The Combined Statewide Technology Platform Efforts refers to various initiatives that seek to understand and potentially address inefficiencies and vulnerabilities in data and operations because of outdated systems across districts and colleges. In addition, the project provides the Chancellor’s Office and the system a comprehensive view of the potential gains from shared technological platforms and the means to build a robust and unified approach to address the core challenges of:
- Ongoing Security Vulnerabilities
- Challenges in reporting accurate and consistent data in a timely manner
- Unequal student, staff, and faculty experiences
- Hiring and retaining statewide staff
- Labor-intensive management of disparate and/or outdated systems
The Combined Statewide Technology Platform is comprised of three key projects that address specific challenges and needs:
- Collaborative Enterprise Resource Planning (ERP) Project
- Statewide Data Management Transformation initiated via the Data Governance Advisory Workgroup (DGAW)
- Common Cloud Student Data Platform (CCSDP) Project
The Combined Statewide Technology Platform efforts align with Governor Newsom’s Roadmap with the California Community Colleges for 2022-2023 through 2026-2027 and Vision 2030.
- Systems — to remove barriers at scale by providing near real-time data, improving student support and programmatic progression and analytics.
- Policy — data governance practices that can inform and advance policy for further development and reforms.
- Resources — maximizing investments and leveraging economies of scale for a systemwide Common Technology Platform.
Where We Started
In recent years, several initiatives started the exploration for a common technology platform for the system. In February 2024, the Statewide Common Technology Platform (SCTP) Task Force was formed to include a statewide perspective and expertise on the current systems and processes as well as provide input on the possible path to a shared technology system and transformation. Over the course of seven months, the Task Force helped shape the transformation opportunities, collected feedback from districts on the feasibility and narrowed the options for California Community Colleges to best go forward. With support from the Chancellor's Office and districts, the SCTP project will use the outputs of the Task Force to continue to explore a Statewide Data Management Transformation and a Collaborative ERP.
- Statewide Data Management Transformation – the creation of a statewide data governance structure and implement a statewide data platform, which will be integrated with existing district ERP systems; this effort would be initiated by the Data Governance Advisory Workgroup.
- Collaborative ERP – voluntary participation in the implementation of a statewide cloud-based ERP that includes a full transformation for people, process, policy, and technology.
In parallel, the Common Cloud Data Platform Demonstration Project was started to develop a single interface for the Chancellor’s Office to access district data, establish a core data architecture and schema, and streamline MIS and 320 reporting.
Where We Are and Where We Are Going
Collaborative ERP
With support from the Chancellor's office, districts who have opted in to continue exploring a Collaborative ERP will be provided financial and structural support to participate in ongoing efforts. The initial activity is Business Process Analysis (BPA), which includes collecting feedback from district Subject Matter Experts, consolidating input from surveys and documentation to understand districts’ processes, and refining and validating processes to best fit districts’ needs. BPA findings will inform ERP requirements and the ERP selection process.
Business Process Analysis (BPA) began in November 2024 with participating districts. BPA is exploring current state processes related to Human Resources, Finance, Information Technology, and Educational Services and Support & Institutional Research. Educational Services and Support & Institutional Research stakeholder groups interact with the student information system including Instructional Services, Counseling, Admissions, Financial Aid, Student Accounts/Bursar, Student Records, Student Support & Engagement Programs and Institutional Research.
Statewide Data Management Transformation and the Data Governance Advisory Workgroup
A Statewide Data Management Transformation is being explored as part of the work being done by the Data Governance Advisory Workgroup (DGAW). The DGAW was established by the Chancellor’s Office, and facilitated with the Research & Planning (RP) Group and the Chief Information Systems Officer’s Association (CISOA) to provide:
- Ongoing advice and counsel to the Chancellor’s Office on community colleges’ information technology and data governance policy and operations.
- Feedback based on the analysis and simulation of current and proposed policies regarding data governance, data sharing, and data platforms to support effective implementation, fiscal health, and student-centered design.
DGAW is comprised of 17 members from across systemwide associations. In November 2024, DGAW held their first meeting where workgroup members aligned on the importance of data governance and the need for a systemwide conversation and coordination to drive student outcomes. DGAW is focused on identifying priorities for 2024-2025.
Resources
Statewide Common Technology Platform Task Force Presentation Slides: September 11, 2024 (PDF)
Statewide Common Technology Platform Task Force Presentation Slides: August 7, 2024 (PDF)
Statewide Common Technology Platform Presentation Slides: May 9, 2024 (PDF)
Statewide Common Technology Platform Presentation Slides: April 17, 2024 (PDF)
Statewide Common Technology Platform Presentation Slides: March 14, 2024 (PDF)
Statewide Common Technology Platform Presentation Slides: February 21, 2024 (PDF)
Case for Change: California Community Colleges Common ERP (PDF)