students may view and/or print their weekly calendar
Screenshots: Admissions and Records
56
Staff navigate to the Enrollment Request Page:
Screenshots: Admissions and Records
57
Clicking on the magnifying glass, next to the ID field will allow the “look up” of a student’s ID number
Screenshots: Admissions and Records
58
Providing additional information helps narrow the search:
Screenshots: Admissions and Records
59
Once a student is selected, this screen is viewable:
Screenshots: Admissions and Records
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:
Screenshots: Admissions and Records
61
The next step is to click on submit:
Screenshots: Financial Aid
Student View
Screenshots: Financial Aid
Student View
Screenshots: Financial Aid
Student View
Screenshots: Financial Aid
Technician View
Screenshots: Student Financials
Student View
Screenshots: Student Financials
Student View
Screenshots: Student Financials
Staff View
Screenshots: Student Financials
Staff View
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Screenshots: Degree Audit
Sample of the Degree Audit
Thank You!
QUESTIONS? Thank YOU for your coming to our session today!
76