DEPLOYMENT GROUP 5 KICKOFFSetting the Stage for a Successful Journey
May 26, 2020, 10 a.m. to 12 p.m.ctcLink Project Management TeamWebex Recording Link
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WEBEX TIPS
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DG5 KICKOFF AGENDATOPICS PRESENTERS
Welcome & Introductions College PMs, Christy Campbell
Deployment Group Timelines Christy Campbell, Eli Hayes
Quality Gates & Milestones Reuth Kim
ctcLink Project Benefits Roger Curry
Organizational Change Management (OCM), College Roles, College Relations, Status Reports
Susan Maxwell, Roger Curry
Road to Future State Christy Campbell
Work Packages Eli Hayes
Global Design Adoption (GDA) Kristy Snow, Dani Bundy, Sanjiv Bhagat
Business Process Fit/Gap (BPFG) Susan Maxwell, Christyanna Dawson, John Henry Whatley
Data Conversion & Validation Tara Keen
Wrap-Up & Next Steps Christy Campbell
WELCOME DEPLOYMENT GROUP 5
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DG5 HIGH-LEVEL TIMELINE - DRAFT
2021Today
May Jul Sep Nov Jan Mar May Jul Sep
2020May 27 - Jul 31GDA
Aug 18 - Dec 3BPFGConversion Cycle 1Conversion Cycle 2Conversion Cycle 3Conversion Cycle 4
Sep 13 - Oct 1Conversion Cycle 5 (Mock)Feb 3 - Apr 14Functional Test
May 21 - Jul 23SITMay 13 - Sep 21Parallel
User Acceptance Test S1 S2May 4 - Oct 8End User Training
LDC DVLDC DV
LDC DVLDC DV
DG5 Kick-offMay 26
Legacy Snapshot 1Oct 2
Legacy Snapshot 2Jan 15
Legacy Snapshot 3Apr 9
Legacy Snapshot 4Jun 25
Go/No-Go Decision
Sep 21 GO-LIVEOct 18
Legacy Snapshot 5Sep 24
LEGENDLDC Legacy Data CleanupDV Data ValidationS# User Acceptance Testing Sprint #
2021
*Estimated dates are subject to change. Go live date will need further discussion withDG5 colleges and approval by ctcLink Steering Committee.
CTCLINK QUALITY GATES & MILESTONES
CTCLINK QUALITY GATES & MILESTONESDEPLOY
Lessons Learned
TRANSITION
End-User Training
User Acceptance Testing
ProductionGo/No Go Decision
Cutover Mitigation Planning
Determine ExceptionSolutions
Update BP Flows
Update CEMLIs
Update Configuration
Functional Testing
Prepare QAEnvironment
Prepare ParallelEnvironment
CONSTRUCT
Parallel Testing
System Integration Testing
Convert andValidate Data
Production Cutover Planning
Production Cutover
Security Matrix Mapping
Production Environment Prep
STRUCTUREGlobal Design
Adoption (GDA)
Business Process Fit/Gap (BPFG)
Update BP Flows
Local Configuration
UAT Test Definition
UAT Materials Build
Identify Exceptions
Design Extensions
Prepare or UpdateTest Scripts
Training Materials Analysis/Build
Map Supplemental Systems Data
Go/No Go Decision
Milestone Sign-Off
GO LIVE
Finalize Local Configuration
Guides
Project Planning (Checklists & Templates)
Security Redesign (DG2 only)
Build PeopleSoft Environments
Chart of Accounts Redesign (DG2 only)
Performance Testing
Organizational Change
Management Assessments Begin
OCM Assessment, Activities & Deliverables for Colleges & SBCTC
• College Project Charter• Resource Plan & Budget• Plan Deliverables• Legacy BP Mapping• Initial Supplemental
Systems Analysis
Change Impact Analysis 25%
• GDA and BPFG Participation• Supplemental Systems Data
Mapping• Initial Config Guides Sign-Off• UAT Definition Sign-Off
Change Impact Analysis 50%
• Design Requirements Sign-Off
• Security Matrix Mapping• Data Validation Sign-Off
Change Impact Analysis 75%
• OCM Readiness Checklist• UAT Sign-Off• End-User Training• Policy/Procedures Updated• Cutover Plans, Legacy
Shutdown Procedures
Change Impact Analysis 100%
• College Cutover Plan• Go/No Go Sign-Off• Milestone Sign-Off• Config Guides Sign-Off• College Lessons Learned
Rev. 2019-03-05
Legacy System Shutdown
Procedures in Place
GATE 1 GATE 2 GATE 3 GATE 4 GATE 5
INITIATION
Pre-User Acceptance Testing Training
Production Validation
GATE 1 PEER REVIEW
Start Change Impact Analysis & Change
Action Plan
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ctcLINK: IT’S A PEOPLE PROJECT
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WHY CTCLINK?• 35-year-old Legacy system is not sustainable • College system needs common suite of online tools
and aligned core business processes to:• Compete in the educational marketplace• Provide modern, on-demand services and online
tools students expect • Create more efficiencies systemwide• Respond to government regulatory and reporting
demands
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CTCLINK BENEFITS FOR THE SYSTEM• Access to information from anywhere, any time• Single source of accurate, real-time data and
common reporting tools• Standardization of select administrative processes to
support effectiveness across the system• Ability to respond to changing business requirements• Modern, consistent way to manage student records,
enrollment reports, grades, class rosters, scheduling information, tuition and financial aid processes, accounting, state/federal reports
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CTCLINK BENEFITS FOR STUDENTS
• A set of common, mobile-friendly tools to handle most college business online, any time
• A single ID and student record that follows students wherever they go within the Washington state community and technical college system
• 24/7 access to an online student center for registration, financial aid, tuition, contact instructors and advisors, view grades, track academic goals
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CTCLINK BENEFITS F0R EMPLOYEES• Self-service tools to manage personal information and
other college business online• Consolidated payroll processing and online HR tools
and services • An online, integrated suite of financial tools to create
automated approval workflow processes for purchasing, travel, expenses and more
• A modern, consistent way of managing and sharing state and federal reports; payroll, purchasing and employee records; recruitment tools and benefits administration
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ORGANIZATIONAL CHANGE MANAGEMENT (OCM)
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• The process, tools and techniques to manage the people side of change to achieve required business outcomes.
• Keep in mind, everyone handles, processes and goes through change differently.
• OCM requires active intervention, measurement andcontinuous feedback.
• OCM requires college executive leadership support.
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COLLEGE PMO ORGANIZATION CHART Role Name
Department/Position
Reports to (position)
Hours perweek
Part of PMO?
On Steering/ Leadership Team?
Exec SponsorPMOCMAssistant PMCS Pillar LeadHCM Pillar LeadFIN Pillar LeadFinancial Aid LeadCurriculum/ Instruction LeadReporting/PS Query LeadIT Lead (supplemental systems)Training LeadCommunications LeadDistributed Security Lead
Business Analyst(s)
Other
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PROJECT COMMUNICATIONS PROTOCOL
• ctcLink Project Management Office (PMO) to College PM/OCM
• College PMs/OCMs to ctcLink PMO
• General Questions Roger Curry, College Relations
• The college PM is the project team’s point-of-contact for ctcLink
ctcLink PMO
College PM
OCM
College Stakeholders (SMEs, exec sponsors,
team)
• College PM/OCM to College Stakeholders
• College Stakeholders to PM/OCM
• The college PM is your college’s point-of-contact for ctcLink
COLLEGE STATUS REPORTINGBi-Weekly Status Reports
• First DG5 Status Report due on Friday, June 5, 2020• DG5 Status Report Template • Project Status Report Schedule – due Friday, every other
week (rain or shine)• cDR Project Management Reports & Plans – highlight
accomplishments, plans, concernsReported to ctcLink Project Steering Committee
• Project Web App (PWA)– log risks and issues• PWA Project Center– track tasks and milestones
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SEVENTH-INNING STRETCH • Need a five-minute break?
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THE ROAD TO THE FUTURE STATE
You are the driver on the road to the future state.Successful transition means each person at the college prepares themselves and those around them for change. Staff participation in ctcLink
is ONE key to success. Leadership support for
creating a campus-wide PeopleSoft mindset fuels ctcLink success.
Go Live!!!
Cutover Plan/Test
Training
Testing (UAT/Parallel)
Security Mapping
Conversion Data Validation
Configuration (Homework)
Business Process Fit/Gap
Global Design Adoption
PeopleSoft Fundamentals
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COLLEGE RESOURCE COMMITMENTSActive Staff Participation in All Work Packages
Kickoff discussion is focused on these
highlighted work
packages.
WORK PACKAGES: ONE THING LEADS TO ANOTHER
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GDA• Colleges get familiar with global design• Precursor to BPFG
BPFG • Your completed homework will inform the ctcLink project and functional teams about how to configure
CONFIG • Local configuration is based on the homework you turned in
CONVERT • ctcLink does its PeopleSoft conversion thing!
VALIDATE
Go Live!!!
Cutover Plan/Test
Training
Testing (UAT/Parallel)
Security Mapping
Conversion Data Validation
Configuration (Homework)
Business Process Fit/Gap
Global Design Adoption
PeopleSoft Fundamentals
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GLOBAL DESIGN ADOPTION (GDA)
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WHY GDA?
• GDA provides College SMEs with and understanding of the basic concept of PeopleSoft
• Introduces the Global Configuration Framework
• Skills assessments meet prerequisite requirement for BPFG session participationPillar Perspective:
Dani Bundy & Sanjiv Bhagat
WHO, WHAT, WHEN & WHERE…• Who should participate?
• All college SMEs who are going to be engaged in Business Process Fit/Gap (BPFG) Sessions.
• What do I need to do before GDA? Successfully complete the PeopleSoft Fundamentals Course in Canvas
• When does GDA begin? Wednesday, May 27, 2020
• When should SMEs target completing GDA? By Friday, July 31, 2020 (well in advance of the first BPFG session). SMEs have about 12 weeks to take the courses needed before BPFG begins.
• Where does GDA happen? In Canvas; self-paced (you must register).
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GLOBAL DESIGN ADOPTION COURSES
In Canvas, per pillar
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HOW TO REGISTER FOR GDA? READ about the GDA Courses
REGISTER for Cross-Pillar and Pillar-Specific GDA Courses• Step 1: The Cross-Pillar GDA course includes two modules and is the
prerequisite to all other GDA courses. It is the first step to help SMEs understand what Global Design Adoption means and how it relates to the overall framework for future Business Process Fit/Gap (BPFG) and conversion activities.
• Step 2: Upon completion of the Cross-Pillar GDA course, SMEs should register for additional pillar-specific GDA courses.
In general, any staff member who will attend a pillar-specific (CS, FIN, HCM, SF, FA) BPFG session in the future should take the corresponding pillar-specific GDA.
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GDA LEADERSHIP SUPPORT OPPORTUNITIES
Communicate with Subject Matter Experts (SMEs) who participated in GDA courses• Ask them about their experience, what knowledge they
gained from the course and how they might apply it to the college’s Change Action Plan to move toward the future state.
• Your interest in their participation and their ideas for how they will move forward into the next step of project work demonstrates to staff that leaders feel their engagement has valueto the college.
Go Live!!!
Cutover Plan/Test
Training
Testing (UAT/Parallel)
Security Mapping
Conversion Data Validation
Configuration (Homework)
Business Process Fit/Gap
Global Design Adoption
PeopleSoft Fundamentals
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BUSINESS PROCESS FIT/GAP (BPFG) AND LOCAL CONFIGURATION
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WHY BPFG? Goals• Increase college SMEs’ knowledge of PeopleSoft and
business processes in ctcLink.• Build on knowledge of global design learned in Global
Design Adoption (GDA) courses.• Prepare SMEs for future data validation.
Outcomes• College SMEs will have a better understanding of the
differences between their Legacy business processes and the new business processes in PeopleSoft, and document these changes in Change Action Plans.
• College SMEs will complete configuration homework assignments, which will be used for college’s local configuration.
Pillar Perspective: Christyanna Dawson & John Henry Whatley
IMPORTANCE OF BPFG HOMEWORK
Help Us Build Your College’s Configuration!• “Homework assignments” range from local functional
requirements gathering to detailed configuration.• These local configuration details are our “blueprint” to build
PeopleSoft.• Configurations let you convert Legacy data into PeopleSoft
data.
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WHO, WHAT, WHEN & WHERE ….• Who should participate? College SMEs and one or two back-
up SMEs. These SMEs should have current Legacy business process knowledge and have mapped out their current processes and can make configuration decisions.
• What are BPFG Sessions? These are remote sessions via WebEx. These sessions are facilitated by our functional project team members.
• When do BPFG sessions begin? Some pillar-specific sessions are estimated to begin on August 18, 2020.
• When are BPFG scheduled to end? For some pillars, sessions will end in November 2020.
• When will the "DG5 ctcLink Project Information" Canvas course (includes BPFG session information) be released to DG5 PMs so they can enroll college SMEs? July 13, 2020.
DEPLOYMENT GROUP 5 CANVAS PAGE
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BPFG LEADERSHIP SUPPORT OPPORTUNITIES
Check in with subject matter experts (SMEs) who participated in BPFG Sessions• Ask them to share any “aha” moments from the BPFG sessions that they
want to include to improve your college’s Change Action Plan. • Your recognition of the importance of incorporating “aha” moments into the college
Change Action Plan lends value to that local planning effort
• Ask SMEs if they understand their role in the change• Your interest in their role in the change shows support for their commitment to making
that change successful
• Ask your project team if they need your help to close any gaps in their understanding about their role in the change
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Go Live!!!
Cutover Plan/Test
Training
Testing (UAT/Parallel)
Security Mapping
Conversion Data Validation
Configuration (Homework)
Business Process Fit/Gap
Global Design Adoption
PeopleSoft Fundamentals
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CONVERSION DATA VALIDATION
CONVERSION CYCLES
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Cycle #5
Cycle #4
Cycle #3
Cycle #2
Cycle #1
•Final Configuration Delta•Dry Run of Go-Live
•Source Data for User Acceptance Testing•All Configuration [+deltas]•Source Data for Permanent EMPLIDs (Active
Employees)
•All Configuration + conversion deltas •Source Data for PS Course Catalog (Pre-Prod
Work)
•Source Data for BP Solution Validation Environment•Source Data for System Integration Testing & Security Matrix Mapping
•All Configuration Needed for Legacy Data Conversion
•Bio/Demo Conversion-Merge
DATA CONVERSION & VALIDATION
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DATA CONVERSION & VALIDATION
CONVERSION CYCLE #1: THE FUN STARTS HERE!
• All your hard work in GDA, BPFG, homework assignments and configurations will be put to the test
• After each conversion cycle (1 to 5), colleges will conduct Data Validation sessions
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CONVERSION TASKSCollege Activities• Will be expected to provide configuration homework
assignments in time with conversion activities• Will be expected to provide information to ensure
accurate population of crosswalks (e1-e4)• Will be required to perform data validation• Will be reporting issues using Oracle Test Manager (OTM)
Conversion Cycle #3 – Establish Course ID• Begin Dual Maintenance of Course Data in PS Production
Conversion Cycle #5 – Dry Run of Cutover• Final conversion cycle will occur after Go/No-Go decision• Will be an exercise of all cutover* activities, including:
• Go-Live Checklists: Validate key processes before system release• Soft Start: College activities on Day 1 of upgraded PeopleSoft
CONVERTING DATA INTO PEOPLESOFT
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• Established processes to “extract” data from the legacy system and “load” that data into PeopleSoft.
• Each set of programs that “extract” and“load” data generate ‘Error’ log materials.
• Deep Dive on error log handlingcoming up!
• During project implementation, colleges will have five (5)opportunities to participatein testing conversion of Legacy data into PeopleSoft.
DATA VALIDATION
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The ‘real deal’ about validating your data in PeopleSoft
Validating Data is harder than you think and will take more people than you planned.
• Cycle #1 focuses on converting People bio-demo (Students & Employees).
• Cycle #2, #3 and #4 focus on converting everything else!The Data Validation “burden” is highest in cycles #2 and #3
• Cycle #5 focuses on “how we will go live” or the cutover event activities.
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WHAT ARE WE CONVERTING?
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FMS to Finance (FIN)• Via “Extract” and “Load” Programs
• General Ledger Data (no error logs)• * Opening Balances & Current FY Details
• Accounts Receivable Open Invoices• Via Excel File Based Conversion (no error logs)
• Asset Data• Accounts Payable – Vouchers• 1099-M Balances
WHAT ARE WE CONVERTING? cont’d
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FMS to Campus Solutions (CS)• Via “Extract” and “Load” Programs (no error log on load)
• Customer Account Details• Open & Paid Charges• Charge Payments (Includes FA)• Refunds/Financial Aid Balance Checks• Student Waivers
• Historical Unpaid Open Charges• Via Excel File-Based Conversion (no error logs)
• Go-Live Term Miscellaneous Charges, Waivers (Student Groups)
WHAT ARE WE CONVERTING? CONT'D
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• Student Bio/Demo• Program Plan Stack (EPC)• Residency• Test Scores• Course Catalog*• Class Schedule*• Hand-Entered Classes
from Transcripts• Enrollment• Academic Standing
• Academic Degrees• Degree Honors • Transcripts• Transcript Text• Transfer Credits• Student Groups (FB)• Service Indicators
• Legacy Unusual Action Codes
SMS to Campus Solutions (CS)Via “Extract” and “Load” Programs
WHAT ARE WE CONVERTING? cont’d
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FAM to Campus Solutions (CS)Via “Extract” and “Load” Programs
• Student Bio/Demo• Student Academic Progress
WHAT ARE WE CONVERTING? cont’d
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PPMS to Human Capital Management (HCM)Via “Extract” and “Load” Programs
• Employee Bio/Demo• Emergency Contacts• Accommodations/Disability• Employee Degree Data• Position Data• Job Codes• Employment (Job) Data• Leave Balances• Pre-Pay Balances• Direct Deposit Data
• Balance Conversions (Earnings, Garnishments, Deductions, Taxes)
• Salary Administration Plans• W4 Tax Data• Benefit Participant Data• Employee Citizenship/Visa
Via HCA Interface Program • Dependent Beneficiary
CONVERSION POPULATION/DATA POOL
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FIN CS HCM
• Opening Balance from Current Fiscal Year
• Current Fiscal Year Detail in General Ledger
• Applied for Admissions within two (2) years of Go-Live Term
• Enrolled in a Class within six (6) years of Go-Live Term
Customer Accounts (SF)• Fall Go-Live:
Current Calendar Year Details
• Winter Go-Live: Current Financial Aid Award Year Term Details
• Active Job Record in Current Calendar Year of Go-Live
• Terminated Job Record Paid in Current Calendar Year of Go-Live
• Payroll History for Two (2) Years Prior to Current Calendar Year of Go-Live
ERROR LOGS
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Extract ProgramsWhen the extract programs run, records with issues are written out to log files.
Files Generated at 3 Stages• BEFORE a Data Snapshot to clean
up Legacy Data (e2).• AFTER a Data Snapshot to
understand which data was excluded from the Conversion Test, or loaded with some blank values (e4).
• QUARTERLY: To understand which kinds of data won’t get picked up correctly when a college gets to test conversions.
Load ProgramsWhen the load programs run, records with issues are written out to log files.
Files Generated at 1 Stage• AFTER a Conversion load runs to
understand what data was excluded or ‘fell out’ of the Conversion Test. The team uses this information to populate the “known issues of the Data Validation Guides.
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DATA VALIDATION
•Final Sign-Off
•Data Validation Guides
•Issue & Completion Reporting
•Validation Periods
How much time colleges have to
validate data depends on the
cycle Average 10-15 days
College SMEs report issues in Oracle Test
Manager (OTM)
College PMs report validation
completion in OTM
College Acknowledge Decisions to Not Convert
Certain Data
Bio/Demo conversion sign-off to established
employee EMPLIDs
Final conversion sign-off
How colleges get to guides on Canvas
Functional Team Data Validation
Insights in Guides
CONVERSION RECAPCollege Prep• Conversion Workshops
• Data Validation • Tracking/reporting issues in Oracle Test Manager (OTM)
• Open WebEx sessions facilitated by ctcLink functional team members
Why• Change action planning • Level of involvement increases • Building block of learning
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CONVERSION DATA VALIDATION LEADERSHIP SUPPORT OPPORTUNITIESCheck in with SMEs who are actively reviewing data converted into the new system during data validation• Provide encouragement and show appreciation for the hard work of
reviewing and validating your college’s data.• Solicit input from SMEs on their sense of the quality of the data being
converted. Is there a need to incorporate elements from data validation into the Change Action Plan?
• Ask about what might be creating anxiety for them around the changes they see coming and provide emotional support to help ease their fears.
• Your positive reinforcement, especially as SMEs begin seeing the change impact, will support their commitment to quality in their data validation work.
NEXT STEPS • College SMEs Complete PeopleSoft Fundamentals Canvas
Courses • Identify GDA and BPFG College SME/Participants • GDA Registration & Sessions Begin for College SMEs:
May 27, 2020• DG5 ctcLink Project Information Course (includes BPFG
content) Released to College PMs: July 13, 2020• BPFG Sessions Estimated to Begin: August 18, 2020
Project Kickoff Information at ctcLink Reference Center56
KEY CONTACTS
• GDA: Kristy Snow [email protected]
• BPFG CS Core, SF, FA: Alexa Mercado-Curtis [email protected]
• BPFG FIN & HCM: Kelly Barton [email protected]
• cDR (ctcLink Document Repository) Access: Angela French [email protected]
• General Questions: Roger Curry [email protected]
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Except where otherwise noted, this work is licensed under CC BY 4.0.Note: All material licensed under Creative Commons Attribution 4.0 International License.
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