Get involved! (ctcLink vendor review)

Hello all college staff members. Want to help us pick the best ERP solution for the Washington CTC system?

Depending on your level of interest, knowledge and availability, there are several ways to get involved in reviewing the ctcLink RFP responses and the process of gathering volunteers starts now.

The best ERP solution will be the one that has been selected by the users of our system. If that’s you, we want your input! We understand the commitment can be great (as you’ll see below) and that the schedule may conflict with your summer plans, but take a look at your schedule and ours and consider playing a part.

ctcLink Project Team members Barbara Martin and Tara Keen will be reaching out to the ctcLink College Teams to start gathering volunteers for several different levels of involvement:

Vendor Evaluation Selection Team (VEST) – This level of review requires the most time and expertise. VEST members will be expected to read and evaluate from 3 to 6 vendor proposals and will also need to commit to attending the vendor demonstrations in person at a college facility in the Puget Sound area. This is expected to be a 40 hour per week commitment for two to three weeks during the month of August. If you are interested in this level of involvement, please contact Barbara Martin: bmartin@sbctc.edu.

Subject Matter Expert Evaluation Team – Since the VEST team will be reviewing the entire vendor proposals, they will need to rely on other dedicated individuals to provide insight, guidance and subject-matter-area expertise.

As a SME evaluator you will need to read portions of the vendor proposals that relate to your area of expertise, such as finance, HR/payroll or student financials (which includes cashiering, student accounts and financial aid). SMEs will need to read and compare responses from multiple vendors. In addition, SME evaluators will be required to attend in-person vendor demonstrations for the module they are focusing on. This is expected to be a commitment of 1-2 days per week for a minimum of 2 weeks and a maximum of 3 weeks during the month of August. It is critical that each SME Evaluation Team member be able to participate in the demos for each vendor to ensure continuity and fairness in the evaluation of each proposed ERP solution. If you are interested, contact someone on your ctcLink College Team. Barbara and Tara will be working through the college teams to gather this group of volunteers. College staff can view the ctcLink College Teams roster on the ctclink college access only web page.

Functional Observers — If you can’t commit the time noted above for VEST or SME teams, we still want you! There will be an opportunity for college staff to observe some or all of the vendor demos. Observers will provide feedback in survey form and the VEST and SME teams will use that feedback to round out their overall review process. Interested in this level of involvement? Let your ctcLink College Team know.

The vendor proposals are due June 22, but work will start now to gather and train the review teams, so check your calendar and consider being involved in choosing the best solution for ctcLink! Here is a more detailed RFP Vendor Selection Schedule.

If you missed the news about the two pilot (FirstLink) colleges chosen for ctcLink and the RFP release information, check out the inaugural blog here.

About ctclinknews

ctcLink is a single, centralized system of online tools for student services and administrative functions for all 34 community and technical colleges in Washington. In the next several years, ctcLink will be implemented on every campus, providing online tools for everything from admissions to graduation. The first three ("FirstLink") colleges came online in August 2015. A wave of 8 more colleges (cleverly named "Wave 1") will switch over to the new ctcLink system in August 2016, followed by Wave 2 in 2017 and Wave 3 in 2018.
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