November 14 2017 Introductions Present Inta Morris Diane Duffy Julia Pirnack Brian Pool Mark Duey Nathan Lee WheelerBerliner Matt Cornett Derek Blake Trevor Williams Megan McDermott Twyla Esquibel ID: 672878
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Vision & Implementation Planning
November 14, 2017Slide2
IntroductionsPresent: Inta Morris, Diane Duffy, Julia Pirnack, Brian Pool, Mark Duey, Nathan (Lee) Wheeler-Berliner, Matt Cornett, Derek Blake, Trevor Williams, Megan McDermott, Twyla Esquibel2Slide3
Agenda11:30 – 1:30IntroductionsUpdatesVision - Communication Talking Points (pathways, education, training, career planning for each agencyImplementation Planning – Action items for 18 months, with a focus on next 30-60 days, including the survey and tools for pathway Wrap up & Next Steps3Slide4
Governance Principles4Organize and facilitate the development of a Partnership Charter as an Interim Task Force (ITF) for <18 months under the CWDC Education & Training Steering CommitteeFunding contributing agencies (e.g. >$X) will have 1 Voting Seat on the Interim Task Force CWDC, CDHE, DOC, CDLE (DVR?, WDP/ET), CDHSNon-Voting representation from CDE AE?, Districts? CDOT?, CCCS-CTE?, others …Fiscal Agent will be CDHE during the Interim Period with Julia as Project Manager.
The ITF will organize and direct Work Groups with staff and subject matter experts from contributing agencies and partners. Immediate priorities include:
Define Strategy & Vision
Functionality
Marketing, Outreach, Training, Communications
Long Term Governance StructureSlide5
What is Needed?This chart illustrates the minimum (estimated) July 2018-June 2019 funding thresholds required to develop the new organizational structure and:Support bare minimum functionality & website tools (red)Support all current functionality, website tools & outreach services (yellow)
Support
all current
functionality, website tools, outreach services & deliver requested
enhancements
. (
green
)
5
In $M
“Soft” Commitments
CDLE ( ~$150K )
CWDC ( ~$150K )
CDHE ( $150-200K )
DOC Education ( Joan DJ to meet)
DOC Parole ( Julia to meet with DJ & Tony )
CDHS DCW CHAFEE ( ~$25K ) CDHS Other (Jerene Diane &
Inta
to Meet )
DVR Steve Anton?
CDE (0)
CDE Adult Ed (0)
CCCS (0)
School Districts Misti to provide contacts
CDLE WFCs (Names to survey?)
DOLA DOH and/or Others (outreach Susan
Niner
?)Slide6
Feedback Summary6If we were to survey our users / customers what do we hope / fear they would they say about us?
What we hope they’ll say…
Summary of
positive
statements
What we fear they’ll say…
Summary of
negative
statements
Our customer Groups…
Summary of the users of our work
Students (Drop Outs, Middle School, High School, 7-12
th
Grade, Opportunity Youth (16-24 and out of school/workforce At Risk Youth, Foster Youth, Home Schooled, Post Secondary
Families Parents
Adults on Public Assistance e.g. TANF, Adults Changing Careers, Ex-offenders, incarcerated, displaced workers, low skilled adults, veterans, barriers to employment, GED HSE Recipients or in progress, Post Secondary Professionals, Adult Ed
Navigators, Counselors, Advisors, Case Managers, Professionals, Non-Profits, ICAP Coordinators, School or District Staff, Training Providers
Feds (Data)
Free!
Secure and data is safe
Compatible with the student systems we use (e.g. I.C. / Naviance)
Gave me an opportunity to explore many options pathways **
Reflects current UI trends ***
Data Governance
Accessible
Logically sequenced *
Navigable *
Beneficial,
Easy to use **
Outcomes individual and over time *
Very clear purpose (what the tool does and doesn’t do)
Timely, Relevant
Helped track my caseload
Gave me insights about self *
Gained knowledge
Motivated me to action *Helped me find a careerProvided useful informationI can share my work with othersEffective clear tool *I have my own spot to store and remember info ****I can use once or use to planEngaging fun to useI can figure out what I want to do next **The data can be mined easily *I know which product to use
There are 1000s of these tools
This isn’t for me
How can this help me?
Governmental
Incongruent
Confusing
Trying to do too much, cannot please everyone
Too complicated difficult to navigate
Clunky, cumbersome and bureaucratic
Boring
I cant see my work
I have to log in separately to do different things
This is the same as …I have done this before
Same as other tools
My taxes paid for that ?!?
Not valuable
Forced to use it and was a waste of time
I need more support in the changes from old platform to new
Professionals – too complicatedSlide7
Customer Perspective7
The team can use a modified Kano analysis to categorize elements of the vision in terms of their necessity.
Modified Kano Explanation
Requirements customers openly state
When met, customers are satisfied
More provided, more satisfaction
When not met, customers are dissatisfied
Words like “Competitive”, “Proportional”
Free breakfast
Competitive room rate
Convenient location
Efficient check-in
What are some others?
Delighter
Requirements customers cannot articulate
When met, customers are surprised and truly delighted
If provided, then withdrawn, customers are dissatisfied
Words like: “Attractive”, “World Class”
Welcome by name
Personalized amenities
Personal concierge
Choice of pillows
Same room each stay
What are some others?
Must Have
Non-smoking room
King bed
Clean bathroom
What are some others?
Obvious requirements customers assume
When met, customers often do not notice
When not met, customers are dissatisfied
Words like: “Expected”, “Basic”, “Standard”
Hotel Example
Description
More is MoreSlide8
Applying Best Practices to a Vision8
Placing items on a continuum of necessity will help the team understand leadership’s intent.
Must Have
Delighter
More is More
A Bridge Too Far…
I have my own spot to store and remember info ****
Reflects current UI trends ***
Easy to use **
Gave me an opportunity to explore many options pathways **
I can figure out what I want to do next **
Logically sequenced *
Navigable *
Outcomes individual and over time *
Gave me insights about self *
Motivated me to action *
Effective clear tool *
The data can be mined easily *
Free!
Secure and data is safe
Compatible with the student systems we use (e.g. I.C. / Naviance)
Data Governance
Accessible
Beneficial,
Very clear purpose (what the tool does and doesn’t do)
Timely, Relevant
Helped track my caseload
Gained knowledge
Helped me find a career
Provided useful information
I can share my work with others
I can use once or use to plan
Engaging fun to use
I know which product to use
?Slide9
Vision Statement Creation9
What will our customers feel about our service?
Easy to use **
Gave me an opportunity to explore many options pathways **
I can figure out what I want to do next **
Logically sequenced *
Navigable *
Gave me insights about self *
Motivated me to action *
Effective clear tool *
The data can be mined easily *
What will we deliver to our customers?
Personalized place to store and remember info ****
Reflects current UI trends ***
Easy to use **
I can figure out what I want to do next **
Outcomes individual and over time *
Gave me insights about self *
Effective clear tool *
The data can be mined easily *
What behaviors will our front-line employees demonstrate?
Statewide collaboration and integration
How will we prepare our people to deliver this experience and results?
?
Answering these question will help animate this vision for the customer:Slide10
DRAFT Vision for Discussion10Colorado delivers a sustainable, modern and personalized web-based service that securely stores and organizes education, training and career planning information. We enable students, families, job seekers, professionals and other stakeholders to explore and navigate relevant education, training and career pathway options.
Our team demonstrates multi-agency collaboration using career pathway web-based services and data integration to holistically support stakeholders. Slide11
TimelineThis chart illustrates the key areas for a statewide collaboration to address 11Slide12
Implementation Plan12Product/Services
Lee, Mark, Trevor, Matt, Julia
User Group
How
By Whom
By When
User Workflows (Software Agnostic)
Identify users/user groups
Dec
Detail current state process workflows for each program area
Distinguish between statutory requirements, common and best practices
Define future state enhancements to the workflow
Mar
Product Information
Inventory current products and services
Gather qualitative information about each product
Identify functional gaps in product and services
Catalog features/functions of each currently used product
Catalog features/functions of each other potential products
Current Product Funding
Document cost of each product
Explore how each product is funded for each user group
Explore how much staff task time is required to complete workflow (e.g. budget-based workload analysis, or time study)
Explore current training costs
Platform Requirements (Mark, Julia)
Detail data, security and technical current and future needs for a centralized system
MarSlide13
Implementation Plan13
User Group
How
By Whom
By When
Governance Structure
Lee, Diane, Julia
Draft and sign 18-month Charter with CWDC
Jan-18
Develop long-term MOU for governance, funding and data sharing
Dec-18
Communications
Paula, Trevor, Inta, Matt C, Julia, Megan M, Misti R,
Communicate CIC current status and upcoming process to professionals throughout the state
15-Dec
As necessary, discuss collaborative funding with non-agency users such as school districts that are required to provide functionality
15-Dec
Funding
Paula, Matt, Diane, Inta, Julia
Verify short term development funding (Jan 2018-June 2019)
1-Jan
Develop a sustainable long-term funding model (with RFP)
1-SepSlide14
Rebranding Options14Colorado ThrivesPlot Your PathwayFashion Your PassionLaunch Pad ColoradoColorado Future’sWin The Future (WTF)Plan Your Future What’s NextBest Career Planning Ever
Develop Talent
Path To Success
Educational Pathways
Educational Navigator or Coach
Advance Colorado
Classroom to Career
Colorado Map To Careers
Colorado Educational Map
Safe and Career People Pathways
Build You Own Pathway Slide15
Next StepsHomework Survey and/or engage stakeholdersContinue to socialize our consensus recommendation with your agency leadership, stakeholders and othersWho else should be participating?Smaller Group meetings & workNext Meeting – First or second week of DecemberReview and approve messages to stakeholdersReview product/services group work to date
Check in on FY2019 funding
Continue initiative and/or products name discussion
15Slide16
Appendix 16Slide17
Stakeholder Survey Context17Colorado is exploring a collaborative, multi-agency approach to providing a package of online tools and features that assist users with workforce, education and training exploration and planning. Tools may include assessments (career interests, skills and the like), job training and locating resources, career exploration and planning, postsecondary options exploration and planning, as well as financial aid and literacy. There are numerous online tools for these topics currently provided by the State (College In Colorado, Connecting Colorado, Careers in Colorado, etc.) as well as various tools provided by private vendors. The intention of the collaboration is to streamline the tools provided by state agencies to reduce confusion and redundancy, while continuing to provide a solid suite of online workforce, education and training tools and resources at no or limited cost to users. This collaborative approach will help avoid duplication and thereby reduce overall costs to the State.
Five minutes of your input will help align resources and their importance in your work with your students/clients/customers. Thank you for taking the time to answer these questions. If you feel someone else in your organization is better suited to answer the questions, please forward this email to them. Slide18
Decommissioning Impacts18Case by case Separate specialized sites that may be able to exist on their own from the main site if an agency is willing to take it over and pay for (ASSET, On the Right Path, CoTrainingProviders/ColoradoETPL, Careers In Colorado, Money101, College Admissions Tool).
Development costs to recreate/restore functionality after separation
Hosting cost
Data and content maintenance
Vendor management
Governance and contract administration
Communication and outreach to end users, professionals and consumers
Training
Technical supportSlide19
Decommissioning Impacts19For CICKeep websites functional for as long as possible (i.e. write upcoming year web contract to maintain hosting, license and maintenance for the remainder of the fiscal year).Create and distribute messages regarding CIC closure.CIC user organizations would have to find alternatives by June 30, 2018 or earlierEnsure that Districts that purchase Student Information System integration may continue to use the generic, nationally deployed platform through the end of their contract term with XAP.
Shift any remaining outreach staff to assisting users and organizations to print reports and ICAPs to document user plans for both school use as well as the users’; download any documents stored in portfolios to individual storage device.
Assist staff to obtain other employment
Ensure that all contracts, domain licenses, etc. terminate at the end of the fiscal year.Slide20
Go-Forward Functionality Concepts 2017 - 201920Functionality Priorities
SampleSlide21
Ground RulesKeep an open mind and engage with your colleaguesAvoid use of technology if at all possibleAsk questions and actively participate in discussionsBe tough on problems, easy on peopleSeek first to understand then, if needed, agree to disagreeLeave titles at the doorDue to time constraints, exit briefly when you need and return quicklyHave fun!21Slide22
College In Colorado Portfolio
Customized Local Portfolio Pages
[CDE]
Eligible Training Providers List
Regional postsecondary programs
[CWDC/CDLE]
Own Your Future
Life, Job, Education Planning
[DOC Education]
On The Right Path
Foster Youth Resources
[CDHS]
Careers In Colorado Career Pathways
IT, Health, Construction Top Job Pathways
[CWDC/CDLE]
College Admissions Tool
College Admissions Plan & Decision Making
[CDHE]
Colorado ASSET
Calculator and Resources
Money 101
Financial Literacy Courses
[CDHE]
Goal setting
Career exploration and planning
Interest, skills, work values assessments
Self-exploration activities
Secondary coursework planning
Postsecondary pathways exploration
Job preparation
College and program planning
Financial aid & FAFSA
The House that Colorado BuiltSlide23
College In Colorado Portfolio
Customized Local Portfolio Pages
[CDE]
Eligible Training Providers List
Regional postsecondary programs
[CWDC/CDLE]
Own Your Future
Life, Job, Education Planning
[DOC Education]
On The Right Path
Foster Youth Resources
[CDHS]
Careers In Colorado Career Pathways
IT, Health, Construction Top Job Pathways
[CWDC/CDLE]
College Admissions Tool
College Admissions Plan & Decision Making
[CDHE]
Colorado ASSET
Calculator and Resources
Money 101
Financial Literacy Courses
[CDHE]
Goal setting
Career exploration and planning
Interest, skills, work values assessments
Self-exploration activities
Secondary coursework planning
Postsecondary pathways exploration
Job preparation
College and program planning
Financial aid & FAFSA
The House that Colorado BuiltSlide24
College In Colorado Portfolio
Customized Local Portfolio Pages
[CDE]
Eligible Training Providers List
Regional postsecondary programs
[CWDC/CDLE]
Own Your Future
Life, Job, Education Planning
[DOC Education]
On The Right Path
Foster Youth Resources
[CDHS]
Careers In Colorado Career Pathways
IT, Health, Construction Top Job Pathways
[CWDC/CDLE]
College Admissions Tool
College Admissions Plan & Decision Making
[CDHE]
Colorado ASSET
Calculator and Resources
Money 101
Financial Literacy Courses
[CDHE]
Goal setting
Career exploration and planning
Interest, skills, work values assessments
Self-exploration activities
Secondary coursework planning
Postsecondary pathways exploration
Job preparation
College and program planning
Financial aid & FAFSA
The House that Colorado BuiltSlide25
College In Colorado Professional Center
Create Local Portfolio Pages
Eligible Training Providers List
Regional postsecondary programs
[CWDC/CDLE]
Own Your Future
Life, Job, Education Planning
[DOC Education]
On The Right Path
Foster Youth Resources
[CDHS]
Careers In Colorado Career Pathways
IT, Health, Construction Top Job Pathways
[CWDC/CDLE]
College Admissions Tool
College Admissions Plan & Decision Making
[CDHE]
Colorado ASSET
Calculator and Resources
Money 101
Facilitator System
[CDHE]
The House that Colorado Built
Review individual Portfolios
Set up groups
Run reports
Monitor progress
Lesson plans & resources
Calendar activities
Report Central
Aggregated data reporting of record level dataSlide26
College In Colorado Professional Center
Create Local Portfolio Pages
Eligible Training Providers List
Regional postsecondary programs
[CWDC/CDLE]
Own Your Future
Life, Job, Education Planning
[DOC Education]
On The Right Path
Foster Youth Resources
[CDHS]
Careers In Colorado Career Pathways
IT, Health, Construction Top Job Pathways
[CWDC/CDLE]
College Admissions Tool
College Admissions Plan & Decision Making
[CDHE]
Colorado ASSET
Calculator and Resources
Money 101
Facilitator System
[CDHE]
The House that Colorado Built
Review individual Portfolios
Set up groups
Run reports
Monitor progress
Lesson plans & resources
Calendar activities
Report Central
Aggregated data reportingSlide27
Scope Overview
Objective:
The evaluation and development of a statewide CIC strategy and implementation plan presents an opportunity to stakeholders throughout Colorado. The CIC program must either be viable and sustainable over time without federal funds, or be positioned for transition and closure. This process will inform and shape potential partnership agreements for shared information resources and tools that could be retained or modified to accommodate financial constraints.
Target Outcomes:
Consensus strategy for a new vision, viable governance and financing model for operation of CIC beyond FY 2018 or closure during FY 2018
Vision for tools and resources offered and tracked by all partners for 90K active users
Improved clarity on the nature of tools, resources, partnerships and coordination
If decision is to go forward, funding for transition year FY 2019 to develop governance, operations and financing model
27