Plans for Administrative Applications >> Copy of DCS Administrative Systems Plan 2011 >> Objective Priority List

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Id Priority Title Details
1.1 1 Provide user training

User training is critical to the goal of self-sufficiency. It requires expenditure of both time and money on the part of technology staff and user departments. It requires much thought in the development of training programs to ensure the right content is targeted to the right people at the right time. It requires continual feedback to ensure that on-going training remains current in light of changing work processes. As of April 2012 we don't have a person dedicated to this function. Other ULs are busy with other work. We need someone who can plan, develop and implement a training program.

Start Date:
04/01/2012
End Date:
04/01/2016
Responsible Person:
New Resource
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Self Sufficient User Community

Users who are self sufficient and knowledgeable about all ERP apps DCS supports and provides.

Priority Rank:
1
Actions/Activities
  • 1.1.a1 - Develop and deliver training programs

    Training will cover major aspects of Datatel, ImageNow, SARS and related systems the group supports. Various training classes will be delivered throughout the year on a schedule as set forth by the group or as needed by the user community. A list of critical training needs will be maintained by the group and classes will then be developed, scheduled, and provided periodically for each need. Classes may be taught using in-person or web-based lecture/lab experiences or provided as a web-based rich media experience (video/flash/etc).

    Start Date:
    04/01/2012
    End Date:
    04/01/2016
    Responsible Person:
    Training and Doc Specialist
  • 1.1.a2 - Develop training skills

    In order to effectively train others a trainer must develop a basic skill set in teaching modalities and delivery techniques. This is an on-going process requiring a trainer to grow and become better with time and each training engagement.

    Start Date:
    04/01/2012
    End Date:
    04/01/2016
    Responsible Person:
    All Trainers
  • 1.1.a3 - Build a training classroom

    DCS must build workable classroom environments for small-to-medium class groups that can be available at each supported work site (Valley, Crafton, District and Annex). Most current labs and classrooms at college campuses are not suitable presently because they are on a sub-network that denies access to ERP systems. In addition, ERP client programs are not loaded on these PCs due to security concerns. District and Annex office space generally does not lend itself well to classroom teaching and, if it does, does not contain required technology such as PCs or laptops. DCS should maintain a set of laptops and related technology configured for use as a roving classroom.

    Start Date:
    07/01/2012
    End Date:
    04/01/2016
    Responsible Person:
    Director DCS
  • 1.1.a4 - Develop other user training resources

    Other training opportunities for users need to be explored including, but not limited to: training from vendors, training from external peer groups (other colleges using the software), trainig from power users (within departments), user group conferences, internal campus peer groups, and on-line forums and list-serves.

    Start Date:
    04/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    Training & Doc Specialist
Resource Requests
  • 1.1.r1 - Class setup
    Description

    Need moveable classroom infrastructure to allow for setting up classes in various venues. This should consist of a switch with at least 16 ports, 15 laptops loaded with all the current administrative and office productivity software, and some form of container system suitable for protecting the hardware. Alternatively, this could be a set of virtual desktops and monitors with a switch that can be set up to a host server for the virtual PCs.

    Rationale

    In order to satisfy the need for providing training at different sites, for different class sizes, and to ensure people are away from their desks, a movable classroom infrastructure is needed that can be set up in available spaces and take advantage of wireless networking technologies, or single-connect hardwired network outlets where ever they are. Need is for 15 laptops, a switch, and a printer.

    Resource Type:
    One-time
    Expenditure Category:
    Equipment
    First Year Cost/Savings:
    $25,000.00/$0.00
  • 1.1.r2 - Documentation and Training Specialist
    Description

    Coordinate documentation and training programs for DCS. Work with faculty and staff on campus to determine training and documentation needs.
    Develop, plan and assist other staff in delivering training programs on use of administrative systems. Organize and update user documentation sto ensure usability by faculty and staff. Assist ULs in maintenance of their work when able.

    Rationale

    We have no documentation and training specialist position but need one. All of our documentation is old and I suspect much is inaccurate. The ULs don’t have enough time to do this work and everything else they do. They are already behind in handling tickets. This position is primary on maintaining consistency in our file shares and keeping them cleaned. This position is primary on developing and delivering training with UL positions as secondary but necessary. This position would also act as backup on UL issues (tickets and other UL work) as available.
     

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $68,000.00/$0.00
    Second Year Cost/Savings:
    $69,500.00/$0.00
    Third Year Cost/Savings:
    $72,000.00/$0.00
Details
3.1 1 Reclass UL Position

Working with HR, the job, title and compensation for the UL class needs to be reviewed and adjusted to meet current operational necessities. (The process has started- just needs to be completed)

Start Date:
03/01/2011
End Date:
06/30/2012
Responsible Person:
Director & HR
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

3 - Employee Maintenance

This goal relates to the maintenance of employee job satisfaction, ability to perform job functions, and overall departmental operations efficiencies.

Priority Rank:
1
Actions/Activities
  • 3.1.a1 - Rehires

    This is just a note about rehires that the District needs to take under advisement. We have had a DBA position open for a year and a half. It has taken that long to re-vamp the job description and get the posting done. The majority of that time has been spent getting the job description through CSEA. During most of that time the Director had to ask HR what the status of the position was. It is still open and the status is unknown as of the writing of this activity (March 16, 2012).

    This has had a major impact on the ability of DCS to function. If this is happening elsewhere this is a huge problem for the District that needs to be corrected.

    Responsible Person:
    Director
Details
4.1 1 Consolidate HR

Purchase Datatel HR application and implement to consolidate with student information system (SIS). This is at least a year long project- more likely 1 and 1 half years.

Start Date:
07/01/2012
End Date:
12/31/2013
Responsible Person:
Project Team
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

4 - HR & Finance Systems Consolidation

The District needs to get off the county HR and Finance systems and consolidate these systems under one system with the SIS. Each system should be implemented separately so as to not impact operations over much. Note that these implementations should be done with the assistance ont he project teams of outside (vendor) consultants. However, the project teams will also require staff from the affected departments as well as staff from DCS. Since DCS is a common denominator, it would be best to implement the applications consecutively instead of concurrently.

Priority Rank:
1
Resource Requests
  • 4.1.r1 - UL
    Description

    Hire a new User Liaison to support the HR and finance applications (assisgned to District support)

    Rationale

    Bringing the HR and Finance systems in-house will require additional support services. Hiring a new UL will allow for support on new applications while freeing the existing District-assigned UL to concentrate on MIS, IPEDS and other outside system interfaces.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $54,000.00/$0.00
    Second Year Cost/Savings:
    $55,000.00/$0.00
    Third Year Cost/Savings:
    $56,500.00/$0.00
Details
2.2 1 Staff development

Staff, both technical and user, must be trained, to understand, work with, and accept the structures surrounding standardization of project management processes.

Start Date:
04/01/2012
End Date:
04/01/2014
Responsible Person:
Director
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Quality, timely and accurate project implementation

Because most processes in business today interact in significant ways with technology, delays in implementing new systems, or systems updates, can have major negative impacts on employees' ability to perform work, or the District's ability to meet mandated requirements. Since technology projects make these updates available and project management is the control mechanism to ensure projects are done well and efficiently, lack of a structured management process generally will equate to poorly done and implemented projects. Thus, this goal requires an underlying project management structure with staff trained in its use and in the toolsets needed to meet project goals and milestones

Priority Rank:
2
Actions/Activities
  • 2.2.a1 - Find staff training funding sources

    Work to find and establish staff training funding sources to allow for funding training for both technical staff and users.

    Start Date:
    04/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    Director
  • 2.2.a2 - Staff investment

    Find ways to get staff (technical and users) invested in the processes. This may be achieved through querying individual users, committees, departments, or other user groups

    Start Date:
    04/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    All
Details
4.2 1 Consolidate Finance

Implement Datatel's finance application including A/R, A/P, Budgetting, Payroll, Fixd Assets to replace county systems. This may take up to 2 years to implement.

Start Date:
01/01/2014
End Date:
01/01/2016
Responsible Person:
Project Team
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

4 - HR & Finance Systems Consolidation

The District needs to get off the county HR and Finance systems and consolidate these systems under one system with the SIS. Each system should be implemented separately so as to not impact operations over much. Note that these implementations should be done with the assistance ont he project teams of outside (vendor) consultants. However, the project teams will also require staff from the affected departments as well as staff from DCS. Since DCS is a common denominator, it would be best to implement the applications consecutively instead of concurrently.

Priority Rank:
1
Details
2.1 2 Implement structured project management

A standardized project management approach to project implementations ensures that all projects are approached, controlled, and implemented the same way. This allows you to manage expectations, communicate effectively, and complete work with a high degree of accuracy. Implementing a standard methodology would ensure the campuses are involved when necessary and are prepared up-front for that involvement.

Start Date:
01/01/2012
End Date:
09/01/2012
Responsible Person:
Director
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Quality, timely and accurate project implementation

Because most processes in business today interact in significant ways with technology, delays in implementing new systems, or systems updates, can have major negative impacts on employees' ability to perform work, or the District's ability to meet mandated requirements. Since technology projects make these updates available and project management is the control mechanism to ensure projects are done well and efficiently, lack of a structured management process generally will equate to poorly done and implemented projects. Thus, this goal requires an underlying project management structure with staff trained in its use and in the toolsets needed to meet project goals and milestones

Priority Rank:
2
Actions/Activities
  • 2.1.a1 - Project documentation

    Define, build and continuously improve a standardized set of documents to be used for project management including, but not limited to: scope, specifications, risk management, change management, startup and shutdown checklists, resource requirements, milestone definitions, etc.

    Start Date:
    03/01/2012
    End Date:
    07/01/2012
    Responsible Person:
    Director
  • 2.1.a2 - Methodology definition

    Define and document methodology to be used.

    Start Date:
    01/01/2012
    End Date:
    06/30/2012
    Responsible Person:
    Director
Resource Requests
  • 2.1.r1 - Project Manager
    Description

    A person with project management experience whose primary function is coordination of all projects and projects requests is needed as this is a critical function that needs focus.

    Rationale

    This function is now being preformed by all project staff as an added function to their primary jobs and it isn't working well. As a result, project management work is not maintained well with the result that project execution is delayed for many projects.
     

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $108,000.00/$0.00
    Second Year Cost/Savings:
    $110,000.00/$0.00
    Third Year Cost/Savings:
    $113,000.00/$0.00
Details
1.3 2 Publicize provided opportunities

Systems users need to be advised of new and updated systems so they know what is available for use. Training and documentation is useful only after users know things are available and that they might be affected.

Start Date:
05/01/2012
End Date:
04/01/2014
Responsible Person:
Director
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Self Sufficient User Community

Users who are self sufficient and knowledgeable about all ERP apps DCS supports and provides.

Priority Rank:
1
Actions/Activities
  • 1.3.a1 - Maintain website

    The DCS website should contain current content and links that help users do their jobs effectively and keeps them abreast of work that DCS does to assist them to that end. Maintaining currency and quality of information is critical in the support of employees at all sites.

    Start Date:
    05/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    Director
Details
1.2 3 Provide current documentation

User and technical documentation together provide a solid foundation for support and an on-going reference to assist in the learning process after classroom instruction. However, to be usable, documentation must remain current and must be readable. Standardization of documentation formats is recommended to ensure ease of use.

Start Date:
04/01/2012
End Date:
04/01/2014
Responsible Person:
Training & Doc Specialist
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Self Sufficient User Community

Users who are self sufficient and knowledgeable about all ERP apps DCS supports and provides.

Priority Rank:
1
Actions/Activities
  • 1.2.a1 - Standardize format

    Before developing and updating documentation a standardized format should be developed.

    Start Date:
    07/01/2012
    End Date:
    09/30/2014
    Responsible Person:
    User Liaisons
  • 1.2.a2 - Clean up old documentation

    Existing documentation is mostly out of date and not well suited to use in current environments. All existing documentation should be quarantined. Each document can then be reviewed, updated, and placed back into service as time permits. This can only be done with help from the user community.

    Start Date:
    06/02/2012
    End Date:
    07/01/2014
    Responsible Person:
    All
  • 1.2.a3 - Web services

    Use wikis to provide procedural documentation. Wikis provide more opportunity for collaboration in maintaining process steps than does other types of documentation. In addition, use web services such as Sharepoint to provide a single portal experience for access to diverse document resources.

    Start Date:
    06/01/2012
    End Date:
    07/01/2014
    Responsible Person:
    All
  • 1.2.a4 - Evaluate new technologies to deliver documentation

    New technologies are introduced periodically to enhance the learning experience and many involve documentation. These technologies consume resources just for the evaluation process and then more resources for implementation and use if they are selected. However, this is a critical component of currency in technology and support services that can help ensure the colleges are successful in their missions. Identification of these technologies should be open to all and evaluation and selection done by cross-functional and cross-campus teams or committees.

    Start Date:
    04/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    All
  • 1.2.a5 - Incentivize use of documentation

    Provide incentives to users to use documentation provided and to report updates needed.

    Start Date:
    07/01/2012
    End Date:
    04/01/2014
    Responsible Person:
    User Liaisons
Details
1.4 4 Permissions maintenance

Datatel system users must be provided proper access to the system to be able to effectively do their jobs. It is not always easy for users to know what is needed or what is available so users have, in the past, been given to much access. In some cases users do not have enough access to perform functions they need to perform and are, therefore, crippled.

Start Date:
09/01/2012
End Date:
06/30/2013
Responsible Person:
User Liaisons
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Self Sufficient User Community

Users who are self sufficient and knowledgeable about all ERP apps DCS supports and provides.

Priority Rank:
1
Actions/Activities
  • 1.4.a1 - Re-Vamp permissions

    DCS must re-vamp the permissions granting process, as well as the current permissions classes, to ensure this does not continue to be a problem.

    Start Date:
    06/01/2012
    End Date:
    09/01/2012
    Responsible Person:
    Director
Details