NCCCS Information Technology Update - Creating Success · Design Analysis NCCCS Requirements, Needs & Requests for Change ... Based on the Current Colleague ERP and CIS Template .

NCCCS Information Technology Update

Where are we today and where we’regoing tomorrow

Stephen Reeves, CISSP, CGCIOAVP, CIO Operations and Security

Danny GilchristChief Business Architect - ERP

1North Carolina Community College System

Talking Points

New leadership and division re-organization in Oct. 2016

IT Governance Revamp – New IT Projects and Requirements Oversight

CIS Costing and Sizing

Transition Readiness

ERP Project Update


Technology Solutions & Distance Learning

New CIO, Jim Parker, joined the System Office in Sept. 2016

Emphasis on the “I”, or information

IT Division reorganization in Oct/Nov. 2016 to align IT for future efforts.

Established the ERP- PMO to focus on path forward


Communications1. Improve communications.

• Consistency - Are we all saying and hearing the same thing?

• Depth – Is the message reaching the people who need to hear it?

• Feedback - How do we enable an appropriate conversation?

2. Broaden the message. Specifically, discuss all systems in our portfolios affecting the colleges.

3. Be efficient and effective. • Respect peoples’ time.

• Meet as much as required but no more than necessary.

• Improve productivity and reduce the coordination required to have two meetings.


3/22/2017 5

IT Project and Requirements Oversight

IT Requirements Oversight Council

IT Review BoardChange/Release

Management

Make Available

CCCBDesign Analysis

NCCCS Requirements,Needs & Requests for Change

Design, Build, TestDeploy

Legislation and RegulationPlanning, Programming & BudgetingPortfolio Analysis, Tech RoadmapsResource & Execution Analysis

Agile Methods / Tiger TeamsBusiness Owner Engagement

Make Available

CCCB Recommended Validation & Priority

List

ITROC DecisionPackage

Approved Priority

List

NCCCS IT Projects and Priorities ListIROC 2/27/17

1. ERP RFP Planning/Design

2. Residency Determination Service (RDS)

3. NRS Data Collections and Changes

4. Transition Readiness (TR) ProgramA. Data CleanupB. Platform StabilityC. Solaris 11 Upgrade Support

5. Tuition Remission Report

6. Local Govt. Finance Course – VLC


NCCCS IT Projects and Priorities List (cont’d)IROC 2/27/17

7. NC SchoolWorks (P-20W)

8. Integrated Library System RFP

9. Moodle SaaS Hosting RFP

10. Multiple Pathway to High School Equivalency

11. Data Initiative – CE Rewrite

12. College Foundation, Inc. (CFI) Grants Phase 2

13. Tier Funding – Continuing Education


IROC Decisions IROC 2/27/17

• Operational Decision Package:• Closed 118 Requests for Change (RFC) (dated before to 1/1/14• Aligned 12 RFCs Under Existing Projects• Accepted 39 RFCs for Future Consideration• Completed/Resolved 28 RFCs

• Moved “NRS Data Collections and Changes” Project from Priority 12 to Priority 3.

• Approved Transition Readiness (TR) Program and Two Supporting Projects.

-Data Cleanup Project-Platform Stability Project

• Approved “Tier Funding – Continuing Education” Project and Assigned Priority to 13.


Projects in Process for Future Consideration

• Elevate – IROC process requires additional information before moving this priority forward.

Information needed: Data on the interest by colleges for this platform

Opportunities to pilot at colleges

Timeline to begin and fully implement platform system-wide

Funding required from initial pilot period to full system-wide rollout

• CBAS Enhancement – 3CB has requested submission of the Project Information and Impact forms to initiate the project review process.


Distance Learning Updates• ADA Five-Year Compliance Plan UpdateFederal change that moves standard for Section 508 of the

Rehabilitation Act to WCAG 2.0 Level AA, January 17, 2017.

Effective date: March 20, 2017.

Official Compliance Date: January 17, 2018.

• NC-SARA UpdateReciprocity for State Authorization through the SREB Electronic

Campus ends June 30, 2017.

Review Plans to Seek State Authorization from Other States.

NC-SARA applications at http://www.saranc.org/.


http://www.saranc.org/

Distance Learning Updates• Learning Management System Status Blackboard Learn Renewal Contract (Year 2 of 3).

Moodle SaaS Hosting Contract - NCCCS Legal Review/DIT Review.

• Integrated Library System RFP StatusNCCCS Legal Review/DIT Review.


February 27, 2017

Executive Summary

College Information System (CIS)

CC Sizing and Costing Project

Outcomes and Recommendations

Agenda

• Overview

• Findings

• Recommendations

• Next Steps

2/27/2017 13

Project Overview

2/27/2017 14

• Assess CIS Transition Readiness by Analyzing:– Data Integrity (Data match database structure)

– Platform Integrity (Solaris Hardware Status; Infrastructure Status; Physical Security)

– Local Customization

– Local Knowledge, Skills and Abilities (Self-Assessment)

• Detailed Review of 5 Colleges and System Office– Catawba Valley CC

– Central Piedmont CC

– Fayetteville Technical CC

– Rowan-Cabarrus CC

– Surry CC

• Reviewed 53 Colleges Through Scanning Apps & Self-Assessment

• Vendor Provided Its Analysis and Estimate of Effort to Transition a Local (On-Premise) CIS Using SQL Versus UniData DBMS

• Out of Scope– Data Quality: Is the Content Valid and Consistent?

– Local Reports: What Functional Need is Fulfilled and is the Need Recurring?

Based on the Current Colleague ERP and CIS Template

Summary of Findings

2/27/2017 15

• System Maintenance and Security Below Industry Standard [Unexpected]

• IT Staffing and Knowledge, Skills, Abilities (KSA) Insufficient at

Many Colleges to Sustain Needs

• Data Cleanup is Required Regardless of the ERP or Database

• System-wide Reporting Requirements Must be Addressed

• Code Cleanup of CIS Template and Local Customizations

Required for Migration to Non-UniData Database Management

System

• Vetting of Local College Customizations

– What is the Level, Depth and Impact of Local Integration?

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Data Cleanup Level of Effort for Template + College

(measured in hours)

Template Data LOE College Data LOE

2/27/2017 16

Findings: Data Integrity

College scans

were not

completed

Total Level of Effort (LOE) for Colleges and TemplateData based on automated data scans

~80% of College Data Issues may be Resolved with CIS Template Changes Made by SO

Data Structure Validation Results

2/27/2017 17

24

17

14

3

High Security Risk

Medium Security Risk

Low Security Risk

Unknown Security Risk

College Risk Ranking

Findings: System Risks

Three College Self-Assessment Surveys Pending

Assessment Based on Status of Solaris Hardware, Infrastructure and Physical Security

High Risk

Medium Risk

Low Risk

Unknown Risk

Recommendations

• Perform Data Cleanup

• Stabilize and Secure the Platform

• Inventory College Reports and Determine

Functional Value - “Out of Scope” for the

Project

• Mitigate Gap of Knowledge, Skills, and

Abilities

2/27/2017 18

1.Transition Readiness Begins Immediately

• Data Cleanup

– Data Quality

– Programmatic Approach

– Manual Approach

– Data Governance

– Data Structure

• Platform Stabilization

– Hosted Linux and Managed Services

2.Enterprise Resource Planning (ERP) RFP

Next Steps

2/27/2017 19

Transition Readiness Program Goals and Guiding Principles

• Achieve acceptable data quality across the 58 and ensure a stable college ERP platform based on Risk.

• Provide Direct Support for most, guidelines and virtual support for some, and instructions for a few.

• Program scope will include, but not limited to:• Data Cleanup

• Platform Stability: O/S, Patches, Network Normalization and DR

• Mitigate KSA gap based on individual college need

• Report utilization and ERP system integration at each College

• Some Colleges will migrate or remain on Solaris based on their situation.


2017

Q1 Q2 Q3 Q4

2018

Q1 Q2 Q3 Q4

2019

Q1 Q2 Q3 Q4

2020

Q1

Data Management & Handling System (Pending IROC Process Approval)

Platform Stability

Data Cleanup

Anticipated New ERP RFP

Funding Not

SecuredFully Funded

SO & Colleges Manually Fixing DQ

items from Costing and Sizing

Work w/ DGC to Clarify

Data Cleanup Items

DB Structure

Changes

Continuous

Data Scans

New ERP RFP Ready to Post Evaluation Process, Vendor Awarded Contract, Prototype

Screen & Import

ChangesOn Going Evaluations

DQ Scans

Evaluated

by

SO-RPM

Platform KSA assessment

Network Normalization I*Done Before College PoC’s Network Normalization remaining Colleges

Solaris 11 -

PilotSolaris 11 – Phase I & II

Proof of

Concept

Assess

PoC

Pilot in

Production

Build Business

Case

Java 8

UniData 8.x

UI 5.x

Assess

Pilot

Addressing Platform KSA

DGC: Data

Dictionary

(Expedited

Elements)

Identify

Future DBMS

Identify

OS

Report Inventory &

Utilization Analysis

Identify Cost

Effective DBMS

Build Standard and Custom Reports For New DBMS

Build PoC DBMS

SolutionBuild PoC

using SO

Possible Need: Build Cloud Management Team

Rollout to Colleges Requesting Solution

General

Availability

to All

Colleges

New ERP Begin Deployments

Last updated on 03/07/2017 NCCCS - Transition Readiness Program 21

Transition Readiness - Overview

Contract Service

PoC @ S,M, L

High

Risk

Medium

Risk

Low

Risk

SO Task Assessments

2017

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2018

Jan

Data Management & Handling System

Platform Stability

Data Cleanup

Transition Readiness – Year 1

College

Technical Staff

x1

College

Business Staff

x 1/Bus Funct

System Office

HR / Finance

x 1

System Office

CU / CE / CCR

x1

System Office

RPM

x 1

System Office

CIS HR/Fin

x 1

Platform Knowledge, skills and

ability assessment at colleges

Regular

DQ

Scans

Network Normalization I*Done Before College PoC’s

Solaris 11 - Pilot

Jan ‘18 - Solaris 10

End of Life

Solaris 11 – Phase I & II

System Office

Training

x 1

Build Solution

PoC using SO

PoC @ Small,

Medium & Large

Assess

PoCBuild Business Case

Data Gov

Committee

x 1

TBD - Begin Using

DQ Scripts

Awaiting Resources

from Data Cleanup

Java 8UniData 8.x

UI 5.x

Last updated on 03/07/2017 NCCCS - Transition Readiness Program 22

Work w/ DGC to Clarify Data Cleanup

Items

DB Structure

Changes

Continuous

Data ScansScreen & Import Changes

DGC: Data

Dictionary

(Expedited

Elements)SO & Colleges Manually Fixing DQ items from

Costing and Sizing

Build

Team

Agile

Training

Pilot College in Cloud

Network Normalization remaining Colleges

Addressing Platform Knowledge,

skills and abilities at colleges

Possible Need:

Build Cloud TeamViable Plan for Platform

Stability

System Office

Help Desk

x 1

System Office

CIS Student

x 1

System Office

OS Staff

x 1

College

Technical Staff

x1

College

Business Staff

x 1/Bus Funct

System Office

HR / Finance

x 1

System Office

CU / CE / CCR

x1

System Office

RPM

x 1

System Office

CIS HR/Fin

x 1

System Office

Training

x 1

Data Gov

Committee

x 1

System Office

Help Desk

x 1

System Office

CIS Student

x 1

System Office

OS Staff

x 1

High

Risk

Medium

Risk

Low

Risk

SO Task Assessments

CE Leadership Institute

March 21, 2017

Enterprise Resource PlanningProgram Management Office

North Carolina Community College System

What’s in it for us?

Create a more intuitive student experience

Reduce Risk

Better reporting

Modernized interface for faculty and staff

North Carolina Community College System 243/3/17

Services & Processes

Grants

Student

Payroll

Financial HR

Enterprise Resource Planning Program Management Office

DataFuture State ERP


ERP Steering Committee

• Comprised of College Presidents and Executive Leadership (Deans, VPs) and System Office executive staff

• Provides leadership and direction to the development of the RFP for the ERP and the implementation of the resulting system

• Chair/co-chairs the three major functional areas and their components

• Approves selection of vendor(s) for the new ERP

• Responds to questions and concerns from their constituents


NCCCS Major Functional Groups


NCCCS Major Functional Working Group Components

Financial Aid, Scholarships, Veteran Affairs, Student Life, Athletics

Auxiliary Services – Bookstore, Day Care, Dental, Concessions, Landscaping, Culinary, Cosmetology, etc.

Institutional Research Planning and Reporting

Scanning, Imaging, Electronic Filing, Printing

Institutional SupportStudent ServicesInstruction

Admissions

Advising

Academic Records

Registration

Retention & Counseling

Graduation

Small Business Center

Budgeting & Financials

• Contract/Grant Management

• Purchasing/e-Procurement

• Accounts Payable

• Fixed Assets

• Physical Plant

Human Resources/Payroll

College Budget & Accounting System

Curriculum Programs

Combined Course Library

Competency Based Ed.

Workforce Cont. Education

College & Career Readiness

Customized Training

High School Equivalency

Institutional SupportInstruction

Accounts Receivable, Cash Receipting, Sponsorships


Questions & Answers


Thank you!


NCCCS Information Technology Update - Creating Success · Design Analysis NCCCS Requirements, Needs & Requests for Change ... Based on the Current Colleague ERP and CIS Template .

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