ctcLink Project Update
Business Affairs Commission
October 10, 2013
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
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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
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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
Integrated, interconnected system
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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.”
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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
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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
Foundation Decisions, BPAs, Configuration
2013
MAR
APR
MAY
JUN
JUL
AUG
2014
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
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•
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•
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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
(A Solution-Driven Process)
• Security Definition
• Business Processes
• Technical Development
• Data Conversion Mapping
• Training Plan
• Reporting Plan
Global data cleanup,
mapping,
conversion,
validation
System build based
on BPA findings
28 Foundation Decision Documents
Campus Solutions
Academic Structure
Bio/Demo
Financial Aid
Student Admissions
Prospect Management
Campus Community
Student Financials
Academic Advising
Student Records
Work Study
Human Capital Management
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Benefits Administration/eBenefits
Talent Management
Absence Management
Time and Labor Structure
Payroll
HR Core
Faculty Workload
Finance
Financial Structure (chart of
accounts)
Contracts
Grants
Project Costing
Budget
Billing and Receivables
Accounts Payable
Purchasing and eProcurement
Expenses
Asset Management
Cash Management and Treasury
Foundation Decisions on ctcLink website
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http://sbctc.edu/docs/collegeaccess/it/_i-ctclink-foundation-decisions.aspx
242 Business Process Diagrams
Manage Enrollment BPD Example:
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Final BDS on ctcLink site by Pillar
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http://sbctc.edu/docs/collegeaccess/it/_i-ctcLink-business-process-diagrams.aspx
Next (Now) Step: Configuration Guides
Campus Solutions
Finance
Campus Community
Recruiting and Admissions
Transfer Credit
Academic Structure
Student Records
Academic Advisement
Financial Aid
Student Financials
General Ledger
Accounts Payable
Purchasing
Accounts Receivables
Billing
Grants
Contracts
Strategic Sourcing
Cash Management
Asset Management
Budgeting
Expense
eProcurement
Supplier Contracts
Human Capital Management
Talent Acquisition Management (TAM)
HR Core
Benefit Administration (Partial)
Absence Management
Time and Labor
North America Payroll
ePerformance
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Configuration Guide Example: Academic Structure
List of tables:
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Configuration Guide Example: Academic Structure
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Configuration Guide Example: Academic Advising
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What’s happening right now?
• Configuration Guide work, which will be basis
for building the new ctcLink system.
• FirstLink Colleges: data cleanup, conversion
• Global data cleanup, conversion
• Weekly SME meetings, occasional surveys,
requests for specific global information
• Wave 1 Colleges Kickoff Sessions
• Waves 2 & 3 kickoff sessions in Jan, Feb
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Initial Data Cleanup Requests
What Data Is Important Now?
 Colleges are being asked to clean up the following legacy
data
 Student & Employee Bio/Demo
 Most critical elements: Name, SSN, Date of Birth
 If Name is not fixed, the record won’t load into PeopleSoft!
 If SSN or Date of Birth are not fixed, won’t pass Search/Match
 Remaining elements: For example, address, phone, zip code…
 If not fixed, the record will load, but these fields will be left blank
 Bad zip code = no zip code in PS, letter generation will fail.
 Vendor Data (minus any student or customer data)
 To build an enterprise-wide Master Vendor table.
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Data Cleanup vs. Configuration Asks
Legacy Data Cleanup
 Prepares the legacy system data for conversion to the new system.
 Reduces the number of skipped records, blank values or missed
opportunities to consolidate records into a single EMPLID.
Configuration Data Questions: We need your help!
 Colleges will be asked NOW for configuration
value information if:
 They are a FirstLink College*
 The configuration value is Global
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A large sampling of values from all colleges is needed to ensure proper
coding structures in PeopleSoft. (To avoid an unworkable structure or
naming convention, leading to rework later).
Configuration questions are both to define the PeopleSoft values and
ensure mapping of legacy to PS data.
*All colleges will need to provide the necessary information to map their legacy values to PeopleSoft
well in advance of deployment to ensure data conversion testing is successful.
Timelines for Cleanup
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Bio/Demo data for FirstLink colleges:
Vendor data for FirsLink colleges
Course/Class data for FirstLink colleges:
Bio/Demo data for Wave colleges
Vendor data for remaining colleges
Course/Class data for all colleges
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Oct 11, 2013
Oct 11, 2013
Nov 11, 2013
Dec 13, 2013
Dec 13, 2013
TBD, by wave
Shadow System Analysis
What are Shadow Systems
 Applications that are not part of the SBCTC legacy core functionality
 Built to satisfy college business requirements
 May or may not require legacy data
Why do analysis
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Ensure that business requirements are satisfied after go-live
Utilize PeopleSoft functionality where we can
Identify shadow applications that will remain active after go-live
Ensure that shadow application data requirements are met.
Shadow System Analysis
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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
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“Try It!” and “Print It!”
modes are most useful
Features: ctcLink Gateway (Login page)
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Features: ctcLink Gateway (Landing page)
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Features: ctcLink Gateway (Student)
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Features: Student Self Service
Students can manage
their college business
online.
Students can:
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See holds
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Enroll for classes
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Edit personal
information
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Check registration
dates
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Review their
academic plan
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Check on Financial
Aid
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Pay tuition
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Request a transcript
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Contact program
advisor
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Features: ctcLink Gateway (Faculty)
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Features: Faculty Center
Faculty will have many
online features to manage
coursework and
communicate with
students:
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Online teaching and
exam schedules
View textbook
summary
Class roster with
ability to view student
info and
notify/communicate
with one or all
students on a roster at
once
Online grade roster
Features: Online Admissions Application
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Easy for students to
apply for admissions
online.
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Students can apply to
special programs
online.
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Student information
builds their record in
PeopleSoft.
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Once admitted
students can update
their information
through Student SelfService.
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Features: Advisor Center
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A one-stop shop for
advisors to access
students’ academic
records.
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Advisors can:
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See list of assigned
advisees
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Look for ‘drop-in’
students
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Search for students
by ID or name
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Email students
individually or in
groups
See students’ class
schedule, planner,
enrolled classes,
31 waitlist, etc.
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Features: Financial Dashboards, Analytics
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Features: HR Analytics and Metrics
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Features: Interactive Dashboards
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Be Connected, Stay Informed
• ctcLink.sbctc.edu  College Resources
• ctcLink Collaboration “365” site
– Login instructions on College Resources webpage
• Open ctcLink SME listservs
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Campus Solutions – ctclinksme-cs
Finance – ctclinksme_fin
Financial Aid – ctclinksme-finaid
Human Capital Management – ctclinksme-hcm
Technical –ctclinksme_tech
Reporting – ctclinksme_rpt
To join a list: http://www.sbctc.edu/docs/collegeaccess/it/_mmailman-index.aspx#subscribe
• Follow ctcLinkblog: ctclink.wordpress.com
• ctcLink college teams and SMEs roster
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– http://sbctc.edu/docs/collegeaccess/it/it/College_TeamsandSMEs_Ros
ter_10-8-13.xlsx
Askctclink@sbctc.edu
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Follow the ctcLink Blog: ctclink.wordpress.com
Website: ctclink.sbctc.edu