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IS THE DALLAS COLLEGE BOARD OF[1. Roll Call - Announcement of a Quorum]
TRUSTEES MEETING.WE'LL BEGIN WITH ROLL-CALL TO CONFIRM A QUORUM.
>> YOU DO HAVE A QUORUM CHAIR BRAVO IF YOU WANT TO BEGIN.
SO GIVE ME ONE MOMENT AND SEE WHY HIS MUTE BUTTON IS NOT WORKING.
I APPRECIATE YOUR PATIENT, EVERYONE.
WE HAVE A TECHNICAL DIFFICULTY WE'RE GOING TO ADDRESS HERE SHORTLY, AND THEN, WE WILL RESUME.
>>> TRUSTEE RITTER, ARE YOU ABLE TO UNMUTE?
SO J QUORUM, TRUSTEE RITTER, PRESENT?
>> YOU HAVE A QUORUM IF YOU WOULD LIKE TO BEGIN THE MEETING.
WE BEGIN THE FINANCE COMMITTEE AT 12:30.
>>> WE CERTIFIED THE NOTICE OF THE MEETING HAS BEEN POSTED ONLINE IN 72 HOURS.
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WE ARE NOT IN A CENTRAL LOCATION.WE HAVE A QUORUM BY MEETING BY TELEPHONE.
WE ARE MEETING BY WAY OF WEBEX AND SWAGIT.
[2. Certification of Notice posted for the meeting]
ANY PERSONS OF THE PUBLIC WHO FOLLOWED THE INSTRUCTIONS ON THE DALLAS COLLEGE BOARD OF TRUSTEES' WEBSITE WILL BE UNMUTED FOR FIVE MINUTES DURING THE PUBLIC COMMENT SECTION.THE BOARD LIAISON WILL READ COMMENTS INTO THE RECORD BEFORE THE ITEM.
IF YOU WOULD LIKE TO PROVIDE COMMENT AT A FUTURE MEETING BY VIDEO CONFERENCE OR TELEPHONE CALL, FOLLOW THE INSTRUCTIONS ON THE BOARD'S WEBSITE.
ALL MEETING PROCEDURES ADHERE TO THE BOARD PROCEDURES.
THIS IS BROADCAST OVER THE INTERNET AND AUDIO RECORDING AND TRANSCRIPT IS BEING MADE AND WILL BE MADE AVAILABLE AT A LATER DATE ON THE BOARD'S WEBSITE.
THIS ALLOWS 1 THOU PARTICIPATE IN THE VIRTUAL MEETING AND 10 THOUSAND TO VIEW OVER STREAMING.
WE APOLOGIZE IN ADVANCE FOR UNFORESEEABLE DIFFICULTIES AND APPRECIATE YOUR PATIENT.
CHANCELLOR MAY, CAN YOU CONFIRM THE MEETING HAS BEEN POSTED.
>> CHAIR RITTER, I CERTIFY THE MEETING WAS POSTED ACCORDING TO 5.10.54.
>> PERLA, DO WE HAVE CITIZENS DESIRING TO ADDRESS THE BOARD?
>> I CAN CONFIRM WE HAVE NO CITIZENS SIGNED UP TO SPEAK AT THIS COMMITTEE MEETING.
WE'VE GOT ONE PRESENTATION AND TWO AGENDA ITEMS TO CONSIDER TODAY.
AND THE FIRST ONE IS IT PLANNING.
[4.A. Enterprise Resource Planning – Information Technology Presenters: Tim Marshall, John Robertson]
THIS IS A SIGNIFICANT ITEM AND ISSUE THAT'S COME BEFORE THE BOARD MANY TIMES OVER THE PAST COUPLE OF YEARS.I'LL TALL ON JOHN ROBERTSON AND TIM MARSHALL TO OFFER THE PRESENTATION.
THE SLIDE IS AVAILABLE? I WILL WAIT FOR IT TO COME.
>> IF YOU GIVE US ONE SECOND, WE'LL POP THOSE UP.
>> CHANCELLOR, IS THERE ANY REMARKS YOU WOULD LIKE TO MAKE BEFORE WE GO INTO THE PRESENTATION?
EXCEPT TO SAY, TIM, THIS HAS BEEN YEARS IN THE WORK THAT IS INVOLVED HUNDREDS, IF NOT OVER THOUSANDS OF OUR EMPLOYEES TO REALLY LOOK AT OUR NEEDS TO PLAN FOR THE FUTURE AROUND THE CRITICAL I.T.
SYSTEMS AND FINANCIAL HUMAN RESOURCES AND OUR STUDENT SYSTEMS. SO REALLY EXCITED TO BE AT THIS POINT TO LAY THE GROUNDWORK FOR WHAT WILL REALLY DRIVE A LOT OF OUR WORK IN THE FUTURE.
THANKS FOR YOUR LEADERSHIP THROUGHOUT THIS PROCESS.
AND LOOK FORWARD TO BOTH TODAY'S PRESENTATION, BUT ALSO HOPEFULLY, AS WELL AS QUESTIONS FROM THE BOARD.
I'LL START WITH THE NEXT SLIDE, SO WE CAN BEGIN THE DISCUSSION.
I'LL LEAD YOU THROUGH KIND OF THE LITTLE BIT OF THE HISTORY OF OUR CURRENT ERP SYSTEM, ENTERPRISE RESOURCE PLANNING SYSTEM.
THE WHY WE'RE MOVING IN THE DIRECTION WE ARE, INCLUDING THE IMPACTS ON ALL OF OUR DIFFERENT CONSTITUENTS.
OUR MILESTONES TO DATE AS THE CHANCELLOR MENTIONED, THIS HAS BEEN A PROJECT THAT'S BEEN UNDER WAY.
BUT RIGHT NOW, WE'RE GETTING TO THE POINT WHERE WE NEED TO MOVE FORWARD WITH OUR VENDOR.
SO THE HISTORY, WE'VE BEEN USING -- YOU'LL HEAR A LOT OF NAMES FOR THIS SOFTWARE WE'VE BEEN USING OVER THE YEARS.
ELLUCIAN IS THE NAME OF THE COMPANY.
BACK IN THE DAY THEIR COMPANY WAS CALLED DATA TELL.
THE PRODUCT WE PURCHASED IS COLLEAGUE.
DEPENDING WHAT YOU TALK TO WHEN YOU WALK AROUND CAMPUS, THEY'LL BE KNOWN BY ALL OF THOSE NAMES.
WE'VE ALSO USED A PRODUCT FROM ELLUCIAN CALLED ECONNECT
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WHICH HAS A WEB INTERFACE FOR OUR STUDENTS.PROVIDES INTEGRATED SOLUTIONS FOR 75-80% OF ACTIVITIES ON CAMPUS, HR, HIRING, BENEFITS, PAY, FINANCE, BUDGET INFORMATION.
GENERAL LEDGER, PROCUREMENT AND PREDICTING BUDGETS IN FUTURE YEARS OUT.
AND STUDENTS, THIS IS THE SYSTEM THAT HOUSES CRITICAL ACADEMIC INFORMATION.
OUR ELLUCIAN AND COLLEAGUE, AT T PURCHASED, IT FIT OUR ORGANIZATION SOMEWHAT.
THIS WAS ONE OF THE BETTER SOLUTIONS THEN.
BUT AS WE GREW AND THE FUNCTIONS CHANGED BETWEEN COLLEGES, WE HAD TO HIGHLY CUSTOMIZE THE SOFTWARE WE'RE USING.
WHICH MEANS WE HIRED PROGRAMMERS THAT KNEW THE CODE THAT COLLEAGUE IS WRITTEN IN.
WE STARTED HARD CODING SPECIFIC FUNCTIONS THAT WERE RELATED TO OUR SEVEN COLLEGES AND OUR DISTRICT.
WHEN CUSTOMIZED WORK ON THESE TYPES OF PACKAGES, WHAT OCCURS, YOU REMOVE YOURSELF FROM THE PRODUCT AS IT WAS DELIVERED, AND YOU FIND YOURSELF SOMETIMES LIMITING THE FUNCTIONALITY OF THE SOFTWARE YOU PURCHASED, BECAUSE YOU'RE CREATING NEW FUNCTIONALITY THRO PROGRAMMING.
BUT THERE'S MOSTLY A DOWN SIDE IS OVER TIME, THE PRODUCT IS HARD TO BE SUPPORTED BY THE ORIGINAL VENDOR.
SO IT'S A TERM NOT USED TOO MANY TIMES ANYMORE.
IT'S NOT AS BIG AS ROOM SIZE COMPUTERS YOU'VE SEEN IN THE PAST.
THIS IS THE SIZE OF THE FRIDGE.
WE HAVE MIXED WEB AND DESKTOP INTERFACES.
THE TECHNOLOGY IS AGAIN 20 YEARS OLD.
SO THERE ARE STILL SOME CLIENT SERVER PIECES IN USE.
WE H OUR OWN COMPUTERS AT OUR OWN DATA CENTER.
AND THAT DATA CENTER ITSELF IS EXPERIENCING SOME ISSUES.
AND THE HARDWARE THAT WE USE TO HOST IT, THOUGH CAPABLE, IT DOESN'T SCALE VERY WELL.
SO WHENEVER WE NEED TO ADD NEW FUNCTIONS, WE HAVE TO TAKE A LOOK -- A HARD LOOK AT OUR HARDWARE TO SEE IF WE'RE ABLE TO DO THAT IN A QUICK FASHION.
IF YOU HAVE ANY QUESTIONS, FEEL FREE TO STOP ME.
I'VE GOT ABOUT 40-45 MINUTES OF CONTENT STUFFED INTO AN HOUR ANTICIPATING QUESTIONS.
SO PLEASE FEEL FREE TO RAISE YOUR HAND.
AND PERLA, I'LL LOOK TO YOU AND SEE IF WE CAN INTEGRATE THE QUESTIONS.
ON T SCREEN, YOU'LL HAVE WHAT WE CURRENTLY HAVE CALLED ECONNECT.
WHEN OUR STUDENTS BECOME REGISTERED, THIS IS THEIR PRIMARY INTERFACE THAT THEY USE TO CONDUCT BUSINESS WITH US REMOTELY.
AS YOU SEE, IT'S PRETTY TEXT-BASED.
THERE'S A LOT OF THINGS GOING ON THAT COULD HAPPEN WITHIN THE SYSTEM.
AND BE ABLE TO NAVIGATE ALL OF THESE ITEMS WITHOUT TRAINING.
SYSTEMS, THE STUDENTS DON'T HAVE TRAINING AVAILABLE TO THEM BECAUSE OF THE COMPLEXITY OF THE SYSTEM WOULD TAKE A SEMESTER TO GET UP TO DATE OFTEN THE FUNCTIONS.
ON T THE NEW MODEL THAT WILL BE TO PRESENT OUR SERVICES IN A MOBILE FIRST ENVIRONMENT.
SYSTEMS PROVIDER THAT CREATED THEIR ENTIRE PRODUCT LINE INTO A MOBILE INTERFACE --
>> REFER TO THE MIDDLE OF THE SCREEN IN THE GRAPHICS THAT LOOK LIKE A PHONE, RIGHT, TIM?
IF YOU HAVE THE PACKET, THIS IS SLIDE FOUR OF THE PRESENTATION.
>> YEAH, I THINK THE ISSUE THERE, TIM, IS YOU WERE TALKING ABOUT THE LEFT SIDE OF THE SLIDE, WHICH IS THE ECONNECT.
AND NOW YOU'RE ON THE RIGHT SIDE OF THE SLIDE, WHICH IS THE WORK DAY PIECE.
SO IF YOU HAVE THE PACKET -- DID YOU GET A PACKET OF THE PRESENTATION?
>> MA'AM, I WILL REACH OUT TO YOU ON THE SIDE.
I CAN PAUSE IF YOU NEED ME, PERLA.
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ON THE RIGHT SIDE THESE ARE SCREENS OF THEIR STUDENT SOFTWARE ON THE MOBILE PHONE.
SO YOU CAN SEE THE STUDENT IS PRESENTED WITH FEWER CHOICES THAT ALLOW THEM TO DO THE SAME FUNCTIONS BUT GROUPED IN LIKE MANNER.
SO T CONSIDERATION FOR SELECTION, WAS WE WANTED TO BE ABLE TO PROVIDE OUR STUDENTS IF THEY DIDN'T HAVE A COMPUTER, IF THEY DIDN'T HAVE ACCESS TO LAPTOP OR DESKTOP, COULD DO BUSINESS WITH THE DISTRICT WITHOUT HAVING TO COME IN AND SEE SOMEBODY IN-PERSON BECAUSE THEY DID NOT HAVE A COMPUTER.
SO T CONFIGURED FOR MOBILE FIRST.
BUT IT HAS GOOD WEB INTERFACE.
AND THOSE ARE THE TWO PRIMARY INTERFACES, MOBILE AND WEB.
>> DO WE HAVE A QUESTION? TIM, I'M NOT HEARING A QUESTION.
>> WHILE WE'RE WAITING ON HER TO GET CONNECTED, I GOT A COUPLE OF QUESTIONS AT SOME POINT.
THE DATA CENTER, WHAT IS OUR INCORPORATION FOR REDUNDANCY AND PREPARATION FOR ANY SORT OF INTERRUPTION OF SERVICE WE'LL USE GOING FORWARD? NUMB ANSWER THIS, TOO, IS THE SYSTEM DEVELOPED AND DESIGNED IN A MODULAR-TYPE BASIS AND ARE THERE MODULES THAT ARE IN THE DEVELOPMENT OF THAT WE MAY NOT HAVE IN THE FIRST GO-AROUND? ARE THERE OTHER THINGS YOU MIGHT ADDRESS THAT ARE IN THE WORKS AND IN THE PROCESS?
>> I'LL HIT THE DATA CENTER REAL FAST.
WHEN WE GET TO THAT SLIDE, I CAN ADDRESS IT IN MORE FULLY.
AND WE ALSO LATER ON THE MODULAR DESIGN, THERE ARE MODULES.
I'LL SHOW THAT AND SHOW A TIMELINE OF THE IMPLEMENTATION LATER ON IN THE PRESENTATION.
HANG ON, I JUST RECEIVED A TEXT FROM TRUSTEE FLORES.
APPARENTLY THE POWER WENT OFF WHERE SHE'S LOCATED.
SO WE -- I'M NOT SURE HOW WE CAN MONITOR THAT AT THIS POINT.
BUT WE'LL GET SOMEONE TO CHECK THAT OUT.
>> DR. MAY, MISS FLORES IS COMING TO JOIN IN HERE.
I'M GOING TO HAVE HER CALL SO SHE CAN LISTEN TO THE MEETING THAT WAY.
THIS IS THE WEB SCREEN YOU WOULD SEE IF YOU HAD THE COMPUTER.
THIS IS WHAT A STUDENT WOULD SEE ABOUT THEIR PARTICULAR ACTIVITY WITHIN THE SYSTEM.
WHAT ON OUR ECONNECT WAS THE STUDENT HAD TO REMEMBER A LOT OF COMMANDS.
HERE, BY LOGGING IN, THEY'RE IMMEDIATELY TAKEN TO THEIR OWN PERSONAL INFORMATION.
WHERE, BEFORE, THEY WOULD HAVE TO SELECT OTHER COMMANDS TO TRY TO FIND THEIR ACADEMIC PROGRESS, ACCOUNT ACTIVITY.
DR. MAY MADE SURE I REMIND EVERYONE THAT'S NOT OUR TUITION.
SO THE ACCOUNT ACTIVITY WOULD NOT SHOW A $21,000 BALANCE UNLESS THEY'VE TAKEN TEN YEARS OF CLASSES WITH US.
SO Y MODERN INTERFACE, AND ONE THAT TAKES ADVANTAGE OF DRAWING DATA FROM MULTIPLE PIECES OF THE SOFTWARE.
IF T MOVE ONTO THE NEXT SLIDE.
SO WHY ARE WE DOING THIS? THIS STARTS WITH STUDENT IMPACT.
WHY WE DO ANYTHING WITHIN THE DISTRICT.
PRETTY MUCH EVERYTHING THE STUDENT DOES OUTSIDE THE CLASSROOM IS MONITORED BY A NUMBER OF SYSTEMS THAT WE HAVE IN PLACE AT THE DISTRICT.
AND THE AGING OF OUR MAIN SYSTEM HAS BECOME A VERY SIGNIFICANT IMPEDIMENT TO THEM BEING ABLE TO PERFORM SERVICES IN A 24 BY SEVEN ENVIRONMENT.
IF YOU'RE WARE OF EBAY AND AMAZON AND GOOGLE, THEIR SERVICES RUN 24 BY SEVEN.
THEY PERFORM MAINTENANCE WHILE THEIR SERVERS ARE FUNCTIONING AND PROVIDES SERVICES TO THE STUDENT.
OUR CURRENT SYSTEM, WE NEED TO BRING IT DOWN 11:00 EVERY NIGHT TO RUN BATCH
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JOBS, DO BACKUPS.AT THAT TIME, MANY OF OUR STUDENTS WANT TO INTERACT WITH THEIR INFORMATION, BUT THEY'RE UNABLE TO.
SO J FUNCTIONALITY, BEING ABLE TO PROVIDE 24 BY SEVEN INPUT AND EXPORT OF THEIR OWN INFORMATION IS A PRIME DRIVER.
THE BEEN VERY TRANSITION-BASED.
THAT MEANS THE SOFTWARE WAS GOOD AT DOING POINT OF SALE-TYPE OF ACTIVITY.
IF YOU WANT TO ENROLL, WE CAN ENROLL YOU, BUT ONLY SO MANY AT A TIME BECAUSE OF THE TRANSACTION LOAD.
IF Y LITTLE BIT MORE ABOUT YOUR PROGRAM AND HOW IT INTERACTS WITH OTHER PROGRAMS, THAT INFORMATION WAS NOT THERE.
THE FUNCTIONALITY WASN'T THERE.
SO FOR STUDENTS TO DO THINGS LIKE WHAT-IF SCENARIOS, LIKE I'M TAKING BIOLOGY AS A MAJOR BUT WHAT IF I SWITCH TO BUSINESS? THOSE QUESTIONS WE COULDN'T ANSWER IN THE SOFTWARE.
THE NEW SOFTWARE WILL ALLOW US TO DO MORE OF THE THINGS AND SERVICES WE'RE CREATING AS PART OF OUR CAREER NETWORK WE WEREN'T ABLE TO DO BEFORE.
AS I A SINGLE INTERFACE WITH MOBILE FIRST DESIGN.
THAT WILL PROVIDE COMMONALITY TO THE OTHER SOFTWARE THEY USE IN THEIR LIFE WHETHER IT'S INSTAGRAM, FACEBOOK, TWITTER.
YOU KNOW, THIS IS AN A DESIGN APPROACH FOR THE USER.
BECA SOFTWARE AND WHERE IT RUNS FROM, IT'S DISTRIBUTED THROUGH THE AMAZON CLOUD.
WHICH MEANS THERE'S QUICKER RESPONSE FOR STUDENTS WHEN THEY'RE ENGAGING THE SOFTWARE.
SOMETIMES FASTER THAN WHAT WE HAVE AVAILABLE AT THE ONE SITE.
AND 24/7 ACCESS TO THEIR DATA, THEIR TRANSACTIONS, THEIR HISTORY, AND THEIR ABILITY TO INTERACT WITH THEIR INFORMATION IN WAYS THAT THEY EXPECT US TO PROVIDE.
WHEN WE CAN'T DO IT THE WAY THEIR BANKS AND OTHER ORGANIZATIONS DO IT, THAT'S A MAJOR COMPLAINT WE RECEIVE.
THE FACULTY AND STAFF IMPACT BECAUSE THIS IS ALSO THE SYSTEM THAT WILL BE USED FOR H.R.
AND USED FOR FINANCE, WHAT WE'VE ENGAGED WITH IN WORK DAY IS A TRULY BEST IN CLASS H.R.
SYSTEM AND BEST IN CLASS FINANCE AND BUDGET SYSTEM.
WORK DAY THROUGH THEIR RECENT HISTORY, HAS GARNERED THE MAJORITY OF T ORGANIZATIONS FOR JUST THESE TWO PRODUCTS.
AND ALSO, WITHIN THE PUBLIC GOVERNMENT SPACE, THEY ARE ALSO BECOMING THE MARKET LEADER PROVIDING THESE TWO FUNCTIONAL MODULES THAT ARE CONSIDERED NOW BEST IN CLASS THROUGHOUT THE, YOU KNOW, THE ORGANIZATIONS.
AND GARDENER RECOGNIZES THEM AS SUCH.
THEY PROVIDE ENHANCES PAYROLL BENEFITS INFORMATION MORE THAN WE HAVE NOW.
RIGHT NOW, SINCE THE COLLEAGUE SOLUTION WAS REALLY A STUDENT SYSTEM PRIMARILY AND THEY BOUGHT H.R.
BUT THEY DON'T MATCH THE CAPABILITIES THAT WORK DAY HAVE.
WE EXPEC ADVANTAGE OF OTHER MODULES THAT WASN'T DISCUSSED IN THE CURRENT SYSTEM.
ONE WAS A PROJECT PLANNING MODULE THAT WILL BE TIED TO STAFF AND BUDGET RESOURCES THAT WILL ALLOW US TO DISCREETLY MANAGE WITHIN THE PROJECTS THAN WE HAVE NOW.
NOW, WE HAVE TO DO A LOT OF MANUAL TRADING OF DATA BACK AND FORTH TO MAKE THOSE SYSTEMS TALK.
AND THE LAST FEW YEARS, THERE'S A PREDICTIVE ANALYSIS AND REPORTING TIED BACK TO AN ARTIFICIAL INTELLIGENCE AND MACHINE LEARNING SYST CORRIDOR-BASED OPERATIONS WE'VE NEVER HAD BEFORE.
SO T NOT ONLY FACULTY AND STAFF IMPACT, BUT ALSO ANY OF THE OTHER IMPACT ON OUR CONSTITUENTS IS HIGHLY ANTICIPATED.
AND AS WE'VE SEEN IT IN OTHER PRODUCTS, WE WANT TO TAKE ADVANTAGE EVER IT IN THIS PRODUCT.
ANY QUESTIONS? NEXT SLIDE, PLEASE.
WITHIN THE COMMUNITY, BECAUSE OF THE NATURE OF THE WORK DAY PRODUCTS, WE CAN NOW EXTEND OUR E.R.P.
SYSTEM IN AN EASIER WAY TO DETAIL
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AND PROVIDE FUNCTIONS AND SERVICES TO THE COMMUNICATION OF THE WOULD-BE STUDENT, THE WOULD-BE COMMUNITY PARTNERS, AND THE WOULD-BE VISITORS THAT WANT TO TAKE ADVANTAGE OF OUR SERVICES BUT MAYBE NOT TAKE CLASSES.THE MOBILE FIRST AND WEB FIRST, ALREADY PROVIDES A LEVEL OF WEBSITE INTEGRATION INTO THEIR ENTIRE PRODUCT SUITE THAT WE CURRENT DON'T HAVE WITH OUR SOFTWARE.
OUR CURRENT SOFTWARE IS MINI FRAME-BASED.
FOR MANY OF THE FUNCTIONS WE CAN'T OFFER THEM NATIVELY OVER THE INTERNET.
SO IT'S RESTRICTED TO FACULTY AND STAFF.
AND WE HAVE TO LAYER ON SECURITY PRODUCTS SO THEY CAN DO THOSE THINGS REMOTELY.
IF YOU'VE HEARD PEOPLE SAY I NEED V.P.N.
ACCESS, WHERE WE CREATE A VIRTUAL NETWORK BETWEEN OUR DATA CENTER AND HOME FUNCTIONALITY IN COLLEAGUE, THAT'S THE ONLY WAY YOU CAN GET TO IT IS PROVIDE OTHER WAYS OF TRYING TO GET TO THE INFORMATION.
WITH THE WORK DAY SOLUTION, THAT GOES AWAY.
WHICH MEANS WE CAN OFFER MORE AND MORE OF OUR INFORMATION TO THE PUBLIC WITH JUST AN EASY FLICK OF A SWITCH WITHOUT HAVING TO GO THROUGH, YOU KNOW, A GYMNASTICS OF SECURITY.
THER AS WE USE -- WE'VE ESTABLISHED SALES FORCE AS OUR ENTERPRISE CUSTOMER RELATIONSHIP MANAGEMENT SOFTWARE.
AS GREAT AS WORK DAY IS, IT DOES NOT DO THIS FUNCTION.
THIS IS WHERE WE CAN MANAGE OUR CONVERSATIONS AND OUR SERVICES TO A STUDENT POPULATION THAT IS MIXED AND VARIED AND ALLOWS -- SALES FORCE ALLOWS US TO INTEGRATE WITH OTHER INSTITUTIONS, OTHER PROVIDERS, THE RELATIONSHIP PIECE OF OUR WORK.
SO W THIS IS WHEN WE TRADE INFORMATION WITH DISD WITH REGARDS TO OUR PROMISE COHORT.
WHEN WE TRADE INFORMATION WITH THE LOCAL SOCIAL SERVICE AGENCIES AND HOSPITALS IN REGARDS TO THE STUDENTS NEEDING THOSE SERVICES, WE'RE DOING MOST OF THAT AND WILL BE DOING THAT SOON IN SALES FORCE.
WE REQUIRE ANY SOLUTION WE PICK FROM AN E.R.P.
WHICH MEANS WE WOULDN'T HAVE TO BUILD IT.
THE NICE THING IS WORK DAY AND SALES FORCE ARE PARTNERS EXTERNALLY TO OUR SELECTION.
SO THERE ARE STANDARD METHODS FOR TRANSFERRING THAT DATA BACK AND FORTH.
WHICH WILL ALLOW US TO UTILIZE BOTH SALES FORCE AND WORK DAY RATHER QUICKLY WORKING OFF OF EACH OTHER'S DATA.
WHAT IS THE RELATIONSHIP OF HOW OUR E.R.P.
WILL INTERFACE WITH ONE OF THE OTHER ITEMS WE HAVE THAT WE'RE PROGRESSING WITH THE GREENLIGHT TYPE? FOR EXAMPLE, THE DATA COMING FROM GREENLIGHT, HOW DO THOSE TWO MARRY OR WORK TOGETHER?
BECAUSE WHAT WE'VE DONE WITH GREENLIGHT WAS WE MADE IT -- WE'VE CODEVELOPED THE SOLUTION WITH GREENLIGHT WITH USING OUR COLLEAGUE SYSTEM AS THE DATA FEEDER.
AND NUMBER OF BARRIER THAT IS WE WILL NOT HAVE WITH WORK DAY.
WHEN WE GO TO MOVE THAT RELATIONSHIP AWAY FROM COLLEAGUE AND OVER TO WORK DAY, THE WORK DAY PLATFORM IS A MUCH MORE ROBUST TECHNOLOGY STACK.
IT'S MUCH MORE OF A ROBUST ARCHITECTURE.
THE DATA TRANSFERS WILL BE EASIER TO MAINTAIN AND UPDATE BECAUSE OF THE NATURE OF THEIR 24/7 OPERATIONS.
SO J ELSE, WHEN WE TURN OUR SYSTEMS OFF AT 11:00 AT NIGHT, WE TURN OFF THE GREENLIGHT CONNECTION AT 11:00 AT NIGHT.
AND SOMETIMES THAT INTRODUCES A BIT OF A DELAY IF A STUDENTS WANTS A TRANSCRIPT AT 2:00 IN THE MORNING.
SO THE DATA CAN BE AVAILABLE WITHIN GREENLIGHT AT 2:00 IN THE MORNINGS.
BUT IT MAY NOT BE UP TO DATE TO THAT DAY OR WEEK.
SO THE STUDENT CAN GET A TRANSCRIPT, BUT THERE MAY STILL BE LAG.
WITH WORK DAY, THAT'S NOT AN ANTICIPATED ISSUE.
AND WHEN WE SENT OUT THE R.F.P., WE SEND A LIST OF 90 CRIT APPLICATIONS WE USE OTHER THAN ELLUCIAN THAT TIE INTO OUR COLLEAGUE SYSTEM TO MAKE SURE THE VENDOR CAN MAINTAIN THE DATA RELATIONSHIP OR HAVE FUNCTIONALITY THAT WOULD REPLACE IT.
THE NICE THING WITH WORK DAY SOLUTION, WE'RE DOWN TO PROBABLY 30 TO 40 DIFFERENT APPLICATIONS THAT THAT WE NEED TO STILL DO INTERFACES WITH, BUT NOT 90.
[00:30:01]
THAT'S A GOOD QUESTION.SO FROM A TECHNOLOGY STANDPOINT, THIS GETS INTO THE QUESTION YOU ASKED EARLIER MEMBER BOYD.
THIS IS HOSTED IN THE CLOUD BY AMAZON WEB SERVICES.
WE MADE IT ABUNDANTLY CLEAR IN OUR SECURITY AND OUR SAFETY REQUIREMENTS WITHIN THE R.F.P.
THAT WE NEEDED TO HAVE IMMEDIATELY AND MULTIPLE BACKUP AND DISASTER RECOVERABILITY.
WITH AMAZON, THE CAPACITY WITHIN THE UNITED STATES OPENS US UP TO CO-HOUSING TEN DIFFERENT LOCATIONS WHERE OUR DATA CAN BE DUPLICATED EACH AND EVERY DAY.
AND WE CAN BE SET UP AND SERVED BY A MULTIPLE LOCATION DISASTER RECOVERABILITY.
>>> IN OUR DATA CENTER WE HAVE THE MAIN DEVELOPMENT BOX AND BACKED UP IN A DISASTER RECOVERY SITE IN OUR CENTER.
FROM MY PERSPECTIVE, THAT'S DISASTER RECOVERY IN ITS INFANCY.
YOU'RE BOTH IN THE SAME NEIGHBORHOOD, OR SEPARATED BY MAYBE 30 MILES.
RIGH SOME OF THAT HIGH ANXIETY IT PLACES ON ME, WE'RE MOVING TO A COLOCATION DATA CENTER EVEN AS A SEPARATE PROJECT THAN THE WORK DAY PROJECT.
I THINK I MENTIONED IT AWHILE BACK THAT WE'RE MOVING INTO A -- THIS WAS IN THE BUDGET BOOK.
WE'RE MOVING INTO ANOTHER DATA CENTER.
THAT WE WON'T BE RESPONSIBLE FOR MAINTAINING THE ENTIRE DATA CENTER.
WE'LL HAVE OUR LITTLE CAGE IN A MUCH MORE ROBUST DATA CENTER.
THERE ARE AMAZON SERVICES IN THE DATA CENTER THEMSELVES.
IT WILL BE PROVIDING US WITH A GREATER RELIANCE ON NEWER TECHNOLOGY FOR STORAGE AND APPLICATION SUPPORT FOR OUR OTHER APPLICATIONS.
WE'V GAS LEAK IN OUR DATA CENTER.
THROUGH THE HEROIC EFFORTS OF MY STAFF, WE HAVEN'T HAD -- EVEN DURING THOSE OCCURRENCES, WE WERE ABLE TO GET BACK ONLINE QUICK BUT NOT AS QUICK AS WE COULD HAVE BEEN.
IT TOOK US HOURS AND DAYS INSTEAD OF MINUTES.
>> TIM, ONE OTHER QUESTION RELATED TO THAT.
WE ALL HAVE CERTAINLY SEEN ON THE NEWS AND KNOW WHAT HAPPENS WHEN YOU "PUT ALL YOUR EGGS IN ONE BASKET." SO IF WE'RE DEPENDING ON AMAZON TO DO THIS, CAN AND FOR WHATEVER REASON IT'S UNPREDICTABLE THEY DECIDE THEY DON'T WANT TO CARRY OUR DATA, WHAT'S OUR BACKUP? WHAT'S OUR FALL-BACK AS IT WAS THE FIGHT OVER THE SOCIAL MEDIA COMPANY THAT THEY DECIDED TO TURN OFF? ? THAT SO DID IT A MONTH TO ANYBODY.
FROM A TECHNICAL POINT OF VIEW, WHAT DO WE DO? THIS WAS A MAJOR ISSUE IN HEALTHCARE AND GOING TO THE WEB-BASED.
ALL HOSPITALS WERE ALL CONCERNED IF SOMETHING HAPPENED, THEY WOULD LOSE CONTROL.
WHAT'S THE TRADE-OFF? HOW DO WE BACK OURSELVES UP TO KNOW IF AN EVENT LIKE THAT OCCURRED, THAT YOU WOULD BE ABLE TO BRING OUR SYSTEM BACK UP WITHOUT AMAZON BEING THE HOST? HOW DOES THAT WORK?
>> WELL, I FEEL MUCH MORE COMFORTABLE BEING THE HOST THAN OUR DATA CENTER BEING THE HOST.
WE HAVE EXPERIENCED SIGNIFICANT ISSUES WITH OUR DATA CENTER.
AND I FEEL BETTER AS WE'RE MOVING THAT TO WHERE WE COULD PUT AN INSTANCE INTO OUR NEW DATA CENTER LOCATION RAPIDLY.
AND WHAT I CAN DO IS WE'VE ALSO TALKED TO WORK DAY ABOUT JUST THAT POSSIBILITY, WHERE THEY CAN PUT ONE OF THEIR -- WHAT THEY CALL SERVER COPY MACHINES IN THERE.
SO WE COULD RECOVER BACK TO THAT.
IT WOULDN'T BE OUR PRODUCTION INSTANCE BECAUSE IT WOULDN'T BE AS ROBUST WHAT IT IS ON THE AMAZON CLOUD.
BUT I ANTICIPATE DOING SOMETHING LIKE THAT FOR BACKUP.
IT'S ONE THAT THE CLOUD -- THE GOOD THING ABOUT THE IS THERE'S MULTIPLE CLOUDS.
WORK DAY, THEY'RE A CUSTOMER OF AMAZON.
WE WOULDN'T BE THE CUSTOMER OF AMAZON.
THEY COULD MOVE AS QUICKLY TO LET'S SAY MICROSOFT AS YOUR CLOUD THAT IS JUST AS ROBUST AND JUST AS CAPABLE.
PRETTY MUCH BY MOVING THE CABLE FROM ONE CARRIER SWITCH
[00:35:03]
TO ANOTHER CARRIER SWITCH.IT'S NOT LIKE THEY HAVE TO RELOCATE THEIR FACILITIES.
BECA FACILITIES, BUT THEY LEASE A LOT OF OTHER FACILITIES.
THERE'S A LOT OF DIFFERENT WAYS TO STEP INTO THE AGREEMENT WITH THEM.
WE'RE TAKING THE PRACTICED APPROACH THAT WE WANT TO MAKE SURE WE'RE COVERED IF SOMETHING LIKE YOU STATED HAPPENS.
WE'R TYPE OF -- IT'S NOT JUST AMAZON.
IT'S LIKE ALL OF YOUR SOFTWARE PROVIDERS OF HUNDREDS OF SOFTWARES THAT WE USE, ALL OF YOUR HARDWARE PROVIDERS OF HUNDREDS OF PROVIDERS WE USE, YOU'RE AT RISK WHEN YOU USE ANY OF THEM.
BUT THE PAYOFF IS YOU NEED TO USE THOSE THINGS TO ENGAGE AND CONTINUALLY PROVIDE SERVICES.
I TOTALLY THINK IT'S THE WAY TO GO.
BUT I THINK IT'S JUST ALWAYS BETTER FOR US TO HAVE THIS TYPE OF DISCUSSION AND KNOW THAT WE'RE -- WE'VE GOT A BACKUP PLAN FOR EVERYTHING.
BECAUSE THE UNEXPECTED IS THE ONLY THING THAT EVER HURTS US.
JUST, YOU KNOW, CLIFF'S QUESTIONS ARE A GOOD ONE.
FROM A TECHNOLOGY POINT OF VIEW, WE ARE NOT AN EARLY ADOPTER BY MOVING TO AN ENTERPRISE CLOUD SOLUTION, ARE WE? THIS IS SOMETHING THAT VIRTUALLY EVERY CORPO LARGE-SCALE INSTITUTION THAT'S GOT MAJOR I.T.
FOOTPRINT, THIS IS THE SOLUTION THAT'S GOING TO BE AROUND FOR THE NEXT 25 YEARS.
I MEAN, WE'RE RUNNING ON 25-YEAR-OLD SOFTWARE NOW, RIGHT? AND THE CLOUD-BASED, WEB-BASED, HIGHLY CONFIGUREABLE-TYPE OF SOLUTION, WHICH IS WHAT WORK DAY AND SALES FORCE REPRESENTED, THIS IS THE WAY THE BUSINESSES ARE BEING RUN NOT JUST HERE BUT ALL OVER THE WORLD, RIGHT?
WE'VE USED THIS TECHNOLOGY FOR AS LONG AS I'VE BEEN HERE, WHICH IS FIVE YEARS.
OUR LEARNING MANAGEMENT SYSTEM HAS BEEN IN THE CLOUD FOR AT LEAST FIVE YEARS WHICH IS THE SECOND-MOST USED PIECE OF SOFTWARE USED BY ALL OF OUR STUDENTS ENGAGED IN LEARNING.
ALL OF OUR MICROSOFT SOLUTIONS MIGRATED INTO THE CLOUD.
SO OUR EMAIL, OUR SHARED DRIVES, THE APPLICATIONS WE USE FOR OUR DATA WAREHOUSE, THEY'RE ALL CLOUD-BASED.
AND SO IT'S A PROVEN APPROACH.
AND IT DEFINITELY OVER TIME ALLOWS YOU TO RECHANNEL RESOURCES IN DIFFERENT MANNERS.
PARTICULARLY WITH REGARDS TO USING A PRODUCT THAT IS SO HIGHLY CONFIGUREABLE WE DON'T NEED TO CREATE ANY CODE FOR IT, WHICH IS A BENEFIT.
BECAUSE THAT MEANS WE'LL NOT DISTANCE OURSELVES FROM WHAT THE VENDOR AND THEIR PARTNERS CONSIDER TO BE THE BEST APPROACH TO, YOU KNOW, PROVIDING SERVICE.
SO WE'LL BE USING THE SAME CODE THAT, YOU KNOW, BANK OF AMERICA USES FOR H.R.
WE'LL BE USING THE SAME CODE TEXAS A & M WILL BE USING FOR THEIR STUDENTS.
THE IMPROVE THEIR SOFTWARE, THEY IMPROVE IT FOR ALL CUSTOMERS.
AND NO ONE CUSTOMER CAN BE OFF ON THEIR OWN, DEMANDING THEY DO SOMETHING THAT DOESN'T MAKE SENSE FOR THE GROUP.
AND RESOURCES AVAILABLE WITHIN THIS PRODUCT THAT WILL SERVE OUR INSTITUTIONAL RESEARCH ON OUR EXECUTIVES VERY WELL BECAUSE THEIR DASHBOARDS ARE FRONT AND CENTER OF THE PRODUCT.
WHEN YOU LOGIN AS A USER FROM AN EMPLOYEE STANDPOINT, YOU GET TO CONFIGURE ANY NUMBER OF DASHBOARDS THAT WILL SERVE YOU IN YOUR ROLE.
RIGH DASHBOARDS THAT ARE GREAT, BUT THEY'RE SEPARATE.
WE HAVE TO LOGIN TO THEM DIFFERENTLY.
WHEN YOU'RE IN THAT PRODUCT, YOU HAVE NO DIRECT RELATIONSHIP TO CHANGE THAT DATA.
AND THEN, GO BACK TO COLLEAGUE AND GO BACK AND MANIPULATE.
THIS REAL-TIME ANALYTICS AND REAL-TIME REPORTING THAT DOES NOT FORCE US TO MOVE INTO ANY OTHER PACKAGE.
WE CAN TAKE IT AND USE IT AND DRIVE DOWN INTO THE INDIVIDUAL DATA AS WE NEED IT.
>> TIM, LOOKING AT -- IF I UNDERSTOOD IT CORRECTLY, THEN, THE OTHER GROUPS WHO ALSO USE THIS WORK DAY PLATFORM, IF THEY HAVE A PROBLEM AND THERE'S A SECURITY
[00:40:03]
BREACH, DOESN'T THAT MEAN THEN WE WOULD HAVE THAT EXACT SAME SITUATION AVAILABLE TO US?BUT WE STILL HAVE THAT NOW WITH ALL THE SOFTWARE THAT WE RUN.
SO, YOU KNOW, WE STILL HAVE -- EVEN OUR CUSTOMIZED SOFTWARE, IT'S STILL OPEN TO DATA BREACH.
SO THERE'S NO 100% SAFETY ENVIRONMENT OUT THERE.
ALL SYSTEMS HAVE VULNERABILITIES.
BUT WE HAVE THE BENEFIT OF THEIR ENVIRONMENT PROBABLY BEING HARDENED TO THE POINT WHERE THE MAJOR BANKS, INSURANCE CARRIERS, GOVERNMENTS, ARE USING THIS AND ADHERING TO -- THEIR SYSTEMS ADHERE TO NIST, NATIONAL INSTITUTE OF SAFETY AND TECHNOLOGY GUIDELINES IN REGARDS TO SECURITY.
THEIR SYSTEM IS MUCH MORE SECURE THAN THE ONE WE'RE USING.
IT'S TECHNOLOGY THAT ALLOWS THEM TO TAKE ADVANTAGE OF NEWER SAFETY AND SECURITY ENVIRONMENTS.
THAT PROVIDES YOU MORE SLEEP AT NIGHT.
IT DOESN'T TOTALLY REMOVE THE NIGHTMARE.
>> IT SEEMS TO ME, TH LARGER THE PRIZE, THE MORE YOU'RE GOING TO WORK ON IT TO GET INTO THE PRIZE.
I MEAN, THE PENTAGON HAS BEEN BREACHED.
WE KNOW ABOUT -- BEING BREACHED.
>> THEY'RE BIG BUT NOWHERE NEAR THE BIGGEST.
BIG OR SMALL, IT DOESN'T MATTER.
EVERYBODY IS BEING ATTACKED ALL THE TIME.
SO THERE'S NO SMALL SOLUTION THAT WOULD HIDE US.
WE ARE A TARGET REGARDLESS OF THE SOFTWARE WE RUN.
SO THERE ARE SECURITY MEASURES IN PLACE, BUT AGAIN, THERE'S NO 100% SECURE ENVIRONMENT.
WE'V AUDIT IN THE LAST FIVE YEARS.
AND THAT SAYS GOOD THINGS FOR OUR APPROACH.
BUT THERE ARE STILL AREAS WHERE THE HUMAN ELEMENT INTERVENES, AND SOMETHING GETS LEAKED BECAUSE YOU GAVE YOUR PASSWORD TO SOMEBODY ELSE.
>> AND THERE'S NOTHING THAT CAN KEEP US FROM STOPPING THAT.
SO THERE IS -- I CAN DO A WHOLE THREE HOURS ON SECURITY.
BUT WE HAVE SOME VERY DEFINED SECURITY REQUIREMENTS IN OUR R.F.P.
THEY'VE MET THEM ALL AND EXCEEDED A NUMBER OF THEM.
>> I'M CONCERNED ABOUT THE LARGER THE PRIZE, THE MORE THERE IS INTEREST IN BANKING, EVERYBODY ELSE.
IF THEY MAKE ONE HURDLE AND THEY GET INTO THE WHOLE PRIZE, THEN, THAT COULD BE A PROBLEM.
AND WITH IT ALSO BEING ON AN AMAZON CLOUD, THAT ALSO ALLOWS IT TO BE OUT THERE, EVEN IF YOU WEREN'T FOR SOMETHING SPECIFIC.
WELL, I'M GLAD -- I SEE WHY YOU DON'T HAVE HAIR.
I KNOW IT'S GOING TO HAPPEN, SO I DON'T LOSE SLEEP OVER IT.
YOU WILL ENCOUNTER THE SECURITY ISSUE SOMEWHERE IN THE C.I.O.'S LIFE.
>> TIM, DIANA FLORES HAS A QUESTION FOR YOU.
>> MY APOLOGIES, I SUFFERED A POWER FAILURE ON MY OTHER COMPUTER.
I DON'T KNOW IF THIS QUESTION HAS BEEN ASKED.
TIM, ARE YOU GOING TO GO BUDGET AND VENDORS IN SUBSEQUENT SLIDES? IF SO I'LL SAVE IT FOR THEN.
>> YEAH, JOHN WILL HANDLE THAT NEAR THE END.
A LOT OF SCHOOLS JUMP INTO BUYING SOMETHING NEW.
THOSE THAT ARE SUCCESSFUL IN THEIR IMPLEMENTATION, THEY PERFORM A NUMBER OF STEPS.
BEFORE YOU GO BUY A CAR, YOU GO SHOPPING AND YOU DETERMINE, YOU KNOW, THE REASONS WHY YOU'RE BUYING A CAR.
AM I READY FOR THAT PORSCHE? YOU KNOW I CAN BUY A PORSCHE.
AM I READY FOR IT? AM I GOING TO USE ALL THE FUNCTIONALITY OF IT? WILL I BE ABLE TO DRIVE IT CORRECTLY? IN T WHAT IS KNOWN AS ORGANIZATIONAL READINESS AND REVIEW.
THAT ALLOWS US TO WORK WITH A CONSULTANT BEGINNING IN MARCH OF 2019 TO INTERVIEW OVER 4 HUNDRED FACULTY, STAFF, AND STUDENTS ON
[00:45:25]
OUR CAMPUSES TO TALK ABOUT OUR CURRENT WAY WE DO BUSINESS.THOUGH A LOT OF QUESTIONS AND ANSWERS CAME BACK THAT STARTED WITH COLLEAGUE WE DO THIS, BUT WE DISCOVERED A LOT OF SHADOW DATABASES THAT SOME OF THE UNITS WERE USING OR SOME OF THE CAMPUSES WERE USING TO PERFORM A VALUABLE SERVICE TO THE STUDENT.
BUT IT WASN'T HAPPENING IN COLLEAGUE.
IT A BASELINE FOR WHAT WE NEEDED TO DO TO DEFINE OUR PROCESSES MOVING FORWARD IF WE WERE GOING TO TAKE ADVANTAGE OF THE NEW SOFTWARE AND FUNCTIONALITY OUT THERE.
WE D STATE, THE CAMPUS WORK, THE NAME OF THE CONSULTANT, THEY PROVIDED -- THEY FACI DISCOVERY, WHERE WE BROUGHT IN FIVE TO SELF E.R.P.
VENDORS THAT CREATE SOFTWARE FOR STUDENT ENVIRONMENTS AT COLLEGES AND UNIVERSITIES AND ALLOWED THEM TO GIVE US A DEMO.
FROM WITH OUR PEOPLE AND ALL STAFF TO PROVIDE WHAT WE CONSIDERED OUR REQUIREMENTS FOR MOVING FORWARD.
AND WE DOCUMENTED OVER 1 THOUSAND 600 REQUIREMENTS.
IT WAS A VERY IMPRESSIVE OUTPUT FROM THE GROUP.
WE CREATED, WHICH SATISFIED ABOUT 80% OF WHAT WE WERE GOING TO ASK FOR.
THE OTHER 20% WAS US TAKING A DEEPER DIVE INTO THE CUSTOMIZATIONS THAT WE HAD TO SEE IF THEY WERE VALID TO MOVE FORWARD.
SOME WERE CUSTOMIZATIONS THAT OCCURRED IN 2005 WHERE A SPECIFIC FINANCIAL AID PACKAGE THAT NOW IS NO LONGER AVAILABLE AND NO LONGER USED.
SO NOT EVERY CUSTOMIZATION NEEDS TO MOVE FORWARD.
SO WE HAD TO DO SOME OF THAT WORK.
AS W AND GETTING READY TO RELEASE THE R.F.P., COVID HIT.
SO THE NEXT BULLET THERE IS THE MARCH 2020 TO DECEMBER 2020.
THIS IS WHERE I WANT TO SAY THANK YOU TO THE FACULTY AND STAFF THAT PARTICIPATED IN THE ACTIVITY, BECAUSE THEY DID IT IN ABSENCE.
ALL THIS WAS DONE FROM THEIR HOMES.
WE HAD A SUBMISSIONS REVIEW, WHICH MEANS WE HAD OVER 45 PEOPLE READING HUNDREDS OF PAGES OF R.F.P.
THESE WERE BOOKS THAT DESCRIBED ALL SORTS OF DIFFERENT WAYS OF APPROACHING THE REQUIREMENTS THAT WE HAD.
AND CREATED WHAT WE CALLED A SCRIPTED SOFTWARE AND IMPLEMENTATION VENDOR PRESENTATION SCRIPT, BECAUSE RATHER QUICKLY WE WERE ABLE TO FOCUS ON THINGS THAT ALL OF THE SOFTWARE VENDORS PROVIDED.
AND THEN, THINGS THAT SOME OF THEM DID AND SOME OF THEM DIDN'T.
AND THEN, WE WANTED TO MAKE SURE OUR CRITICAL FUNCTIONS WERE SERVED.
THE TELL THE VENDOR COME DEMONSTRATION.
BUT WE NEED VERY SPECIFIC ITEMS DEMONSTRATED.
YOU DON'T GET TO COME IN AND SELL SOMETHING TO US.
YOU GET TO COME IN AND SHOW US WHAT YOUR PRODUCTS CAN DO WITH REGARD TO VERY SPECIFIC ITEMS. WITH FOR THE FIRST TIME I'VE BEEN ABLE TO DO THIS WITH, WE HAD EXECUTIVE TEAM PARTICIPATION, WHERE WE LISTENED AS AN EXECUTIVE TEAM TO EVERY VENDOR PRESENTATION.
FOCUSED ON THE CHANCELLOR AND BOARD'S STRATEGY.
THOSE WERE INTERESTING DISCUSSIONS.
IT PUT SOME OF THE VENDORS IN AN UNCOMFORTABLE PLACE, BECAUSE WE WEREN'T TALKING ABOUT CURRENT FUNCTIONALITY.
WE WERE TALKING ABOUT THE FUNCTIONALITY THAT IS REQUIRED TO MAKE OUR ORGANIZATION THE ORGANIZATION WE WANTED TO BE IN THE DALLAS COMMUNITY.
THRO IT RATHER QUICKLY BECAME EVIDENT WE WERE -- THAT THE VENDORS THAT WE SELECTED WERE THE ONES THAT WOULD BE ABLE TO CARRY US FORWARD.
SO WE TABULATED RESULTS FROM FACULTY AND STAFF AND FROM OUR EXECUTIVE TEAM.
YOU SAW THE RESULTS, BUT YOU DIDN'T SEE ANYONE'S INDIVIDUAL SCORING.
AND WE SELECTED DELOITTE AS OUR IMPLEMENTATION PARTNER.
AND IT TOOK US AWHILE TO GET TO THAT POINT.
BUT WE ARE VERY, VERY PLEASED ABOUT THE ACTIVITIES THAT WE'VE HAD SINCE THAT SELECTION OCCURRED IN JANUARY.
WE'V MEETINGS WITH BOTH DELOITTE AND WORK DAY SEPARATELY AND TOGETHER, WHERE THE LEGAL TERMS ARE JUST -- THEY LISTENED TO US DURING THE PRESENTATIONS.
THE LEGAL TERMS ARE GOING TO BE MUCH LESS RESTRICTIVE THAN I EXPECTED THEM TO BE.
MORE ON OUR BENEFIT THAN A VENDOR'S BENEFIT.
[00:50:02]
TYPI VENDOR SOFTWARE, YOU BUY USING THEIR SOFTWARE LICENSE AGREEMENT.BUT WORK DAY, THEY ARE USING OUR CONTRACT LANGUAGE AS THEIR BASELINE.
SO I'M SATISFIED THAT WE'RE, YOU KNOW -- I'M MORE THAN SATISFIED.
I'M REALLY, REALLY HAPPY ABOUT THE APPROACH THAT WE HAVE TAKEN.
AND IT'S ACTUALLY FALLING WITH ESTIMATES.
BEFORE WE GET TO THE COST, WE HAVE A NUMBER OF PROJECT TEAMS TO TALK ABOUT.
ONE IS WORKDAY, OUR SOFTWARE VENDOR.
THEY'LL BE PROVIDING EXPERTS AND THE SOFTWARE AND THE HOSTING AND THEIR EXPERTS IN THEIR APPLICATIONS.
DELOITTE HAS WORKED IN HIGHER EDUCATION AS A PARTNER WITH WORKDAY ON A NUMBER OF IMPLEMENTATIONS.
AUCTION A & INSTITUTIONS ACROSS THE COUNTRY.
WITH MANAGEMENT, THEY HAVE A VERY GOOD PLATFORM AND PROCESS FOR MOVING AN INSTITUTION THROUGH THE SOFTWARE.
AND THE SOFTWARE CONFIGURATIONS.
AND NOT JUST TAKING A SOFTWARE VENDOR'S CONFIGURATION AS A TEMPLATE AND MOVING ON.
THERE ARE CONFIGURATIONS WE NEED TO PRACTICE WITH A HIGHER EDUCATION EYE WITH.
THOSE ARE STAFF THAT WE'LL NEED FOR LONG-TERM ENGAGEMENTS WITH THE DISTRICT.
SOME PEOPLE CALL THIS PROFESSIONAL SERVICES.
WE COULD DO THIS THROUGH DELOITTE OR WORKDAY.
BUT THE PRICING IS SOMETIMES EXPENSIVE FROM THEM, BECAUSE THEY MOVE THEM BACK AND FORTH BETWEEN DIFFERENT PROJECTS.
WE WANT CONTRACT STAFF TO BE DEDICATED TO THE DISTRICT FOR THEIR ENTIRE TERM.
STAFF, FACULTY, OPERATIONS, OPERATIONAL STAFF.
IT'S BASICALLY FOUR TEAMS WE'RE MANAGING.
AT ANY ONE TIME, ONE TEAM WILL BE HIGHER ENGAGED THAN THE OTHERS BASED UPON HOW YOU IMPLEMENT.
PART HAD WITH THEM, MEMBER FLORES WAS REGARDS TO THE QUESTION YOU HAD.
WE HAVE DIVERSITY STATEMENTS FROM BOTH ORGANIZATIONS.
I DIDN'T WANT TO SHARE THEM YET, BECAUSE WE ASKED ABOUT NAMING PEOPLE TO THE PROJECT TEAMS. UNTIL WE GET THROUGH NEGOTIATIONS, I DIDN'T WANT TO ASK THEM TO NAME SOMEBODY THAT MAY BE PULLED DUE TO THE TIMING OF THE MODULE WE'RE IMPLEMENTING.
>>> BOTH WORKDAY AND DELOITTE HAVE UTILIZED MWBE CONTRACTORS.
THERE'S ONE IN TEXAS THAT DOES WORKDAY ENVIRONMENTS.
WE ANTICIPATE USING THEM EVEN IF DELOITTE OR WORKDAY DOESN'T.
WE'LL BE USING THEM FOR MANAGING AND SUPPLYING CONTRACT STAFF.
SO T OF HOW THIS WILL GO ALONG.
AS I SAY, THE VENDORS WILL BE HERE WITH US THROUGH THE ENTIRETY OF THE PROJECT.
BUT THEY WILL BE PROVIDING DIFFERENT STAFF DEPENDING ON THE MODULE OR APPROACH WE'RE TAKING.
I THINK THAT ANSWERS THE ONE QUESTION THAT MEMBER BOYD HAD.
THE TIMELINE YOU'LL SEE HERE, HUMAN -- THEY CALL THE H.R.
ASPECT, H.C.M., THAT STANDS FOR HUMAN CAPITAL MANAGEMENT AND FINANCE.
THERE ARE DIFFERENT PHASES WHERE THEY CALL THEM ELEVATE, IMAGINE, DELIVER, AND RUN.
THES WITH OUR STUDENT ENVIRONMENT.
AND FROM THE DISCUSSIONS WE'VE HAD WITH THEM, EVEN SINCE THEY CREATED THIS PARTICULAR TIMELINE, WE ANTICIPATE STUDENTS STARTING EVEN EARLIER.
BECAUSE OF THE PREPARATION WORK THAT WE'VE DONE WITH REGARDS TO THE READINESS ASSESSMENT, ALREADY PROVIDES A LOT OF WORK THROUGHOUT WORKFLOWS AND PROCESSES THAT WE ANTICIPATE MOVING FORWARD WITH.
SO WE WON'T BE DOING A LOT OF.
WHAT THEY TYPICALLY THEY WOULD HAVE TO DO WITH JUST HIRING THEM WITHOUT THAT PREVIOUS ACTIVITY.
THE OUT IN PHASES AS THE FUNCTIONALITY IS READY FOR PRODUCTION.
AND IT DOES NOT HAVE ANY DOWNSTREAM EFFECT ON OTHER OPERATIONS.
SO T WHERE SOME MODULES WILL PRODUCTION, BUT BECAUSE OF THE TIMING WHERE WE ARE IN THE FISCAL YEAR OR ACADEMIC CALENDAR
[00:55:02]
YEAR, THEY MAY BE DELAYED AND ROLLED OUT, BECAUSE IF YOU'RE IN THE MIDDLE OF REGISTRATION, YOU DON'T WANT TO CHANGE YOUR SYSTEM IN THE MIDDLE OF THE PERIOD THAT MIGHT BE THREE MONTHS LONG.IF YOU'RE IN THE MIDDLE OF BUDGET PLANNING, YOU DON'T WANT TO CHANGE YOUR SYSTEM INTO A NEW STATE IF YOU'RE BUILDING THE BUDGET FOR THE NEXT YEAR.
>>> TIM, ANOTHER QUESTION THAT I HAD RELATED -- YOU DON'T NEED TO GO BACK.
BUT ON THAT PREVIOUS CHART, ONE OF THE THINGS IS I HAD THE OPPORTUNITY THE OTHER DAY TO VISIT WITH AND WITH OUR DIRECTOR OF INTERNAL AUDIT.
I THINK IT'S A CRITICAL THING THAT THERE'S FOUR GROUPS UP THERE.
BUT FROM OUR PERSPECTIVE FROM THE TRUSTEES' POINT OF VIEW, I THINK OUR INTERNAL AUDIT ON DEVELOPING A VERY KEEN IMPLEMENTATION REVIEW, IS A VALUABLE SERVICE FOR NOT ONLY YOU AS THE STAFF BUT US AS POLICY PEOPLE TO KEEP AN UNDERSTANDING ON AN ONGOING BASIS FROM BEGINNING TO END.
SO I IMPLEMENTATION VERY VIEW BY INTERNAL AUDIT IS ANOTHER KEY TEAM MEMBER THAT BLOCKS ON THE CHART.
HOW IT RELATES TO THIS ONE IS, I ASSUME WE RUN OUR OLD SYSTEM FOR AWHILE UNTIL WE HAVE A CONVERSION AND DROP DEAD DATA OF THE OLD SYSTEMS. I DON'T KNOW WHAT THE TIMING, WHAT YOUR THOUGHTS ARE ON THAT.
>> AS THE PRODUCT ROLLS IN, CERTAIN MODULES WILL BE ROLLED OUT OF COLLEAGUE.
THERE WILL BE NO TODAY WE'RE USING COLLEAGUE AND WORKDAY.
SLOWLY YOU'LL HAVE THE TRANSITION BY MODULE.
THER DEPENDANT UPON USER ACCEPTANCE TESTING.
SO IF WE DEFINE SOMETHING AS BEING DONE AND READY, WE WILL NOT MOVE UNTIL, YOU KNOW, THE FUNCTIONAL OWNERS OF THE SOFTWARE, WHICH ARE THE REGISTRARS WITH REGARD TO STUDENT DATA, THE FINANCING AND AUDITING TEAMS AND H.R.
OFFICE RESPONSIBLE FOR THOSE FUNCTIONS, THEY WON'T BE SURPRISED BY WHAT OCCURS, BECAUSE THEY WILL PART AND PARCEL OF CONFIGURING AND TESTING WHAT IS GOING TO BE GOING FORWARD.
NOW, CAUTIONARY STEP HERE, BECAUSE SOME PEOPLE DON'T WANT THEIR WORLD TO CHANGE.
AND THIS SOFTWARE CHANGE WILL IN MANY TIMES ALLOW YOU TO UPDATE YOUR PROCESSES TO BE MORE EFFICIENT AND EFFECTIVE.
BUT THERE ARE SOME AND THERE'S SOME IN EVERY IMPLEMENTATION, YOU DON'T KNOW UNTIL YOU FIND OUT, THEY DON'T WANT TO MOVE.
AND WHERE, YOU KNOW, THE REST OF THE ORGANIZATION IS HELD HOSTAGE TO THAT MENTALITY, WE WILL MAKE SURE WE MOVE AND GET THEIR ACCEPTANCE, YOU KNOW, ONE WAY OR ANOTHER.
THERE'S OUR ANTICIPATED ISSUES USUALLY DON'T COME FROM THE STUDENT AREA.
AND FINANCE WHICH ARE TIED TO COMPLIANCE.
AS LONG AS WE CAN SHOW EXHIBIT AND COMPLIANCE IN THE NEW PRODUCT, IT'S EASIER TO MOVE THOSE GROUPS.
AGAIN, THOSE ARE THE TYPICALLY THE ONES THAT DIG IN A LITTLE BIT.
FOR THE MOST PART, STUDENT SERVICES ARE REALLY ANTICIPATING THAT THE DIFFERENT SERVICES THAT WE HAVE AVAILABLE WITH WORKDAY IN THAT THEY'LL WANT TO TAKE ADVANTAGE OF SOME OF THE WAYS WE'RE DOING THINGS.
THAT WAS ONE OF THE REASONS WE WENT TO A SINGLE COLLEGE WAS TO MAKE SURE OUR CONSISTENT APPROACH TO STUDENT SERVICES WAS CARRIED OUT THROUGH OUR SYSTEMS THEMSELVES.
AND STRUGGLING WITH THAT WHERE WE HAVE GREAT IDEAS WITH REGARDS TO DOING THINGS CONSISTENTLY.
WE'RE DOING IT WITH A SYSTEM THAT'S BEEN CONFIGURED FOR SEVEN SEPARATE COLLEGES.
IT'S NOT -- YOU CAN'T CHANGE THAT OVERNIGHT.
EVEN IF YOU'RE MOVING TO A NEW ONE, YOU CAN'T CHANGE IT OVERNIGHT.
WAS THERE -- PHIL, DID YOU HAVE ANOTHER QUESTION?
I'LL LEAVE IT FOR ANY QUESTIONS FOR JOHN AND MYSELF.
THAT'S A TEN-YEAR SOFTWARE LICENSING COST.
IT SAYS WORKDAY TRAINING AND INSURANCE.
THE BULK OF THAT WILL COME FROM WORKDAY.
ALSO, WE ANTICIPATE SPENDING SOME OF THAT WITH DELOITTE BECAUSE OF THEIR SUCCESS IN TEXAS.
[01:00:01]
REPORTING, WE EXPECT, YOU KNOW -- THE TEXAS STATE REPORTING, THERE'S A WHOLE COORDINATING SET OF REPORTS YOU HAVE TO DO EVERY YEAR.SO WE MIGHT BE SPENDING SOME OF THAT MONEY WITH THEM.
IMPL CONTRACTED STAFF TO SUPPORT THEM OVER FOUR YEARS.
AND JOHN BUILT IN A CONTINGENCY.
SO THE TOTAL COST TO THE TWO MAIN VENDORS, TAXPAYER DOLLARS GOING TO THEM OVER WHATEVER AMOUNT OF PERIOD, THE TOTAL IF I'M DOING MATH QUICK AND I'M UNDERSTANDING THIS, IS GOING TO BE $62 MILLION?
>> AND OF THAT, HOW MUCH IS GOING TO BE SPENT WITHIN MWBE SUBCONTRACTORS? HAVE WE PUT A GOAL IN THERE?
>> W NEGOTIATING THAT WITH THEM.
BECAUSE THIS ISN'T A CONSTRUCTION PROJECT AND A DIFFERENT ANIMAL TIM AND I ARE WORKING ON, WE'RE WORKING WITH THEM NOW.
WE HAD ANOTHER MEETING WITH THEM MONDAY TRYING TO GET THE GOAL SO WE CAN GIVE THAT TO YOU TODAY.
WE'RE NOT ASKING FOR APPROVAL TODAY.
WE HOPE TO BRING THIS BACK TO THE MARCH BOARD MEETING.
AND WE WOULD HAVE FINAL NUMBERS AS WE COME WITH THAT AND BE ABLE TO SAY HERE'S HOW MUCH IS GOING TO MWBE VENDORS.
HE WAS THE ONE THAT SAID ON THIS CONTRACT AND STAFF, NORMALLY WE DO THEM OURSELVES.
BUT WE CAN USE AN MWBE VENDOR TO HELP US WITH THE CONTRACTED STAFF.
AND ALSO, MAKE SURE THE CONTRACTED STAFF HAS DIVERSITY THAT WE'RE HIRING.
>> WELL, BECAUSE MY CONCERN -- AND I THINK IT'S THE CONCERN OF MOST OF THE BOARD OR ALL OF THE BOARD IS THAT WHEN WE'RE EXPENDING TAXPAYER DOLLARS, THAT WE BE TO THE EXTENT POSSIBLE EQUITABLE AND RETURN WEALTH BACK INTO OUR COMMUNITIES.
THAT AGAIN, IT'S TAXPAYER DOLLARS.
I HOPE WE'RE NOT GOING TO EXPEND $4 MILLION, $5 MILLION, $8 MILLION INTO THIS.
I UNDERSTAND IT'S NOT A CONSTRUCTION PROJECT.
BUT I WOULD IMAGINE THAT THERE'S A LOT THAT CAN BE DONE EVEN WITH THE PRIMES.
MY UNDERSTANDING IS THAT WE HAVE SUBCONTRACTORS OR MWBE PARTNERS THAT CAN WITH THESE TYPES OF PURCHASES MADE WITH TAXPAYER DOLLARS.
AND THIS BACK TO US FOR APPROVAL IN MARCH?
>> THAT'S THE PLAN, YES, MA'AM.
I DIDN'T SEE WE WERE APPROVING IT.
I THOUGHT IT WAS INCLUDED IN THE BUDGET GROUP AND THEREFORE PREVIOUSLY APPROVED.
ON SLIDE NUMBER FOUR, THAT'S WHEN I LOST MY POWER.
I WASN'T ABLE TO ASK MY QUESTION ABOUT SLIDE FOUR.
SO ON THE RIGHT SIDE OF THE SCREEN, THE MOBILE APP.
>> HAVE WE INTEGRATED OUR COURSES SO THAT, AGAIN, POWERPOINT, IF SOMEBODY IS SEARCHING FOR A POWERPOINT COURSE, YOU DON'T HAVE TO FIGURE OUT IF IT'S UNDER POFP, UNDER BUSINESS COURSE, COMPUTER-RELATED COURSE, CONTINUING ED.
HAVE WE INTEGRATED -- IT MIGHT NOT BE A QUESTION FOR YOU.
HAVE WE INTEGRATED OUR COURSES WHERE WE NOW HAVE A MORE COMMON ACRONYM AND PUTTING TOGETHER COURSES FOR A STUDENT THAT WANTS TO TAKE LIKE FOR EXAMPLE, A POWERPOINT COURSE DOESN'T HAVE TO UNDERSTAND WHAT THE ACRONYMS ARE AND LOOK AT THREE OR FOUR DIFFERENT PLACES FOR ONE COURSE? THAT WAS AN EXPERIENCE LAST YEAR.
>> SO THE GOOD NEWS IS IS WE'VE GOT IT DOWN TO JUST YOU ONLY NEED TO LOOK AT TWO PLACES.
WE HAVE A CREDIT CATALOG THAT IS COMBINED NOW WITH ALL OF THE COURSES FOR UNDER CREDIT ARE AVAILABLE.
AND WE HAVE A NOT CREDIT C.T.E., CONTINUING TECHNICAL EDUCATION CATALOG.
THAT'S BASICALLY -- WE'VE DONE THAT BECAUSE OF JUST THE REASONS YOU ASKED.
WE HAD MORE THAN -- EACH CAMPUS HAD THEIR OWN CATALOG.
AND WE'VE COMBINED THOSE INTO A CREDIT AND NONCREDIT CATALOG.
THE GOOD THING YOU CAN SEARCH THEM BY TERM.
AND YOU CAN SEARCH POWERPOINT.
IF IT'S IN THE NAME OR BODY OF THE TEXT, IT WILL COME BACK WITH THE RIGHT CLASS.
THAT APPLICATION THAN COLLEAGUE.
COLLEAGUE COULDN'T DO THAT FOR US.
OR IF IT DID OR COULD, IT WAS GOING TO TAKE US TOO LONG.
SO WE TAKE THE DATA OUT OF COLLEAGUE AND PUT IT INTO A DIFFERENT APPLICATION FOR OUR CATALOGS.
[01:05:02]
OUR THE VENDORS TO, YOU KNOW, SHOW US WHAT THEY CAN DO.AND THEY BOTH HAVE -- WELL, NOT BOTH.
THE VENDOR WE SELECTED, WORKDAY, HAS A CATALOG COMPONENT TO IT THAT WILL ALLOW US TO DO JUST WHAT YOU SAY.
BUT UPON US STICKING TO A COURSE DESCRIPTION DYNAMIC THAT THE SYSTEM WILL ACCEPT WHATEVER SOMEBODY TYPES IN WHEN YOU'RE DEFINING A COURSE.
THE SYSTEM WILL NOT FORCE YOU TO MAKE ALL THINGS MICROSOFT OFFICE, MICROSOFT OFFICE.
THEY CAN SUGGEST HERE'S ANOTHER COURSE THAT HAS A SIMILAR NAME OR SIMILAR DESCRIPTION, BUT IT'S STILL GOING TO BE UP TO AN INDIVIDUAL TO APPROVE THAT COURSE TO GO INTO THE SYSTEM.
THAT'S ALWAYS BEEN THE CASE WHEN YOU'RE BUILDING CURRICULUM.
IT W DISCIPLINE WITHIN OUR STAFF.
THE GOOD THING IS, THE STAFF BUILDING THE CURRICULUMS ARE UNIFIED.
THEY'RE NOT GOING TO BE OFFERING OR DOING THINGS FOR SEPARATE CAMPUSES.
SO THE NAMI PARTICULARLY ON THE NONCREDIT SIDE WILL HAVE TO BE AS ADHERED TO AS THE CREDIT SIDE.
THE CREDIT SIDE IS DRIVEN BY THE COORDINATING BOARD.
WE CAN'T CHANGE WHAT WE DO ON THE CREDIT SIDE.
>> I'M LOOKING FORWARD TO THAT WORKING.
TO ME IT TURNED OUT TO BE AN EXPERIENCE IN ROCKET SCIENCE QUITE FRANKLY FOR A POWERPOINT COURSE.
WE PROBABLY NEVER CAME BACK AND TOLD YOU IT'S WORKING NOW.
IT'S ONE OF THE PROJECT MANAGEMENT TEAM'S FEATHERS.
>> YES, IF I MIGHT, WE'RE GOING TO GO FOR A TEN-YEAR CONTRACT? I CAN'T IMAGINE EXPECTING A CELL PHONE TO LAST THAT LONG.
IT SEEMS LIKE THAT'S ALL OF THE OTHER CONSIDERATIONS ARE FOUR AND FIVE YEARS.
FOUR AND FIVE YEARS MIGHT BE SOMETHING THAT MAKES SENSE.
BUT IF WE'RE SETTING UP TO ARE A TEN-YEAR CONTRACT?
HERE'S THE JUSTIFICATION IS IT'S GOING TO TAKE US THREE TO FOUR YEARS JUST TO IMPLEMENT.
SO THOSE FOUR-YEAR DOLLARS THAT YOU SEE THERE, ARE IMPLEMENTATION COSTS.
AS YOU'RE MOVING INTO PRODUCTION, YOU'RE STILL IMPLEMENTING THE SOFTWARE.
A TE AGREEMENT IS VERY BENEFICIAL TO THE DISTRICT, BECAUSE WE GET TO LOCK IN OUR PRICE FOR THOSE TEN YEARS.
WE GET TO KNOW THE FUTURE COST IT'S GOING TO BE WITH REGARDS TO OUR LICENSING OF A PACKAGE THAT YOU REALLY DON'T WANT TO CHANGE, BUT MAYBE ONCE EVERY 20 YEARS.
SO T THEIR LICENSING AND THEIR COSTS OVER TEN YEARS TO, ONE, THEY WANT TO MAKE SURE WE'RE SUCCESSFUL.
AND WE WANT TO MAKE SURE THAT THEY'RE SUCCESSFUL.
WHEN YOU PUT -- WHEN YOU MOVE INTO AN E.R.P.
SYSTEM, IT'S PAINFUL TO MOVE OUT, PAINFUL TO TRANSITION.
WE DON'T WANT TO HAVE TO DO THIS.
I TALKED TO JOHN ABOUT DIFFERENT APPROACHES.
WE TALKED ABOUT A FIVE AND FIVE APPROACH.
THAT APPROACH ALLOWS THEM AT END OF YEAR FIVE WHEN YOU'RE REALLY INVESTED IN THEIR SOFTWARE TO INCREASE THE PRICES IN WAYS THAT YOU MAY NOT BE READY FOR.
RIGH ALWAYS MOVE OUT OF THE CONTRACT DUE TO BREACH OR WHATEVER ISSUES.
BUT I LOVE KNOWING WHAT MY COST IS OVER TEN YEARS.
>> AN IMPORTANT IN THAT IS THAT THIS COSTS INCLUDES ALL THE UPGRADES THAT THEY DO OVERTIME.
TIM SPOKE ABOUT THAT A LITTLE BIT EARLIER.
BUT THE SOFTWARE WILL BE IMPROVED CONSTANTLY, YOU KNOW.
I DON'T KNOW WHAT THE SCHEDULE IS, TIM.
IT'S MORE THAN ANNUAL, YOU KNOW.
>> WE'LL HAVE CURRENT FUNCTIONALITY ALL THE TIME.
>> TIM, I THINK YOU'VE GOT A QUESTION FROM MISS COMPTON.
I DIDN'T KNOW IF WE WERE RAISING OUR HANDS OR JUMPING IN.
>> I'D LIKE TO GO BACK THE M.W.B.
THE COMPANIES THAT WE'RE CONTRACTING WITH, BECAUSE IT'S RECENTLY COME TO MY ATTENTION THAT WE HAVE A BUNCH OF PEOPLE -- WELL, COMPANIES WORKING IN DIFFERENT AREAS, ON DIFFERENT CONTRACTS THAT THE COMPANY WE CONTRACTED WITH BROUGHT THEM IN, AND THEY DIDN'T HAVE
[01:10:03]
TO COMPETE.THERE HAVE BEEN A LOT OF ABUSES OVER THE YEARS.
I'M NOT SAYING EITHER ONE OF THOSE COMPANIES ARE DOING THAT.
THAT BASICALLY FIND A MINORITY AND SET THEM UP LIKE THEY OWN THE COMPANY.
ARE WE CHECKING FOR THAT? AND ARE WE TAKING A HANDS-OFF APPROACH TO THESE SUBCONTRACTS THAT THESE COMPANIES ARE DOING?
>> NOW, I CAN -- THE FIRST ONE I HAVEN'T HEARD OF THAT.
IF YOU COULD PROVIDE ME THAT BACKGROUND, I WOULD LOVE TO READ IT.
WITH SUBCONTRACTORS, WE HAVE WORKED WITH ONE.
WE'VE WORKED WITH THEM BEFORE ON OTHER SOFTWARE CONTRACTS.
AND THEY JUST HAPPEN TO BE THE VENDOR THAT WON THE CONTRACT.
WE DID NOT SELECT THEM BECAUSE THEY WERE MWBE BUT THEY HAPPENED TO BE MWBE.
WHEN THEIR RELATIONSHIP OF THEM DOING OTHER WORKDAY WORK IN THE STATE, I POSED THAT -- I SUGGESTED THAT BOTH TO WORKDAY AND DELOITTE.
THEY DID BOTH SAY THEY WERE GOING TO USE THAT COMPANY BECAUSE THEY'VE USED THEM BEFORE.
I ALSO SPOKE TO JOHN ABOUT THAT COMPANY.
WE'VE BEEN VERY HAPPY WITH THEIR SERVICES WHEN WE'VE USED THEM ON OTHER SOFTWARE PACKAGES.
THE CONTRACTED STAFF, I SAID THAT PUTS A BURDEN ON THE I.T.
STAFF, IT PUTS A BURDEN ON THE FUNCTIONAL STAFF IN THE DISTRICT TO HIRE THOSE PEOPLE INDIVIDUALLY.
I'VE HAD GREAT SUCCESS USING STAFFING FIRMS IN THE SPACE THAT THEY COME IN WITH A MUCH BETTER RIGHT FOR THEIR ACTIVITY THAN DELOITTE AND WORKDAY.
I WENT BACK AND TALKED TO THEM.
THEY SAID, YEAH, WE CAN DO THAT, WE CAN DO CONTRACT STAFFING, TOO.
I KN DELOITTE DO NOT FOLLOW THROUGH, AND THEY BOTH SAID THEY WILL.
AND WE'RE IN NEGOTIATIONS NOW.
THERE'S NO REASONS FOR THEM TO LIE.
THEY'RE GOING TO BE USING AN ESTABLISHED VENDOR, NOT ONE JUST SET UP FOR THIS PURPOSE.
THE ESTABLISHED VENDOR HAS ALREADY WORKED A NUMBER OF CONTRACTS FOR WORKDAY IN THE STATE OF TEXAS.
AND WORKDAY, THEY'VE BEEN WORKING WITH THE DISTRICT FOR A NUMBER OF YEARS NOW.
AT LEAST SINCE I'VE BEEN HERE AND BEFORE I GOT HERE.
SO I DON'T ANTICIPATE THEM SETTING UP WHAT WE WOULD CALL A WIRE FRAME COMPANY JUST TO SATISFY.
BECAUSE WE'RE BOTH TALKING ABOUT THE SAME GROUP AND THE SAME MWBE THAT WE WOULD BOTH ACCEPT.
>>> WELL, MY COMMENTS APPLY TO EVERYTHING THAT WE'RE DOING ON THESE CONTRACTS.
BECAUSE WE'RE A PUBLIC ENTITY, WE'RE REQUIRED TO HAVE COMPETITIVE PROCESSES AND IT'S -- ARE WE PASSING THAT REQUIREMENT ONTO THE COMPANIES THAT WE'RE CONTRACTING WITH? AND DIFFERENT DATA SET COMING IN THAT BASICALLY THEY DIRECTLY INDICATE THAT THEY HAVE INTEREST IN DOING BUSINESS WITH THE COLLEGE DISTRICT IN CERTAIN AREAS.
ARE WE LEAVING PEOPLE IN OUR OWN DATABASES OUT OF THESE PROCESSES AND SO FORTH? THAT'S SOMETHING THAT I THINK WE NEED TO BE AWARE OF.
BECAUSE AS I SAID, WE'RE REQUIRED TO DO COMPETITIVE PROCESSES.
AND AWARDING THE CONTRACT TO DO BUSINESS WITH FAVORITE COMPANIES, I DON'T THINK IS A GOOD LOOK FOR THE DISTRICT --
>> I MADE -- I TALKED TO THE MWBE PRIOR TO THE R.F.P.
GOING OUT AND INVITED THEM TO PARTICIPATE.
BECAUSE THEY HAD CAPACITY TO DO SOME OF THE WORK AND THEY DECLINED.
BECAUSE THEY HAVE BETTER RELATIONSHIPS WITH THE VENDORS THAN THEY HAVE WITH ANY -- IN THIS SPACE, THESE ARE BIG CONTRACTS.
THEY FELT THEY DO NOT COMPETE WITH DELOITTE.
BUT THEY FELT -- AND CEDAR AND HARBOR, THEY FELT THEY COULD NOT COMPETE DIRECTLY WITH THEM.
AND THEY WOULD WAIT UNTIL THE DISCUSSION TURNED TO SUBCONTRACTING.
WE DO HAVE A SYSTEM, WHERE THEY CAN REGISTER.
[01:15:04]
I SEND EASILY ONE OR TWO VENDORS A MONTH OVER TO PURCHASING TO HAVE THEM PLACED ON THESE NOTIFICATION SYSTEMS. SO I CAN ONLY MAKE SURE THAT IT WORKS IN THE CONTRACTS THAT I'M WORKING WITH.AND I THINK THAT THAT MODALITY IS DONE FOR OTHERS.
WE E WHEN WE RELEASED THE R.F.P.
>> WELL, I UNDERSTAND THAT YOU HAVE A LIMITED NUMBER OF COMPANIES WHO BASICALLY PROVIDE THESE SERVICES AND DEAL IN THESE AREAS.
BUT I'M PUTTING THIS OUT HERE.
AS I SAID, NOT ONLY FOR THIS PROJECT, BUT FOR EVERY PROJECT THAT WE DO, ESPECIALLY WHEN WE'RE EXPENDING MILLIONS OF DOLLARS.
AND RIGHT NOW, ONE OF THE THINGS THAT I AM GOING TO BE REQUESTING IS THAT INTERNAL AUDIT.
THEY LOOK AT COMPANIES THAT PROFITING FROM THE DISTRICT, WHERE THEY HAVE NOT HAD TO COMPETE FOR THOSE CONTRACTS, OR THERE WAS NO COMPETITIVE PROCESS IN PLACE TO ADDRESS THAT ISSUE.
BUT YOU ANSWERED MY QUESTIONS ABOUT THIS.
ANY OTHER QUESTIONS FOR TIM? TIM, GET YOUR OBSERVATIONS ON SOMETHING.
I REMEMBER WHEN YOU BROUGHT THIS PROCESS TO THE BOARD A COUPLE OF YEARS AGO.
ONE OF THE THINGS YOU LAID OUT WAS THE MAPPING THAT NEEDS TO TAKE PLACE OF BASICALLY ALL THE CRITICAL PROCESSES IN THE DISTRICT IN ORDER TO UNDERSTAND WHAT KIND OF I.T.
SYSTEMS ARE NECESSARY TO SUPPORT IT.
IS GOING TO BE A VALUABLE TOOL FOR RUNNING THE ENTERPRISE.
AND WE'VE DONE THE LEGWORK TO MAKE IT THAT KIND OF VALUABLE TOOL.
AND THEN, WE'RE GOING TO GET A SIGNIFICANT AMOUNT OF VALUE AND COST-SAVINGS FROM GOING WITH THIS APPROACH.
YOU THERE'S GOING TO BE FEWER SOFTWARE CONTRACTS WE'LL NEED TO ACQUIRE AS A DISTRICT, DOZENS AND DOZENS FEWER.
AND THE SOFTWARE WE'LL NEED TO BUILD IN THE FUTURE WILL HAVE LESS DEVELOPMENT COSTS BECAUSE WE'RE ON THESE PLATFORMS COMPARED TO OLDER LEGACY PLATFORMS. WE HAVE MORE OF AN OUTSOURCED AND SECURITY SOLUTION VERSUS OUR OWN INTERNAL BACKUP SOLUTION.
I APPRECIATE DOROTHY'S QUESTION ON THE CONTRACT TERM.
BECAUSE WE REALLY ARE PUTTING OUR CROWN JEWELS, OUR DATA INTO THIS PLATFORM.
WE'RE GOING TO BE LIVING WITH IT FOR A LONG, LONG TIME.
BUT IT APPEARS AT LEAST WHERE I SIT AS A BOARD MEMBER, THAT THE LEGWORK HAS BEEN DONE.
AND NOT JUST IN I.T., WHICH HAS LED THIS PROJECT, BUT ACROSS ALL DEPARTMENTS IN THE DISTRICT THAT ARE GOING TO BE CUSTOMERS AND USING THIS.
AND IT WILL BE BETTER SERVICE AND LOWER COSTS FOR OUR STUDENTS AND OTHER STAKE HOLDERS.
IF I GOALS HERE AND MISSTATED SOMETHING, I WELCOME YOU OR THE CHANCELLOR CORRECTING ME.
BUT I APPRECIATE THE WORK THAT'S GONE INTO IT.
AND WE LOOK FORWARD TO SEEING THE CONTRACTS THAT YOU WILL BRING TO US NEXT MONTH.
>> IF THERE'S NO OTHE QUESTIONS, WE'VE GOT TWO ITEMS
[5. Overview of Regular Agenda Items]
ON THE AGENDA FOR TONIGHT.THE APPROVAL AN AMENDMENT TO A LEASE ON THE NORTH LAKE COME PUS FOR THE CONSTRUCTION SCIENCE CENTER AND APPROVAL WITH INTERLOCAL AGREEMENT WITH FARMERS BRANCH FOR THE TEMPORARY USE OF THE BROOKHAVEN CAMPUS AS A STAGING AREA FOLLOWING A NATURAL DISASTER.
I ASK AT THIS TIME ARE THERE QUESTIONS ON THESE ITEMS, JOHN ROBERTSON IS PREPARED TO ANSWER THEM.
HEARING NONE, THEY'LL BE ON THE AGENDA TONIGHT --
[01:20:01]
I WAS HAVING TROUBLE FINDING MY MUTE BUTTON.
I'M CURIOUS ABOUT THE ONE WITH CITY OF FARMERS BRANCH AND BROOKHAVEN COLLEGE, WHAT KIND OF SPACE ARE WE TALKING ABOUT AND WHERE ON THE CAMPUS?
>> IT'S ON THE WEST SIDE OF CAMPUS IN THE VERY EDGE OF THE PARKING LOT.
THEY WILL USE A SMALL PORTION OF IT.
AND THERE'S A 60-DAY MAXIMUM TIME PERIOD THAT THEY'RE SUPPOSED TO PUT ON THERE.
THE AGREEMENT IS ONLY FOR WHAT THEY CALL WHITE GOODS.
DON'T ASK ME WHERE THAT CAME FROM.
IT'S REFRIGERATORS, STOVES, WASHERS, DRYERS, THINGS LIKE THAT.
IT'S A TEMPORARY STAGING AFTER A NATURAL DISASTER TO BE ABLE TO HAUL THEM OFF TO WHERE THEY BELONG.
ANY OTHER QUESTIONS? WITH TO TIM AND THE I.T.
TEAM AND EVERYBODY THAT WORKED ON THE ENTERPRISE RESOURCE PLANNING THE PAST COUPLE OF YEARS, WE'LL ADJOURN THIS FINANCE COMMITTEE MEETING.
AND CHAIR BRAVO DO YOU WANT A TEN-MINUTE BREAK?
>> WHY DON'T WE TAKE AN EIGHT-MINUTE BREAK AND COME BACK AT 2:00 P.M.
THANK YOU.
* This transcript was compiled from uncorrected Closed Captioning.