Vision - Team Roles and Responsibilities

The people of Oklahoma City Community College and their processes will be the focal point
of this implementation.

As indicated in Figure 1, the Datatel/Colleague Implementation Project organization consists of the Project Team and four Application Teams addressing different functional areas, with each Application Team having a set of work groups or Module Teams to attend to specific responsibilities or unit needs. As required, ad hoc cross-functional task groups will be formed to complete specific sub-projects. Figure 1 provides an overview of how the project will be structured and the team leaders who will help implement their respective system applications.

The advantages of implementing this system include a newly empowered user community, state-of-the-art web capabilities, more flexible reporting, increased productivity, and access to online, real time data.

Project Team and Responsibilities
The Project Team is the team guiding the Colleague implementation project. This team will make final decisions, break logjams, and help coordinate project plans and schedules. In the event that differences arise and attempts to find a common ground are not reached, the Project Team resolves to take the matter to Executive Council. The College on-campus Project Manager will chair the Project Team:

Project Leader:

Gary Lombard, Vice President for Special Projects

Project Manager:

Sherry Hendrix, Information Technology Project Manager

Team Leaders:

Mr. Larry Robertson, Director of Human Resources
Ms. Gloria Cardenas-Barton, Dean of Admissions/Registrar
Ms. Donna Nance, Director of Finance
Mr. John Richardson, Director of Computer Systems Development

Other Members:

Ms. Mary Williams, Dean of Information Technology
Mr. Bob Jenkins, Consultant to the Board of Regents
Dr. Brenda Harrison, Associate VP for Academic Affairs

Overall responsibilities of the Project Team is to:

Provide Application and Module Teams with project direction and structure
Identify and provide guidelines needed by teams to fulfill their missions
Promote project achievement and results
Monitor project pace toward milestones
Critically assess accomplishments and anticipate coming needs
Adjust composition of teams
Communicate policy
Communicate implementation project progress
Schedule and enjoy success celebrations
Determine core shared codes

Application and Module Teams and Responsibilities
The Application and Module Teams are responsible for interfacing and converting their area of responsibility to the new system. Among other things, their responsibilities are to:

Make shared decisions within their application area
Identify module level team tasks
Support cross module learning within and between offices
Document calendar events critical to implementation
Build a departmental procedure manual
Recommend interdepartmental reporting needs
Build and test conversion plan
Provide scheduled status reports to application team leader
Inform the Project Team if deadlines cannot be kept
Propose recommendations to the Project Team on changes to the College's policy and procedure
Produce their product on time

Project Leader Role
Vice President for Special Projects, Gary Lombard
This position provides leadership for the entire project implementation efforts. The main role of the Project Leader is to provide a global viewpoint, to lead project activities with executive involvement, to ask the right questions, and to assign the appropriate resources to an implementation team or administrative unit so that they can determine how to best implement the software.

Project Manager Role
Information Technology Project Manager, Sherry Hendrix
The on-site Project Manager works closely with Datatel employees, the Project Leader, all the implementation teams and technical staff. Additionally, she will work with the teams to coordinate project activities, set priorities, schedule tasks, anticipate and mitigate conflicts, ensure timely progress toward full implementation and to maintain clear communication among all departments.

Application Team Leaders Role
The Application Team Leader is to lead, motivate, organize and facilitate the functioning of his or her team. Each team leader will serve as a liaison and member of the Project Team. S/he will seek out expertise as identified by the team to work toward the goal of the implementing their portion of the Colleague system. Responsibilities include:

Helping team members in identifying and meeting college goals with the use of the new software
Structuring meetings with agenda
Maintaining minutes of all application meetings
Maintaining the team effort on focus of the meeting objectives
Coordinating interoffice decisions on functional use, code decisions, reporting analysis, data conversion, policies, and standards within the application area of the institution
Documenting customization needs as they are identified for future review
Enabling all team members to participate
Integrating disparate points of view
Resolving conflicts that arise
Effecting consensus
Defining the next steps for future meetings in relation to agreed upon goal

Module Team Power User Role
This role leads the implementation decisions made within a single user office. The individual will be the manager or a designated staff person who can make or coordinate key decisions. Team members will be identified initially by the particular team with which they are affiliated. As the implementation process unfolds, the implementation team structure may need to be modified.

Responsibilities include leading the office through the implementation process, representing and articulating the office's needs/expectations from the new system, and coordinating with Technical Services throughout the implementation process. This person will be the departmental representative at the training class and will need to understand fully the applications software, code files, parameters, and data files for their areas. They will become a strong user of the query language and will produce many of the reports the office regularly needs. In addition, they are responsible for building a departmental procedure manual during the implementation process. This position reports to or is the manager of the user area and during the implementation will also work closely with the Application Team Leader and the liaison representing the department at the internal user group meeting and serve as the user liaison between Technical Services and the end-user office.

Team Decision-Making
Each team is empowered to make decisions that affect only their area of responsibility. Decisions that affect more than one team must be made with the involvement of all affected teams. Any decision that impacts College policy or would extend the project time line must be reviewed by the Project Team. It will be expected that the issues on the agenda will be adequately discussed and all members encouraged to express their viewpoint. While it is desirous that a consensus be reached, simple two-thirds of those present would be considered adequate to carry the vote. In the event that differences arise and attempts to find a common ground are not reached, the Project Team resolves to take the matter to Executive Council.

Listed below by functional areas are the main modules to be undertaken:

Student Information System Modules
Academic Records
Degree Audit
Accounts Receivable
Faculty Information
Campus Organizations
Financial Aid
Cash Receipts
Recruitment/Admissions
Communications Management
Registration
Curriculum Management
External Interfaces

Financial System Modules
Accounts Payable
Budget Management
Fixed Assets
General Ledger
Inventory
Physical Plant
Purchasing
External Interfaces

Human Resource System Modules
Personnel
Payroll
Position Management
External Interfaces

In addition, the Technical Team will provide an array of technical services pertaining to:
Hardware and software installation
Infrastructure
Security
System Performance
Tools
Database Management
Legacy System Transition
Data Conversion

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The Project Team is the team guiding the Colleague implementation project.

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The Application and Module Teams are responsible for interfacing and converting their area of responsibility to the new system.

The Application Team Leader is to lead, motivate, organize and facilitate the functioning of his or her team.

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Each team is empowered to make decisions that affect their area of responsibility.

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For questions or comments please contact Sherry Hendrix, the Information Technology Project Manager.
shendrix@occc.edu or 682-7827.

Oklahoma City Community College
7777 S. May Avenue
Oklahoma City Oklahoma 73159-4444

(405) 682-1611

www.occc.edu