CtcLink Project Update February 2014 PPMS User Group Meeting Rita Lauzon.

ctcLink Project Update

February 2014PPMS 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

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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

• 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

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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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Today’s Topics• Project Timelines

• Current Activities

• Testing planning

• Training

• Other items of interest

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ctcLink Implementation Schedule20172013 2014 2015 2016

Wave 1 Colleges8/2014 to 5/2015



FirstLinkColleges3/2013to8/2014

Ongoing Prep Activities



WAVE 3Bates BellevueBellinghamCentraliaEverettSkagit ValleySouth Puget SoundWalla WallaWenatchee ValleyWhatcomYakima Valley

FIRSTLINKCommunity Colleges of SpokaneTacoma Community College

WAVE 1ClarkColumbia BasinGrays HarborGreen River Lower ColumbiaPeninsulaPierce District

WAVE 2Big BendCascadiaClover ParkEdmondsHighlineLake Washington OlympicRentonSBCTCSeattle DistrictShoreline

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• 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 1 Implementation Schedule

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• 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




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• 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




2014MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN

2013

RequirementsVerification

Foundation Decisions

Configuration

Business Process Alignment

Organizational Change Management

Data Cleansing & Conversion Validation

RequirementsVerification

Foundation Decisions

Configuration

Business Process Alignment

Organizational Change Management

Data Cleansing & Conversion Validation

• Validate requirements

• Clarification webinars with SMEs as needed

• 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

• System build based on BPA findings

• Reporting Plan

Foundation Decisions, BPAs, Configuration

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Global data cleanup, mapping, conversion, validation

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242 Business Process Diagrams

Monitor Health and Safety BPD Example:

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 Configuration12

Job Code Configuration Set ID Job Code Descr Sal Plan Grade Step Union Code Job Family

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

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Pay Group Configuration Co Group Eff Date Status Descr Source Bank Dflt Set ID Frequency Earn Prog Hol Sched

170 C17 1/1/1901A Semi-monthly Classified SBCTC1 WA170 S WA1 WA2013

170 E17 1/1/1901A Semi-monthly Exempt SBCTC1 WA170 S WA1 WA2013

170 F17 1/1/1901A Semi-Monthly Fulltime Faculty SBCTC1 WA170 S WA1 WA2013

170 H17 1/1/1901A Semi-Monthly Hourly SBCTC1 WA220 S WA1 WA2013

170 M7V 1/1/1901A Semi-Monthly Volunteers SBCTC1 WA170 S WA1 WA2013

170 P17 1/1/1901A Semi-Monthly Parttime Faculty SBCTC1 WA170 S WA1 WA2013

170 S17 1/1/1901A Semi-Monthly Work Study SBCTC1 WA170 S WA1 WA2013

220 2MC 1/1/1901A Monthly Classified SBCTC1 WA220 M WA1 WA2013

220 2ME 1/1/1901A Monthly Exempt SBCTC1 WA220 M WA1 WA2013

220 2MF 1/1/1901A Monthly Fulltime Faculty SBCTC1 WA220 M WA1 WA2013

220 2MH 1/1/1901A Monthly Hourly SBCTC1 WA220 M WA1 WA2013

220 2MP 1/1/1901A Monthly Parttime Faculty SBCTC1 WA220 M WA1 WA2013

220 2MS 1/1/1901A Monthly Work Study SBCTC1 WA220 M WA1 WA2013

220 2MT 1/1/1901A Monthly Trustee SBCTC1 WA220 M WA1 WA2013

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Benefits Plan Configuration

Plan Typ (Plan Type Descr) Plan Eff Date Descr Short Desc Set ID VendorDeductn

Cd

10 Medical C 1/1/1901 Group Health Classic GH Classic WACTC HCA050

10 Medical CH 1/1/1901 Group Health CDHP GH CDHP WACTC HCA 383

10 Medical CV 1/1/1901 Group Health Value GH Value WACTC HCA 389

11 Dental 1 1/1/1901 Uniform Dental U Dental WACTC HCA 042

20 Life LIFE07 1/1/1901 Retiree Life Ret Life WACTC HCA 067

21 Supplemental Life LIF02 1/1/1901 Supplemental Employee Life Sup E Life WACTC HCA 066

23 Life and AD and D LIF01 1/1/1901 Basic Life and AD&D BLife WACTC HCA NEW

31 Long-Term Disability BLTD01 1/1/1901 Basic Long Term Disability Basic LTD WACTC HCA NEW

31 Long-Term Disability OLTD01 1/1/1901 Optional LTD 30 day TIAA Op LTD T30 WACTC HCA 070

46 403(b) SAV01 1/1/1901 SRP Pre & After Tax 403(b) WACTCTIAA-CREF

101

49 Section 457 SAV02 1/1/1901 Wa State Deferred Comp Plan 457 WATCT DRS 084

60 Flex Spending Health - U.S. FSA01 1/1/1901 Flexible Spending Account FSA WACTC HCA 098

61 Flex Spending Dependent Care DCA01 1/1/1901 Dependent Care Assistance DCAP WACTC HCA 087

67 Health Savings Account HSA01 1/1/1901 H S A Employee only HSA E Only WACTC HCA 399

7Z Public Employees Retirement WA PER1 1/1/1901 PERS Plan 1 PERS1 WACTC DRS 010

7Y Teachers Retirement System WA TRS1 1/1/1901 TRS Plan 1 TRS1 WACTC DRS 014

7XWSB Retirement Plan(TIAA-

CREF) SBRP1 1/1/1901 SBRP (TIAA-CREF) UNDER 35 SBRP <35 WACTCTIAA-CREF

001

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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

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Testing Plan

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Testing Timeline

W1 Testing

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Training

Training will be provided in a variety of formats:

•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 needed19

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

“Try It!” and “Print It!” modes are most useful

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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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[email protected]

Follow the ctcLink Blog: ctclink.wordpress.comWebsite: ctclink.sbctc.edu22

CtcLink Project Update February 2014 PPMS User Group Meeting Rita Lauzon.

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Transcript of CtcLink Project Update February 2014 PPMS User Group Meeting Rita Lauzon.