ctcLink Project Update February 2014 PPMS 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 2

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

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

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

6 ctcLink Implementation Schedule

7 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

8 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 Wave 2 Implementation Schedule

9 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 Wave 3 Implementation Schedule

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

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 Configuration 12

Job Code Configuration Set IDJob CodeDescrSal PlanGradeStepUnion CodeJob Family WA MAINTENANCE MECH I - TEMPHR0WF WA MAINTENANCE MECH 2 - TEMPHR0WF WA COORDINATOR IIHR0WF WA PROGRAM SUPERVISORHR0WF WA MGMT CONSULT CHANCELLORHR0 WA NON-MODE BASED INSTRUCTIONHR0 WA ADJUNCT COUNSELORHR0 WA ADJUNCT LIBRARIANHR0 WA INSTRUCTORFF022A WA COUNSELORFF022A WA LIBRARIANAE022A WA CORRECTIONS FACULTYFF022A WA FACULTY PART TIME022A WA DEPT CHAIR STIPEND022A 13

Pay Group Configuration CoGroupEff DateStatusDescrSource BankDflt Set IDFrequencyEarn ProgHol Sched 170C171/1/1901ASemi-monthly ClassifiedSBCTC1WA170SWA1WA E171/1/1901ASemi-monthly ExemptSBCTC1WA170SWA1WA F171/1/1901ASemi-Monthly Fulltime FacultySBCTC1WA170SWA1WA H171/1/1901ASemi-Monthly HourlySBCTC1WA220SWA1WA M7V1/1/1901ASemi-Monthly VolunteersSBCTC1WA170SWA1WA P171/1/1901ASemi-Monthly Parttime FacultySBCTC1WA170SWA1WA S171/1/1901ASemi-Monthly Work StudySBCTC1WA170SWA1WA MC1/1/1901AMonthly ClassifiedSBCTC1WA220MWA1WA ME1/1/1901AMonthly ExemptSBCTC1WA220MWA1WA MF1/1/1901AMonthly Fulltime FacultySBCTC1WA220MWA1WA MH1/1/1901AMonthly HourlySBCTC1WA220MWA1WA MP1/1/1901AMonthly Parttime FacultySBCTC1WA220MWA1WA MS1/1/1901AMonthly Work StudySBCTC1WA220MWA1WA MT1/1/1901AMonthly TrusteeSBCTC1WA220MWA1WA

Benefits Plan Configuration Plan Typ(Plan Type Descr)PlanEff DateDescrShort DescSet IDVendor Deductn Cd 10MedicalC1/1/1901Group Health ClassicGH ClassicWACTCHCA MedicalCH1/1/1901Group Health CDHPGH CDHPWACTCHCA MedicalCV1/1/1901Group Health ValueGH ValueWACTCHCA Dental11/1/1901Uniform DentalU DentalWACTCHCA LifeLIFE071/1/1901Retiree LifeRet LifeWACTCHCA Supplemental LifeLIF021/1/1901Supplemental Employee LifeSup E LifeWACTCHCA Life and AD and DLIF011/1/1901Basic Life and AD&DBLifeWACTCHCA NEW 31Long-Term DisabilityBLTD011/1/1901Basic Long Term DisabilityBasic LTDWACTCHCA NEW 31Long-Term DisabilityOLTD011/1/1901Optional LTD 30 day TIAAOp LTD T30WACTCHCA (b)SAV011/1/1901SRP Pre & After Tax403(b)WACTC TIAA- CREF Section 457SAV021/1/1901Wa State Deferred Comp Plan457WATCTDRS Flex Spending Health - U.S.FSA011/1/1901Flexible Spending AccountFSAWACTCHCA Flex Spending Dependent CareDCA011/1/1901Dependent Care AssistanceDCAPWACTCHCA Health Savings AccountHSA011/1/1901H S A Employee onlyHSA E OnlyWACTCHCA 399 7ZPublic Employees Retirement WAPER11/1/1901PERS Plan 1PERS1WACTCDRS 010 7YTeachers Retirement System WATRS11/1/1901TRS Plan 1TRS1WACTCDRS 014 7X WSB Retirement Plan(TIAA- CREF)SBRP11/1/1901SBRP (TIAA-CREF) UNDER 35SBRP <35WACTC TIAA- CREF

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

Testing Plan 17

Testing Timeline W1 Testing 18

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

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: Click the + until you get to a topic “Try It!” and “Print It!” modes are most useful 20

Be Connected, Stay Informed ctcLink.sbctc.edu  College ResourcesctcLink.sbctc.eduCollege Resources ctcLink Collaboration “365” siteCollaboration “365” –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: Follow the ctcLinkblog: ctclink.wordpress.comctclink.wordpress.com ctcLink college team and SMEs roster –Located on College Resources Homepage 21

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