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ctcLink Project Update February 2014 PPMS User Group Meeting Rita Lauzon

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

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ctcLink Project Update February 2014 PPMS User Group Meeting Rita Lauzon

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  1. ctcLink Project UpdateFebruary 2014PPMS User Group Meeting Rita Lauzon

  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. 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.” 4

  5. Today’s Topics • Project Timelines • Current Activities • Testing planning • Training • Other items of interest 5

  6. ctcLink Implementation Schedule 6

  7. Wave 1 Implementation Schedule 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 7

  8. Wave 2 Implementation Schedule 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 Go-Live with ctcLink: May 2016 Stabilize/Optimize: June – Nov 2016 8

  9. Wave 3 Implementation Schedule 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 Go-Live with ctcLink: May 2017 Stabilize/Optimize: June – Nov 2017 9

  10. Foundation Decisions, BPAs, Configuration • System build based on BPA findings • Reporting Plan • 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 Global data cleanup, mapping, conversion, validation • Validate requirements • Clarification webinars with SMEs as needed 10

  11. 242 Business Process Diagrams Monitor Health and Safety BPD Example: 11

  12. 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 Configuration 12

  13. Job Code Configuration 13

  14. Pay Group Configuration 14

  15. Benefits Plan Configuration 15

  16. 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 16

  17. Testing Plan 17

  18. Testing Timeline W1 Testing 18

  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 19

  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 20

  21. 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 21

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

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