operational steering committee meetingcollege.lavc.edu:8888/sites/accreditation/2016 self evaluation...

Operational Steering Committee Meeting

November 17, 2015

10/16/2014 1 Reporting Period Ending 01/03/2014

• Welcome and Introductions

• New LACCD-Ciber Contract

• Timeline and Resources

• Status and Milestones

• Change Orders

• Testing Activities

• Security Update

• MIS Data Capturing Screens

• Change Management and Training

• Questions

10/16/2014

Agenda

1 Reporting Period Ending 01/03/2014

10/16/2014

LACCD Project Leadership Dr. Adrianna Barrera, Executive Sponsor Betsy Regalado, Lead Project Administrator Chris Nersisyan, IT Project Administrator

Ciber Project Leadership Nate Holley, Ciber VP, and Executive Sponsor Dr. Ed Keller, Delivery Director, and Change Management Lead David Marino, Project Manager

Welcome and Introductions


10/16/2014

New LACCD-Ciber Contract


On November 4, 2015, the LACCD Board of Trustees approved an Amendment to the existing Ciber contract which addressed:

• Resetting the Go-Live Timeline

• Resets the Payment Schedule, aligning to Milestone payments

• Establishes quarterly updates to the Board of Trustees

• Establishes a Project Monitoring function

• Added “Force Majeure” language

• Clarified the duties of the Executive Steering Committee


Operational Steering Committee

Timeline and Status

10/16/2014

Timeline


2015 2016 2017

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Recruiting/Admissions Production Support

Financial Aid

Test / Train

Student Financials

Student Records

Enterprise Portal Test

Test / Train

Data Warehouse

MIS/320 Reporting Test

Test

Production Support

Production Support

Enterprise Portal

Data Conversion

Test / Train Production Support

Production Support

Production Support

Academic Advising Test / Train

Production Support

Test / Train

Test / Train

10/16/2014

Resource Update


As of November 1, 2015… • 44 FTEs consultants are currently on the Ciber-LACCD team • 18 consultants are onsite at LACCD and 26 consultants at the

Ciber Global Solutions Center in India Ciber currently has more FTE dedicated consultants on the

Project than at any other time

10/16/2014

Project Status


Reports: 60 total (40 Ciber, 20 LACCD) (100% Identified, Development In-Progress) Interfaces: 20 total (100% Identified, 3 in Testing, Development In- Progress Conversions: 51 total: 10-year Conversion is 100% Complete, 30-year Conversion passed the first test Enhancements: 47 total (80% Functional Design Complete, Majority in Technical Development) Key Milestones: 2 completed since March 2015 (15/29) (Data Migration Plan, Global Configuration Guide) Configuration and Security Testing starting 11/2/2015

Plan Core Configuration

Development/RICE

Testing and Training Deployment



Project Change Order History

10/16/2014

Change Order History


PCR # Title Narrative Approved/Denied Cost to LACCD

001Delay Payment Milestones #005 & #006

Payment Milestone #005 was scheduled to be completed on April 26th, 2013. It included 3 deliverables:1. Fit/Gap Analysis Document2. Document detailing the high level Portal Design approach

Approved $0

002Delay Scope Definition For The Enterprise Portal The Enterprise Portal Discovery session was moved out to a date later in the year.

Approved $0

003Delay Scope Definition For The Student Data Warehouse

Moving the Student Data Warehouse fit/gap session out to a date later in the year. The main reason for the change is that Oracle is moving in a new direction with the Student Data Warehouse, and OBIA or OBIEE must be verified.

Approved $0

004Delay Scope Definition for Academic Advising

Academic Advising is heavily dependent on Student Records. LACCD needed time to see how Student Records in PeopleSoft will work and be comfortable with the Academic Structure approach that will be prototyped out of planning. Once that is set, we come back to Academic Advising and work through the requirements. Ciber will bring in a senior Academic Advising resource in August to lead this effort.

Approved $0

005 Catalog Numbering Edit

There are numerous courses offered at LACCD that have a catalog number that begins with the number 0. Within the Course Catalog Component there is a PeopleCode edit on the Catalog Number field that truncates leading zeros, resulting in courses such as 009 to be inserted as 9.

Approved $0

006Enrollment Priority By Home College

Modify the delivered Enrollment Priority functionality to support home college first priority enrollment followed by district-wide enrollment. As delivered functionality will not allow this and a customization will be needed to make it work in a way that will meet the needs of LACCD.

Approved $0

008 Enterprise Portal Scope

Change order # PCC002 PM002 20130531 noted that the scope definition for the Enterprise Portal would be delayed and not part of the scope amendment that came out of the initial planning phase. We have now completed the Portal scope assessment and are ready to include it as part of the SOW.

Approved $0

10/16/2014




009Requirement Designation Auto

Create a custom process to take Requirement Designation loaded on the Course Catalog and push them down to the appropriate Class Schedule entries. Approved $0

012CCCApply Additional Military Status Field

We need to incorporate a new field into the CCCApply interface and store it in the custom additional data page 2 for the application as well as the custom Military Status page.

Approved $0

013Tracking Athletic Eligibility

Athletic Certification staff at the colleges would like to be able to track eligibility in PeopleSoft using delivered functionality. They currently track everything individually on paper or their PCs.

Approved $0

014SR0038 Assessment Interface Change Request

The functional user requests delivery of test scores to near real time (in approximately 3 to 5 minutes) and not in a nightly batch.

Approved $0

016CC0002 Viatron/CC0003 Photo Interface

Viatron interface was re-tested by LACC and Viatron on 4/30/15 and they have determined that a file format adjustment is necessary.

Approved $0

018Universal Prerequisite Clearance

In DEC, counselors can clear a student’s prerequisites once for a course and the student can enroll at any time. This capability does not exist in PeopleSoft, LACCD counselors feel this is a significant gap that should be addressed.

Approved $0

019 ParkingAbility to load the parking permit numbers into the description field of the charge transaction with in Student Financials and also display if ASO and parking charges have been paid.

Approved $0

020 E-signature Designing a report for EOPS that is intended to take the place of their current paper application for EOPS students.

Approved $0

022Allow Cross-Campus Enrollment for International Students

International students can, on an individual basis, be allowed to enroll at colleges other than their Home Campus within LACCD. Existing customization SR0022 prevents international students from enrolling at colleges other than their Home Campus, and indicates that these types of enrollment transactions would be handled manually by staff.

Approved $0

024Incomplete Grade Detail Conversion

The deadline assigned to students for completing coursework is also not being converted, but is less of a concern because this date should be the same for all students according to the term in which the Incomplete Grade was assigned.

Approved $0

10/16/2014




025Instructor Assignment Dates

LACCD needs the ability to store instructor assignment dates (for broken/cancelled assignments) separately from class meeting dates in order to properly pay instructors without altering the schedule of classes.

Approved $0

027Update Census Date Calculation

The original requirements for SR0029 incorrectly stated that the Census Date should be calculated as 20% of class meetings and should use traditional rounding.

Approved $0

028SEP Comments in Student Center

Students cannot, in self-service, view notes/comments made by counselors on the Student Educational Plan.

Approved $0

030CCCApply Data for MIS Reporting

MIS reporting needs to be able to store three pieces of information from the CCCApply application: Educational Goal, MIS Foster Youth Status and Matriculation Exemption status.

Approved $0

032Display TBA Hours in Class Schedule

Class TBA Hours are not visible to most staff, faculty and students in PeopleSoft. LACCD’s current class schedule displays provide this information.

Approved $0

10/16/2014

Change Orders Pending


Pending change requests ID # Description

Initial Anticipated

Cost Adjusted Cost Justification

PCC-SR-014 Assessment

Interface

The functional user requests delivery of test scores to accompany the delivery of the student assessment. The request is for interfaces to pass both test score and assessment information into PeopleSoft in near future time (in approximately 3 to 5 minutes) and not in a nightly batch.

$13,430 Students need their test scores and placements for enrollment.

PCC-SR-022 Allow Cross-College

Enrollment for International

Students

International students are, on an individual basis, allowed to enroll at colleges other than their home campus within LACCD. Existing customization SR0022 prevents international students from enrolling at colleges other than their home campus, and indicates that these types of enrollment transactions would be handled manually by staff. ISC requested a way to allow international students to enroll themselves at any LACCD campus once the student has been approved to do so.

$21,080

The IS Directors committee indicated that this approach is expected to be very demanding on staff resources

PCC-SR-023 Permission

Numbers Access

Permission Numbers are system generated in PeopleSoft and distributed to students by faculty members to allow students to enroll in classes that have started or are full. The PeopleSoft Faculty Center, which is typically the only area of SIS that faculty are able to access, does not include any Permission Number functionality or information. This precludes faculty from being able to view (in the Faculty center): • Permission Numbers generated for classes they teach. • Which Permission Numbers have or have not been issued

to students. • Which students have been issued Permission Numbers,

and the Permission Number that was issued to each student.

• When a Permission Number is used to enroll in the class and the student who used it.

$32,980

Faculty would be able to access Permission Numbers; be able to track Permission Number usage and be able to view Permission Number information from the roster. Academic Senate Request

10/16/2014



Pending change requests ID # Description Initial

Anticipated Cost Adjusted Cost Justification

PCC-SR-026 SAP Workload

Interface

SAP Workload Interface Update (SR0033) – the original interface design is missing several existing LACCD requirements. $34,000 $17,000

Cost split

LACCD would have to make changes to SAP instead; otherwise, some assignments may not be transmitted and could be missed on the error report. There is a risk that faculty would teach classes they are not authorized for and/or not get paid.

PCC-SR-033 Specially Funded

Instructor Assignments

The PeopleSoft design for specially funded instructor’s assignments (SFP) adds a flag that is applicable to an entire class (or Lecture-Lab combination in those cases). Some SFP assignments do not apply to the entire class/combination but just specific meetings/instructors.

$32,980

More data entry in SAP for College staff than is required today. This will allow the staff to mark a specific instructor assignment as SFP.

PCC-SR-037 Separate Combined

Sections

The PeopleSoft design for combined sections has all campuses sharing a single page and set of combined sections numbers. This design does not support LACCD’s decentralized approach to scheduling where each campus schedules classes autonomously.

$18,020

The range of combined sections is shared, and the colleges roll the class schedule at different times, it’s possible for IDs numbers to conflict and classes from different campuses to be combined in error.

PCC-SR-038 Alter Workload

Calculation

The PeopleSoft adjustments for workload do not calculate out to sufficient decimals to correctly calculate workload in some cases- specifically subjects with 18 and 21 hours loads (15 hours is standard). The impact of the discrepancies could impact individual faculty members’ pay for their teaching assignments.

$28,730 $14,364 Cost split

If not corrected, faculty can be over or under paid.

10/16/2014



Pending change requests ID # Description

Initial Anticipated

Cost Adjusted Cost Justification

PCC-SF-039 PS-SAP GL Interface

SAP Load process will require the accounting entries from PeopleSoft in two separate flat files. The balance entries are populated after the accounting entries in each file, SAP would like to have these entries populated with 5 characters (EX: XXXXX) under field #16 (SAPB-WARRANT-NUMBER)

$8,160

This request is an enhancement to the current process. This will prevent Accounting from posting balances manually.

Total Requested $189,380 $158,014

10/16/2014

Rejected Change Orders


Change Requests ID #

Description Initial Anticipated Cost

Reason for Rejection

PCC-FA-015 Financial Aid Historical Conversion

The LACCD Financial aid Office requires 7 years of historical data to be converted from DEC, their legacy system, for the purpose of audits and program review.

$325,380 Rejected Cost to be revised to meet new requirements identified

PCC-SR-017 Limit Transfer Credit Options

LACCD has made a decision that only limited courses should be available for external credit articulation (pseudo courses and specific remedial Math/English courses.) As delivered, an evaluator may articulate external credit to any LACCD courses.

$14,280 Rejected Contradicts job duties and

responsibilities of Graduation Evaluator classification.

PCC-SR-021 Security-Based Service Indicator Overrides

As delivered in PeopleSoft, users who are granted security to override Service Indicators are able to override all Service Indicators attached to a student’s record, including those placed by other departments. The student Records Enrollment SMEs indicated that users should not be able to override Service Indicators that have been placed by other departments.

$38,930 Rejected Can be addressed in training.

PCC-SR-029 Academic Plan Details on SEP

The Student Educational Plan (SEP) customization (SR0023) displays a student’s current Academic Plan at the top if the page according to information from the student’ Program/Plan stack. The Academic Plan code (e.g.C002718C) and the Academic Plan description (e.g. Business Administration) are currently displayed on the SEP page.

$9,010 Rejected Can be addressed in training.

PCC-SR-034 Enhance Self-Service Graduation Application

LACCD has several changes to the delivered online PeopleSoft graduation application available to students through self-service. Identified changes include: • Allow students to select the campus to which they are applying for

graduation. • For students with multiple Academic Plans, allow students to select the

Plan(s) to which they wish to apply for graduation. • Integrate student name/address updates into the application process. • Update the comments box to allow inclusion of hyperlinks. • Includes graduation related questions the student must answer, including

questions asked on the current graduation petition and questions related to the student’s anticipated future goals within LACCD.

Staff would need a way to view the above information (as applicable) after the student has submitted a petition online. A report/query may serve this purpose.

$40,460 Rejected Delivered functionality replaced the need for a customization.

LACCD Saving $428,060



Testing

10/16/2014

Testing Activities


10/16/2014

Unit Testing


What: This is a test of a single module, a conversion process, an interface, a report or query, or any other single component of the system.

Why: This test will be a technical test and/or a functional test, with the task owner taking responsibility for configuration and base documentation.

Who: The Ciber developers and functional lead conduct this test.

10/16/2014

System Testing


What: The system test is the full-system testing to validate that the core configuration for the system is functional. This will require both functional and technical testing.

Why: The test will assess that all the core configuration and security roles are functional for each module.

Who: The Ciber Functional Leads will conduct this test.

10/16/2014

Integration Testing


What: An integration test verifies the correctness of several system components working together.

Why: This test includes the full lifecycle of the student, from Admissions, all the way through paying their bills.

Who: The Ciber Functional Leads and LACCD Core Team members will conduct this test.

10/16/2014

User Acceptance Testing


What: This test will include performing the same tests as used during the system integration test, and may include a mini parallel test where data previously run into the existing legacy system(s) and the results can be cross-checked and validated.

Why: This test is required for final sign off of the delivered new system.

Who: The LACCD Core team and Ciber Functional Lead will lead this testing with the key users from each campus.

This is the most critical testing phase in which users participate!



Security

10/16/2014

Security Update


Access (Navigation w Actions) ADD= Add, UD= Update Display, UDA= Update Display All, COR= Correction

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Campus Community-> 3C Engine-> 3C Engine Trigger Results: UD X X X X X X Campus Community-> 3C Engine-> Run 3C Engine: ADD, UD, UDA, COR X X X Campus Community-> 3C Engine-> Run 3C Engine: Disp Only, ADD, UD, UDA, COR X Campus Community-> 3C Engine-> Run 3C Engine: Disp Only, UD X X X Campus Community-> 3C Engine-> Set Up 3C Engine-> Event 3C Groups: ADD, UD, UDA, COR X X X Campus Community-> 3C Engine-> Set Up 3C Engine-> Event 3C Groups: Disp Only, ADD, UD, UDA, COR X Campus Community-> 3C Engine-> Set Up 3C Engine-> Event 3C Groups: Disp Only, UD X X X X X X X Campus Community-> 3C Engine-> Set Up 3C Engine-> Event Definition: ADD, UD, UDA, COR X X X

• Security Roles were created by the Users

• Security Roles are assigned and maintained by the ESC.



MIS Data Capturing

10/16/2014

MIS Data Capturing – EOP&S


10/16/2014

MIS Data Capturing – DSP&S




Change Management and Training

10/16/2014

Change Management


Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-15 Aug-16 Sep-16 Oct-16

OCM Activity

Newsletter Distribution

College Roadshows

PR/Branding Committee Meeting

Mid-Project Survey Electronic Assessment Assessment

Report

Dear Betsy Blog Begin Here and Continue

Faculty Presentations First Distribution Email Reminders Email Reminders Email Reminders Final Reminders

Staff Presentations

Operational Steering Committee Meeting CRA Delivered

Policy Advisory Committee Meeting CRA Delivered

Electronic Needs Assessment Assessment

Report CRA Delivered

Business Process Workshops Recruiting and

Admissions Recruiting and

Admissions CRA Delivered

10/16/2014

Training


Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

R/A Go-Live 11/01/16

SR Go-Live 5/1/17

FA Go-Live I 01/01/17

SF Go-Live 5/1/17

AA/CC Go-Live 10/1/16

Training

FA Go-Live II 6/1/17

Training

Training

Training

Training

Training

10/16/2014

End User Training


Training will be provided for individuals using the Student Information System to conduct functional business. Training sessions will be held at the colleges. It is expected that over 3,000 people will participation in training. Fourteen specific curriculum topics will have classroom and Web-based training:

• Introduction to Campus Solutions • Academic Structure • 3Cs • Contributor Relations • Recruiting and Admissions • Student Enrollment • Academic Advisement • Academic • Financial Aid • Financial Aid Packaging • Admissions Web Services • Query • Managing Payments • Student Financials

10/16/2014

Technical Training


Training will be provided for individuals needing the technical skills and knowledge to use the Student Information System to support or complete College or District business. Training sessions will be held regionally. It is expected that over 200 people will participation in training. Six specific curriculum topics will have classroom and Web-based training:

• Lifecycle Management • Security • Integration Tools I • Integration Tools II • PeopleSoft Campus Solutions – Equation Engine • EPM Core and Technical

10/16/2014

Data Warehouse Training


Training will be provided for individuals using the Data Warehouse. Training sessions will be held at the Education Service Center. It is expected that over 30 people will participation in training. Researchers will have access to data and reporting as never before. Five specific curriculum topics will have classroom training:

• Analysis and Query • Reporting • Query for Technical Users • Workflow • SQR (Structured Query Reporter)

10/16/2014

Mandatory PeopleSoft Training


Conducted over two half days, with the second day being 6 hours for Administrators and Supervisors. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training

Course Pre-Requisite

Audience Scheduled Location

Navigating PeopleSoft

1 √ √ N/AAll End Users, in Catalog,

Admissions, Outreach, Counselors

08/01-08/12 Regional

Introduction to the New Student Portal




Introduction to the New Staff Portal




Overview of 3C's 4 √ √ N/AAll End Users, in Catalog,



Basic Query & Reporting

2 √Navigating PeopleSoft

Administrators and Supervisors Only


10

Regional Training:Harbor, West, and Southwest: Training conducted at WestCity, Trade-Tech, and East: Training conducted at CityMission, Pierce, and Valley: Training conducted at Valley

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10/16/2014

Recruiting/Admissions Training


Conducted over fourteen half days. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Maintaining Personal Data

8 √ √Navigating PeopleSoft

A&R supervisors, Registrars, evaluation

Technicians, AR Assistant 1,2,3, Outreach Coord, International Student Services Coord, Deans

09/12-11/09 All Colleges

Managing Prospect Records


Outreach Coord, A&R Supervisors, Registrars,

Evaluation Tech, International Student Services Coord, Deans


Creating and Maintaining Campus Event Data


A&R Supervisors, Registrars, Evaluation Tech, A&R Assistants 1,2,3, International

Student Services Coord, Deans


Managing Applicant Records


Outreach Coord, A&R Supervisors, Registrars, Evaluation Tech, A&R

Assistants 1,2,3, International Student Services Coord, Deans


Using the 3C's in Recruiting and Admissions


Outreach Coord, A&R Supervisors, Registrars, Evaluation Tech, A&R

Assistants 1,2,3, International Student Services Coord, Deans


10/16/2014

Recruiting/Admissions Training


Conducted over fourteen half days. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Using Automated Test Score Loads


District 09/12-11/09 All Colleges

Processing CCCApply Applications in PeopleSoft


A&R Supervisors, Registrars, Evaluation Tech, A&R Technician, International Student

Services Coord


Maintaining SEVIS 8 √ √Navigating PeopleSoft

ISSO Coordinator & Staff 09/12-11/09 All Colleges

Inquiry/View Only Topics


Enrollment Managers, ISSO Director, Outreach

Coordinators; A&R supervisors, Data

Managers


54.5

10/16/2014

Course Catalog Training


Conducted over two half days. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Introduction to Student Records


District Office-5 Ed Programs, EPIE, IT, Campus Academic

Affairs, and Schedulers-by College


Managing the Course Catalog


District Office, Campus Class Schedulers, Deans,

Faculty, ESC Users, Campus A&R Staff


Managing the Schedule of Classes (Prerequistes)


District Office, Campus Academic Affairs, and Schedulers-by College


Facilities Management


College Class Schedulers 08/23-09/09 Regional

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10/16/2014

Academic Advisement Training


Conducted over two 5-hour days. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Academic Advisement Reports


Counselors, Graduation Evaluators


Managing Academic Calendars


Counselors, Graduation Evaluators


10

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10/16/2014

Financial Aid I Training


Conducted over two half days. 2016

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Processing Financial Aid Applications


Financial Aid Staff 12/06-12/16 All Colleges

Using Institutional Financial Aid Applications



Using the Verification Process

0.5 √ √Navigating PeopleSoft


Managing Financial Aid Terms



10/16/2014

Financial Aid II Training


Conducted over five half days. 2017

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Working with Student Budgets



Awarding and Disbursing Financial Aid



Processing Loans Using Commonline



Processing Direct Loans



Processing Title IV Funds and Pell Payments



Managing Student Employment



Using FISAP (Fiscal Operations Report and App. To Participate)



Using Forms Engine 0.5 √ √Navigating PeopleSoft

TBD 04/10-05/19 All Colleges



TBD 04/10-05/19 All Colleges

28.5

10/16/2014

Student Financials Training


Conducted over seven half days. 2017

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Calculating Tuition anf Fees


Business Office Staff and District Accounting Unit


Maintaining Receivables




Billing Customers / Corporates




Running Cashiering 3 √ √Navigating PeopleSoft



Administering Payment Plans




Refunding Customers




Miscellaneous Student Financials Topics




Using GL Interface Processing








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10/16/2014

Student Records Training


Conducted over nine half days. 2017

Course Description

Duration (Hours)

Instructor Led

Web Based

Training



Activating Students 1 √ √Navigating PeopleSoft

Campus A&R, Campus Counseling and District

Office03/27-05/05 All Colleges

Managing Enrollment Appointments


Campus A&R, and District 03/27-05/05 All Colleges

Enrolling Students 2 √ √Navigating PeopleSoft

Campus A&R, AA 03/27-05/05 All Colleges

Tracking Student Data


Campus A&R, Campus Counseling, District

Office, Special Programs (EOPS, DSPS, CTE, etc.)


Grading Students 2 √ √Navigating PeopleSoft

Campus A&R, Faculty 03/27-05/05 All Colleges

Graduating Students 2 √ √Navigating PeopleSoft

Campus A&R, Faculty 03/27-05/05 All Colleges

Producing Transcripts 2 √ √Navigating PeopleSoft

Campus A&R, District Office


Processing Transfer Credit


Campus A&R, District Office


Using Faculty Center 3 √ √Navigating PeopleSoft

Faculty Only 03/27-05/05 All Colleges

Consolidating and Reporting Academic Statistics



Managing Academic Structure






25.5Participants who received Training in Course Catalog may enroll in these Sections, if remedial Training is necessary.

10/16/2014

Other Training


• Administration

– Spring 2017: View-Only

• Faculty

– Fall 2017: Rosters and Grading

• Students

– Summer 2017: Live Experience Labs at Each College



Thank you for your continued dedication to the Project!



Questions?

operational steering committee meetingcollege.lavc.edu:8888/sites/accreditation/2016 self evaluation...

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