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ctcLink Project Update

ctcLink Project Update. May 2014. Today’s Topics. Project Timelines Current Activities Testing FirstLink Activities Recent Decisions Training & UPK Connect to ctcLink. ctcLink Implementation Schedule. FirstLink Implementation Schedule.

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ctcLink Project Update

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  1. ctcLink Project Update May 2014

  2. Today’s Topics • Project Timelines • Current Activities • Testing • FirstLinkActivities • Recent Decisions • Training & UPK • Connect to ctcLink

  3. ctcLink Implementation Schedule

  4. FirstLink Implementation Schedule Cutover process slated to start the week of Aug 18 with majority of activities the weekend of Aug 22-24. Go-Live tentatively scheduled for Mon, Aug 25, 2014. (Pay day!)

  5. Local Configuration and Security: Aug – Oct 2014 • Data Conversion Validation: Aug – Dec 2014 • Testing (includes user testing): Oct 2014 – March 2015 • Training: Mar – May 2015 • Go-Live with ctcLink: May 2015 • Stabilize/Optimize: June – Nov 2015 • Wave 1: • Clark • Columbia Basin • Grays Harbor • Green River • Lower Columbia • Peninsula • Pierce District

  6. Local Configuration and Security: Aug – Sep 2015 • Data Conversion Validation: Aug – Oct 2015 • Testing (includes user testing): Sep 2015 – April 2016 • Training: Jan – June 2016 • Go-Live with ctcLink: May 2016 • Stabilize/Optimize: June – Nov 2016 • Wave 2: • Big Bend • Cascadia • Clover Park • Edmonds • Highline • Lake Washington • Olympia • Renton • SBCTC • Seattle District • Shoreline

  7. Local Configuration and Security: Aug – Oct 2016 • Data Conversion Validation: Aug – Oct 2016 • Testing (includes user testing): Sep 2016 – April 2017 • Training: Jan – June 2017 • Go-Live with ctcLink: May 2017 • Stabilize/Optimize: June – Nov 2017 • Wave 3: • Bates • Bellevue • Bellingham • Centralia • Everett • Skagit • South Puget Sound • Walla Walla • Wenatchee • Whatcom • Yakima

  8. Foundation Decisions, BPAs, Configuration • System build based on BPA findings • Reporting Planning • Business Process Diagrams • Security Definition • Business Processes • Technical Development • Training Plan Global data cleanup, mapping, conversion, validation • 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 • Validate requirements • Clarification webinars with SMEs as needed

  9. Current Project Activities • Systems Integration Testing • Data Conversion & FirstLinkData Validation • Foundation/Technical Decision Documents (FTDD) • Business Process Change Analysis • Supporting Systems Analysis • FirstLink Readiness Planning • Wave 1 Monthly Meetings with Project/OCM Leads • Weekly college SMEs WebEx meetings

  10. ctcLink Testing Overview

  11. Testing Stages • System Integration Testing (SIT) • SIT examines business processes to determine that all the components work together to successfully complete the required business functions. • CEMLIs, converted data, security, portal, batch processes, reporting will be dropped in as ready. • Two phases to SIT: • SIT1 is owned by Ciber. • SIT2 is owned by SBCTC. SIT

  12. What are we testing in SIT1? SIT1 will include end-to-end business process testing, including Security, Regression, Device/Equipment, Internet Browsers, and the applications below.

  13. Testing Stages • User Acceptance Testing (UAT) • UAT verifies that the system supports our business requirements and determines that we are ready to move the tested end-to-end business processes into production. • Production security controls, and single sign-on from portal to OBIEE, Hyperion, Canvas, Resource 25, etc. will be incorporated into this stage of testing. • Completion of UAT represents that the system meets our needs and is ready for cutover to Production.

  14. What is a Test Script? • There are 6 columns on the test script. • Test Step Number: The step number that the user will execute which are in sequential order. • Test Step Action: The description of the action that needs to be executed. • Test Step Expected Result: The result that occurs when the Test Step Action is executed. • Pass/Fail: Pass or Fail is entered if the step passed or failed. • Tester’s Initials: The initials of the tester that executed the step. • Date: The date that the step was executed. A Test Script is a Step-by-Step guide for users to test the system. 14

  15. Datasheets A datasheet is data that will be used to support the steps in a test script.

  16. FirstLink Activities • Data Conversion/Cleanup/Validation • User Acceptance Testing – Late June - Aug • Security - Creating new roles and permissions • Reporting – PeopleSoft Query & BI Publisher training • ctcLink Training – Detailed schedule in development for training July – September • “Faculty Essentials” training will be planned in May for faculty wanting to learn the ctcLink essentials prior to the beginning of fall quarter.

  17. Critical Success Factors for FirstLink Go-Live Colleges must be able to: Admit Students Register Students Award Financial Aid Disburse Financial Aid Process Payroll Purchase Goods

  18. Recent Decisions for ctcLink • Ampersand (&) for common courses • Will continue to be used in PeopleSoft as it is in Legacy • Two additional identifiers: [ccn] at end of title and course attribute of “Common Course” • Students with a one word name: “Star” • PeopleSoft requires a FN and LN on a student record • IT Commission requested a consistent systematic solution • Decision: Will follow Homeland Security protocol of adding FNU (First Name Unknown) in legacy, such as STAR FNU • Good news! If colleges opt out due to existing system/technical conflicts locally, opportunities exist in the Search Match process to identify matches.

  19. 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

  20. 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

  21. Be Connected, Stay Informed • ctcLink.sbctc.edu College Resources • ctcLink Collaboration “365” site • Instructions to sign up for the Collaboration site are under “How To” 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

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

  23. Additional Slides Showing ctcLink Features

  24. 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

  25. 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

  26. 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.

  27. 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.

  28. 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

  29. 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

  30. Features: Financial Dashboards, Analytics

  31. Features: HR Analytics and Metrics

  32. Features: Interactive Dashboards

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