Process Alignment Workgroup (PAW) College-Driven Approach
Enhance efficiency and align processes in the education system through a college-driven strategy supported by SBCTC, focusing on streamlining processes, standardizing best practices, and reviewing system customizations for improved operational versatility.
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PROCESS ALIGNMENT WORKGROUP (PAW) College-Driven Agency-Supported Leadership-Endorsed Presentation to WACTC Technology Committee, Oct. 3, 2024 Jason Hetterle, PAW College Team Lead, Wenatchee Valley College Director of Technology & Enterprise Solutions. ctcLink College Collaboration Group Co-Chairs & PAW Members: Pat Daniels, DCIO & ctcLink Director, Highline College Beth Farley, ctcLink Director, Edmonds College
PROCESS ALIGNMENT WORKGROUP (PAW) MILESTONES & GOVERNANCE Milestones Governance cCCG Formed Aug. 1, 2022 PAW Formed Oct. 26, 2022 College Team with SBCTC members Data Gathering and Listening Sessions WACTC Resolution Oct. 6, 2023 Combined PAW and Pilot Launch Sept. 4, 2024 Activate College Engagement for Pilot Oct. 9, 2024 WACTC Technology Committee Strategic Technology Advisory Commission (STAC) ctcLink College Collaboration Group (cCCG) Process Alignment Workgroup (PAW) 2
OUR GOALS* 1. Streamline Processes to Boost Efficiency Align processes across colleges to enhance efficiency and reduce costs. 2. Unified Policy Interpretation Establish clear guidelines to ensure consistent application of policies. 3. Standardize Best Practices Implement a unified approach to best practices for improved efficiency and optimization. 4. Review System Customizations Evaluate and minimize customizations to foster greater system agility and operational versatility. * Derived from the ctcLink Improvement Plan 3
OUR STRATEGY Develop a college-driven process, supported by SBCTC, to improve efficiency and align processes across the system; ensuring consistent practices which adhere to the ctcLink Guiding Principles. Identify and prioritize process alignment topics Form task force for each topic, drawing representation from college SMEs and SBCTC Define execution steps for each business process Identify and review related customizations Gather and analyze college utilization data Task Force evaluates and recommends best practices to ctcLink College Collaboration Group (cCCG) cCCG votes on formal adoption of best practice recommendations Support colleges with change action resources and guidance for alignment 4
OUR PLAN A WORKFLOW MODEL Form Task Force Select Process Gather Data Identify Utilization Nominate Prioritize Customizations Select Scope Operators Orient 5
OUR PLAN A WORKFLOW MODEL Analyze Decide Commit Tickets, Workshops, ERs* College Utilization Present Findings Current Process Collect Feedback Collect Lessons Learned Customizations Establish Consensus Document Changes Findings and Recommendations Vote Offer Change Support *Actions will vary 6
WORK COMPLETED TO DATE College and SBCTC joined forces - held retreat and design meetings Selected Pilot Project Travel & Expense selected based on feedback and for its wide- ranging impact Developed: Basic scope Initial survey templates Utilization checklist or Process Steps Checklist for Travel & Expense Identified Task Force Lead Lia Homeister, Renton Technical College 7
