EMCC College Implementation Team Plan

September 2006

Introduction

This document is designed to guide EMCC into full implementation of the New SIS in October, 2007. This is a document in development and will change as information regarding District wide implementation efforts becomes available.

College Scope

All users of SIS and/or SIS data. This includes staff and students.

College Approach

EMCC will be integrating the functional areas which are represented on District wide councils. Each of these functional representatives will come back to the larger group to share. The goal is to begin exposing the entire campus community to the New SIS and then have all employees trained and ready for implementation.

College Structure

EMCC’s College Implementation Team is made up of representatives from all of the various functional user groups, such as Admissions/Records, Fiscal, Financial Aid, Advisement, Faculty, Scheduling, etc as well as the IT department and others who will interact with users and students such as Student Life, Research, Recruitment, Veterans, and Marketing.

College Communication Plan

• College CIT Managers/Coordinators will meet bi-weekly on a district-wide basis
• College Implementation Team will meet on an at least monthly basis to discuss the district wide initiatives as well as campus progress
• EMCC will promote new Terminology by using Memo to distribute bullets of the meeting minutes as well as vocabulary and other information pieces. The goal is to familiarize the larger campus with the New SIS.
• Create opportunities to share the information that the CIT is gathering with the wider campus through workshops and demonstrations of EASIS.
• A webpage has been created which updates staff on the status of the NSS and eventually provide training materials and other user information.

College Training Plan

·       Many of the CIT and other staff on campus have participated in Product Training and have been involved in table set up. New training will take place for Peoplesoft 8.9.

·       Determine Staffing Skills (Basic skills needed for SIS-We are looking into the possibility of a browser skills assessment and then offer some workshops and courses to help those who are not as web savvy.

·       Functional Area trainers will work together to train in the specific technical areas such as A & R, Financial Aid, Fiscal, etc. as well as consider all tasks that overlap areas.

·       EMCC has sent employees to Crystal reports training. Those going through the training can bring that back to the larger group.

·       All CIT members will be accessing the EASIS account so that they can be familiar with the navigation, terminology, and functionality of the system.

·       Invite the whole campus community to training opportunities to see the system in action through EASIS demonstrations.

·       In order to assist the students in the use of the New SIS, we are considering hiring Campus Ambassadors (student employees) who will be trained on the Self-Service aspects of the New SIS and be able to work with students in the Self Service areas and provide workshops for larger groups.

College Technical Plan

·       Identify current desktops standards on the campuses

·       Networks – LAN/WAN

·       Security:  Identify the hierarchy of the security levels

o       EMCC will be forming a subcommittee to discuss security and develop user profiles which identify what do each of the various positions need (i.e., one-stop specialist, A&R technician, Financial Aid technician, faculty etc.) This will help prepare us for whatever the District puts into place for Security.

·       Budget (for replacement machines if necessary)

·       Operations /Production (how will NSS impact these areas?) (purge, rosters, etc)

·       Shadow systems: identify and determine data needed by them / determine PeopleSoft data sources and how to put into shadow systems

·       Security

·       Student Access issues (Kiosk, other, student resource machines on various areas on campus)

·       Conduct Environmental Scan (desktops – check with campus technical person) Help Desk – identify the role and responsibilities/impacts

          -Technical

          -Process

          -Academic Support

·       Transition From Netscape to Internet Explorer prior to deployment

·       Space:

          -Time

          -Equipment

          -Immediate Training Needs

          -On going Training Needs

College Issues and Change Management

• Identify and document high level functions in each area.
• Identify and document Shadow Systems. This is in process with the District.
• Identify and document College Calendar (registration cycles, catalog/class schedule due dates, other?). This is done.
• Identify and documents reports. This is in process with the District.
• Identify and document Interfaces. This is in process with the District.
• Identify and Gather Forms. This is in process through the functional councils and internally with trainers as well.
• How do we get ready for the other 20% (what’s not in the new student system)?
• How are we preparing our students for this change?
  • We have started to implement some changes to acclimate students to the Self Service aspects of the New SIS. We have increased the number of Self Service computers in the One-Stop Self Service area. We have installed several computers in Student Life to provide more access for students. We no longer print grade rosters and require students to obtain grades online. We also require students to complete Financial Aid applications and complete student loan processes on line.
• Help Desk – Technical (Who would field all the questions?)-This question is still being determined at District Level.

Conclusion

          This plan is in constant development. It will be re-evaluated at least every 2 month to determine our progress and make adjustments as needed.

For more information please contact the EMCC CIT Manager: Lauren Shellenbarger