VCCS Software Utilization Project

VCCS Software Utilization Project

Project Mission

The mission of the VCCS Software Utilization Project is to streamline and enhance the digital landscape across all community colleges within the Virginia Community College System (VCCS). We are committed to eliminating software sprawl, fostering interoperability, and ensuring a uniform digital experience for our learners, faculty, and staff. Through collaborative efforts, strategic resource management, and data-driven decision-making, we will establish a cohesive software ecosystem that supports the VCCS’s educational objectives and promotes operational efficiency.

Project Vision

The vision of the VCCS Software Utilization Project is to create a unified and efficient digital ecosystem that empowers every member of the Virginia Community College System (VCCS) with reliable, accessible, and effective technology tools. By fostering a culture of collaboration, innovation, and continuous improvement, we will enhance the learning environment, streamline operations, and advance the overall mission of the VCCS. Our goal is to ensure that technology serves as a catalyst for educational excellence and operational efficiency, enabling the VCCS community to thrive in a rapidly evolving digital landscape.

Project Value

The VCCS Software Utilization Project is dedicated to maximizing the value of technology investments across the Virginia Community College System (VCCS). We prioritize efficiency, cost-effectiveness, and innovation in our approach to software management. By leveraging data-driven insights and fostering a culture of continuous improvement, we will reduce redundancy, enhance interoperability, and ensure that every software tool contributes meaningfully to the educational and operational goals of the VCCS. Our commitment to collaboration and strategic resource management ensures that we deliver high-quality, reliable, and accessible technology solutions that empower our community to achieve excellence.

 

 

Submit a Software Utilization Proposal

Project Summary

The VCCS Software Utilization Project will streamline and enhance the digital landscape across all community colleges within the Virginia Community College System (VCCS). This project focuses on eliminating software sprawl, fostering interoperability, and ensuring a uniform digital experience for learners, faculty, and staff. By consolidating software applications and optimizing their usage, the project seeks to improve efficiency, reduce costs, and support the educational and operational goals of the VCCS. Through collaborative efforts and data-driven decision-making, the project will establish a cohesive software ecosystem that promotes operational efficiency and educational excellence.

This project aligns with VCCS's One-System goal to provide a consistent student experience to all VCCS learners.

Project Timeline

The project timeline for the VCCS Software Utilization Project spans across several years beginning in 2024. The Chancellor charged ITS with analyzing software utilization across the System in August 2023.  ITS administered a survey to gather information.  In December 2023, the IT Executive Council (ITEC) was charged with identifying opportunities to consolidate or eliminate software.  In the Spring of 2024 eight Software Utilization workgroups were formed.  In December 2025 the first two recommendations were approved by ITEC and a project manager was hired to manage these projects.  In January 2025, with a change in key ITS leadership, a new approach to the project was developed.  ITS staff developed a master list of software for the VCCS using all available resources including surveys, system scans, the Enterprise Cost Recoveries, etc..  In March 2025 a new, more transparent and inclusive vetting process was rolled out. 

The project is expected to be ongoing for multiple years as work is done to identify opportunities for consolidation and elimination, get approval to implement changes, and transition to new software.  For each identified consolidation, a project will be created and managed to be least disruptive to the VCCS community by attempting to transition off of software at the time of renewal and by planning to transition data from old systems to new systems where necessary.  

The VCCS Software Utilization Project will have several impacts on end users. Users will need to learn and adapt to new systems, which may require additional training and support. Managing the transition process with current vendors will be crucial to ensure timely cancellations and avoid unnecessary renewals. Additionally, there may be a need to transition data from former systems to new ones, which could be a complex and time-consuming process. Users might also experience a temporary loss of features or functionality as they adjust to the new software environment. Despite these challenges, the project will ultimately provide a more efficient and cohesive digital experience for all members of the VCCS community.

Who is Involved

The project involves a diverse group of stakeholders from various departments within the VCCS. Key participants include:

  • ITEC: Responsible for final review and approval of recommendations.
  • System Office Lead:  Responsible for guiding the project and ensuring alignment with VCCS goals.
  • System Office Workgroup Leads: Responsible for forming college-driven workgroups and reviewing master software list to identify and make recommendations on software consolidation. The following are the 8 workgroups:
    • Library Services
    • Student Services
    • Instructional Services
    • Security Services
    • Software/Service Management
    • Research and Analytics
    • Infrastructure Services
    • Communications & Web Sites
  • College Representatives: Representative SMEs from various colleges familiar with the software.
  • VCCS Stakeholders : Responsible for reviewing and providing feedback and alternate recommendations.  Stakeholders include Technology Council, ASAC, Educational Technology Committee, College CIOs, ELET, and others.

Project Governance

The governance of this project ensures that multiple perspectives are taken into consideration as decisions are made that impact the project's success and our ability to achieve our objectives. The VCCS Software Utilization Project is a directive of the Chancellor and the State Board as it relates to the One-System goal.  This is designed to be a collaborative, transparent, comprehensive, decisive assessment and proposal process. Any stakeholder can bring forward a proposal including workgroups, (via the chair), CTOs, edTech, ELET, Technology Council members, etc.  The VCCS CIO will also take a lead in developing proposals.  Proposals will be made available to all engaged stakeholders for comment.  Stakeholders are actively requested to "endorse", "comment", or "recommend alternative(s) (including supporting as-is).  While any stakeholder can submit a proposal or a recommendation on a proposal for software consolidation or elimination, ITEC, as the governing body for the project, has ultimate authority for approving proposals.

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Executive Project Sponsor Project Director
Dr. Tommy Wright, Senior Vice Chancellor for Finance and Operations           Dennis Moynihan, Interim VCCS CIO
   

Our Objectives

The VCCS Software Utilization Project is designed to create a more efficient and cohesive digital ecosystem that supports the educational and operational goals of the VCCS. Despite the challenges associated with learning new systems and managing transitions, the project will provide long-term benefits to the entire VCCS community.

  1. Eliminating Software Sprawl: Reducing the number of redundant software applications to create a more cohesive and efficient digital environment.

  2. Fostering Interoperability: Ensuring that different software applications can work together seamlessly to improve operational efficiency.

  3. Enhancing User Experience: Providing a uniform and user-friendly digital experience for learners, faculty, and staff.

  4. Optimizing Software Usage: Consolidating software applications and optimizing their usage to improve efficiency and reduce costs.

Project Dashboard

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Software Utilization Project Dashboard

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VCCS Documentation 

Communication

  • Please reach out to Kimberly Lawrence at klawrence@vccs.edu, System Office lead for questions related to the recommendation process.  Reach out to Deniece Nokpou at dnokpou@vccs.edu, Project Manager if you have any questions about approved recommendations currently being implemented.

 

FAQS

Q:  How will workgroups decide what software should be consolidated or eliminated?

A:  Workgroups will use the new Master Software Inventory to select software looking for software that:

  • is not deeply integrated into enterprise or college systems
  • has duplicate functionality across the college system
  • is used less than other software that has the same or similar functionality
  • can be eliminated or consolidated to improve data governance and move towards a more unified and secure VCCS system

 

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