1. General Information
    • Project Title: PeopleSoft Student Administration V9.0 Upgrade Project Working Title: FAPS SA Upgrade to v9.0
      Prepared by: Ron Agatep College/Office 3100 Main
  2. Authorizations
    • Position Name/Title Email Phone#
      Project Stakeholder Dr. Art Tyler, Deputy Chancellor    
      Project Sponsor

      William Carter, VC of Information Technology

      Dr. Charles Cook, VC of Educational Development

      Irene Porcarello, VC of Student Success


      		  

       

       

       
      Project Director Fheryl Prestage, Project Director    
      Project Manager Ron Agatep, Project Manager    
      Customer (User) Representative(s)

      Avis Horde, FA System Director

      Mary Lemburg, Director of Registrar Office

      Mark Tengler, Manager of Educational Partnership

      Nandy Baldonado, Director of Bursar Office

      Stephen Levey, Executive Director, Instructional Resources & Technology

      Madeline Burillo, Director operations CTCE

      Alex Prince, Dir. Enrolment Mgr & Compliance Officer

      David Joost, Director Adult Educ. Programs

      Gilbert Ontiveros, Adult High School

      		 

       

       

       

       
  3. Executive Summary

    • The purpose of PeopleSoft Student Administration v9.0 is to upgrade from its current version. The upgrade to v9.0 will be instrumental to HCC in achieving its strategic plan for the future to become the nation’s most relevant community college by being the institution providing unlimited opportunity to those we serve. This path will ensure we are essential to our community’s success. PS v9.0 allows us to have advantages over our competitors. These advantages will be very significant in how we grow in the future. These include:

      • Students and Faculty will have additional self serve capabilities that provide the ability to access information and perform certain functions according to their own individual timelines.
      • The shopping cart concept will be introduced.
      • New student and faculty centers will be established.
      • XML Publisher will be used as the new preferred reporting tool. It is more robust and powerful and at the same time easier to use than Crystal reporting in PS V8.0.
      • Student Population selection will be utilized to make it easier for end users to select groups of students based upon specific criteria.
      • Training of end users will be easier and more efficient since the user interface is much more intuitive due to web browser interaction. Therefore, a dramatic reduction in training requirements is expected.
      • The online services will enhance students with regard to convenience of doing business with the college.
      • Employees will be able to access data anywhere, and as a result have the necessary access to information that will allow them to make better business decisions.
  4. Business Justification
      • In 2006, Oracle announced that the Oracle/PeopleSoft Student Administration Systems v8.0 would no longer be supported - as of August 2008. Thus, support updates or patches would cease for any schools that are running on v8.0, and regulatory releases from the Federal government would no longer be provided as well. This decision by PeopleSoft adversely impacts HCCS students since the Financial Aid Office depends on the regulatory releases to compute the amount of funding that HCC students receive.
      • HCC Student Administration Systems is approximately 90% customized. The level of customization is extremely difficult to support, and as a result the total cost of ownership is very high. The goal of the upgrade project is to reduce up to at least 20% of the current customizations, and to keep the required level of customizations maintainable.
      • In keeping with today's technology, the current version of Student Administration Systems is considered obsolete. It is process intensive and the total cost of ownership is extremely high. Students now find it archaic as it does not meet their expectations of offering a user-friendly customer centric experience.
        • In PeopleSoft v9.0 the Next Generation Technology will be introduced to the staff, faculty and students:
          • Shopping Cart Concept
          • Student and Faculty Centers
          • XML Publisher reporting tools
          • Student Population Selection
          • Enhanced Financial Aid functionality for some of the current HCC modules or practices, including:
            • Mass Packaging
            • Loan Module
            • Satisfactory Academic Progress
            • Equation Engine
        • Seamless integration with 3rd party vendors through component interfaces:
          • CashNet with online payment plan, cashiering and refunding
          • Student E-Card and Direct Deposit
          • Inbound/Outbound Transfer Credits via EDI
          • ISIR load to Dept of Education using XML file transfer protocol
  5. Responsibilities/Authorities
    • PROJECT ROLE TITLE
      Project Stakeholder Dr. Art Tyler
      Project Sponsor Irene Porcarello, Vice Chancellor of Student Success
      Dr. Charles Cook, Vice Chancellor of Educational Development
      William Carter, Vice Chancellor of Information Technology
      Program Manager Fheryl Prestage, Director, IT Applications Development
      Project Manager Ron Agatep, Manager, IT Applications Development
      Business Owners Avis Horde, FA System Director
      Mary Lemburg - Registrar
      Mark Tengler - Manager of Educational Partnership
      Nandy Baldonado - Director of Bursar Office
      Stephen Levey, Executive Director, Instructional Resources & Technology
      Madeline Burillo, Director operations CTCE
      Alex Prince, Dir. Enrolment Mgr & Compliance Officer
      David Joost, Director Adult Educ. Programs
      Gilbert Ontiveros, Adult High School
      Subject Matter Experts TBD
      Project Team Student Administration Staff, DBAs, Customer Contact Staff, System Support Staff and Project Consultants
  6. Project Deliverables and Objectives
    • Project Team Deliverables:
      • The Student Administration Upgrade Project team is responsible for the following:
        • Upgrading Student Administration modules:
        • Staff Admissions
        • Self-service Admissions
        • Student Records
        • Financial Aid
        • Student Financials
        • Student Registrations
      • Developing the training materials that will be necessary to update the skills of the users to use the updated system.
    • Reporting status and progress to the Steering Team on a weekly basis.
    • The objectives of the project are as follows:
    • Transition Support
      • Update UTrain (PeopleSoft UPK Training System)
      • Transition Support to 1st and 2nd Tier Support Groups
      • Transition Data Ownership to Subject Matter Experts (To be Determined by Business Owners)
    • Develop High Level Timeline
    • Develop and Implement a Project Plan
    • Gather & Document Project Requirements
    • Execution/Implementation
      • Construct Functionalities
        • Perform Setups
        • Perform Technical Development and Modifications
    • Transition Phase
      • Unit Testing
      • System Testing
      • Integration Testing
      • Parallel Testing, if necessary
      • Performance Testing
      • Life Cycle Testing
    • Training
      • Develop UTrain
      • Train Users (Train the Trainer concept)
    • User Acceptance Testing
    • Deployment
      • Production rollout
    • Post-Production Rollout
  7. Relationship to Other Groups

    • Relationship with Management Committee

    • The Project Team will provide written & verbal updates for the IT Management team on a weekly basis.

    • Relationship with System Support Team

    • The Project Team will work with the System Support Team to ensure successful migration of the new functionalities.

    • Relationship with Business Owners

    • The Project Team will work with the designated Business Owners to ensure that business processes are well defined and properly documented.

    • Relationship with other PROJECT TEAM PARTICIPANTS

    • The Project Team will work closely with all other Project Team Participants that have some level of project involvement in order to make certain that all dependencies between teams are successfully negotiated and adhered to.

  8. Anticipated Teamed Activities
    • The following list defines the anticipated activities to carry out its mission:
      • Receive required training
      • Identify and verify Project Team process
      • Identify and verify Project Team tasking
      • Develop Project Team project plan
      • Review and sign off on Project Team project plan
      • Develop/update Student Administration training materials
      • Review and sign off on training materials
      • Participate in team status reviews
  9. Success Criteria
    • The following list defines the success criteria used to evaluate progress and completion of the Student Administration Project Team:
      • Business Owners will need to commit Subject Matter Experts (SME's) to the project at a minimum of 4 hours a week. Time and Date will need to be determined.
      • Business Owner agreement with and satisfaction of all the defined objectives.
      • Generation of all defined work products.
      • Successful review and approval of all the above by Project Team, Project Manager, and IT Application Development Director.
      • Successful signoff by business owners.
  10. Resource and Schedule
    • The following list defines the effort and schedule to be implemented in satisfying the PROJECT TEAM objectives, activities, and work-product generation.
      • Effort:
        • Team Project Director - Number of hours will be a minimum of 10 hrs per week.
        • Team Project Director- Number of hours will be a minimum of 40 hrs per week
        • Technical Analyst - Number of hours will be a minimum of 40 hrs per week
        • Business Analyst - Number of hours will be a minimum of 40 hrs per week
        • Team Members - Number of hours will be a minimum of 40 hrs per week.
        • SMEs - Number of hours will be a minimum of 4 hrs per week.
      • Resources:
        • Training required (Please see role based training)
        • Tools required (TBD)
      • Time Reporting:
        • Each member will provide status report on a weekly basis. Template will be created.
      • Duration:
        • Please see Project Time Line
      • Minimum Milestones: The delivery of finalized and agreed upon:
        • Project Team Charter
        • Project Team Project Plan
  11. Group Operating Procedures

    • MEETING DATES AND TIMES

      TBD by Project Team

      MEETING LOCATION(S)

      TBD by Project Team

      MEETING MINUTES

      Recording: To be determined by Project Team

      Distributing: To be determined by Project Team

      Filing: To be determined by Project Team

      DEVELOPMENT OF PROJECT TEAM WORK PRODUCTS

      Project Team members will use existing materials and resources provided within the organization, whenever possible and/or practical. For topics outside the scope of the Project Team, external assistance will be needed to aid the Project Team in developing the required work products.

      REVIEW OF PROJECT TEAM WORK PRODUCTS

      • The Team work products will be developed using the following tools:
        • MS Word - for text documents (Note: Specify the appropriate version of the tools)
        • MS PowerPoint - for diagrams, presentations
        • MS Excel - for spreadsheets such as staffing plans
        • MS Project - for schedules
      • Work products for review will be mailed to each reviewer, minimally, 2 days prior to review of the product.
      • There will be an inspection of each of the work products using the Project Team defined Quality Assurance process.
  12. Standards

    • The Project Team will provide necessary standards and other artifacts to be used in developing of work products. They are as follows:

      • Standard Project Web Based Communication Portal
        • Will contain project plan
        • Will contain weekly progress report
        • Will contain Functional and Technical Issues Encountered and Resolution
        • Will contain other relevant information pertaining to the project
      • Standard Change Control Document
      • Standard Programming Specification Document
      • Standard Shared folder to be used by project team accessible to the Business Owners, if necessary
      • Standard Project Status
      • Standard Testing Scripts
        • Unit Test Scripts
        • System Test Scripts
        • Integration Test Scripts
        • Life Cycle Test Scripts
        • User Acceptance Test Scripts
  13. Contraints/Decision Making/Consesus/Guidelines

    • CONSTRAINTS

      The Project Team may modify the PROJECT TEAM Charter with the consensus of the Project Team members, the Project Team Leader, the Application Development Director and IT Vice Chancellor.

      The Project Team will conduct itself in a manner consistent with the organization's vision and mission.

      The Project Team's approach to the work defined by this charter will be consistent with the organization's process definition/improvement process.

      DECISION MAKING

      All decisions reached by the Project Team will be based on group consensus. In cases where the Project Team cannot reach consensus, the issue will be escalated to the Project Management Team for resolution.

      CONSENSUS

      Consensus is a decision in which each Project Team member, including the team leader, understands the decision, has a chance to express individual concerns, and states that he/she is willing to actively support the decision.

      GUIDELINES

      Use the following guidelines:

      • Listen carefully to other Project Team members and try to understand what is being said.
      • Be open to divergent views and ideas.
      • Focus on issues, not on personalities, and keep dissent in the open.
      • Agree only if it makes sense to agree.
      • Ensure that everyone can support the recommendations/decisions
  14. Membership and Roles