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Project Prioritization Timeline 2017 - 2018

TESS receives requests for technology projects three times per year.

  Fall Spring Summer
Project Prioritization Steps (10, 11, 12, 01) (02, 03, 04, 05) (06, 07, 08, 09)
Project Request Deadline 08/31/2017 01/10/2018 04/11/2018
Project Charter Assignments 09/05/2017 01/12/2018 04/13/2018
TESS Managers 09/08/2017 01/20/2018 04/20/2018
TESS Executive Committee 09/15/2017 02/02/2018 04/27/2018
Chancellor’s Cabinet Next Available Meeting Next Available Meeting Next Available Meeting
Published Scheduled Project List 09/29/2017 02/21/2018 05/04/2018

Requestors should communicate their needs for IT projects (including those identified in grant proposals) as soon as possible to ensure that their projects are considered in the prioritization process in a timely fashion.

Current Project Prioritization

Listing of Active "Internal Projects"
for 10/04/2017 thru 02/21/2018

Priority Order Project / Description

Project: Enterprise Resource Planning (ERP) implementation

Description: The District is going through a process to gain financial independence. A major part of this process is to move off County of San Bernardino Schools systems such as Financial 2000 and EPICS to our own Fiscal and HR ERP. Towards that end, the District has decided to go with Oracle for the Finance module and ADP for HR/Payroll. TESS is tasked with project managing this implementation as well as programming the necessary interfaces between Oracle/ADP to our various internal systems. There will also be a data warehouse implementation as well that ties in various data sources into a central system.


Project: Automation of Pre-requisite and Co-Requisite Drops

Description: Currently a student who is taking a course that is a pre-requisite for another course is allowed to register for that other course while taking the pre-requisite. If a student does not pass the pre-requisite course, the unsuccessful student is marked in the system with an asterisk. The change requested is instead of the asterisk, the student is automatically dropped from within Datatel.


Project: Chart of Accounts (ERP)

Description: With the implementation of the District’s new ERP system there have been district wide changes that need to be reflected in Colleague.  The District has chosen to change the Chart of Account string to be more in line with the State’s numbering schema found in the California Community Colleges Taxonomy of Programs.

Currently the colleges create contracts for their hourly and overload faculty that are printed out and sent to payroll.  If the system is not updated with the new Account numbers, then they will be wrong on the contracts.  Also the changes to the string schema should also be reflected in enrollment fees, financial aid awards, scholarships and sponsorships.


Project: SLOCloud Service Area Outcomes (SAO)

Description: The purpose of this project is to update SLO Cloud to accommodate the entry of data and information related to program-level outcomes of service areas such as EOPS, maintenance, Library, etc…This is necessary for the 2016 follow-up report o ACCJC stating that a newly implemented cloud tool to accommodate service area outcomes was underway. The colleges wish to be able to demonstrate the use of the tool for their Midterm Repot to the commission. Currently there is no common repository for SAOs and every service areas process is different. The process for SAOs is not transparent to the college as a whole.


Project: BOG Eligibility between campuses

Description: To comply with Title 5 regulations, the District must implement a process to identify students within the district who fail to meet the academic and progress standards for BOGFW and Priority Registration eligibility.  This request is made pursuant to the California Code of Regulations, Section 58621(a)(1) - Loss of Eligibility, which states: "Districts shall adopt policies providing that a student who is otherwise eligible for a Board of Governors (BOG) Fee Waiver shall become ineligible if the student is placed on academic or progress probation, as defined in section 55031(a) or (b), or any combination thereof for two consecutive primary terms" to determine if the student should be disqualified for BOGFW and Priority Registration at the two colleges.  The district does not currently have a way to automatically remove BOGFW/Priority Registration eligibility based on the student's probationary status.

Currently, the district is out of compliance with Title 5 regulations.


Project: Maxient Student Conduct Software

Description: Maxient software has been purchased to manage all aspects of student conduct, Title IX and Behavioral Intervention strategies for both SBVC and CHC.  This software will serve as an integral component at our schools to manage conduct cases, identify students who need early intervention and to communicate effectively with employees across both institutions. 

Maxient will be utilized by faculty, staff, managers, conduct officers and mental health professionals.  Students will have the opportunity to communicate to a professional about a peer in distress who may need support from the college.  Currently both colleges do not have a reliable and shared system that is FERPA compliant and supported by leading industry specialist (atIXa and NaBITA.)  This system and the purpose for it is a best practice by colleges and universities.  


Project: Coding of Residency status

Description: Currently, when students are identified as possible California residents they are imported into the SIS with a residency status code of 80000, which in CCCOMIS refers to international students.  As a result, when reporting to the State, Crafton shows an international population of approximately 200 students and Valley 550 students. None of the students are identified as out-of-state.  In actuality, District wide there are approximately 30 international students.

Instead of defaulting to a code of 80000 for students who may be a California resident, the DAWG Committee (see January 4, 2017 minutes) wants these students to default to a code of 6XXXX.  A code of 6XXXX refers to a US state that is unknown and would provide a more reflection of the students in the SBCCD. 

Making the above change is preferable to leaving the system as is; however, if we stop there we will still only be correctly identifying the out-of-state students and none of the international students would be correctly identified.

Priority Order Project / Description

Project: Preferred Names on Rosters/Canvas/Starfish

Description: Currently faculty rosters list only students’ legal names which often times in the case of transgender students, does not match their gender identity.  By having faculty call students by these names, i.e. attendance or during the first days of classes, transgender students have to make the choice if they respond or not, potentially forcing a “coming out” they were not ready to make and therefore making themselves vulnerable to their peers’ comments and judgements. 

A recent Dear Colleague letter from the DOE states, “Under Title IX, a school must treat students consistent with their gender identity even if their education records or identification documents indicate a different sex.  The Departments have resolved Title IX investigations with agreements committing that school staff and contractors will use pronouns and names consistent with a transgender student’s gender identity. 


Our colleges must adopt processes that promote inclusivity and that communicate acceptance to every student

Listing of Active "Vendor Projects"
for 10/04/2017 thru 02/21/2018

Priority Order Project / Description

Project: EPTDAS

Description: This project request comes from CHC as they signed on to be a pilot college for the CCCCO’s Education Planning and Degree audit initiative. This initiative creates a centralized platform that all 112 CCC’s can eventually make use of that encompasses Degree Audit, Ed Planning, Early Alert and Connect.


Project: Colleague Customization Review

Description: Since we have migrated to Ellucian Datatel/Colleague in 1999/2000, there have been hundreds or even thousands of customizations done to the system to support college and IT processes.  As we prepare to investigate newer Software-as-a-Service platforms for our student information system such as Oracle and Workday, we need an assessment of all the customizations currently done in our system that we are actively using so we can accurately access if the required functionalities are in these other offerings out there.

This project will require a programmer with knowledge of Colleague to go through all of our customizations, document them as to what they do, do we still use it etc. and provide a report with all of the customizations.

This report can then be used as we evaluate other student information systems from other vendors.   This report will be shared with the DAWG committee which comprises of student services, instruction, faculty and researchers.

If this project is not accepted, TESS and DAWG will not be able to fully evaluate the necessary functionalities needed in prospective SIS's and therefore cannot adequately ensure business continuity if SBCCD were to migrate to a different SIS.


Project: District Website Redesign

Description: The district website has not been updated with a new design in at least 7 years. The redesign will give the district website a new look, feel and features. Funds were identified for this through program review

Priority Order Project / Description

Project: CourseLeaf

Description: SBVC has an outdated process in regards to it’s curriculum and catalog.  Faculty enter their curriculum into CurricUNET after receiving approval from the Curriculum Committee and the Board of Trustees.  A member of the office of Instruction then enters the data at the State Chancellor’s office.  The Schedule/Catalog specialist then takes what was board approved and manually enters this into the catalog which is currently a Word document.  With the high number of proposals the Curriculum Committee reviews and approves each semester, items get lost in the work flow.

SBVC is looking to procure/implement an Electronic Catalog, Curriculum and Scheduling management software system to help automate and streamline the workflow


Project: Common Assessment Initiative

Description: This project (Common Assessment Initiative) is a joint project request by both colleges to transition from our current assessment platform, Accuplacer, to the state developed tool CAI.  Needed from the TESS team is single sign-on functionality as well as the integration of assessment data in Colleague.  And then based upon those assessment scores, the necessary equivalencies need to be setup in Colleague so students can register for the appropriate course(s).