ctcLink Update and Presentations
BAR
March 12, 2015
11:00am to noon
Introductions & Agenda
Who am I?
Emmett Folk – Finance Functional Team Lead
What will I be talking about today?
 Quick ctcLink Update
 ctcLink Conversion Efforts and Pain Points
 Topics for Future BAR Meeting Presentations (May?)
ctcLink Update
There will be a new FirstLink go-live date:
 Project leadership is continuing to work on finalizing a new
go-live date for the FirstLink colleges
 Project leadership is also assessing the implementation
date for the Wave colleges
 Most recent announcement estimates mid-March for a
decision on the revised FirstLink go-live date
It’s not too early to be involved! Join our Listserv!
Look for ctclinksme_fin on the Mailing List page:
http://lists.ctc.edu/mailman/listinfo
ctcLink Conversion Efforts
&
Conversion Pain Points
ctcLink Conversion Efforts
What are we converting into PeopleSoft Finance:
 General Ledger Transactional Data
 Vendors/Suppliers
 Current Budget Period Data
 Projects / Grants
 Unfulfilled Purchase Orders
 Undisposed Assets
ctcLink Conversion Efforts
General Ledger Conversion Information:
 We are converting 2 years of historical, summary data and
the current year’s detailed data
 This conversion effort is performed using an automated
conversion program and Chart of Account crosswalk files
General Ledger Conversion Pain Points:
 ORG-INDX to Department crosswalks; you can make
conversion easier if you inactivate or remove your old
ORG-INDX values
 Could inactivate any ORG-INDX that isn’t needed and
hasn’t been used in the last 3 years
ctcLink Conversion Efforts
Vendor/Supplier Conversion Information:
 We are merging Legacy Vendors at each of the colleges
into one master Supplier pool in PeopleSoft
 This conversion effort is done through a combination of
programming and manual consolidation of data
Vendor/Supplier Conversion Pain Points:
 Like Vendors at different colleges are merged based on
TIN/SSN; enter an up-to-date TIN for each Vendor you use
 Having clean and complete address information also helps
that information convert more easily
ctcLink Conversion Efforts
Budget Conversion Information:
 We are converting budget information for the current
budget period (at the time of go-live)
 This conversion effort is done through manual and semimanual data collection and entry work
Budget Conversion Pain Points:
 Modeling your Legacy budget structure to better match
how PeopleSoft will use that budget data
 Think about who needs to be able to do what kinds of
budget development tasks (read only, modify, approve,
etc.) for which “budgets”
ctcLink Conversion Efforts
Project/Grant Conversion Information:
 In order to support the conversion of project or grant
related GL data, we must setup Project or Grant entries in
PeopleSoft
 This conversion effort is done through manual data
collection and entry work
Project/Grant Conversion Pain Points:
 Identifying which projects/grants need to be entered to
support GL conversion
 Understanding what data specific to a project or grant
PeopleSoft requires and where it can be obtained at your
college
ctcLink Conversion Efforts
Unfulfilled Purchase Order Conversion Information:
 We are converting Purchase Orders that have not been
fully received and/or invoiced
 This conversion effort is done through manual and semimanual data collection and entry work
Unfulfilled Purchase Order Conversion Pain Points:
 Identifying an effective tool that you can use to extract or
collect the Purchase Order data required for conversion
 Think about how you can identify which POs are
“unfulfilled” so data related to them can be extracted for
conversion
ctcLink Conversion Efforts
Asset Conversion Information:
 We are converting capitalized and small & attractive assets
per SAAM Chapter 30
 This conversion effort is done through manual and semimanual data collection and entry work
Asset Conversion Pain Points:
 Identifying the accumulated depreciation amount for a
single, depreciable asset; this can be difficult to obtain
from FAE
 Building out asset tracking locations within PeopleSoft
Finance; identify the system you use today with the most
complete and accurate building and room data
What would you like to hear about in
future BAR meetings?
Thank you for your time!
Please let us know if you have any questions or feedback!
Finance SME Listserv:
Ctclinksme_fin@lists.ctc.edu
OR
Any of the ctcLink Finance Team:
Emmett Folk – Team Lead Christyanna Dawson
Sherry Stroud
Accounts Payable, Purchasing,
Asset Management
Grants, Contracts, Project
Costing, Budgeting
Student Financials
efolk@sbctc.edu
cdawson@sbctc.edu
sstroud@sbctc.edu
Shon Dicks-Schlesinger
Elena Horton
Cash Management, General Ledger
AR, Billing, Expenses
SDicks-Schlesinger@sbctc.edu
ehorton@sbctc.edu