ctcLink Project Update
February 2014
PPMS User Group Meeting
Rita Lauzon
Implementation of modern software to replace our
legacy system in the areas of student/academic,
finance, and HR-payroll
‘Anytime, anywhere’ access to online tools and
services for students, faculty and staff
A set of interconnected software modules to help us
streamline and standardize business processes
across all colleges
2
Why ctcLink?
• Necessity
– Aging Legacy system
– Keep pace with innovations in education, technology
• New way of thinking and doing business
– Better online (common) experience for all
•
•
•
•
3
–
–
–
–
Student (self-service) Center
Faculty (self-service) Center
Advisor (self-service) Center
Employee (self-service) Center
One single, centralized system
Improved Access to Data
Online Workflow processes
Cross-college/department integration
ctcLink: Guiding Principles
• 10 Guiding Principles adopted by WACTC and
SBCTC board in late 2009
• Feb, 2013, presidents reaffirmed importance of
adhering to principles
• Example: “Customization
at the system and campus
level must be minimized
and will be considered
only as mandated by
statutory requirement or
a business case that
benefits the system as
a whole.”
4
Today’s Topics
• Project Timelines
• Current Activities
• Testing planning
• Training
• Other items of interest
5
ctcLink Implementation Schedule
FirstLink Colleges
3/2013 to 8/2014
Ongoing Prep
Activities
Wave 1 Colleges
8/2014 to 5/2015
Ongoing Prep Activities
Wave 2 Colleges
6/2015 to 5/2016
Wave 3 Colleges
6/2016 to 5/2017
Ongoing Prep Activities
FIRSTLINK
Community Colleges of Spokane
Tacoma Community College
6
WAVE 1
Clark
Columbia Basin
Grays Harbor
Green River
Lower Columbia
Peninsula
Pierce District
WAVE 2
Big Bend
Cascadia
Clover Park
Edmonds
Highline
Lake Washington
Olympic
Renton
SBCTC
Seattle District
Shoreline
WAVE 3
Bates
Bellevue
Bellingham
Centralia
Everett
Skagit Valley
South Puget Sound
Walla Walla
Wenatchee
Valley
Whatcom
Yakima Valley
OC
T
L
JU
AP
R
JA
N
2017
OC
T
L
JU
AP
R
JA
N
2016
OC
T
L
JU
AP
R
N
JA
OC
T
L
2015
JU
AP
R
JA
N
2014
OC
T
L
JU
AP
R
JA
N
2013
Wave 1 Implementation Schedule
7
•
Local Configuration and Security: Aug – Oct 2014
•
Data Conversion Validation: Aug – Dec 2014
•
Testing (includes user testing): Oct 2014 – March 2015
•
Training: Feb – May 2015
•
Go-Live with ctcLink: May 2015
•
Stabilize/Optimize: June – Nov 2015
Wave 2 Implementation Schedule
8
•
Local Configuration and Security: June - Sept 2015
•
Data Conversion Validation: May - Aug 2015
•
Testing (includes user testing): Oct 2015 – May 2016
•
Training: Dec 2015 – May 2016
•
Go-Live with ctcLink: May 2016
•
Stabilize/Optimize: June – Nov 2016
Wave 3 Implementation Schedule
9
•
Local Configuration and Security: June - Sept 2016
•
Data Conversion Validation: May - Aug 2016
•
Testing (includes user testing): Oct 2016 – May 2017
•
Training: Dec 2016 – May 2017
•
Go-Live with ctcLink: May 2017
•
Stabilize/Optimize: June – Nov 2017
Foundation Decisions, BPAs, Configuration
2013
MAR
APR
MAY
JUN
JUL
2014
AUG
SEP
OCT
NOV
DEC
JAN
Requirements
Verification
Foundation Decisions
Business
Business
Process
Process
Alignment
Alignment
Configuration
Data Cleansing & Conversion Validation
Organizational Change Management
• Validate
requirements
• Clarification
webinars with SMEs
as needed
10
•
•
•
•
•
•
•
•
Security Strategy – Complete
Portal Strategy – Complete
Conversion Strategy – Complete
Reporting Strategy – Complete
GL Account Structure – Complete
Academic Structure – Complete
Bio / Demo Structure – Complete
Training Strategy – Complete
•
•
•
•
•
Business Process Diagrams
Security Definition
Business Processes
Technical Development
Training Plan
Global data cleanup,
mapping,
conversion,
validation
• System build
based on BPA
findings
• Reporting Plan
242 Business Process Diagrams
Monitor Health and Safety BPD Example:
11
What’s happening now? (Part 1)
• Wave 3 Kickoff and Wave 1 Critical Issues Sessions
• College Teams Roles/Review (Project Manager role)
• Readiness/Awareness Surveys (voluntary)
• Business Process Change Analysis
• System Configuration
12
Job Code Configuration
13
Set ID
Job Code
Descr
Sal Plan
Grade
Step
Union Code
WA170
41710
MAINTENANCE MECH I - TEMP
HR
0 WF
WA170
41711
MAINTENANCE MECH 2 - TEMP
HR
0 WF
WA170
41715
COORDINATOR II
HR
0 WF
WA170
41816
PROGRAM SUPERVISOR
HR
0 WF
WA170
41875
MGMT CONSULT CHANCELLOR
HR
0
WA170
440000
NON-MODE BASED INSTRUCTION
HR
0
WA170
440001
ADJUNCT COUNSELOR
HR
0
WA170
440002
ADJUNCT LIBRARIAN
HR
0
WA220
008000
INSTRUCTOR
FF
0 22A
WA220
008001
COUNSELOR
FF
0 22A
WA220
008002
LIBRARIAN
AE
0 22A
WA220
008009
CORRECTIONS FACULTY
FF
0 22A
WA220
008010
FACULTY PART TIME
0 22A
WA220
008020
DEPT CHAIR STIPEND
0 22A
Job Family
Pay Group Configuration
14
Co
Group
170
C17
170
Eff Date
Status
Descr
Source Bank
Dflt Set ID
Frequency
Earn Prog
Hol Sched
1/1/1901 A
Semi-monthly Classified
SBCTC1
WA170
S
WA1
WA2013
E17
1/1/1901 A
Semi-monthly Exempt
SBCTC1
WA170
S
WA1
WA2013
170
F17
1/1/1901 A
Semi-Monthly Fulltime Faculty SBCTC1
WA170
S
WA1
WA2013
170
H17
1/1/1901 A
Semi-Monthly Hourly
SBCTC1
WA220
S
WA1
WA2013
170
M7V
1/1/1901 A
Semi-Monthly Volunteers
SBCTC1
WA170
S
WA1
WA2013
170
P17
1/1/1901 A
Semi-Monthly Parttime Faculty SBCTC1
WA170
S
WA1
WA2013
170
S17
1/1/1901 A
Semi-Monthly Work Study
SBCTC1
WA170
S
WA1
WA2013
220
2MC
1/1/1901 A
Monthly Classified
SBCTC1
WA220
M
WA1
WA2013
220
2ME
1/1/1901 A
Monthly Exempt
SBCTC1
WA220
M
WA1
WA2013
220
2MF
1/1/1901 A
Monthly Fulltime Faculty
SBCTC1
WA220
M
WA1
WA2013
220
2MH
1/1/1901 A
Monthly Hourly
SBCTC1
WA220
M
WA1
WA2013
220
2MP
1/1/1901 A
Monthly Parttime Faculty
SBCTC1
WA220
M
WA1
WA2013
220
2MS
1/1/1901 A
Monthly Work Study
SBCTC1
WA220
M
WA1
WA2013
220
2MT
1/1/1901 A
Monthly Trustee
SBCTC1
WA220
M
WA1
WA2013
Benefits Plan Configuration
15
Plan Typ
(Plan Type Descr)
Plan
Eff Date Descr
Short Desc
Set ID
Vendor
10
Medical
C
1/1/1901 Group Health Classic
GH Classic
WACTC
HCA
10
Medical
CH
1/1/1901 Group Health CDHP
GH CDHP
WACTC
HCA
10
Medical
CV
1/1/1901 Group Health Value
GH Value
WACTC
HCA
11
Dental
1
1/1/1901 Uniform Dental
U Dental
WACTC
HCA
20
Life
LIFE07
1/1/1901 Retiree Life
Ret Life
WACTC
HCA
21
Supplemental Life
LIF02
1/1/1901 Supplemental Employee Life
Sup E Life
WACTC
HCA
23
Life and AD and D
LIF01
1/1/1901 Basic Life and AD&D
BLife
WACTC
HCA
31
Long-Term Disability
BLTD01 1/1/1901 Basic Long Term Disability
Basic LTD
WACTC
HCA
31
Long-Term Disability
OLTD01 1/1/1901 Optional LTD 30 day TIAA
Op LTD T30 WACTC
HCA
403(b)
WACTC
TIAACREF
1/1/1901 Wa State Deferred Comp Plan
457
WATCT
DRS
FSA01
1/1/1901 Flexible Spending Account
FSA
WACTC
HCA
Flex Spending Dependent Care
DCA01
1/1/1901 Dependent Care Assistance
DCAP
WACTC
HCA
67
Health Savings Account
HSA01
1/1/1901 H S A Employee only
HSA E Only WACTC
HCA
7Z
Public Employees Retirement WA
PER1
1/1/1901 PERS Plan 1
7Y
Teachers Retirement System WA
TRS1
1/1/1901 TRS Plan 1
7X
WSB Retirement Plan(TIAACREF)
46
403(b)
SAV01
1/1/1901 SRP Pre & After Tax
49
Section 457
SAV02
60
Flex Spending Health - U.S.
61
SBRP1
1/1/1901 SBRP (TIAA-CREF) UNDER 35
PERS1
WACTC
DRS
TRS1
WACTC
DRS
WACTC
TIAACREF
SBRP <35
Deductn
Cd
050
383
389
042
067
066
NEW
NEW
070
101
084
098
087
399
010
014
001
What’s happening now? (Part 2)
• Preparing for Testing
• Data Cleanup, Conversion, and FirstLink Data
Validation
• Supporting Systems Analysis
• Bi-Weekly/Weekly college SMEs WebEx meetings
16
Testing Plan
17
Testing Timeline
FL Dependencies
FL Testing
FL Go-live and Stabilization/Optimization
Wave 1
W1 Dependencies
Wave 2
W1Testing
Testing
W1
Wave 3
W1 Go-live and Stabilization/Optimization
W2 Dependencies
W2 Testing
W2 Go-live and Stabilization/Optimization
W3 Dependencies
W3 Testing
W3 Go-live and Stabilization/Optimization
W4 Dependencies
W4 Testing
W4 Go-live and Stabilization/Optimization
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firstLink
Wave 4
Training
Training will be provided in a
variety of formats:
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• Instructor-Led Training (ILT)
classroom sessions on your campus
• Online (web-based) self-paced training
• Job Aids (available online as reference desktop
procedure manuals)
• Learning Labs for additional assistance with the
classroom instructor
• Individual on-site support as needed
User Productivity Kit (UPK)
• We are using Oracle’s User Productivity Kit
(UPK) to create training materials
• You can get a preview of UPK and some
generic PeopleSoft processes at:
http://tinyurl.com/wactc-upk
Click the + until you
get to a topic
20
“Try It!” and “Print It!”
modes are most useful
Be Connected, Stay Informed
• ctcLink.sbctc.edu  College Resources
• ctcLink Collaboration “365” site
– Instructions to sign up for the Collaboration site are on College Resources page
• ctcLink SME listservs
–
–
–
–
–
–
Campus Solutions (Student/Academic) – ctclinksme-cs
Finance – ctclinksme_fin
Financial Aid – ctclinksme-finaid
Human Capital Management (HR/Payroll)– ctclinksme-hcm
Technical –ctclinksme_tech
Reporting/Analytics – ctclinksme_rpt
To join a list: http://www.sbctc.edu/docs/collegeaccess/it/_m-mailman-index.aspx#subscribe
• Follow the ctcLinkblog: ctclink.wordpress.com
• ctcLink college team and SMEs roster
– Located on College Resources Homepage
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Askctclink@sbctc.edu
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Follow the ctcLink Blog: ctclink.wordpress.com
Website: ctclink.sbctc.edu