Project Scope and Charter
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Project Charter and Scope Statement
Prepared by: Mike Schmidt
Version: 1.0
Last Revision Date: April 14, 2010
Create Date: May 6, 2010
Project Charter and Scope Statement
EXECUTIVE SUMMARY......................................................................................................... 3
1 INTRODUCTION ....................................................................................................... 4
2 PROJECT OBJECTIVES ............................................................................................... 4
2.1 MISSION ....................................................................................................... 4
2.2 OBJECTIVES .................................................................................................... 4
3 PROJECT ACCEPTANCE CRITERIA............................................................................... 5
4 PROJECT SCOPE ....................................................................................................... 5
5 PRELIMINARY TIMELINE......................................................................................... 38
6 PROJECT MILESTONES, DELIVERABLES AND APPROVAL REQUIREMENTS................... 39
7 PROJECT CONSTRAINTS, ASSUMPTIONS, DEPENDENCIES ......................................... 43
8 PROJECT ORGANIZATION ....................................................................................... 46
9 INITIAL WBS .......................................................................................................... 51
10 APPROVAL TO PROCEED ........................................................................................ 51
11 DOCUMENT HISTORY............................................................................................. 53
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Project Charter and Scope Statement
Executive Summary
The purpose of this project is to provide Solano Community College (SCC) a stable digital campus
that meets the needs of the College and supports SCC’s mission of providing the highest quality
academic, occupational, cultural, developmental, and continuing education programs that are
dedicated to the achievement of student learning outcomes and responsive to the needs of the
community. This project directly supports the 2007 Solano Community College District
Educational Master Plan.
During the period of April 2010 through August 2010, SCC will prepare for and implement a
stable environment for the Finance, Human Resources, Student, Financial Aid, Operational Data
Store, and Luminis components of the SunGard Higher Education Banner 7 Suite.
Upon the successful stabilization of the Banner 7 Suite, through the month of October 2010, SCC
will prepare for and migrate to the Banner 8 Suite for all components listed above.
Beginning in November 2010 and continuing through April 2011, SCC will implement the
Advancement module of SunGard Higher Education’s Banner 8 Suite. Implementation of the
Advancement module will enhance SCC’s capability to run effective fundraising campaigns,
resulting in additional revenue for the College
SunGard Higher Education will provide services that include Project Management, Application
Management Services, Functional and Technical Training and Consulting, and Banner 7 to
Banner 8 Upgrade and Migration Services.
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Project Charter and Scope Statement
1 Introduction
This Project Scope Statement provides the definition of the project—what will be
accomplished during the life of this project. This document addresses and documents the
characteristics and boundaries of the project and the products and services purchased as
well as the how products and services will be delivered and evaluated.
2 Project Objectives
2.1 Mission
The purpose of this project is to provide Solano Community College (SCC) a stable digital
campus that meets the needs of the College and supports SCC’s mission of providing the
highest quality academic, occupational, cultural, developmental, and continuing education
programs that are dedicated to the achievement of student learning outcomes and
responsive to the needs of the community. The culmination of the project will result in a
digital campus reflecting current technology and practice, meeting the needs of multiple
users. The Banner system will support maintenance of accurate student data and
transaction records and will facilitate fiscal and performance accountability processes
while maximizing the usefulness and accessibility of data.
2.2 Objectives
• Adopt a proven, integrated, and reliable information management system that
supports improved institutional practices and facilitates data integrity and decision
support.
• Provide technological tools for faculty and staff to perform their jobs in an effective
and efficient manner.
• Allow flexible access to administrative and academic data to satisfy regulatory and
institutional analysis needs.
• Allow access to historical data for efficient reporting to better understand the
students and the institution.
• Provide personalized opportunities for access to relevant administrative and academic
information.
• Improve efficiency in reporting information as required to external agencies while
protecting the confidentiality of individual information.
• Implement a system that is owned by the functional departments, increasing
functionality and accountability for faculty and staff.
• Provide a solution that facilitates student tracking, leading to increased student
performance.
• Produce and maintain documentation to ensure continuity of processes.
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Project Charter and Scope Statement
3 Project Acceptance Criteria
Project acceptance criteria provide specific measurement for determining that the
objectives and deliverables defined for the project have been met. This definition would
include criteria such as:
• All issues and action items have been completed and signed off
• All required work products have been produced
• All deficiencies have been logged and signed off
• Verification that the project has met project and Organizational Entity standards
• Validation that the product meets the requirements
• A project termination statement exists, if applicable
• A project cancellation statement exists, if applicable
The project success criteria have been met when the project has validated that all major
commitments and deliverables have been closed.
4 Project Scope
This section describes the work that is to be done during the project. This section can only
be changed by following the Integrated Change Control Process.
SunGard Higher Education will provide the following Services. Each of the following
Services is described in its own section:
A Project Management Services
B Digital Campus Systems Stabilization Services
C Banner Version 7 to 8 Upgrade and Migration Services
D Digital Campus Systems Post‐Implementation Support Services
E Application Management Services
F Banner Advancement Standard Implementation Services
SunGard Higher Education will use a combination of remote services and onsite services
to provide the Services and fulfill the tasks and duties defined in the project scope
For each Service, the following Sections detail the terms specific to that Service.
A. Project Management Services.
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Project Charter and Scope Statement
SunGard Higher Education provides leadership, planning, guidance, and execution in
delivering Project Management Services. These Services are primarily delivered by a
SunGard Higher Education Project Manager. The SunGard Higher Education Project
Management team uses MS Project for developing and maintaining project plans. They
also follow the Project Management Institute (“PMI”) project management life cycle:
• Initiating
• Planning
• Executing
• Controlling
• Closing
SunGard Higher Education will provide Project Manager Services to coordinate the
Services delivered under this section, to manage the SunGard Higher Education staff that
deliver services to Solano Community College District as part of this project, and to assist
Solano Community College District with the overall project direction. The Project Manager
will also assist the Solano Community College District Project Manager with the
coordination and execution of the project as specified below.
The SunGard Higher Education Project Manager will:
• Advise the Solano Community College District Project Manager on project
management and the overall direction of the project;
• Provide direction and oversee the activities of the SunGard Higher Education
staff assigned to the project;
• Coordinate the adjustment of resource levels to meet the needs of the project
plan and the Solano Community College District;
• Participate in IT project change control process;
• Oversee SunGard Higher Education quality assurance and quality control
activities;
• Work with the Solano Community College District Project Manager and Solano
Community College District Executive Sponsor in adjusting the baseline
project schedule as appropriate and mutually agreed to in writing by both
SunGard Higher Education and the Solano Community College District;
• Manage SunGard Higher Education project closure activities;
• Assist the Solano Community College District Project Manager on project
initiation, planning, execution and controlling activities;
• Assist the Solano Community College District Project Manager in scope
verification and scope control;
• Assist Solano Community College District Project Manager in monitoring issue
logs and track issues through resolution; and
• Assist Solano Community College District Project Manager in monitoring risk.
The SunGard Higher Education Project Manager will be responsible for:
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Project Charter and Scope Statement
• Attending Steering Committee Meetings;
• Providing a written monthly project status report to the Solano Community
College District Project Manager and Solano Community College District
Executive Sponsor;
• Maintaining a SunGard Higher Education project schedule and making that
schedule available to Solano Community College District at Steering
Committee meetings; and
• Providing input into the development of an overall baseline project plan with
milestones and a specific timeline to be developed jointly by the Solano
Community College District and SunGard Higher Education.
Project Management Services will begin within approximately fifteen (15) days of the
Effective Date of the Work Order and will continue until the end of the Service Period.
SunGard Higher Education will provide the resources appropriate to perform the Activities
and Responsibilities specified above for the timeframe specified above.
The Solano Community College District Project Manager, in cooperation with the SunGard
Higher Education Project Manager, will be responsible for managing project activities
assigned to Solano Community College District project participants.
The SunGard Higher Education Project Manager is a member of the Project Management
Team and of the Steering Committee. The SunGard Higher Education Project Manager
reports project activities and progress against the project schedule to the Steering
Committee.
The SunGard Higher Education Project Manager delivers Services using a mixed mode of
onsite and remote Services, unless otherwise specified in this document.
In addition to the Project Management Services generally described above, SunGard
Higher Education will provide the following additional services to the Solano Community
College District.
Using the Higher Ground℠ Project Management Methodology, the Project Manager will
manage various aspects of Solano Community College District’s implementation project to
include integration and customization management (to the extent applicable), scope
management, cost management, time management, quality management, human
resource management, communications management, change management, and risk
management. These project areas are standard disciplines and are further described
below:
• Integration and Customization Management – Coordinates the various
elements associated with integrations and customizations to the extent
applicable to the project.
• Scope Management – Coordinates the SunGard Higher Education‐assigned
deliverables in relation to the overall project scope.
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Project Charter and Scope Statement
• Cost Management – Describes the approaches and activities the respective
Project Managers will use for managing the agreed upon costs for the project.
• Time Management – Oversees that each party timely completes its assigned
project activities.
• Quality Management – Oversees the activities necessary to design, develop,
and implement project deliverables as assigned to SunGard Higher Education.
Coordinates with the Solano Community College District Project Manager to
assess the effectiveness of project deliverables and activities of both SunGard
Higher Education and Solano Community College District.
• Human Resource Management – Manages the SunGard Higher Education
resource pool assigned to specific tasks within the project.
• Communications Management – Oversees the planning, implementing,
monitoring, and revision of channels of communication within the SunGard
Higher Education organization and between the SunGard Higher Education
and Solano Community College District organizations for the project.
• Change Management – Manages changes should they be needed during the
project lifecycle.
• Risk Management – Manages uncertainty in the project related to potential
threats by risk assessments, strategies to manage it, and mitigation of risks.
SunGard Higher Education will provide Project Management services to Solano
Community College District using the Higher Ground℠ Project Management Methodology.
Processes to be performed by the Project Manager within each project phase, as well as
the key deliverables for that phase are set forth below.
Implementation Phase
This phase guides the management of the execution, monitoring, and control of the
project. It is designed to provide an ongoing view into the health and progress of the
project so that management can take effective, efficient, and timely actions when the
project’s performance deviates from the plan or when a proactive measure to manage
risks is required.
The following processes are included in the Implementation Phase:
• Project Performance Reporting – Defines how, when, where, and who will
receive project information on a periodic basis.
• Validate and Confirm Project Schedule – Focuses on managing the project
schedule for those services to be provided to Solano Community College
District.
• Confirms Project Budget – Refines resource estimating, defines the project
budget, and monitors and controls project costs throughout the project’s
lifecycle.
• Manage/Develop Risk Identification Plan – Using the project’s Risk
Management Plan, documents, tracks, and monitors risks throughout the
project’s lifecycle.
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Project Charter and Scope Statement
• Confirm and Validate Project Scope Statement – Addresses and documents
the characteristics and boundaries of the project.
• Conduct SunGard Higher Education Quality Audit – Internal standard project
review designed to optimize quality of each party’s project deliverables.
• Direct and Manage Project Execution – Involves tasks and activities
encompassing team management, quality assurance, and risk management
and control.
• Performance Reporting – Details the collection, analysis, and reporting
methods that monitor the ongoing performance of the project, the
measurement of progress, and forecasting.
• Change Control Tracking/Plan – Follows the process as outlined in the
Integrated Change Control Plan.
SunGard Higher Education will provide the following items in conjunction with the
Implementation Phase:
• Project Schedule
• Project Budget Plan
• Risk Response Plan
• Solano Community College District Status Report
• Project Scope Statement sign‐off by all stakeholders
• Integrated Change Control Process Plan
• Risk Management Plan
• Status Report
• Budget Report
• Risk Mitigation Plan
• Change Request Log
Achievement Phase
This phase reviews the project deliverables in light of the project objectives. The project is
concluded, and lessons learned are documented between the SunGard Higher Education
and Solano Community College District teams.
The following processes are included in the Implementation Phase:
• Review Contract Deliverables – Validate that all services, per the Project
Charter and Scope Statement produced during the Planning Phase and any
approved change requests, were implemented in light of project objectives.
• Transition to SunGard Higher Education Production Support – If ongoing
Baseline product maintenance is being provided, transition responsibilities to
steady‐state mode of the product(s) delivered.
• Administrative Project Closure – Perform administrative activities to conclude
the project.
• Document Project Success – Survey Solano Community College District’s
satisfaction.
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Project Charter and Scope Statement
SunGard Higher Education will provide the following items in conjunction with the
Achievement Phase:
• SunGard Higher Education and Solano Community College District Project
Sign‐Off
• SunGard Higher Education Project Transition Planning
• SunGard Higher Education Lessons Learned
• SunGard Higher Education Solano Community College District Satisfaction
Survey
With respect to all Project Management services described above, and in addition to all
other responsibilities and obligations, Solano Community College District will responsible
for the following:
• Solano Community College District will provide a Project Manager who will
work directly with the SunGard Higher Education Project Manager and
provide the required input and work product to the project deliverables for
each project phase.
• Solano Community College District will assign Solano Community College
District resources to complete Solano Community College District tasks
required as part of the project’s schedule.
• Solano Community College District will provide information to SunGard Higher
Education project team that will contribute to the development of the project
deliverables as listed above for each project phase.
• Solano Community College District will provide, on a timely basis, approval on
all project deliverables based on the agreed sign‐off criteria for each project
phase.
• Solano Community College District will attend and participate in project status
meetings as defined by the SunGard Higher Education and Solano Community
College District Project Managers
• Solano Community College District will provide timely approval for all project
change requests prior to the start of the project change.
• Solano Community College District will support and otherwise cooperate with
SunGard Higher Education throughout all the steps in the production of the
project deliverables.
B. Digital Campus Systems Stabilization Services.
SunGard Higher Education will provide project management, and functional consulting
services to support the stabilization of the following systems: Banner Finance, Banner
Human Resources Systems, Banner Student System, Banner Financial Aid System, Luminis,
Operational Data Store (ODS) reporting and single sign integrations, Degree Works, and
Banner Document Management System. These Services are provided using the SunGard
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Project Charter and Scope Statement
Higher Education Implementation Methodology in order to realize project objectives and
deliverables.
SunGard Higher Education will provide ERP System Stabilization Services to Solano
Community College District for the listed systems and integrations. The limitation to
implemented/stabilize and migrate of the ERP system is the availability of Solano
Community College District resources, as addressed elsewhere in this document.
All Banner modules that will be implemented/stabilized and migrated are within the
Baseline Banner Component System as delivered by SunGard Higher Education’s California
Community College Solution Center (“CAL‐B”):
• Banner General version 7
o Shared Data Session and Job Submission
o General Security
• Banner Student version 7
o Student modules
o Accounts Receivable
o Student Self‐Service
o Faculty Self‐Service
o Student Financial Aid Disbursements
o Overview Training ‐ Student
• Banner Financial Aid version 7
o Board of Governors Grants setup changes
o Student Disbursements
o Miscellaneous Scholarships refining current process to maximize the
use of Banner functionality
• Banner Finance version 7
• General Accounting – High Level Overview for new administrative personnel
• Accounts Receivable (including non‐student receivables)
• Finance Self‐Service
• Fixed Assets
• Budget Development/Position Control
• Grants & Contracts/Construction Accounting
• Banner Human Resources version 7
o Position Control
o Faculty Load Administration
o MIS Reporting
o STRS/PERS
o Web Time Entry
o Overview Training – HR and Payroll
o PeopleAdmin Interface Consulting
o EPAF
o Employee Self‐Service
• Luminis
o Content Administration Consulting
o Content Administration Follow up Consulting
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Project Charter and Scope Statement
o Organization Planning Consulting (Faculty Course Studio)
o Content Planning Consulting
o Content Planning Follow up Consulting
• Operational Data Store
• Single Sign on Integrations
SunGard Higher Education will assume responsibility for the above at the point in which
the implementation process where Solano Community College District is on the Effective
Date of the Work Order. Banner Student modules and sub‐modules already implemented
will be covered by Digital Campus Systems Post‐Implementation Support Services
described below.
Business‐driven modifications to the Banner ERP System will only be considered through
the appropriate mutually agreed upon change approval process. If the Solano Community
College District approves modifications to the ERP System in writing, then SunGard Higher
Education will charge the Solano Community College District for the modifications at
SunGard Higher Education’s then‐current standard rates then in effect at the time
SunGard Higher Education renders the service.
SunGard Higher Education is assuming responsibility for the Solano Community College
District system implementation/stabilization/migration part‐way through the process.
Therefore, some of the steps of the implementation methodology have been completed.
However, SunGard Higher Education is providing a description of its complete
implementation methodology and will deliver any steps of that methodology that may
have been overlooked or may be in need of revision. The decision to provide or revise
such steps will depend on mutual agreement in writing between SunGard Higher
Education and Solano Community College District that the step(s) under discussion are of
value to improve the remaining implementation process.
The SunGard Higher Education Implementation Methodology is a template for
implementing ERP applications (administrative systems suite) in a higher education
environment. This methodology is the basis for a specific, tailored project plan for the
Solano Community College District’s implementation. There are four overlapping Phases
in the SunGard Higher Education Implementation Methodology:
The Definition Phase develops the overall project scope for the Banner modules, Luminis,
Operational Data Store (ODS) – Reporting, Banner Document Management Suite,
DegreeWorks, and PeopleAdmin Implementations. During this phase, a project charter
and scope statement will be developed to include the project definition, mission
statement, goals and objectives, project assumptions, project timeline, project and role
expectations for individuals involved in the project, organization and structure of the
project, and the general approach to specific aspects of the project, such as how a system
change gets approved, and how decision making and conflict resolution are processed
(this document).
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Project Charter and Scope Statement
Detailed project plans and schedules are developed, resources are assigned to specific
roles and committees, and tools and resources required to support the project are
acquired.
The Implementation Phase identifies and describes current business practices; verifies and
configures the application software and associated support software; configures the
application for Solano Community College District operation; develops business processes
that realize the benefits of the new application software; trains unit staff and supports
initial system operation. A series of activities are performed by SunGard Higher Education
and Solano Community College District resources during the Implementation Phase.
Success in the Implementation Phase is dependent on the performance of these
combined resources. The Solano Community College District must provide the necessary
resources outlined in Solano Community College District Responsibilities for this Phase to
be successful.
During the Close‐Out Phase SunGard Higher Education will (i) identify outstanding issues
and with the approval of the Solano Community College District in writing determine how
(if) they will be resolved; (ii) archive relevant project working papers; and (iii) provide for
the orderly termination of the project.
The SunGard Higher Education Project Manager will perform the following activities:
• Project Plan Development Assistance – SunGard Higher Education will assist
with the planning to define the work breakdown structure, identify associated
project tasks, deadlines for completion, critical milestones, and other tasks.
The Solano Community College District will be required to identify individuals
who will own each milestone and task.
The SunGard HigherEducation Functional Trainer will perform the following activities:
• Configuration Activities
o Provides support and guidance to the Solano Community College
District to configure the rules and validation tables;
o Recommends standard practices to improve operations in the ERP
environment;
o Assists with identifying reporting needs;
o Participates in system testing of each successive ERP configuration
using test scripts based on the systems acceptance test, as described
in the Baseline Project Plan (“Systems Acceptance Test”).
• Testing Activities
o Assist with the review and development of testing plans, as described
in the Baseline Project Plan (“Testing Plans”) (this assistance is in the
form of leading a discussion and helping to develop sample test plans
and scenarios) for the upgrade;
o Assist with the review and development of Testing Plans (this
assistance is in the form of leading a discussion and helping to
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Project Charter and Scope Statement
develop sample test plans and scenarios) for new Banner 8 features
implemented.
• Go‐Live Activities
o Provide troubleshooting and assistance in identifying tasks required to
go‐live; and
o Advise on key communications needs for each module as they go‐live.
The SunGard Higher Education Project Manager will have the following responsibilities:
• Work Plans and sub‐module checklists – SunGard Higher Education will provide
templates or examples to each Solano Community College District Functional
Team Lead in order to facilitate the creation of task lists in the project plan for
each module. This will be used to track the status of progress on the project.
• Provide samples of Communications, Reports, Minutes, and Agendas to be
customized by Solano Community College District Functional Team Leads as
needed.
The SunGard Higher Education Functional Trainer will have the following responsibilities:
• Provides templates, advice, and share standard practices;
• Provides Specification Templates;
• Provides Test Plan Templates;
• Provides User Guide Templates;
• Provides Status Reports to the SunGard Higher Education Project Manager on the
progress of projects and plans.
Implementation/Stabilization and Migration Services will commence within approximately
fifteen (15) days of the Effective Date of the Work Order and will continue until May 7,
2011. The Solano Community College District will be responsible for determining and
finalizing the critical dates for go‐live activities and the Solano Community College District
shall be responsible for deciding to go live for the specific modules being implemented.
For components listed in B above, SunGard Higher Education will provide the resources
appropriate to perform the activities and fulfill the responsibilities. Resources will be
deployed as determined by SunGard Higher Education to support the implementation
schedules specified.
These Services do not include the programming or development of modifications to the
delivered Banner software, or the development of reports, unless otherwise provided for
in the Statement of Work.
C. Banner Version 7 to 8 Upgrade and Migration Services.
The scope of the Banner Version 7 to Banner 8 Upgrade and Implementation Services
includes the following Banner ERP areas:
• Banner General
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Project Charter and Scope Statement
• Banner Student
• Banner Financial Aid
• Banner Finance
• Banner Human Resources
The primary goal of these Services is to assist the Solano Community College District with
upgrading to the new software version and validate that the Banner ERP performs the
functions in Banner 8 that the Solano Community College District has currently employed,
has configured and has working in Banner 7.
Upgrade services include transferring all Version 7‐current interfaces and integrations and
making any changes necessary to maintain the integrity of the related business processes.
The secondary goal of these services is to implement the new Banner 8 features identified
by the Solano Community College District and agreed to by SunGard Higher Education as
required for the go‐live.
Banner ERP System Implementation Services do not extend to non‐SunGard Higher
Education products which are not specifically identified in the Statement of Work.
The SunGard Higher Education Project Manager will perform the following activities:
• Project Plan Development Assistance – SunGard Higher Education will assist
with the planning to define the work breakdown structure, identify associated
project tasks, deadlines for completion, critical milestones, and other tasks.
The Solano Community College District will be required to identify individuals
who will own each milestone and task.
The SunGard Higher Education Functional Trainer will perform the following activities:
• Configuration Activities
o Provides support and guidance to the Solano Community College
District to configure the rules and validation tables;
o Recommends standard practices to improve operations in the ERP
environment;
o Assists with identifying reporting needs;
o Participates in system testing of each successive ERP configuration
using test scripts based on the systems acceptance test, as described
in the Baseline Project Plan (“Systems Acceptance Test”).
• Testing Activities
o Assist with the review and development of testing plans, as described
in the Baseline Project Plan (“Testing Plans”) (this assistance is in the
form of leading a discussion and helping to develop sample test plans
and scenarios) for the upgrade;
o Assist with the review and development of Testing Plans (this
assistance is in the form of leading a discussion and helping to
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Project Charter and Scope Statement
develop sample test plans and scenarios) for new Banner 8 features
implemented.
• Go‐Live Activities
o Provide troubleshooting and assistance in identifying tasks required to
go‐live; and
o Advise on key communications needs for each module as they go‐live.
o Work with Solano Community College District to identify which
Modifications and Scripts must be upgraded for compatibility with
Banner version 8.
The SunGard Higher Education Remote Technical Consultant will perform the following
activities:
• Assist Solano Community College District technical staff with assessing the
impact of the Banner 8 technical changes;
• Provide Solano Community College District technical staff with the
information on the technical changes in Banner 8 (knowledge transfer); and
• Upgrade the Banner components of Banner interfaces with other systems as
needed to continue operation with Banner 8.
The SunGard Higher Education Functional Trainer will have the following responsibilities:
• Provides templates, advice, and share standard practices;
• Provides Specification Templates;
• Provides Test Plan Templates;
• Provides User Guide Templates;
• Provides Status Reports to the SunGard Higher Education Project Manager on
the progress of projects and plans.
The SunGard Higher Education Remote Technical Consultant will have the following
responsibilities:
• Provide Solano Community College District with templates to assist with assessing
the impact of Banner 8 technical changes on Solano Community College District
Banner modifications, enhancements and extensions.
• Conduct at least 2 technical briefings for the Solano Community College District’s
technical staff on the technical changes in Banner 8.
• Provide assistance with the upgrade of Banner interfaces with other systems as
needed to continue operation with Banner 8.
Based on Solano Community College District’s schedule, the approximate period during
which these upgrade and migration Services will be provided is during a ten and one‐half
(10.5) month period, commencing within one and one‐half (1.5) months from the start of
the project, and ending no later that May 7, 2011.
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Project Charter and Scope Statement
SunGard Higher Education will provide the resources appropriate to perform the Activities
and fulfill the Responsibilities specified in C above. Resources will be deployed as
determined by SunGard Higher Education to support the timeframes specified .
Solano Community College District will:
• Establish Banner 8 hardware and software environments; and
• Identify the new Banner 8 features to be implemented for the go‐live, with
assistance from SunGard Higher Education.
An overall CAL‐B Baseline Project Plan with milestones and a specific timeline will be
developed jointly by the Solano Community College District and SunGard Higher Education
prior to beginning the implementation.
Baseline CAL‐B Banner 8 features will be implemented. Modifications to the base system
will only be considered through the appropriate mutually agreed upon change approval
process. If the Solano Community College District approves changes in writing, then
SunGard Higher Education will charge the Solano Community College District for the
modifications at SunGard Higher Education’s then‐current standard rates then in effect at
the time SunGard Higher Education renders the service.
D. Digital Campus Systems Post‐Implementation Support.
Consulting resources are often needed immediately following the go‐live. These
consulting resources help the Solano Community College District handle day‐to‐day
operational activities as they adjust to changes and overcome the learning curve
associated with the transition to a new ERP. SunGard Higher Education provides Services
to assist during the transition period by applying functional expertise to the many
challenges of working with a new system.
SunGard Higher Education will provide Post‐Implementation Support in the following
Banner ERP modules:
• Banner
o General
o Finance
o Human Resources
o Student; including Accounts Receivable
o Financial Aid
o Advancement
• Luminis
• Operational Data Store (ODS) – Reporting
• PeopleAdmin
The SunGard Higher Education Functional Trainer will perform the following activities:
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Project Charter and Scope Statement
• Provide direction and training to staff on how to perform Banner functions as
they relate to day‐to‐day office operations and as requested by the Solano
Community College District Functional Team Leads;
• Participate in operational and planning meetings as requested by the Solano
Community College District Functional Team Leads;
• Meet with the Solano Community College District Functional Team Leads to
establish priorities, plan assignments and resolve issues;
• Assist with identifying possible areas for process improvement;
• Assist with clarifying business processes;
• Assist with developing report specifications; and
• Assist with planning and scheduling as it relates to Solano Community College
District operations.
E. Application Management Services.
Definitions. The defined terms below are applicable to the Application Management
Services described in Section E.
• “Work Order” shall mean and refer to the specific Work Order between
SunGard Higher Education and Solano Community College District that was
passed by the Governing Board on 03/31/2010.
• “Statement of Work” shall mean and refer to the specific Statement of Work
that was attached to the Work Order passed by the Solano Community
College District Governing Board on 03/31/2010.
• “Application” or “Applications” shall have the same meaning as Solano
Community College District’s Software.
• “Application Home” shall refer to the specific set of software code, or
software code tree, used for the process of running a specific Application.
• “Application Configuration Administration” shall refer to the definition of and
setting and adjusting of Application global, system, class, and/or user‐specific
defined data elements that affect the functionality or display of the
Application, and for those which are modifiable only through vendor delivered
Application entry screens, forms, pages, processes or utilities for the
Applications supported under the Statement of Work.
• “Application Patch Coordinator” shall refer to a Solano Community College
District named resource that performs the definition of and planning of the
identification, timing, and location for Application patches and upgrades as
requested or required by the Solano Community College District’s user
community.
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Project Charter and Scope Statement
• “Application Security Administration” shall refer to the provisioning of global,
class, and/or user‐specific data entry forms, pages, processes, and reports,
through baseline and delivered Application screens and utilities for that which
are available, accessed, and run by end users and/or used by the Applications
supported under the Statement of Work.
• “Approve” or “Approval” shall mean and refer to Solano Community College
District’s sign‐off by Solano Community College District’s Contract
Administrator (or his or her designee) as to deliverables under the Statement
of Work that are tendered by SunGard Higher Education to Solano Community
College District for its review and approval.
• “Solano Community College District’s Equipment” shall mean the computer
and associated hardware owned or provided by Solano Community College
District, and installed in Solano Community College District’s Space, supported
under the Statement of Work.
• “Solano Community College District’s Software” shall mean the Applications
software of whatever sort that are purchased or licensed by Solano
Community College District, or provided by SunGard Higher Education for
Solano Community College District’s benefit, and installed on Solano
Community College District’s Equipment, supported under the Statement of
Work.
• “Solano Community College District’s Space” shall mean the Solano
Community College District’s physical location, data center or other space,
which is used for the purpose of storing or housing the Solano Community
College District’s Equipment supported under the Statement of Work.
• “Solano Community College District’s System” shall mean Solano Community
College District’s equipment, software and data, which is installed on or
resides on Solano Community College District’s Equipment located in Solano
Community College District’s space, supported under the Statement of Work.
• “Contract Administrator” shall mean and refer to a Solano Community College
District designated representative who is responsible for the execution and
administration of the Statement of Work for Solano Community College
District.
• “Database” shall refer to the physical data files tied to one or more Database
Instances.
• “Database Instance” shall refer to the logical set of resources (CPU cycles and
allocated memory) and Operating System specific configuration files required
to operate a Database.
19
Project Charter and Scope Statement
• “Lifeline” shall refer to a SunGard Higher Education provided VPN connection
device using IPSec/3DES encryption technologies for secure communication
between SunGard Higher Education’s network and Solano Community College
District’s main campus network.
• “Logical Partitioning or LPAR” shall refer to the sharing of physical Server
hardware resources between different logical partitions each running their
own independent Operating System.
• “Normal Business Hours” are defined as 8:30 AM Pacific time to 5:00 PM
Pacific time and exclude all SunGard Higher Education documented holidays.
• “Operating System” shall refer to the software application required to make
available the Server resources to Solano Community College District’s
Software.
• “Server” shall refer to a single physical hardware device which is required to
operate Solano Community College District’s Software.
• “Term” shall mean and refer to the “Service Period” as defined in the Work
Order to which the Statement of Work is attached.
• “Tier 1 Troubleshooting” shall be defined as that first level of support
interaction which is required after an initial incident or problem request.
• “Tier 2 Troubleshooting” shall be defined as that support which is required
after the following has been performed or determined:
o Solano Community College District has performed typical and reasonable
self‐diagnostic and Tier 1 troubleshooting procedures;
o Solano Community College District has opened a support ticket with the
appropriate application vendor customer support center who has
determined that the Application is functioning properly;
o Application vendor has determined that the support request is not the
result of user error or lack of proper user and Application interaction;
o Application vendor has determined that the support request is not due to
functional Application configuration settings.
• “UDC” shall refer to SunGard Higher Education Application software products
licensed by Solano Community College District for installation and support
under the Statement of Work.
• “Virtual Machine or VM” shall refer to the sharing of a physical Server
hardware resource between different Virtual Machines each running their
own independent Operating System.
20
Project Charter and Scope Statement
• “VPN” shall refer to an encrypted, secure virtual private network pathway
used for the purpose of remote connectivity.
Lifeline Secure Service. SunGard Higher Education will provide one Lifeline VPN
connection device using IPSec/3DES encryption technologies for secure communication
between SunGard Higher Education’s network and Solano Community College District’s
System on its primary campus network. SunGard Higher Education shall make
commercially reasonable efforts to secure the Solano Community College District’s
Software environment and Solano Community College District’s data against unauthorized
access.
• SunGard Higher Education’s Lifeline provides for secure access by SunGard
Higher Education support teams in a consistent and predefined manner using
VPN technology in order to quickly engage support.
• SunGard Higher Education’s Lifeline VPN access will be restricted to SunGard
Higher Education personnel and will allow access only to Solano Community
College District’s designated Applications supported under the Statement of
Work, within Solano Community College District’s restricted space. This
access path will be for the purpose of providing the services defined
hereunder in support of Solano Community College District’s Software
Applications installed within Solano Community College District’s own campus
network.
• SunGard Higher Education will:
o Provide necessary hardware to enable Lifeline solution;
o Work with Solano Community College District staff to deploy Lifeline
device to Solano Community College District’s network;
o Work with Solano Community College District staff to define the specific
Solano Community College District Equipment that are to be accessible for
the support services per the Statement of Work;
o Maintain hardware and device operating systems, patches, and upgrades
including preliminary testing of patches and upgrades in a test
environment before deployment to production environments;
o Provide for user provisioning and de‐provisioning centrally; and
o Monitor on a 24x7x365 basis the Lifeline system for availability.
• Licenses & Ownership. Lifeline and its elements shall remain the property of
SunGard Higher Education. Solano Community College District shall have no
right, title or interest therein except as specified above. Solano Community
College District shall keep the Lifeline Router (and other SunGard Higher
Education‐provided software to which Solano Community College District
does not hold title) free and clear from all liens, including direct or indirect
charge, encumbrance, security interest, legal process, tax‐related claim or
lien, or direct claim. Solano Community College District suggestions for new
features or functionality of the Lifeline Service are the property of SunGard
21
Project Charter and Scope Statement
Higher Education. Repairs made to the Lifeline are property of SunGard
Higher Education.
• Solano Community College District Responsibilities. The Solano Community
College District shall:
o Permit to be installed the Lifeline VPN device which must be installed as
specified by SunGard Higher Education;
o Provide SunGard Higher Education with access to supported equipment as
needed for configuration activities;
o Allow required firewall configuration changes for Lifeline Router
authentication and access; and
o Provide access to appropriate network personnel and resources required
for the configuration and installation of the Lifeline device.
Information Security. SunGard Higher Education shall make commercially reasonable
efforts to secure the Solano Community College District’s Software application
environment and Solano Community College District’s data against unauthorized access.
SunGard Higher Education will:
• Maintain, at Solano Community College District’s request, Operating System
based firewalls to protect Solano Community College District’s Systems from
unwanted and inappropriate access. Access through those firewalls may be set
for only those services explicitly necessary for secure operation of and access to
Solano Community College District’s Application environment.
• Maintain a regular patch management practice, so that that newly released
security related patches are applied to Solano Community College District’s
Systems within Solano Community College District’s requested timeframes and
maintenance windows.
22
Project Charter and Scope Statement
Solano Community College District Responsibilities. The Solano Community College
District shall:
• Agree that they will create, maintain, and enforce a Solano Community College
District‐specific information security policy which covers all aspects of the Solano
Community College District’s operations, to include at a minimum, user
provisioning, acceptable‐use, administrative, operational, and technical.
• Agree that they will share the Solano Community College District‐specific
information security policy in whole with SunGard Higher Education.
• Agree that they will provide for all appropriate roles, tasks, and job functions to
support and administer the enforcement and execution of Solano Community
College District‐specific information security policies and requests.
• Understand that from time to time, software and hardware vendors may release
Critical Patches for their solutions meant to resolve identified vulnerabilities.
Solano Community College District must agree to not unreasonably delay
application of software or hardware patches identified by SunGard Higher
Education.
• Agree that they will provide SSL Digital Certificates to support the Internet facing
services in support of Solano Community College District’s Software Applications.
• Solano Community College District shall maintain adequate security controls to
govern access to the Solano Community College District’s System via the internet
necessary for data privacy and confidentiality, data integrity, authorization,
authentication and non‐repudiation, and virus detection and eradication.
Administration Services. So long as the service level is not materially affected, SunGard
Higher Education will use remote services to provide the Application Management
Services described in this Section E.
Operating System Administration. SunGard Higher Education shall provide Operating
System (“OS”) Administration for the Operating System environments covered as defined
herein.
As part of these Services, SunGard Higher Education will:
• Provide consultation with site staff on the initial hardware configuration at Solano
Community College District’s request.
• Install and configure the OS environments for systems covered under the
Statement of Work.
• Perform local system level security administration for OS environments covered
under the Statement of Work.
• Maintain exclusive access and control of “ROOT” level passwords to systems and
devices under the Statement of Work.
• Test and install patches and updates made available from OS vendor for OS
environments covered under the Statement of Work.
• Perform log review and analysis to determine the stability of OS environments
covered under the Statement of Work.
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Project Charter and Scope Statement
• Perform capacity management functions for OS environments covered under the
Statement of Work, including monitoring of capacity utilization.
• Provide for general assistance with various issues that arise on a day‐to‐day basis
requiring system administration knowledge and experience.
• Provide Tier 2 troubleshooting and diagnostic support for systems covered under
the Statement of Work.
• Troubleshoot and resolve operating system errors and failures either detected by
site staff or via SunGard Higher Education deployed monitoring tools.
• Communicate and work with third‐party vendors to resolve escalated issues as
they arise.
Solano Community College District shall be responsible for:
• Maintaining active hardware maintenance agreements for all devices supported
under the Statement of Work for the duration of the Service Period and name
SunGard Higher Education as an authorized agent on these agreements.
• Maintaining active software maintenance agreements for all operating system
environments supported under this Statement of Work for the duration of the
Statement of Work and name SunGard Higher Education as an authorized agent
on these agreements.
Database and Application Administration. SunGard Higher Education shall provide
Database Administration (“DBA”) and Application Administration for the Databases and
Application Homes and environments covered as defined herein. Services are provided
remotely through staff and resources provided by SunGard Higher Education. Based on
SunGard Higher Education’s experience with systems used in higher education, SunGard
Higher Education’s application resource team will provide technical support and
administration so that the Solano Community College District’s supported systems are
operationally maintained.
As part of these Services, SunGard Higher Education will:
• Install and configure, as defined in Attachment 1, Database environments for
vendor‐specific systems covered under the Statement of Work.
• Install and configure, as defined in Attachment 1, baseline Application Home
environments for vendor‐specific systems covered under the Statement of Work.
• Upgrade and patch Database Application Homes, associated Databases, and
Database Instances for vendor‐specific systems covered under the Statement of
Work.
• Upgrade and patch Application Homes and supported subsystems for vendor‐
specific systems covered under the Statement of Work.
• Use its standard practices upgrade methodology, which includes the application of
upgrades and patches in testing environments prior to migration to work‐in‐
progress or production environments, as requested by Solano Community College
District and scheduled by SunGard Higher Education staff in coordination with
onsite staff.
24
Project Charter and Scope Statement
• Perform Database system level security administration for the Database
environments covered under the Statement of Work.
• Perform Database and Application Home clones, system refreshes, or replications,
for the supported environments covered under the Statement of Work when
necessary to facilitate implementation or other testing activities based upon
mutually agreed schedules not to exceed (2) requests per month. An automated
cloning or refreshing process may be implemented using vendor‐available
technologies on a mutually agreed to basis if requested by the Solano Community
College District.
• Maintain exclusive access and control of “DBA” privileged or super‐user level
passwords, to include those software Application accounts that require such
access, to Databases, Database Instances, and Applications covered under the
Statement of Work.
• Perform log review and analysis to determine the stability of the Databases and
software application environments covered under the Statement of Work.
• Provide Tier 2 Troubleshooting and Diagnostic Support for the Databases,
Database Instances, and Database Homes covered under the Statement of Work.
• Provide Tier 2 Troubleshooting and Diagnostic Support for the Applications,
Application configurations, and Application Homes covered under the Statement
of Work.
• Provide typical and reasonable assistance with various issues that arise on a day‐
to‐day basis requiring Database and Application administration knowledge and
experience for the Applications covered under the Statement of Work.
• SunGard Higher Education will perform monitoring, tuning, and adjusting of
Database, Database Instance, and Application parameters and configurations
based on the specific vendor’s recommendations, input from users, and response
time sampling based on SunGard Higher Education standard practices for the
Applications covered under the Statement of Work.
• Communicate with third‐party vendors or other SunGard Higher Education
business units to resolve escalated issues as they arise for the Applications
covered under the Statement of Work.
The Solano Community College District shall be responsible for the following:
• Appoint or provide a user liaison that will coordinate and perform the Application
Security Administration functions and duties as requested by the Solano
Community College District for the Applications covered under the Statement of
Work.
• Appoint or provide a user liaison that will coordinate and perform the Application
Configuration Administration functions and duties as requested by the Solano
Community College District for the Applications covered under the Statement of
Work.
• Appoint or provide a single named user liaison that will perform the Application
Patch Coordination role and inform SunGard Higher Education which Application
patches and upgrades are requested, to which Database and Application Instances
they will be applied, and the dates they are requested for the Applications
covered under the Statement of Work.
25
Project Charter and Scope Statement
• Provide for programming, analyst, and user liaisons to research, review, develop
and/or correct custom Application code, data level problems, or data integrity
issues for the Applications covered under the Statement of Work; to include:
• Programming and Scripting – Programming or scripting which directly or indirectly
reads or manipulates Solano Community College District’s data or modifies Solano
Community College District’s Software Applications. This includes modifications
to the delivered Application including vendor‐provided batch and nightly
processing and data integrity scripts, as well as integrations with other
Applications.
• Report Writing – Report writing using supported or unsupported reporting tools
or through the native available Database or Applications languages.
• Data research, analysis and troubleshooting – Troubleshooting of identified issues
should be completed by either the Solano Community College District’s technical
resource or other Solano Community College District assigned technical resources.
• Content Management – Creating, modifying, updating, publishing, and
troubleshooting of Web, Portal, and Application Content for Solano Community
College District’s Systems supported under the Statement of Work.
• Data manipulation – Programming or scripting which directly or indirectly
manipulates Solano Community College District’s data which resides in Solano
Community College District’s Databases. SunGard Higher Education will not
manipulate Solano Community College District data using direct inserts, updates,
or deletes, unless through an authorized vendor released upgrade or patch
scripts.
• Documentation Creation – Application functional or technical training, usage and
configuration documentation pertaining to the supported Applications or
underlying technologies.
• Custom Development – Developing, modifying, or providing ongoing software
maintenance for integrations, add‐ons, bolt‐ons, or other customizations to or
from the supported Applications.
• Provide functional, technical, programming and user liaisons to provide Tier 1 or
first level troubleshooting of Application issues and to communicate appropriately
with the software vendor, including opening support contacts with the software
vendor. Once the support contact has determined that further administration
assistance or tasks are needed to be performed, SunGard Higher Education will
engage to perform the requested task or process on the Solano Community
College District’s behalf.
• Provide functional, technical or other appropriate user liaison that will perform
the function of the job and job stream management role, if applicable. This role
will be responsible for creating, maintaining, and troubleshooting Solano
Community College District’s Systems Application jobs and job streams submitted
either through the Application or in a supported scheduling system.
• Appointing or providing for any other Applications, roles, or job functions not
supported under the Statement of Work as defined herein the necessary
resources that will be responsible for all user functions, management and other
Application required roles.
26
Project Charter and Scope Statement
• Communicating any applicable Database or Application software standards and
procedures for access to systems supported by this Statement of Work to
participating students, faculty, staff and alumni.
• Providing all end user desktop and peripheral support for the Applications
covered under the Statement of Work.
Backups. SunGard Higher Education will backup Solano Community College District’s
Systems supported under this Statement of Work in accordance with the following
guidelines:
As part of these Services, SunGard Higher Education will:
• Install, configure, and validate Solano Community College District’s enterprise‐
wide backup software agents as requested by the Solano Community College
District for the Solano Community College District’s Equipment supported under
the Statement of Work.
• Install, configure, validate, and perform near‐line (to disk) routine Database, and
Application Data Store backup and recovery procedures as requested by the
Solano Community College District for the Solano Community College District’s
Equipment supported under the Statement of Work.
• Coordinate with the Solano Community College District designated onsite backup
and/or network administrator to facilitate timely backups and restores of the
Solano Community College District’s Applications and supported systems, so that
the files and data resident on Solano Community College District’s file system
remains intact.
• Provide for backup provisions which may include the use of full, incremental,
differential, exports, hot and cold Database backups, and various other forms of
backups utilizing industry standard utilities and methods to promote effective
Database recovery in the event of unplanned system failures.
• Perform emergency Database backup and recovery procedures such as database
exports and various one‐off Database restores. Emergency Database backups will
be provided for as requested by the Solano Community College District.
• Promote integrity and recovery of the Solano Community College District’s
Systems supported under the Statement of Work by establishing appropriate
backup procedures and regularly monitoring them to validate reliability.
• Work with the Solano Community College District to facilitate restore tests of
system objects selected at random from server environments covered under the
Statement of Work to validate backup practices.
• Work with the Solano Community College District to facilitate an annual restore of
the production Database into a non‐production environment to validate backup
practices.
• Not be responsible for the accuracy of data in Solano Community College District’s
Databases, but shall only be responsible to appropriately back up the data in
Solano Community College District’s Databases, and Application data stores
supported under the Statement of Work.
The Solano Community College District shall be responsible for the following:
27
Project Charter and Scope Statement
• Install, configure, and manage Solano Community College District’s enterprise‐
wide backup software systems.
• Acquire necessary hardware and software required to perform daily incremental
or differential and weekly full system‐wide backups of supported Solano
Community College District Systems.
• Maintain active support and maintenance agreements with all hardware and
software vendors for backup environment and name SunGard Higher Education as
an authorized agent.
• Provide the necessary infrastructure, resources and personnel required for the
setup, configuration, implementation, monitoring, and troubleshooting of file and
system level or hardware backups.
• Provide a technical staff resource that will perform onsite backup/restore support
activities as requested from time to time by SunGard Higher Education Application
Management Services.
Systems Monitoring. SunGard Higher Education maintains a multi‐layered monitoring
system to provide information about the Solano Community College District’s Systems and
Application environment supported by SunGard Higher Education.
As part of these Services, SunGard Higher Education will:
• Monitor Solano Community College District’s externally facing Application
components and environments for availability for Solano Community College
District’s Systems supported under thieStatement of Work.
• Begin appropriate remediation efforts when monitored Applications trigger alerts
to SunGard Higher Education staff 24 x 7 x 365 when systems are unavailable or
operating thresholds are reached.
• Monitor server hardware for Application and service availability.
The Solano Community College District shall be responsible to:
• Permit to be opened the site based firewall for a highly restricted set of access
rules (single‐port/IP) to allow the SunGard Higher Education based remote
services monitoring tools access to the Solano Community College District’s
Systems supported under the Statement of Work.
General Conditions to Application Management Services. In order for SunGard Higher
Education to provide the Application Management Services, Solano Community College
District must:
• Provide a Solano Community College District resource that will perform onsite
“smart‐hands” support activities as requested from time to time by SunGard
Higher Education for such activities as system power cycles, inserting or
changing installation media, and other reasonable tasks to allow SunGard
Higher Education to provide its services supported under the Statement of
Work.
28
Project Charter and Scope Statement
• Grant to SunGard Higher Education Application Management Services staff
full, unrestricted, exclusive, administrator access to Solano Community
College District’s Systems supported under the Statement of Work.
• Communicate applicable hardware and Application software standards and
procedures for usage of and access to Solano Community College District’s
Systems supported under the Statement of Work to participating students,
faculty, staff and alumni.
• Provide timely notification (a minimum of 14 academic days) of upcoming
events that will require Operating System, Database or Application system
administration action. Large upgrade and installation projects and projects
requiring end user testing and verification will require longer notification lead
times, and SunGard Higher Education shall not be responsible for delays or
failure to meet Solano Community College District’s expectations if adequate
lead time is not provided.
• Be responsible for consulting with SunGard Higher Education for projects to
establish requisite lead times.
• Agree that they will assign an 8‐hour weekly maintenance interval, during
which time requested patches and other updates will be applied to Solano
Community College District’s Systems.
• Agree to schedules for Solano Community College District’s Systems
maintenance and known production requests for hardware and software
supported under the Statement of Work.
• Provide end user desktop and peripheral support for Solano Community
College District’s Systems and Applications supported under the Statement of
Work.
• Not require the installation of software on Solano Community College
District’s Systems supported hereunder which software is not recommended
by SunGard Higher Education and not related to the provision of the
Application Management Services provided by SunGard Higher Education.
• Not change system, Application initialization, or other administrative settings
after being set by SunGard Higher Education. If changes made by the Solano
Community College District result in additional labor expenses to SunGard
Higher Education, Solano Community College District agrees to pay SunGard
Higher Education for applicable additional services at SunGard Higher
Education’s then‐current standard hourly services rates plus incurred travel
and living costs.
29
Project Charter and Scope Statement
• Permit to be installed by SunGard Higher Education on Solano Community
College District’s Systems supported hereunder, the Applications and other
necessary components as reasonably determined by SunGard Higher
Education necessary to allow SunGard Higher Education to perform its
services hereunder, or as otherwise agreed to in the Statement of Work.
• Acquire necessary hardware and/or software as required by state or federal
law to keep Solano Community College District legal with regard to licensed
software or hardware used by Solano Community College District and Solano
Community College District's staff and as used by SunGard Higher Education
for the exclusive purpose of supporting Solano Community College District
under the Statement of Work defined herein.
• Pay for hardware and Application software and upgrades that are necessary
to operate Solano Community College District’s Systems to remain compliant
with software or hardware vendors’ support.
• Permit and schedule required downtime for Solano Community College
District’s Software and underlying systems for upgrades and maintenance.
Solano Community College District shall not require SunGard Higher Education
to perform systems maintenance to the production or non‐production
systems while end users, staff, faculty, or other users are using the supported
systems.
• Name SunGard Higher Education as an authorized contact to act on Solano
Community College District’s behalf for hardware and Application software
vendor maintenance contracts for the Solano Community College District’s
Systems, Equipment and Applications as listed in Attachment 1 attached
hereto.
• Provide testing and/or non‐production environments for the administration of
the supported Solano Community College District Systems pursuant to the
Statement of Work.
• Provide additional hardware required for the management and administration
of the systems and Applications as necessary pursuant to the Statement of
Work.
• Provide access to available hardware and software support channels by
means of websites, login credentials, or otherwise appropriate to research or
troubleshoot identified issues, and provide SunGard Higher Education with a
Solano Community College District “.edu” specific email address upon
request.
• Not require software upgrades and patches to be applied more than two (2)
times for given software Application Home, Database Home, Database
Instance, Database, Operating System or Server. Reasonable attempts will be
30
Project Charter and Scope Statement
made to accommodate in‐progress activities, including implementation
projects.
• Not require Operating System, Database, and Application patches which are
not directly related to identified security or Application vulnerabilities to be
applied until discussions between SunGard Higher Education and Solano
Community College District and that have determined to affect the Solano
Community College District’s business needs. Upgrades and patches which
are not required for the Solano Community College District’s typical and
reasonable business needs will not be applied. Typically patches will be
applied with “point releases” which contain a rollup of previously released
patches.
• Provide or bear the cost of customizations, code enhancements and system
changes required to operate in the Solano Community College District’s
environment to the extent not provided through the Statement of Work.
• Provide an out‐of‐band (alternate) method of Server access (terminal server
or KVM).
• Appoint a designated site liaison with whom the SunGard services team will
primarily communicate.
• Provide the necessary support resources that will be responsible for user
functions, management and other Application required roles, for other
Applications, roles, or job functions not explicitly defined herein.
Communication Procedures. Processes for communication between Solano Community
College District and SunGard Higher Education support services.
• Onsite Solano Community College District/Staff communication to SunGard Higher
Education support services staff.
o All communications related to general service requests and problems
should be directed to the SunGard Higher Education Support Center.
o All communications related to emergency service requests should be
directed to the SunGard Higher Education Support Center via telephone,
which number will be provided upon Application Management Services
engagement.
o Escalation of any unresolved issues related to problems experienced with
the SunGard Higher Education service solution should be directed to the
SunGard Higher Education Account Manager.
• SunGard Higher Education Staff Communication to Onsite Solano Community
College District/Staff.
31
Project Charter and Scope Statement
o Status reports and major/emergency issues reports will be directed to the
designated onsite liaison (typically a Director of Administrative
Computing).
o For all Solano Community College District initiated communications
regarding general service requests, Application System support, or
incidents, SunGard Higher Education will assign service support tickets to
the appropriate services technician who will then contact the Solano
Community College District point of contact via SunGard’s service
management system, email, or telephone as appropriate.
o For all SunGard initiated communications regarding Enterprise or Network
Operations Center notifications and alerts, SunGard will provide outbound
communications via SunGard’s service management system, email, or
telephone as appropriate and as described in the Solano Community
College District’s site specific operational support manual.
o Solano Community College District will provide appropriate contact
information to SunGard Higher Education and inform SunGard Higher
Education immediately upon changes to Customer contacts and contact
medium.
• Conference calls and planning sessions:
o SunGard Higher Education will participate in periodic planning sessions
and conference calls not to exceed one (1), one (1) hour sessions per
week.
24x7 Central Help Desk for Emergency Support Services. The Central Help Desk is the
second level of contact for emergency‐only support calls made to SunGard Higher
Education to engage Application Management Services support and/or to contact service
delivery contacts as defined in the Statement of Work.
• SunGard Higher Education will:
o Provide a US based toll‐free phone number.
o Provide a point of contact available 24 hours a day, 7 days a week, 52
weeks a year, including site holidays for escalation of Application
Management Services issues.
• Limitations:
o The Emergency Central Help Desk does not provide end‐user support for
the Applications supported defined in the Statement of Work.
o The Emergency Central Help Desk does not replace or supplement the
SunGard Higher Education Application Customer Support Center or other
Application vendor Customer Support Center.
F. Banner Advancement Standard Implementation Services.
32
Project Charter and Scope Statement
SunGard Higher Education will provide the following training and consulting services to
Solano Community College District in support of Solano Community College District’s
implementation of the baseline Banner Advancement Baseline Component System
(“Banner Advancement System”). A SunGard Higher Education manager will be
responsible for coordinating the resources and schedules for the services.
SunGard Higher Education will provide product‐related technical training to the Solano
Community College District‐assigned technical staff in the basic architecture and overview
of the major tables, reports, and processes included in each major module of the Banner
Advancement System; overview training in the Banner directory structure; and training in
the primary database object creation scripts for each of the Banner Advancement System
modules. Training will also include discussion of preliminary data conversion
requirements. This session will generally include technical training in the following areas.
The specific areas of training to be provided to Solano Community College District will be
determined as part of the preliminary Project Planning activities.
• Review of data dictionary and referential integrity
• Examination of Banner Advancement System modules, including major forms,
tables, reports, processes, directory structures, and contents
• Review system configuration: database server, Oracle, Banner
o Review product owners, general person tables, data dictionaries
o Naming standards, validation tables, constraints
o Advancement/Development System
o Key advancement tables by module
• Constituent
• Organization
• Membership
• Prospect Management
• Designation
• Solicitation
• Campaign Processing
• Pledge Processing
• Gift/Pledge Payment Processing
o Advancement database schematics and process flow diagrams
o Procedures, reports, processes, scripts
o Views and temporary tables
o Advancement interfaces to other Banner Baseline Component System(s)
SunGard Higher Education will provide a system and implementation overview in which
the general plans and expectations for both the implementation team and for the
assigned SunGard Higher Education resources will be discussed and guidelines for the
implementation process will be established. In particular, the following topics will be
covered in lecture format and hands‐on exercises:
• Overview of the implementation process
• Review of the SunGard Higher Education organization
33
Project Charter and Scope Statement
• Review of consultant/Solano Community College District responsibilities
• Introduction to the implications of rule and validation forms
• Overview of the concepts and functionality of each Banner Advancement System
Module
• Discussion of how to relate current polices and procedures to the manner in
which the Banner Advancement System works
• Discussion on the implications of shared tables/forms if other Banner systems
have been or will be implemented
• Oracle/Banner terminology
• The definition, utilization, and maintenance of screens (application, query,
validation, and rule forms)
• The use of the query function, on‐line menus, and help features
• Navigation of the Banner Advancement System
• Discussion of shared data and the importance of institution wide policies and
procedures
SunGard Higher Education will provide system education training and process consulting
support on the features, functions, processing rules, operating cycles, and set‐up
requirements of the Banner Advancement System, anticipated to include training and
process consulting support in the following areas. The specific areas and methods of
training and process consulting support to be provided to Solano Community College
District will be determined as part of the preliminary Project Planning activities.
Constituent and Organization Modules
• Discussion and demonstration of the interface between the Banner Student
System and Banner Advancement System
• Discussion and demonstration of a common matching process within the Banner
Advancement System, which establishes rules to prevent multiple records from
being created for one individual
• Creating records with multiple names and ID numbers
• Discussion and demonstration of house‐holding process, which allows the user to
use one form to manage the addresses of multiple Banner records living in the
same household
• Maintenance of biographic and demographic information for constituents,
including:
• Addresses, phone numbers, and general biographic information
• Academic history
• Relationship data
• Employment information
• Activities, and mailing, exclusion, and other special codes
• Comments
• Contacts
• Maintenance of demographic information for organizations, including:
o Addresses, phone numbers, and general business information
o Organization contact personnel
34
Project Charter and Scope Statement
o Matching gift rules
o Activities and mailing, exclusion, and other special codes
Campaign and Designation Modules
• Discussion of various campaign structures and methods for tracking campaign
information in the Banner Advancement System
• Creation and maintenance of campaigns
• Association of designations and solicitation data with campaigns
• Definition of Banner Advancement System designations
• Creation and maintenance of designations
• Link of Banner Advancement Development designations to Banner Advancement
Funds – providing stewardship information
• Association of designations to Financial Aid data and recipients
• Designation accounting distribution and link to the Banner Finance System
Gift, Payment, and Pledge Processing
• Entry and maintenance of pledge information, including:
o Conditional pledges and FASB compliance
o Associating pledges with appropriate campaigns and designations
o Pledges made by third parties
o Tracking solicitation information for pledges
o Tracking payroll deduction pledges via the interface with the Banner
Human Resources System
o Feeding pledge information to the Banner Finance System
o Adjustment of pledge information
• Entry and maintenance of gift and payment information, including:
o Associating gifts and payments with appropriate campaigns and
designations
o Payments made by third parties
o Tracking solicitation information for gifts and payments
o Associating payments with appropriate pledges
o Tracking payroll deduction payments via the interface with the Banner
Human Resources System
o Feeding gift and payment information to the Banner Finance System
o Adjustment of gift and payment information
• Entry and maintenance of matching gift, including:
o Establishing matching gift companies and linking employees to these
companies
o Establishing institutional matching gift rules
o Maintenance of corporate matching gift rules
o Running the Banner Advancement System matching gift reports and
processes
o Manually creating anticipated and expected matching gifts
35
Project Charter and Scope Statement
o Entering matching gifts received from companies
o Entering matching gifts as third party payments
• Entry and maintenance of data to support the completion of the Voluntary
Support of Education survey.
Gift Societies and Acknowledgments
• Discussion of institutional policies regarding gift societies and recognition clubs
• Banner qualifying rules for gift societies
• Maintenance of society names for donors
• Discussion of institutional policies regarding acknowledgments and receipts for
donors
• Creation and maintenance of the Banner Advancement System qualifying rules for
gift and pledge acknowledgments and receipts
• Establishment of appropriate letters using the Banner Letter Generation Module
Solicitor Organizations (Staff and Volunteer Organizations)
• Discussion of institutional procedures for tracking solicitor and volunteer
organizations
• Discussion and demonstration of various methods for tracking solicitor
information in the Banner Advancement System
• Creation and maintenance of solicitor organization structures
• Application of solicitor organizations to campaigns, gifts, payments and pledges
Prospect Management
• Discussion of institutional policies and procedures for tracking prospects and
prospect information.
• Creation and maintenance of prospect information, including:
o General prospect information
o Research data
o Proposals and projects
o Contacts, call reports
o Strategic plans
Membership
• Discussion of institutional policies and procedures for tracking memberships and
membership programs
• Creation and maintenance of membership programs and interests
• Creation and maintenance of membership qualifying rules
• Entry and adjustment of membership dues
Events Management
36
Project Charter and Scope Statement
• Creation and maintenance of events and functions
• Scheduling functions and rooms
• Tracking invitees, attendees and participants
• Recording task assignments for an event or function
Population Selection, Letter Generation, Job Submission
• Discussion and overview of the standard reports and processes that are part of
Banner Advancement Development
• Submission of reports and processes using Banner Job Submission
• Definition of the Banner Advancement System population selections and a
discussion of the various ways population selections can be used
• Creation of population selections, manually or via rules
• Overview of the Banner Advancement System letter generation process
• Creation of letters, including all components of a letter such as variables, objects
and paragraphs
• Extraction of information from the Banner Advancement System and merging that
information into a word processing document
Advancement Self‐Service
• Establishing appropriate rules and codes in Banner Advancement System to
support the self‐service functionality
• Establishing appropriate rules and codes in WebTailor to support Banner
Advancement Self‐Service
• Navigation and functionality contained in the Banner Advancement Self‐Service
product available for constituents to view and update
• Navigation and functionality contained in the Banner Advancement Self‐Service
product for staff members to view and update
• Assistance in data mapping for conversion purposes
• Assistance in data conversion strategy and planning
• Go‐live support
• Remote solution validation support
SunGard Higher Education will provide the following in conjunction with the Banner
Advancement Standard Implementation Services described above:
• Training materials, as appropriate and available, in the form of workbooks,
presentations, and scenario exercises.
• Training, consulting, or session agendas, as appropriate, generally to be provide in
advance of each SunGard Higher Education‐led session.
• Trip report, provided after the conclusion of each SunGard Higher Education‐led
training or consulting session, summarizing the objectives and accomplishments
of the session, relevant issues to be addressed, and tasks to be completed.
37
Project Charter and Scope Statement
5 Preliminary Timeline
APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY
2010 2010 2010 2010 2010 2010 2010 2010 2010 2011 2011 2011 2011 2011
Project Management Services
Application Management Services
Banner 7 Stabilization
Luminis
Integration Services
Operational Data Store
Banner 8 Migration
Advancement Implementation
38
Project Charter and Scope Statement
6 Project Milestones, Deliverables and Approval Requirements
Initiation Phase
This Phase will ensure all contractual obligations are understood and approved by the Project Team. It
ensures the project is appropriately started and initially planned to manage expectations and to ensure
successful delivery of all contractual obligations.
Initiation Phase Initiation Phase Milestone Initiation Phase Responsibility
Description and Deliverables/
Deliverables Milestones Due
Dates
Contract Approval SGHE and SCC approve contract 03/31/2010 SGHE Sales, Project
for work to be completed: Management
• Contract Services, and Practice
Leaders
• Cost Model
• Statement of Work (SOW)
Initiate Project After contract approval, the 04/23/2010 Project Team
Project Team will develop the
following:
• Project Charter
• Integrated Change Control
Process
• Resource Information Sheet
Complete Project Scope Project Team will develop the 05/12/2010 Project Team
Statement Project Scope Statement which
outlines, in more detail, the
products and services included in
the project. This document will be
built preliminarily by the SGHE
Project Manager and will be
reviewed with the project Team.
• Finalize Project Scope
Statement
Initiation Phase Approval Requirements:
The initiation phase will be completed when:
• Project Deliverables from the phase are reviewed and approved by all project stakeholders—both
SGHE and SCC.
39
Project Charter and Scope Statement
Planning Phase
The purpose of the Project Planning Phase is to continue building out the project plan based on detailed and
validated requirements that enable the project team to effectively manage the project and ensure successful
delivery of the contract. The focus is to complete and finalize the Project Management Plan, Create the
Project Schedule and Budget, Identify Risks, and begin execution of the project status reporting.
Planning Phase Planning Phase Milestone Planning Phase Responsibility
Processes: Description and Deliverables/
Deliverables Milestones Due
Dates
Complete Project The Project Management Plan will 05/12/2010 SGHE Project
Management Plan describe how SGHE and SCC will Manager
implement the project.
• Project Management Plan to
include:
o Scope Management
Plan
o Integrated Change
Control
o Communication Plan
o Risk Management
Plan
Develop Project The Project Schedule will begin 05/12/2010 Project Team
Schedule with the Work Breakdown
Structure, then the actual
milestones and tasks to be
completed by the Project Team—
both SGHE and SCC tasks:
• Project Schedule
Develop Project Budget The Project Budget Plan will 05/31/2010 SGHE Project
include the forecasted resources, Manager and
hourly or monthly rate based on Account Manager
the number of hours forecasted by
month. This will include SGHE
resources only.
• Project Budget Plan
Develop Risk The Project Team will complete a 05/31/2010 Project Team
Identification list of known project risks with
documented risk response plan for
each. This list will be updated,
maintained, and used to control
project risks proactively.
• Project Risk Register
• Project Risk Mitigation Plan
Planning Phase Approval Requirements:
The planning phase will be considered complete when all deliverables are reviewed and approved by SCC
40
Project Charter and Scope Statement
Implementation Phase
The purpose of the Project Implementation Phase is to provide adequate visibility into the actual progress of
the project so that management can take effective actions when the project’s performance deviates
significantly from what was planned.
Implementation Implementation Phase Implementation Responsibility
Phase Milestone Description and Phase Deliverable
Deliverables Due Dates
Performance Reporting Monthly Status Reports will be Status Reports SGHE Project Manager
showing the status of:. presented at regularly with input from the
• Project Schedule scheduled project team Project Team.
• Project Budget and executive sponsor
• Risk meetings as per the
Mitigation/Management Communication Plan.
• Project Scope
• Integrated Change Control
GO LIVE Milestones
Luminis (Portal)
Start Analysis & Assessment 05/03/10
Renovated Portal Go‐Live 10/01/10
Banner 7 Stabilized 08/01/10
Banner 8 Go‐Live 11/01/10
Banner Advancement Go ‐Live 04/18/11
Implementation Phase Approval Requirements
The Implementation Phase will be considered complete when:
o SCC signs a Client Acceptance Letter after each Go Live milestone
o The application is free of operational errors
41
Project Charter and Scope Statement
Achievement Phase
The purpose of the Project Achievement Phase is to ensure the project team successfully delivered to contract and
to ensure expectations were met. The project is properly closed down and lessons learned are reused from project
to increase productivity.
Achievement Phase Achievement Phase Implementation Responsibility
Processes: Milestone Description Phase Deliverable
and Deliverables Due Dates
Ensure delivery to At the completion of each Occurs after all modules SCC
contract module into Production, are implemented into
SGHE requests that SCC production and error free
accepts the module through of product operational
the approval of a Client Letter issues
of Acceptance:
• Client Letter of
Acceptance
Transition new modules For any new maintenance Occurs at which time the Project Team
to SGHE Operational agreements with SGHE for the SCC’s maintenance
Support continued management and agreement begins per the
operations of the product, contract language.
SGHE will transition the
modules to the SGHE
operations teams.
• Transition Plan
Document Lessons At the conclusion of the Occurs at the end of the Project Team
Learned project, the project teams projects and is held
from both SGHE and SCC will collaboratively with SCC
review the project and and SGHE project team
document lessons learned. members.
• Lessons Learned
Document
Conduct client SGHE will request SCC Occurs at the end of the SCC
satisfaction survey complete a Client Satisfaction projects and is held
Survey in order to identify collaboratively with SCC
needs for improvement from and SGHE project team
SGHE and SCC referencability. members.
• Completed Client
Satisfaction Survey
Achievement Phase Approval Requirements
The Achievement Phase will considered complete when
o SCC signs the Letter of Acceptance.
o SCC is seamlessly transitioned to the SGHE Help Desk for future product support
42
Project Charter and Scope Statement
7 Project constraints, assumptions, dependencies
Constraints and assumptions are items being presumed and are generally outside the control of
the project. The following lists the project’s constraints and assumptions as deemed as true and
accurate at this stage of the project. These will be updated periodically as the project progresses.
7.1 Constraints
Scope – the scope of this project is defined in this document and cannot be changed without
going through the Integrated Change Control Process.
Cost – the services provided by SunGard Higher Education are part of a fixed cost contract as
defined in the Professional Services Work Order adopted by the Solano Community College
District Governing Board and signed by President Jowel Laguerre on March 31, 2010.
Schedule – the project is to be completed within the schedule timeframe. Critical milestones
are clearly identified and are to be met.
Quality – a well defined project scope, cost control, and compliance to the schedule will result
in a high quality outcome. Quality is not to be compromised.
7.2 Assumptions
This success of this project is based upon the following assumptions:
7.2.1 – Compliance
• SunGard Higher Education and the Solano Community College District will adhere to
all elements included in the Professional Services Work Order adopted by the Solano
Community College District Governing Board and signed by President Jowel Laguerre
on March 31, 2010.
7.2.2 – Resource Allocation
• This project will take priority over other job responsibilities for the Banner Steering
Committee, Project Team, and all Work Team members. An established schedule will
be strictly adhered to. Staff will make the Banner project their first priority. If a key
project member should leave, SCC must replace him or her expeditiously to ensure
the integrity of the project.
• SCC is subject to external pressures, e.g., from regulatory bodies, auditors, W2’s, FAM
regulations, student registration, etc. A project timeline (with blackout dates) will be
established that will account for these external events, as well as the College’s
observance of holidays.
43
Project Charter and Scope Statement
7.2.3 – Project Criteria
• The project’s demands on staff must always be recognized by the College’s
administration.
• The project work will be performed in an open and participatory manner.
• The project will conform to all applicable federal, state, and local government
regulations.
• The project does not provide for modifications to the Banner baseline software. Every
effort will be made to conform SCC’s business practices with the functionality of the
software components. SCC recognizes that modifying the Banner baseline software
incurs a heavy maintenance burden, and should be avoided to the extent possible.
• If a conflict is discovered between what is needed for project success and existing
College policy, the Project Team will make a recommendation to the Steering
Committee which will advise on how to remedy the conflict.
• Necessary resources (e.g., facilities, people, supplies) will be identified and provided
to ensure project success. Where possible, staff will make an effort to shift some
everyday responsibilities to other resources in order to get time to work on this
project.
• During the project, members of the project team should expect to spend time
between consulting visits working on the project to complete assigned tasks.
• There will be inevitable obstacles in the implementation that may affect end‐users
and students, in spite of best good faith efforts.
7.2.4 – System Integration
• Being a relational database, Banner is an integrated system. The modules share
information. This feature eliminates duplication of data and improves accuracy and
efficiency because the data is entered into the system only once. Because of this, all
information in Banner is considered “College Information” and is not owned by one
specific department. Departments may be responsible to enter and maintain certain
data, but all departments share the data as needed.
• Independent departmental shadow systems will be examined with the intent to utilize
Banner to fulfill their current purpose.
7.2.5 – Decision Making
44
Project Charter and Scope Statement
• Issue resolution will occur in a timely manner in order to maintain the project
timeline.
• Decision‐making must and will be delegated to the lowest level possible. It is
expected that mistakes will be made, and these will be accepted as part of the
learning process.
• Decisions will be documented as part of meeting minutes and communicated as
defined in the Communication Plan.
7.2.5 – Communication
• Communication of all items relating to the project will follow the Communication
Plan.
7.3 Dependencies
7.2.5 – Dependent Projects
• There are no projects pending completion that affect the success of this project.
7.2.5 – Dependent Resources
• The success of this project is heavily dependent upon members of the Project Team
and Work Teams participating fully in all training, consulting, planning, and follow‐up
sessions.
• Members of the Project Team and Work Teams must not be called away from
training, consulting, planning, and follow‐up sessions and will not bring other work or
allow themselves to be distracted from the subject matter.
45
Project Charter and Scope Statement
8 Project Organization
8.1 Project Organization Chart
46
Project Charter and Scope Statement
47
Project Charter and Scope Statement
8.2 Roles and Responsibilities
Individuals, Groups Name (s)
Project Sponsor Dr. Jowel Laguerre
Responsibilities:
The Project Sponsor will work with SunGard and third parties to expedite and resolve issues that require the
highest executive level involvement, such as contract amendments. He will be a project champion and
promote the visibility and credibility of the project.
The Project Sponsor will:
Ensure the project’s strategic significance
Provide approval and funding for the project
Promote support of key stakeholders
Support broad authority for the project managers and project team
Resolve conflicts that cannot be resolved by the Steering Committee
Encourage recognition of participants
Individuals, Groups Name (s)
Steering Committee Dr. Jowel Laguerre
Dr. Robin Steinback
Lisa Waits
Carey Roth
Trudy Largent
Ross Beck
James Ennis
Mike Schmidt
Responsibilities:
The Steering Committee is the committee that provides leadership at the administrative level for the
implementation of Banner at Solano Community College. The Steering Committee will make institutional
policy decisions as necessary to ensure the success of the project. Since the President’s Cabinet serves as the
Steering Committee, Cabinet Meetings will include a Steering Committee component as needed..
The Steering Committee will:
Make policy decisions
Expedite decisions and issue directives
Approve priorities established by the Project Team
Approve allocation of resources and budget
Garner project support from their divisions
Work with the Project Team to facilitate overall project communication to campus constituents
Approve the project plans for the project
Oversee the overall implementation of the project
Provide direction and guidance to the Project Team
Review issues submitted by the Project Team for resolution
Consider and approve policy change requests
Evaluate issues and related risks
Ensure that the project stays on schedule
48
Project Charter and Scope Statement
Individuals, Groups Name (s)
Project Team James Ennis
Mike Schmidt
Barbara Fountain
Nalini Srinivasan
Trudy Largent
Rob Simas
Arthur Lopez
Shirley Lewis
Erin Vines
Ross Beck
Pei‐Lin Van’t Hul
Lillian Nelson
Responsibilities:
The Project Team serves as project advisors to the Steering Committee and is charged with the successful
implementation of the project. Membership is comprised of both SCC and SunGard employees who work
together to meet the obligations of both the College and SunGard.
The Project Management Team will
Implement the project
Provide direction and guidance to the individual functional area groups
Review issues submitted by various implementation teams for resolution
Refer higher‐level issues to the Steering Committee
Monitor the progress of all functional area groups
Provide status reports to the Steering Committee
Formulate and present policy change requests to the Steering Committee
Formulate and present project change requests to the Change Control Board
Recommend and establish functional and technical practices and procedures
Review and approve recommendations for data standards
49
Project Charter and Scope Statement
Individuals, Groups Name (s)
Project Manager(s) James Ennis
Mike Schmidt
Responsibilities:
The Project Managers are responsible for the overall success of the project and works closely with the
Project Team and SunGard personnel to ensure that the project objectives are met. Specifically, the Project
Managers will:
Act as the central point of contact for all formal, project‐related communication between SCC
and SunGard
Ensure that all Project Team members are aware of their responsibilities and that they
perform as promised
Ensure that all contractual commitments are fulfilled on time, within budget
Ensure that a system is in place to document and control project performance
Prepare a Project Charter and Scope Statement and obtain agreement from the Steering
Committee and SunGard.
Maintain a repository containing all applicable project information
Control cost, schedules, and variances from the plan
Report project status to the Steering Committee on a periodic basis
Coordinate the timely resolution of issues
Oversee timely and relevant communications to SCC constituencies according to the
Communication Plan
Perform other duties as necessary to complete the project
50
Project Charter and Scope Statement
Functional Area Groups
Functional Area Groups are organized to correspond to the SunGard Banner and Luminis modules. The
Functional Area Groups make process and procedural decisions related to the implementation in their areas.
The Leader of each group is responsible for facilitating communication between team members and
monitoring progress toward completion of assigned tasks and deliverables.
The Functional Area Groups will:
Ensure completion of major tasks (such as completion of rule and validation forms, interfaces, and
report development)
Define and test user procedures for their area
Develop policy and procedure manuals and end‐user training documents
Validate converted data in their area
Review problems and issues and make recommendations to the Project Team when necessary
Attend training and consulting sessions
9 Initial WBS
Please refer to the SCC Master Project Calendar for the work breakdown structure.
10 Approval to Proceed
Name: Dr. Jowel Laguerre, Executive Sponsor Name: James Ennis, SCC Project Manager
Title: Superintendent/President, Solano Title: Interim CISO
Community College
Date Date
Name: Peggy Davis, SGHE Account Manager Name: Mike Schmidt, SGHE Project Manager
Title: Senior Account Manager Title: Senior Project Manager
Date Date
Name: Carey Roth Name: Lisa Waits
Title: Vice President, Finance & Administration Title: Vice President, Student Services
Date Date
51
Project Charter and Scope Statement
Name: Robin Steinback Name: Arthur Lopez
Title: Vice President, Academic Affairs Title: Interim Dean of Enrollment Management
Date Date
Name: Rob Simas Name: Trudy Largent
Title: Director of Research & Planning Title: Interim Director of Human Resources
Date Date
Name: Tom Henry Name: Erin Vines
Title: Special Trustee Title: Dean of Counseling & Special Services
Date Date
Name: Barbara Fountain Name: Pei‐Lin Van’t Hul
Title: Director of Admissions & Records Title: Curriculum Analyst
Date Date
Name: Lillian Nelson Name: Nora O’Neill
Title: Student Representative Title: Executive Coordinator of Special Projects
Date Date
Name: John Urrutia Name: Ross Beck
Title: Dean, Business, Computer Science & Title: Director of Public Relations, Marketing &
Career Technical Education Communications
Date Date
Name: Nalini Srinivasan Name: Shirley Lewis
Title: Director, Fiscal Services Title: Dean, Student Development & Outreach
Date Date
52
Project Charter and Scope Statement
Document History
Revision Record
Number Date and Sections Author Notes
1.0 4/9/2010 Mike Schmidt Initial Draft
1.1 5/6/2010 Mike Schmidt Modified per Action Items from 04/28/10
Milestone Dates
Preliminary Timeline
Signature Block
53
Solano Community College Master Project Calendar
= Proposed Date, no SunGard resource(s) scheduled = Scheduled with a SunGard resource for this Date
Week of General Student A/R Financial Aid Finance HR Luminis ODS Advancement Integration
4/5/2010
4/12/2010 Budget Mgt
4/19/2010
A/R Training & Dept Time
4/26/2010
BOGG Entry
5/3/2010 Budget Dev
Shared Data
5/10/2010
(Remote)
5/17/2010
DTE
5/24/2010
Attendance
Gen Security
5/31/2010 People Admin
(Remote)
Return of Title Initiate Budget
6/7/2010 Content Admin eCollege
IV Funds Roll (R)
Year End
6/14/2010 eCollege
Processing
6/21/2010 Content Admin ODS eCollege
Position
6/28/2010 SARS
Budget Roll
SCC Master Calendar V2.0 Page 1
Solano Community College Master Project Calendar
= Proposed Date, no SunGard resource(s) scheduled = Scheduled with a SunGard resource for this Date
Week of General Student A/R Financial Aid Finance HR Luminis ODS Advancement Integration
7/5/2010 ODS SARS
7/12/2010 SARS
New HR
7/19/2010 ODS SARS
Director
B8 FLAC Organization
7/26/2010 SARS
Salary Plan Planning
Fixed Assets
8/2/2010 ODS
Fiscal Issues
8/9/2010
8/16/2010 B8 Migration 1
Content
8/23/2010
Planning
B8 Consulting Banner 8
8/30/2010
1 Config & Test
Content
9/6/2010
Planning
B8 Consulting
9/13/2010
2
9/20/2010 B8 Migration 2
Academic
9/27/2010
History
SCC Master Calendar V2.0 Page 2
Solano Community College Master Project Calendar
= Proposed Date, no SunGard resource(s) scheduled = Scheduled with a SunGard resource for this Date
Week of General Student A/R Financial Aid Finance HR Luminis ODS Advancement Integration
Banner 8 Test
10/4/2010 B8 A/R 1
EPAF
B8 Consulting
10/11/2010 B8 Migration 3
1
10/18/2010
B8 Consulting
10/25/2010
2
Advancement
11/1/2010
Kickoff
11/8/2010
Campaign &
11/15/2010 Term Setup
Basic Gifts
11/22/2010 Thanksgiving
1098‐T
11/29/2010
Remote
Initial Tech
12/6/2010
Training
12/13/2010
12/20/2010 Winter Break
12/27/2010
SCC Master Calendar V2.0 Page 3
Solano Community College Master Project Calendar
= Proposed Date, no SunGard resource(s) scheduled = Scheduled with a SunGard resource for this Date
Week of General Student A/R Financial Aid Finance HR Luminis ODS Advancement Integration
1/3/2011
Spreadsheet
1/10/2011
Budgeting
1/17/2011 Consulting 1
1/24/2011 Advanced Gifts
1/31/2011 Grants
Faculty Load Faculty Load
2/7/2011
and Comp and Comp
Prospect
2/14/2011
Management
General Consulting 2
2/21/2011
Student (Remote)
2/28/2011
Faculty
3/7/2011
Gradebook
Dup ID PopSel and
3/14/2011
Resolution Letter Gen
3/21/2011 Memberships
3/28/2011
SCC Master Calendar V2.0 Page 4
Solano Community College Master Project Calendar
= Proposed Date, no SunGard resource(s) scheduled = Scheduled with a SunGard resource for this Date
Week of General Student A/R Financial Aid Finance HR Luminis ODS Advancement Integration
4/4/2011
Pre Go‐Live
4/11/2011
Consulting
Remote Go‐
4/18/2011
Live Consulting
4/25/2011
Go‐Live Follow‐
5/2/2011
Up
SCC Master Calendar V2.0 Page 5
Communication Plan
Prepared by: Mike Schmidt
Version: 1.1
Last Revision Date: May 27, 2010
Create Date: April 1, 2010
1
Table of Contents
1 PURPOSE ..................................................................................................................... 3
1.1 EXCLUSIONS ............................................................................................................... 3
1.2 RELATED DOCUMENTS ................................................................................................. 3
2 COMMUNICATION ....................................................................................................... 4
2.1 COMMUNICATION PLAN DETAILS ................................................................................... 4
2.2 GLOBAL COMMUNICATIONS DOCUMENTS ....................................................................... 5
2.3 COMMUNICATING DECISION MAKING ............................................................................ 5
3 PROCEDURES ............................................................................................................... 5
3.1 SCRIBE ...................................................................................................................... 5
3.2 STORAGE OF DOCUMENTS ............................................................................................ 5
3.3 DISTRIBUTION OF DOCUMENTS ..................................................................................... 6
4 COMMUNICATION FLOW ............................................................................................. 6
4.1 NON‐WRITTEN COMMUNICATION .................................................................................. 6
4.2 DISTRIBUTION OF EDUCATION MATERIALS ....................................................................... 7
4.3 EDUCATION SESSION CANCELLATIONS ............................................................................ 7
5. APPROVAL TO PROCEED .............................................................................................. 8
6. DOCUMENT HISTORY ................................................................................................... 9
7. ACRONYMS AND DEFINITIONS ................................................................................... 10
2
Communication Plan
1 Purpose
The purpose of the Communication Plan is to define and document the various
communication needs of during this project. It aids in managing the communication
between Solano Community College (SCC), SunGard Higher Education (SGHE), the
Solano Community College Project Manager (SCC PM), the SunGard Higher Education
Project Manager (SGHE PM), the college’s project team and the rest of the college
community.
1.1 Exclusions
No group is to be excluded from this plan. However, there will be some SunGard Higher
Education and Solano Community College confidential material that will require a User
ID and Password to access.
1.2 Related Documents
Document Name
Project Scope Statement
Communication Plan
Professional Services Work Order
Project Schedule
Integrated Change Control Process
Risk Management Plan
Education Materials
3
Communication Plan
2 Communication
The following identifies the information needs and the mechanism for communication
to/from each of the users for the project. Examples are provided in the table below.
2.1 Communication Plan Details
Item Responsible Purpose Distribution Frequency Location
Party
Project Scope Statement Project Team Project Steering First 30 days
Definition Committee, of project
SGHE
Communications Plan SCC PM Inform Steering First 30 days
SGHE PM Committee, of project
Project Team
Banner Operations Team SCC PM Inform Steering At least 3
Meeting Minutes Committee, days before
Banner meeting
Operations
Team
Banner Operations Team SCC PM Inform and Banner
Meeting Agendas Plan Operations
Team
Banner Operations Team SCC PM Follow‐up Steering As Needed
Meeting Action Items SGHE PM Committee,
Banner
Operations
Team
SGHE Education Agendas SCC PM Pre‐work Work Teams As Needed
and Materials SGHE PM
Monthly Status Report SCC PM Inform or Steering Monthly
SGHE PM Alert Committee,
SGHE
Client FAQ/Profile SGHE PM Inform SGHE As Needed SGHE Project
Consultants Tracking DB
Project Schedule SGHE PM Inform Banner As Revised
SCC PM Operations
Team and Work
Teams
Change Requests and SGHE PM Modify Steering As Needed
Decisions SCC PM Scope Committee,
Document Banner
Operations
Team, SGHE
College‐Wide Update SCC PM Inform Public Monthly
Trip Reports SCC PM Inform Banner As Needed
SGHE PM Alert Operations
SGHE Follow‐Up Team and Work
Consultants Teams
4
Communication Plan
2.2 Global Communications Documents
1. Every formal meeting shall have the following items:
o Agenda
o Minutes
o Task/action assignments with responsible person and due date
2. Every meeting shall be announced at least 2 weeks in advance
3. Every meeting will include the Banner Operations Team distribution list for all
documents including those mentioned above
4. All written documents will be forwarded to IT for inclusion on web site.
2.3 Communicating Decision Making
1. As stated in the Project Scope Statement, issue resolution will occur in a timely
manner and decision making will be delegated to the lowest level possible.
2. All decisions made outside Banner Operations Team meetings will be communicated
by the Functional Area Representatives in Banner Operations Team Meetings and
will be documented in the meeting minutes.
3. When decisions that are made or communicated in Banner Operations Team
Meetings result in Action Items to be addressed, these action items will be fully
described in the meeting minutes and will include the person responsible for
completing the action item and the deadline for when the action item is to be
completed.
3 Procedures
The following outlines those procedures that will be followed in regards to issuing
update to communication documents on the project.
3.1 Scribe
• Each meeting will have a scribe appointed to keep minutes. Of special importance
are the action items arising from the meeting
• Each action item will have a description of the item, an assigned name or names and
a due date.
• It is the responsibility of the SCC PM and the SGHE PM to assure that all the action
items are on task.
• Any action item that becomes overdue will be reported to the Steering Committee
for appropriate corrective or disciplinary action.
3.2 Storage of Documents
• All documents arising from meetings or are products of individuals or committees
will be stored in the designated location.
5
Communication Plan
• It is the responsibility of the project managers or the department manager
(depending on the type of document) to make sure that the document and
supporting material is appropriately stored (see above table, 2.1).
• Revisions and deletions of documents will be the responsibility of the project
managers or department manager and shall be performed on an as needed basis
when new versions are developed.
• IT will provide a web site and will upload all documents to that site. Responsible
parties will be given instructions on storage locations for the original material.
• All responsible parties must notify IT when new or revised material is placed in
designated folders and is ready for upload to the secure web site.
3.3 Distribution of Documents
• All documents will be electronically distributed per table 2.1.
• Although the Steering Committee, Banner Operations Team, and Work Teams will
make every effort to notify effected college members of documents that may affect
their work or their dealings with the college, it is the responsibility of all college
personnel to periodically check the web site for documents that affect their work.
• It is the responsibility of IT to notify staff, electronically, when the web site has new
material or has been updated. This applies to significant changes only. Significant
changes will be defined by the Banner Operations Team.
4 Communication Flow
4.1 Non‐written communication
• Non‐written communication is as important to the successful implementation as
written documents.
• As meetings, training sessions, fact finding meetings, testing trials, seminars,
conference calls and other implementation events cannot possibly include all
members of the Solano community, it is a responsibility of those who do attend to
relay session information to those who cannot attend.
• All members who attend these events are representatives of those who are not in
attendance and have the responsibility of representing all views at these sessions.
• For this project to be successful, information must flow in all directions and should
be considered a responsibility of every team member. Relying on any single
individual, regardless of position or title, for information is inappropriate. It is the
responsibility of all Solano staff, faculty, administration and management to be
proactive and aggressively pursue information that affects their department or the
students that are ultimately served.
6
Communication Plan
4.2 Distribution of education materials
• In order to provide the greatest possible dissemination of information, all education
materials provided by SGHE consultants shall be distributed to staff who are
attending the training and members of the Banner Operations Team.
• It is the responsibility of Banner Operations Team members to distribute materials
to other interested parties as they see fit and to insure that those individuals sign up
for the session.
• IT shall have the responsibility of maintaining and storing all training materials. This
includes assuring that needed materials have been received, copied, distributed,
and loaded into appropriate folders on the web site. Materials include:
o Agendas
o Workbooks
o PowerPoint presentations
o Supplemental Information (e.g. key stroke shortcuts)
o Trip Reports
o Evaluation forms
o Other material as supplied by consultants
• Pre‐session material should be in SCC’s possession no less than 1 week prior to the
expected start of class and trip reports should be in SCC’s hands no later than 1
week after the end of the session.
4.3 Education Session Cancellations
• It is expected that all scheduled education sessions will be held per the training plan.
• All cancelations by Solano must be relayed to the SGHE PM no later than thirty (30)
days before the start of the session.
• Session cancelation criteria:
o Sessions canceled by either SGHE or SCC outside this window will be
handled at no charge although rescheduling the session is subject to
availability of the resources.
o Sessions canceled by SGHE within the window are subject to concessions by
SGHE (compensation) if requested by SCC in writing. Concessions should be
based on loss of staff’s time and any costs needed for the reschedule of the
session.
7
Communication Plan
5. Approval to Proceed
Name: Dr. Jowel Laguerre, Executive Sponsor Name: James Ennis, SCC Project Manager
Title: Superintendent/President, Solano Title: Interim CISO
Community College
Date Date
Name: Peggy Davis, SGHE Account Manager Name: Mike Schmidt, SGHE Project Manager
Title: Senior Account Manager Title: Senior Project Manager
Date Date
Name: Carey Roth Name: Lisa Waits
Title: Vice President, Finance & Title: Vice President, Student Services
Administration
Date Date
Name: Dr. Robin Steinback Name:
Title: Vice President, Academic Affairs Title:
Date Date
8
Communication Plan
6. Document History
Revision Record
Number Date and Sections Author Notes
1.0 4/9/2010 Mike Schmidt Initial Draft
1.1 5/27/10 Mike Schmidt Changed SBUG to Banner Operations
Team
9
Communication Plan
7. Acronyms and Definitions
Acronym Description
IT Information Technology Department
SCC Solano Community College
SCC PM Solano Community College Project Manager (James Ennis)
SGHE PM SunGard Higher Education Project Manager (Mike Schmidt)+
SGHE SunGard Higher Education
10
Risk Management Plan
Risk Identification, Response, and Mitigation
Prepared by: Mike Schmidt
Version: 1.1
Create Date: April 9 2010
Approval Date:
Last Revision Date: May 6, 2010
Project Manager: James Ennis
Project Sponsor: Dr. Jowel Laguerre
Table of Contents
1 INTRODUCTION ....................................................................................................... 3
2 RISK IDENTIFICATION METHODOLOGY...................................................................... 4
3 PROJECT RISK IDENTIFICATION ................................................................................. 5
Solano Community College Page 2 of 9
Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
1 Introduction
This plan identifies the risks to the project, how those risks will be responded to and
how mitigation plans will be outlined and controlled. Examples of risk include potential
loss of a critical resource, technology changes, regulatory changes, dependence on a
third party, project sponsorship or management changes.
For high‐probability and high‐impact risks, a plan will be specified for reducing the
likelihood/impact of the risk (mitigation).
Approaches to responding to risks include:
• Deflection (transferring the risk to another party),
• Control (minimize the effect),
• Retention (accept the consequences), and
• Avoidance (eliminate the cause of the risk thru changes in plans or other
constraints).
Risks are tracked using the Risk Register. As the project is proceeds, additional risks will
be added to the Risk Register template, identifying the risk based on Probability and
Impact to the overall project.
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
2 Risk Identification Methodology
Risks identified before and during the project will be defined using the methodology
presented below.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Description of 1 ‐ 3 1 ‐ 3 1 ‐5 000
the risk. Mitigation Deflect / Control / Retain / Avoid
Possible What are the possible consequences should this risk come to occur?
Consequences
Contingency What actions will be taken to mitigate the risk?
Probability of occurrence is defined as follows:
• Very Likely 70‐100% A = 3
• Probable 40‐70% A = 2
• Unlikely 0‐40% A = 1
Impact guidelines for scope, cost, schedule, or quality are defined as follows:
• Catastrophic B = 3
• Critical B = 2
• Marginal B = 1
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
3 Project Risk Identification
Risks identified during the project should be added to this section as well as the work
products database. Anticipated project issues at the beginning of the project should be
logged as risks. Risks can be escalated to Project Issues or Jeopardy Items after the
project is initiated. If a risk becomes an issue or jeopardy, it must be designated as such
below.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Lack of 2 2 3 001
support for Mitigation Control
the project Possible Low institutional morale. Low sense of teamwork across the institution.
among Consequences Pressure for reduction of resources allocated to the project. Resistance
employees, to training and use of the new system.
students, Contingency 1. Keep all important constituencies informed and involved in decision‐
and/or making as appropriate. Devise and implement a communication plan.
community 2. Promote and deliver the benefits of the Banner system to various
members. constituencies.
3. Increase training campus‐wide to alleviate fears and promote
knowledge and self‐confidence.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Turnover 3 2 4 002
among Mitigation Retain
executive Possible Loss of critical skills and capabilities gained through investments in
leaders, key Consequences training. Loss of critical talent. Inability to maintain operation of all
staff parts of the system on a timely basis.
implementers Contingency 1. Maintain employee loyalty through positive work environment and
and trained equitable compensation.
staff users. 2. Recognize that turnover will occur; cross‐train employees where
possible and be prepared to deliver needed training to new employees.
3. Document critical systems information that can be used in the future
for trouble shooting and other functional manipulation of the system.
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Loss of 1 2 2 003
personnel who Mitigation Retain
possess Possible Loss or impairment of the network on which all SCC information
essential skills Consequences technology functions depend would cripple operation of the Banner
or knowledge, system.
including Contingency 1. Recruitment and retention of skilled IT personnel, including some
network not directly involved with Banner implementation, is critical.
administration 2. Cross‐training and documentation for these essential functions is
and system critical.
administration 3. It is imperative that SCC identify contingencies for sudden loss of
functions on skilled personnel on whom network and system operations are
which dependent.
operation of
the Banner
system
depends.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Frustration 2 2 3 004
and/or conflict Mitigation Control
among key staff Possible Unresolved frustrations and conflicts could lead to discouragement,
implementers Consequences poor morale, and withdrawal from supportive involvement. Time and
and users could resources could be wasted as staff lacks clarity and unity of direction.
hinder Contingency 1. Acknowledge and respect the roles, responsibilities, and concerns of
successful all persons involved with the project.
implementation 2. Promote open communication of problems, then move ahead with a
and use of the solution, or if none is available, just acknowledge and move on.
system. 3. Maintain functionality of the SBUG and Steering Committee and
other structures that can provide for orderly resolution of differences.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Insufficient 1 2 2 005
hardware to Mitigation Control
accommodate Possible Banner and database software do not run properly for lack of hardware
Banner Consequences capacity.
software and Contingency 1. Consult with SunGard staff and carefully inventory hardware
provide for capacities and needs to ensure adequate planning for acquisition of
smooth needed hardware.
operation of the
system.
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
Risk Probability Estimated
of Project Risk
Occurrence Impact Weight Control
(A) (B) B+(A‐1) No.
Regulatory 2 2 3 006
changes may Mitigation Retain
cause delay in Possible Data definitions and other system elements may have to be adjusted.
implementation. Consequence Functionality may be lost while changes are being made. If adjustments
s are not made, inaccurate output data could affect students adversely
and expose the institution to liability.
Contingency 1. Plan with functional users for best time to make any changes, and to
identify possible manual operations to maintain the function while
changes are being made.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Resources may 3 3 5 007
be Mitigation Control
overextended Possible Funds are not available to properly meet all project needs; staff is
through efforts Consequences overwhelmed and unable to fully support the system.
to do too much Contingency 1. Be aware of the implications of all proposed changes in project
with available implementation.
funds and staff. 2. Exercise discipline through deliberation and approval of significant
The project may changes by the Change Control Board and other appropriate bodies.
exhibit “scope 3. Dr. Laguerre will issue directive to SCC stressing the importance of
creep,” a the project and that the resources assigned to the project will address
tendency to project priorities over other campus initiatives.
keep adding to
the scope of the
project.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
The importance 1 2 2 008
of the project Mitigation Control
and its Possible Broad‐based buy‐in does not occur. Misinformation in the absence of
requirements Consequences adequate, accurate information confuses important constituencies.
and benefits Negative criticism undermines efforts to move the project ahead.
are poorly Contingency 1. Develop and implement a communication plan.
communicated, 2. Promote open communication and maintain an ethic of honesty and
especially to openness among those involved in the implementation effort.
groups outside 3. Ensure that key executive and administrative staff is fully informed
key persons and concerning project progress and success, as well as any difficulties.
groups involved
in
implementation
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Departments 1 2 2 009
may not fully Mitigation Control and Retain
support the Possible System users are not able to function independently because they are
training regimen Consequences not properly trained. Demands on system support personnel are
required for unnecessarily increased.
successful Contingency 1. Competing time demands of departments are taken into account
implementation. by means of a master calendar.
2. Managers must exercise control over leave approval and other staff
activities to ensure availability of staff for training.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
New institutional 2 3 4 010
initiatives or Mitigation Control
other items Possible Emerging demands could dilute institutional resources and leave the
deemed to be an Consequences project inadequately funded and staffed to allow for successful
“emergency” completion.
may divert Contingency 1. Project key leaders must maintain and communicate clear
resources from information on project progress and resource needs.
the project. 2. Executive and fiscal officers must maintain priorities and exercise
fiscal discipline to “stay the course” and see the project through to
completion.
Risk Probability of Estimated
Occurrence Project Risk
(A) Impact Weight Control
(B) B+(A‐1) No.
Significant 2 3 4 011
schedule Mitigation Control and Retain
slippage may Possible The project pushes against its defined end date, additional financial
occur. Consequences and staff resources are consumed, and availability of beneficial
functions of the system is delayed.
Contingency 1. The SBUG and Steering Committee must regularly review project
progress, solve problems, and ensure that the project stays on track.
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Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
Document History
Revision Record
Number Date and Sections Author Notes
1.0 04/09/2010 Mike Schmidt Document Creation
1.1 05/06/2010 Mike Schmidt Modified per Action Items from 04/28/10
Risk Item 007 – added directive
Risk Item 010 – added to description
Estimated Risk Scores
Solano Community College Page 9 of 9
Risk Management Plan
SCC Risk Management Plan v1.1 6 May 2010
Integrated Change Control Process
Prepared by: Mike Schmidt
Version:1.0
Create Date: March 30, 2010
Approval Date:
Last Revision Date:April 9, 2010
Project Manager: James Ennis
Project Sponsor: Dr. Jowel Laguerre
Table of Contents
1 INTRODUCTION ........................................................................................................... 3
2 OBJECTIVE ................................................................................................................... 3
3 CHANGE CONTROL BOARD .......................................................................................... 3
4 WHAT IS CHANGE? ...................................................................................................... 4
5 CHANGE PROCEDURES ................................................................................................. 4
5.1 RECORDING A CHANGE REQUEST ......................................................................................... 4
5.2 PROCESSING A CHANGE REQUEST ........................................................................................ 5
5.3 EXECUTING A CHANGE REQUEST .......................................................................................... 5
5.4 FILLING OUT THE CHANGE REQUEST FORM ............................................................................ 6
6.0 APPROVAL TO PROCEED .............................................................................................. 6
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
1 Introduction
The purpose of this document is to define the procedure for managing change requests
that affect the project. Change is defined as any change to the project’s scope,
schedule, or budget. Further explanation into what a changes to initiate, track, and
complete are listed below.
The Project Managers will utilize this Integrated Change Control process to initiate,
record, and receive change approval, track, and complete change requests throughout
the project’s lifecycle.
2 Objective
The objective of the Integrated Change Control process is to outline the processes used
for changes to the project scope that will assist the project team to control the project’s
triple constraints of Scope, Schedule, and Cost. This ICC process provides the following
benefits to the project team by successfully delivering those products and services
defined in the project plan:
• Maintains control of the project’s scope, schedule and costs throughout the
duration of the project.
• Maintains a continuous benchmark of project’s milestones, schedule, and costs
• Justifies, through the approval process, variances within the project’s triple
constraints of Scope, Schedule, and Cost.
• Effectively communicates SCC’s expectations for delivery
• Drives integration of one plan, one schedule, and one budget
• Change can proactively be planned
• Impact to change can proactively be reviewed and approved by project stakeholders
• Quality is improved through a formalized change process
3 Change Control Board
Based on the size and complexity of the project, SGHE and SCC will establish a formal
project Change Control Board. The objective of the project’s Change Control Board is to
review and approve change requests that have been created either by SCC’s request or
by recommendation of the SGHE project team. The Change Control Board members will
include key project stakeholders who have the authority to approve changes to scope,
schedule and budget. It will include:
• Dr. Jowel Laguerre, Project Sponsor
• James Ennis, SCC Project Manager
• Client Key Business/Functional Leaders
• Peggy Davis, SGHE Account Manager
• Mike Schmidt, SGHE Project Manager
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
The SGHE Project Manager is responsible to setup, coordinate and facilitate standard
Change Control Board meetings using input from SCC.
4 What is Change?
During Project Initiation, the Project’s Core Team will develop a Project Charter and
Project Scope Statement which outlines the project’s scope, timeline, and high level
budget. The Project Scope Statement defines the project objectives and details the
tasks to be accomplished as planned. The Scope Statement will also include the overall
project milestones and timeline in which those milestones will be managed and
implemented. Upon SCC’s approval, this information will contribute to the creation of
the baseline schedule.
As changes are requested throughout the project’s lifecycle, and those changes affect
the baseline Scope Statement, Schedule, and Budget, the SGHE Project Manager and
SCC Project Manager will initiate a Change Request to the Change Control Board,
outlining the purpose of the change, the description, and the impact to project scope,
schedule, and budget.
Changes can be classified through the examples below:
• Change to the standard product
• Change to standard services as outline in the original contract
• Change to milestone timeline
• Change to product components
• Change to scheduled client workshops and planning sessions
• Change to duration efforts and timeline for product builds
• Change to project resources
• Change to test plans
• Changes to project deliverables
The above are only examples of change and a guideline to following as changes are
identified.
5 Change Procedures
The following describe the change procedures for recording a change request, processing a
change request, and monitoring the change request.
5.1 Recording a Change Request
• Change Requests will be recorded using the SCC Change Request Form template.
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
• Change Requests can be requested by completing and submitting the form
electronically to both the SGHE Project Manager and the SCC Project Manager or
sending them an e‐mail with enough detail that the form can be properly completed.
• Change Requests submitted by e‐mail will be entered into the Change Request Form
and then e‐mailed to the originator. If not correct, the originator and the project
managers will adjust.
• The Change Request will be recorded in the Change Request Log.
5.2 Processing a Change Request
• Change Request will be reviewed by the Project Team for feasibility.
• The Project Team may need to engage functional consultants for input and project
impact to determine feasibility.
• If not technically feasible, the Project Team will update the Change Request with an
explanation as to its feasibility, documenting optional solutions to be reviewed.
• If feasible, the Change Request will be updated with an explanation of what needs to
occur and impact to the scope, schedule, and cost.
• The Change Control Board will be convened to review the Change Request. The SGHE
Project Manager and the SCC Project Manager will present the Change Request to the
Change Control Board along with the recommendation of the Project Team.
• The Change Control Board will either approve or disapprove the change request.
• If approved, the Project Team will adjust the project scope statement, project schedule,
and project budget to reflect the change.
• The change request approval will be updated in the Change Control Log.
• Project resource(s) will be assigned to complete the change, and/or, the change will be
activated.
5.3 Executing a Change Request
• If approved, the Change Request will be planned and integrated into the project
schedule.
• The Change Request will remain open and tracked until all documentation has been
completed.
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
5.4 Filling out the Change Request Form
The SGHE Project Manager will complete the Change Request form.
6.0 Approval to Proceed
Specify the approvers of Project Change Requests from client and SGHE project teams here.
Name Name
Title Title
Date Date
Name Name
Title Title
Date Date
Name Name
Title Title
Date Date
Name Name
Title Title
Date Date
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
Document History
Revision Record
Number Date and Sections Author Notes
1.0 03/30/2010 Mike Schmidt Document Creation
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Integrated Change Control Process
SCC Change Control v1.0 3‐Jun‐10
Change Request
Project Change Request Name: CR Status
Name the change request to a name that helps identify the CR Status options are:
• Initiate: Used when the CR is
initially created
• Under Review: Used when the
CR is under review by SGHE
consultants for feasibility
• Approved: Used when project
stakeholders approve the CR
• Active: Used when the CR is
actively being worked
• Closed: CR is completed
Originator: Assigned To: CR Number
The name and organization of who is The name and organization of who the PM will apply a naming standard to all CR
requesting the change. CR is assigned once approved.
Change Request Short Description:
Describe in a sentence or two a summary of the CR.
Change Request Detailed Description:
Once more analysis is completed by the project core team, apply more detail as to the CR.
Work Products Impacted:
List the SGHE modules impacted by the CR
Impact of CR:
Describe in detail the impact of the CR to the project scope, schedule, and/or budget
Action Plan:
Describe in detail the recommended action plan
Alternative Options:
If the CR is not technical feasible, or it requires major customizations that impact other standard
modules, or if the project team has an alternative option for the client, list in detail what these are.
Resolution:
Describe the resolution of the CR.
Solano Community College Page 1 of 1
Change Request Form
SCC Change Request version 1.0
Change Request
Requested Date Target Baseline Date Approved Date
Add the date the CR was requested List the date that the requestor Add the date the CR was approved
requires the CR to be completed.
Project Stakeholders Names Approval Information (Signature
and Date)
Change Control Board Member
1:
Change Control Board Member
2:
Change Control Board Member
3:
Change Control Board Member
4:
Change Control Board Member
5:
Project Manager:
Project Sponsor:
Enter Comments:
=
Solano Community College Page 2 of 2
Change Request Form
SCC Change Request version 1.0
ID Task Name Duration Work Remaining Actual Start Finish
Work Work
0 Solano Community College District, CA, Banner 8 Consulting Services, 2010 301d 4,053h 3,826h 227h Thu 4/1/10 Thu 5/26/11
1 Project Management 294d 800h 617h 183h Mon 4/12/10 Thu 5/26/11
2 Banner 7 Stabilization 125d 1,404h 1,360h 44h Mon 4/12/10 Fri 10/1/10
3 Banner General 21d 68h 68h 0h Mon 5/10/10 Mon 6/7/10
4 Shared Data (Remote) 5d 40h 40h 0h Mon 5/10/10 Fri 5/14/10
5 General Security (Remote) 5d 28h 28h 0h Tue 6/1/10 Mon 6/7/10
6 Finance Module 85d 160h 120h 40h Mon 4/12/10 Fri 8/6/10
7 Budget Management 5d 40h 40h 0h Mon 4/12/10 Fri 4/16/10
8 Budget Development 5d 40h 0h 40h Mon 5/3/10 Fri 5/7/10
9 Year End Processing / Fiscal Issues 5d 40h 40h 0h Mon 6/14/10 Fri 6/18/10
10 Fixed Assets / Fiscal Issues 5d 40h 40h 0h Mon 8/2/10 Fri 8/6/10
11 HR Module 65d 184h 184h 0h Mon 4/26/10 Fri 7/23/10
12 Department Time Entry 5d 40h 40h 0h Mon 4/26/10 Fri 4/30/10
13 DTE, Attendance Tracking 5d 40h 40h 0h Mon 5/24/10 Fri 5/28/10
14 Intiate Budget Roll/Fringe (Remote) 5d 24h 24h 0h Mon 6/7/10 Fri 6/11/10
15 Position Budget Roll 5d 40h 40h 0h Mon 6/28/10 Fri 7/2/10
16 Training for New HR Director 5d 40h 40h 0h Mon 7/19/10 Fri 7/23/10
17 Student Module 115d 80h 80h 0h Mon 4/26/10 Fri 10/1/10
18 Student Accounts Receivable 5d 40h 40h 0h Mon 4/26/10 Fri 4/30/10
19 Academic History 5d 40h 40h 0h Mon 9/27/10 Fri 10/1/10
20 Operational Data Store 35d 160h 160h 0h Mon 6/21/10 Fri 8/6/10
21 ODS Consulting 5d 40h 40h 0h Mon 6/21/10 Fri 6/25/10
22 ODS Consulting 5d 40h 40h 0h Mon 7/5/10 Fri 7/9/10
23 ODS Consulting 5d 40h 40h 0h Mon 7/19/10 Fri 7/23/10
24 ODS Consulting 5d 40h 40h 0h Mon 8/2/10 Fri 8/6/10
25 Luminis Portal 95d 202h 198h 4h Mon 5/3/10 Fri 9/10/10
26 Luminis Startup 12d 4h 0h 4h Mon 5/3/10 Tue 5/18/10
27 Content Administration 1 5d 38h 38h 0h Mon 6/7/10 Fri 6/11/10
28 Content Administration 2 5d 40h 40h 0h Mon 6/21/10 Fri 6/25/10
29 Organizational Planning (Course Studio) 5d 40h 40h 0h Mon 7/26/10 Fri 7/30/10
30 Content Planning 1 5d 40h 40h 0h Mon 8/23/10 Fri 8/27/10
31 Content Planning 2 5d 40h 40h 0h Mon 9/6/10 Fri 9/10/10
32 Integration 50d 550h 550h 0h Mon 5/24/10 Fri 7/30/10
33 People Admin Integration 45d 40h 40h 0h Mon 5/31/10 Fri 7/30/10
34 eCollege SSO and Data Integration 45d 160h 160h 0h Mon 5/31/10 Fri 7/30/10
35 SARS Integration 50d 350h 350h 0h Mon 5/24/10 Fri 7/30/10
36 SARS Design - Baseline Messages 10d 10h 10h 0h Mon 5/24/10 Fri 6/4/10
37 SARS Design - Baseline Messages 10d 10h 10h 0h Mon 5/24/10 Fri 6/4/10
38 Unallocated SARS Integration 45d 330h 330h 0h Mon 5/31/10 Fri 7/30/10
39 Banner 8 Migration 252d 1,393h 1,393h 0h Thu 4/1/10 Fri 3/18/11
40 Finance Module 125d 276h 276h 0h Mon 8/16/10 Fri 2/4/11
41 Finance Consulting 125d 200h 200h 0h Mon 8/16/10 Fri 2/4/11
Page 1
ID Task Name Duration Work Remaining Actual Start Finish
Work Work
42 Consulting - B8 Finance Session 1 5d 40h 40h 0h Mon 8/16/10 Fri 8/20/10
43 Consulting - B8 Finance Session 2 5d 40h 40h 0h Mon 9/20/10 Fri 9/24/10
44 Consulting - B8 Finance Session 3 5d 40h 40h 0h Mon 10/11/10 Fri 10/15/10
45 Consulting - B8 Spreadsheet Budgeting 5d 40h 40h 0h Mon 1/10/11 Fri 1/14/11
46 Consulting - B8 Grants 5d 40h 40h 0h Mon 1/31/11 Fri 2/4/11
47 Finance Configuration & Testing 39d 76h 76h 0h Mon 8/23/10 Thu 10/14/10
48 CALB 311 / 320 Reports 5d 40h 40h 0h Mon 8/23/10 Fri 8/27/10
49 Effort Certifications and Grant Budget 17d 20h 20h 0h Mon 8/30/10 Tue 9/21/10
50 Grant Billing Enhancement 17d 16h 16h 0h Wed 9/22/10 Thu 10/14/10
51 Financial Aid Module 80d 144h 144h 0h Mon 7/12/10 Fri 10/29/10
52 Financial Aid Consulting 15d 80h 80h 0h Mon 10/11/10 Fri 10/29/10
53 Consulting - B8 Financial Aid Session 1 5d 40h 40h 0h Mon 10/11/10 Fri 10/15/10
54 Consulting - B8 Financial Aid Session 2 5d 40h 40h 0h Mon 10/25/10 Fri 10/29/10
55 Financial Aid Configuration & Testing 36.5d 64h 64h 0h Mon 7/12/10 Tue 8/31/10
56 BOGG Waivers including multiple exemptions 27.5d 40h 40h 0h Mon 7/12/10 Wed 8/18/10
57 ROAINST/ROAUSIO Form Setup 1d 8h 8h 0h Wed 8/18/10 Thu 8/19/10
58 Scholarship and Athletics 8d 16h 16h 0h Thu 8/19/10 Tue 8/31/10
59 HR Module 65d 224h 224h 0h Mon 7/12/10 Fri 10/8/10
60 HR Consulting 55d 120h 120h 0h Mon 7/26/10 Fri 10/8/10
61 Consulting - B8 HR FLAC, Salary Planner, Other B8 Features 5d 40h 40h 0h Mon 7/26/10 Fri 7/30/10
62 Consulting - B8 HR Config and Testing 5d 40h 40h 0h Mon 8/30/10 Fri 9/3/10
63 Consulting - B8 HR Banner 8 Testing, EPAF 5d 40h 40h 0h Mon 10/4/10 Fri 10/8/10
64 HR Configuration & Testing 31d 104h 104h 0h Mon 7/12/10 Mon 8/23/10
65 Labor Redistribution 7d 24h 24h 0h Mon 7/12/10 Tue 7/20/10
66 Combined Benefit Limits 2.5d 8h 8h 0h Wed 7/21/10 Fri 7/23/10
67 Multi Year Encumbering (depends on FI) 5.5d 8h 8h 0h Fri 7/23/10 Fri 7/30/10
68 Effort Reporting 5.5d 8h 8h 0h Mon 8/2/10 Mon 8/9/10
69 Faculty Load & Compensation 5.5d 16h 16h 0h Mon 8/9/10 Mon 8/16/10
70 CALB MIS / STRS / PERS 5d 40h 40h 0h Tue 8/17/10 Mon 8/23/10
71 Student Module 180d 582h 582h 0h Mon 7/12/10 Fri 3/18/11
72 Student Consulting 145d 274h 274h 0h Mon 8/30/10 Fri 3/18/11
73 Banner 8 Student Session 1 5d 40h 40h 0h Mon 8/30/10 Fri 9/3/10
74 Banner 8 Student Session 2 5d 40h 40h 0h Mon 9/13/10 Fri 9/17/10
75 Banner 8 Student A/R 5d 40h 40h 0h Mon 10/4/10 Fri 10/8/10
76 Term Setup (Remote) 3d 24h 24h 0h Mon 11/15/10 Wed 11/17/10
77 1098-T Train/Consult (Remote) 2d 10h 10h 0h Mon 11/29/10 Tue 11/30/10
78 General Student Refresher 5d 40h 40h 0h Mon 2/21/11 Fri 2/25/11
79 Faculty Gradebook 5d 40h 40h 0h Mon 3/7/11 Fri 3/11/11
80 Duplicate ID Resolution 5d 40h 40h 0h Mon 3/14/11 Fri 3/18/11
81 Student Configuration & Testing 41d 308h 308h 0h Mon 7/12/10 Mon 9/6/10
82 Catalog / Schedule Build 5d 36h 36h 0h Mon 7/12/10 Fri 7/16/10
83 Fee Assessment 1.5d 12h 12h 0h Mon 7/12/10 Tue 7/13/10
Page 2
ID Task Name Duration Work Remaining Actual Start Finish
Work Work
84 SSRROLL 1d 8h 8h 0h Tue 7/13/10 Wed 7/14/10
85 Reserved Seating 2.5d 16h 16h 0h Wed 7/14/10 Fri 7/16/10
86 Registration 12d 96h 96h 0h Mon 7/19/10 Tue 8/3/10
87 Registration Error Message 3.5d 24h 24h 0h Mon 7/19/10 Thu 7/22/10
88 Minimum/Maximum Reg Hours 2.5d 24h 24h 0h Thu 7/22/10 Mon 7/26/10
89 Registration Mass Entry 1d 8h 8h 0h Tue 7/27/10 Tue 7/27/10
90 Registration Overrides 1d 8h 8h 0h Wed 7/28/10 Wed 7/28/10
91 Waitlisting 4d 32h 32h 0h Thu 7/29/10 Tue 8/3/10
92 Academic History 4.5d 32h 32h 0h Wed 8/4/10 Tue 8/10/10
93 Repeat Checking 1d 8h 8h 0h Wed 8/4/10 Wed 8/4/10
94 Incomplete Grades 2d 16h 16h 0h Thu 8/5/10 Fri 8/6/10
95 Catalog Extract 1.5d 8h 8h 0h Mon 8/9/10 Tue 8/10/10
96 Graduation 5d 40h 40h 0h Tue 8/10/10 Tue 8/17/10
97 Manual Roll of Learner Records 1d 8h 8h 0h Tue 8/10/10 Wed 8/11/10
98 Graduation Mass Entry 1.5d 12h 12h 0h Wed 8/11/10 Thu 8/12/10
99 Graduation Application 2.5d 20h 20h 0h Fri 8/13/10 Tue 8/17/10
100 Miscellaneous 14.5d 104h 104h 0h Tue 8/17/10 Mon 9/6/10
101 Admissions Mass Entry 2d 16h 16h 0h Tue 8/17/10 Thu 8/19/10
102 General Student Mass Entry 2d 16h 16h 0h Thu 8/19/10 Mon 8/23/10
103 General Enhancements 3d 24h 24h 0h Mon 8/23/10 Thu 8/26/10
104 Faculty Load (NOT FLAC in HR) 3d 24h 24h 0h Thu 8/26/10 Tue 8/31/10
105 IPEDS 1d 8h 8h 0h Tue 8/31/10 Wed 9/1/10
106 CALB MIS / 320 Reports 1d 8h 8h 0h Wed 9/1/10 Thu 9/2/10
107 Athletic Tracking 2.5d 8h 8h 0h Thu 9/2/10 Mon 9/6/10
108 Integrated Testing 137d 167h 167h 0h Thu 4/1/10 Fri 10/8/10
109 Develop Integrated Test Plan 6d 44h 44h 0h Thu 4/1/10 Thu 4/8/10
110 Write User Acceptance Test Plan 5d 40h 40h 0h Thu 4/1/10 Wed 4/7/10
111 Establish Testing Issue log 1d 4h 4h 0h Thu 4/8/10 Thu 4/8/10
112 Execute Integrated Plan 30d 123h 123h 0h Mon 8/30/10 Fri 10/8/10
113 Test Cycles 30d 123h 123h 0h Mon 8/30/10 Fri 10/8/10
114 Test Cycle 1 5d 40h 40h 0h Mon 8/30/10 Fri 9/3/10
115 Refine and Tune 5d 1h 1h 0h Mon 9/6/10 Fri 9/10/10
116 Test Cycle 2 5d 40h 40h 0h Mon 9/13/10 Fri 9/17/10
117 Refine and Tune 5d 1h 1h 0h Mon 9/20/10 Fri 9/24/10
118 Test Cycle 3 5d 40h 40h 0h Mon 9/27/10 Fri 10/1/10
119 Refine and Tune 5d 1h 1h 0h Mon 10/4/10 Fri 10/8/10
120 Advancement Implementation 135d 456h 456h 0h Mon 11/1/10 Fri 5/6/11
121 Advancement Kick-Off 5d 40h 40h 0h Mon 11/1/10 Fri 11/5/10
122 Campaign and Basic Gifts 5d 40h 40h 0h Tue 11/9/10 Mon 11/15/10
123 Advancement Technical Training 5d 40h 40h 0h Mon 12/6/10 Fri 12/10/10
124 Advancement Consulting 1 5d 40h 40h 0h Mon 1/17/11 Fri 1/21/11
125 Advanced Gifts 5d 40h 40h 0h Mon 1/24/11 Fri 1/28/11
Page 3
ID Task Name Duration Work Remaining Actual Start Finish
Work Work
126 Prospect Management 5d 40h 40h 0h Mon 2/14/11 Fri 2/18/11
127 Advancement Consulting 2 (Remote) 4d 32h 32h 0h Mon 2/21/11 Thu 2/24/11
128 Population Selection & Letter Generation 5d 40h 40h 0h Mon 3/14/11 Fri 3/18/11
129 Memberships 5d 40h 40h 0h Mon 3/21/11 Fri 3/25/11
130 Pre Go-Live Consulting 5d 40h 40h 0h Mon 4/11/11 Fri 4/15/11
131 Go-Live Support (Remote) 3d 24h 24h 0h Mon 4/18/11 Wed 4/20/11
132 Advancement Follow-Up 5d 40h 40h 0h Mon 5/2/11 Fri 5/6/11
Page 4
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