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ctcLink Project Update October 2013

ctcLink Project Update October 2013.

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ctcLink Project Update October 2013

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  1. ctcLink Project UpdateOctober 2013

  2. 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

  3. 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 3

  4. Integrated, interconnected system 4

  5. 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.” 5

  6. ctcLink Implementation Schedule 6

  7. Foundation Decisions, BPAs, Configuration System build based on BPA findings • 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 • (A Solution-Driven Process) • Security Definition • Business Processes • Technical Development • Data Conversion Mapping • Training Plan • Reporting Plan Global data cleanup, mapping, conversion, validation 7

  8. 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 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 8

  9. Foundation Decisions on ctcLink website 9 http://sbctc.edu/docs/collegeaccess/it/_i-ctclink-foundation-decisions.aspx

  10. 242 Business Process Diagrams Manage Enrollment BPD Example: 10

  11. Final BDS on ctcLink site by Pillar http://sbctc.edu/docs/collegeaccess/it/_i-ctcLink-business-process-diagrams.aspx 11

  12. Next (Now) Step: Configuration Guides Campus Solutions Campus Community Recruiting and Admissions Transfer Credit Academic Structure Student Records Academic Advisement Financial Aid Student Financials Human Capital Management Talent Acquisition Management (TAM) HR Core Benefit Administration (Partial) Absence Management Time and Labor North America Payroll ePerformance Finance General Ledger Accounts Payable Purchasing Accounts Receivables Billing Grants Contracts Strategic Sourcing Cash Management Asset Management Budgeting Expense eProcurement Supplier Contracts 12

  13. Configuration Guide Example: Academic Structure List of tables: 13

  14. Configuration Guide Example: Academic Structure 14

  15. Configuration Guide Example: Academic Advising 15

  16. 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 16

  17. 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 isnot 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. 17

  18. 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 • 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. 18

  19. Timelines for Cleanup Bio/Demo data for FirstLink colleges: Oct 11, 2013 Vendor data for FirsLink colleges Oct 11, 2013 Course/Class data for FirstLink colleges: Nov 11, 2013 Bio/Demo data for Wave colleges Dec 13, 2013 Vendor data for remaining colleges Dec 13, 2013 Course/Class data for all colleges TBD, by wave 19

  20. 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 • 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. 20

  21. Shadow System Analysis 21

  22. Features: ctcLink Gateway (Login page) 22

  23. Features: ctcLink Gateway (Landing page) 23

  24. Features: ctcLink Gateway (Student) 24

  25. Features: Student Self Service • Students can manage their college business online. • Students can: • See holds • Enroll for classes • Edit personal information • Check registration dates • Review their academic plan • Check on Financial Aid • Pay tuition • Request a transcript • Contact program advisor

  26. Features: ctcLink Gateway (Faculty) 26

  27. Features: Faculty Center Faculty will have many online features to manage coursework and communicate with students: 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 27

  28. Features: Online Admissions Application • Easy for students to apply for admissions online. • Students can apply to special programs online. • Student information builds their record in PeopleSoft. • Once admitted students can update their information through Student Self-Service. 28

  29. Features: Advisor Center • A one-stop shop for advisors to access students’ academic records. • Advisors can: • See list of assigned advisees • Look for ‘drop-in’ students • Search for students by ID or name • Email students individually or in groups • See students’ class schedule, planner, enrolled classes, waitlist, etc. 29

  30. Features: Employee Self Service • Employees can manage their college business online. • Employees can: • Edit and update personal information • Review benefits summary and dependent coverage • Change their W4 form • Request leave • Report time • Request, maintain and update training and development

  31. Features: Manager Self Service Managers/supervisors will have many online features to manage their employees: Interactive Manager dashboard Review employee data Review and manage time and leave reporting Conduct performance reviews and development plans 31

  32. Features: Financial Dashboards, Analytics 32

  33. Features: HR Analytics and Metrics 33

  34. Features: Interactive Dashboards 34

  35. 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 needed 35

  36. 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 36

  37. Be Connected, Stay Informed • ctcLink.sbctc.edu  College Resources • ctcLink Collaboration “365” site • Login instructions on College Resources webpage • Open ctcLink SME listservs • 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/_m-mailman-index.aspx#subscribe • Follow ctcLinkblog: ctclink.wordpress.com • ctcLink college teams and SMEs roster • http://sbctc.edu/docs/collegeaccess/it/it/CollegeTeams_000.xlsx 37

  38. Askctclink@sbctc.edu Follow the ctcLink Blog: ctclink.wordpress.com Website: ctclink.sbctc.edu 36

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