Enterprise Resource Planning Program Update. Career Credit Leadership Institute. Tuesday, March 20, 2018

Transcription

1 Enterprise Resource Planning Program Update Career Credit Leadership Institute Tuesday, March 20, 2018

2 Enterprise Resource Planning What is a NC Community College ERP? Efficient planning, management and application of resources People Process Technology ERP Guiding Principles Students First Develop a reliable, accessible, sustainable and affordable community college system designed around serving our students Business Transformation Unify people, processes and technology to support student needs and lead us to a more competitive posture in the higher education and continuous learning space. Shared Vision Transparency in coordination, communication, and decision-making throughout the process to improve outcomes for our students and clients

3 Governance Executive Steering Committee Process

4 Functional Workgroup Components Instruction Student Services Institutional Support Career Credit Curriculum Programs Combined Course Library Competency Based Ed. College & Career Readiness Customized Training High School Equivalency Admissions Advising Academic Records Registration Retention & Counseling Graduation Small Business Center Accounts Receivable, Cash Receipting, Sponsorships Financial Aid, Scholarships, Veteran Affairs, Student Life Auxiliary Services Bookstore, Day Care, Dental, Concessions, Landscaping, Culinary, Cosmetology, etc. Library Services, Institutional Research, Planning, Reporting Scanning, Imaging, Electronic Filing, Printing Budgeting & Financials Contract/Grant Management Purchasing/e-Procurement Accounts Payable Fixed Assets Physical Plant Human Resources/Payroll College Budget & Accounting System Common Processes

5 Functional Workgroups & Subcommittee Chairs Instruction Career Credit Dr. Shelley White, Margaret Roberton Curriculum Dr. David Brand Student Services Admissions & Advising Dr. Silvia Patricia Rios-Hussain Academic Records, Attendance, Registration - Dr. Silvia Patricia Rios-Hussain College & Career Readiness Emily Brandenburg Economic Development Ann Shaw Institutional Support Budgeting & Financials, AR/CR Wendy Emerson & Libba Thomas Human Resources Kara Bosch Payroll Lydia Vanhoy Financial Aid, Scholarships & Veterans Affairs Lisa Koretoff Communications Data Standards Technology Process Alignment Michele Mayo Jay Sullivan Ken Ingle TBD

6 60 15, Events Online Surveys Experiences Workshops Listening & Knowledge Sessions Process Reimagine & Redesign Participants Students Faculty Staff From all 58 Community Colleges and System Office Future State Process Diagrams Business Requirements Student Services Instruction Institutional Support Produced New Modern Baseline for the NCCCS

7 Way Forward Current PRR Sessions Procurement Process Standards Fire-fighting Team heroics Ad hoc activities Shadow systems Silos Repeatable processes Reduce rework Satisfy commitments Interoperability Refinement - Alignment Goal Major leap forward with modern ERP baseline Selection criteria for next ERP tool sets Continue to refine and improve solution capabilities Improve student services Increase staff productivity Recruit and retain faculty Enhanced data quality October 2017 January 2018 April 2018 July 2018

8 Continued Progression Communications Data Standards Process Alignment Technology Innovative, clear, and timely communication with students Efficient communication between departments Automated communications among stakeholders Cleaner, more reliable data Real-time access to data needed to support operations Predictive analytics Identify opportunities for workflow efficiency through crossapplication functionality Reduce/remove business process silos Interoperability Intuitiveness and user friendliness Common themes across functional areas Integration points to the core system Review, comment, and provide recommendations on functional workgroup business process diagrams and requirements documentation The Way Forward!

9 Success Defined 58 Community Colleges Phases /2017 2/ Standing Subcommittees Phase 6 Instruction, Student Services, and Institutional Support 2/2/2018 3/31/ Subcommittees Phase 7 Communications, Data Standards, Process Alignment, Technology 2/12/2018 4/13/2018 Executive Steering Committee Phase 8 4/16/2018 TBD Surveys Experience Workshops Listening & Knowledge Sessions Process Reimagine & Redesign Refined Process Maps & Functional Requirements Aligned Modern Baseline RFP

10 Career Credit Community College Solution to Enable Statewide Response Robust Short Term Workforce Training

11 ERP Sub-committees Human Resources Payroll Budget & Financials Curriculum/Instruction Career Credit Workforce Continuing Education, Contract Training & Community Programs College and Career Readiness Economic Development Small Business Center, BioNetworks, ApprenticeshipNC, and Customized Training Advising & Student Life Academic Records & Registration Recruitment & Admissions Financial Aid, Scholarships and Veteran Affairs Connecting Committees Communications Data Process Alignment Technology

12 Career Credit Business unit focused on employer and industry demands for a skilled workforce and student pipeline development Effectively responding to industry and student demands is critical to the community college efforts to support the development and maintenance of a skilled North Carolina workforce pipeline Current Response No efficiencies of operations Manual processing Manual communication Manual marketing Manual data analysis Lost opportunities Future Response Operational efficiencies Effective engagement Robust recruitment Focused services Detailed measurements

13 Career Credit Core Functions Requires a solution to support the response to employers, industry and individuals in the development of NC s workforce Engagement Measures WORKFORCE Recruitment Who Defines Demand of Services? What Develops the Pipeline? How is Workforce Supply Met? Where is the Value? Services North Carolina Business Industry Agencies Students Recruitment Communication Marketing Pathways Partnerships In-Demand Training Courses Registration Transcript Grading Credentials Support Measuring Success Reports Analysis Metrics Data Sharing

14 Career Credit Solution in Action DSS Food & Nutrition Services: Employment & Training Who Defines Demand of Services? North Carolina Business Commerce LEAD Students What Develops the Pipeline? Recruitment Department of Social Services Adult Literacy Programs NCWorks Career Centers Community College Students How is Workforce Supply Met? In-Demand Training Assessments Pathway Development Program Offerings Credentials Where is the Value? Measuring Success DSS Food Stamp participants entering sustainable occupations Businesses receiving trained workforce County and State impact to support services

15 Internal Alignments Example Core Function: Recruitment How is the workforce pipeline developed What communication is required to reach potential pipeline participants Functional Requirements I. Functionality to provide prompts for related or similar courses of interest based on current or prior registration User Stories I. I want a tool for student outreach so that we can track student interest, progress, and return Workflows I. CC.32A Career Credit Registration - *need a workflow specific to recruitment

16 Career Credit Pain Points Priorities Future State Process Diagrams Business Requirements 274 Career Credit User Stories Marketing/Recruiting Online Registration Portal Real time and Point-intime reporting Data Extraction Third Party Software Robust Online Registration Tool Marketing/Recruiting Tool Program-Course Portal Easy Data Extraction Intuitive System for Change

17 College and Career Readiness 8 94 Pain Points Priorities Future State Process Diagrams Business Requirements Marketing/Recruiting Tools Online Registration Portal Advising Management Data/Reporting Student Identifier Customization Challenges Marketing/Recruiting/Ad vising Tool Online Registration Process Easy Data Extraction Intuitive System for Change

18 Small Business Center, BioNetwork, ApprenticeshipNC 5 94 Pain Points Priorities Future State Process Diagrams Business Requirements Customer Relationship Management Concerns Marketing/Recruiting Data Extraction Customization Issues Reporting Customer Relationship Management Interoperability Seamless Communication for Internal/External Processes Easy Data Extraction for Reporting Intuitive System for Change

19 Customized Training 5 59 Pain Points Priorities Future State Process Diagrams Business Requirements Data Customization Excessive Manual Processes Non-integrated Process between College Business Offices and Customized Training Excess Data Entry Screens Easy Data Extraction User Friendly System Real Time Reporting and Historical Data Customized Reports Integrated Business Processes

20 Sub-Committee Members Career Credit College and Career Readiness SBC, BioNetwork & ApprenticeshipNC Customized Training Amy Boger Emily Brandenburg Mark Hagensbuch Lynda Wilkins Jerri Cooper Kathy Church Suzanne Wallace Maureen Little Thomas Currier Thomas Currier Kathryn Castelloes Becky Hall Kathy Gardner-Smith Anne Shaw Jason Levister Andi Korte Michelle Miller Ann Morris Nina Taylor Suzanne Wallace Nate Humphrey Shelley White Margaret Roberton Faye Handy Paige Harris Anne Hockett Patricia Smith Dustin Walston Harold Warren Lisa Weiner Gilda Rubio-Festa GOAL: College Need College Defined College Solution

21 Career Credit Alignment to System Strategic Plan Engage: Goal 3 Ensure the educational pipeline prepares a workforce possessing the interest, knowledge, skills, and abilities to meet the needs of employers, now and into the future. Recruit: Goal 1: Objective 4 Improve the student experience and increase enrollment by simplifying enrollment policies, processes, and communications. Serve: Goal 2: Objective 3 Increase completion of credentials for successful transition to careers and/or further education. Measure: Goal 4 Advance organizational effectiveness, operations, and decision-making to support a cohesive system of nimble, empowered, and community-driven colleges.