1. What’s Happened? What’s Ahead? What Should We Be Doing Now?
ctcLink
What’s Happened? What’s Ahead? What Should We Be Doing Now?
What’s Happened -- ctcLink status update
What’s Ahead -- timelines, Common Process Workshops
What Should We Be Doing -- tips for preparation, change management and having your voice heard
Q&A
Dani Bundy, Student Affairs Operations Manager - ctcLink, Clark College
Linnea Todd, ctcLink Campus Solutions Process Specialist & OCM, Seattle Colleges
WFAA Conference 2017

2. ctcLink Project Overview
PeopleSoft
Made by Oracle, implemented by SBCTC
Canvas LMS
Campus Solutions (CS)
HighPoint (student mobile access)
Finance (FIN)
25Live (room scheduling)
Human Capital Management (HCM)
DirectLine/MegaMations (facilities)

3. What’s Happened Originally:
Ciber chosen as system integration partner and Foundation Review sessions held over the course of several months in 2013 to prepare
FirstLink Colleges (Spokane, Spokane Falls, Tacoma) went live in 2015
Remaining colleges were scheduled to start ctcLink implementation in 3 subsequent “waves”
Currently:
FirstLink Colleges experienced significant hurdles during both pre- and post-go-live phases, resulting in the necessity of the SBCTC to perform extensive remediation work and delay implementation of subsequent waves
91% overall completed, 72% of tickets completed (as of 10/04/17)

4. What’s Happened Currently (cont’d):
Ciber Consulting filed for bankruptcy and exited ctcLink project
New ctcLink Project Director hired to develop a new project plan for submission to OCIO, WACTC-Tech and SBCTC for review and approval
Anticipated submission for review starting mid-October
Project Improvement/Change Management Sub-Groups Convened: Governance, Integrated Work Plan, Document Collaboration Site, Communications, Training
Team of SBCTC project staff and college project managers have been meeting to develop an Integrated Project Plan that will serve as a toolkit for colleges in future waves to review, plan & implement

5. What’s Ahead? New Project Plan that includes:
Staffing Plan: assessment of staff needed to support the project after Ciber’s exit and reorganization of project resources
Smaller Deployment Groupings: new implementation timeline and transition from original “waves” to groupings of 5-6 colleges
Change Management: improvements to management, training, and business process alignment and delivery of Integrated Work Plan
Configuration Re-Design: review and improve system configurations, including Chart of Accounts structure and security profiles
Strategy for Campus Solutions 9.2 & PeopleTools upgrade

6. What’s Ahead? Common Process Workshops
Initiative created through the collaboration of various college project managers/organizational change managers and SBCTC ctcLink project staff
Created with the original ctcLink Project Principles in mind, CPWs seek to:
Simplify and reduce variability of configurations-- direct impact on SBCTC project team’s ability to speed up the implementation
Improve training and testing quality -- ensures functional configuration, data flow and efficacy of new business processes; roots employees directly in their own business processes
Create better processes -- developing common, best-practice processes will ensure that PeopleSoft implementation leads to actual improvement in college business processes
Improve data quality-- increased data quality at the college and enterprise level, allowing for better system-wide reporting

7. What’s Ahead? Common Process Workshops
What Participation in a CPW involves:
Workshop Readiness Activities:
Documenting your college’s current process
Workshop Readiness & Kickoff WebEx
In-person Workshop:
Presentation of current processes
Review PeopleSoft functionality
Development of common process and configuration
Address “parking lot” items and perceived benefits
Testing & Wrap-Up:
Testing the common process in pre-production PeopleSoft environment
Providing testing feedback to SBCTC
Providing workshop feedback to facilitators and WACTC-Tech

8. What’s Ahead? Common Process Workshops Upcoming Workshops:
Creating & Managing the Class Schedule -- October 25-27
Travel Authorizations, Cash Advances & Expense Reports -- November 1-3
Financial Aid ISIR Processing & Processing Applications -- November 7-9
General Ledger operations & reporting -- November 7-9
Faculty Workload Management -- November 15-17
Other Anticipated Financial Aid-related workshops:
FA Awarding & Packaging -- January 24-26, 2018
Pell, Direct Loan Packaging & Student Self-Service -- March 7-9, 2018
FA Authorize, Disburse and Reconciliation -- April 11-13, 2018
FA Satisfactory Academic Progress -- May 23-25, 2018

9. What Should We Be Doing Now?
Project plan
Creating buy-in from campus executive sponsors and leaders is key
Learning the language (pillars, modules, processes, etc., etc.)
Get acquainted with PeopleSoft
Complete the “PeopleSoft Fundamentals” course in Canvas LMS:
Staffing plan
What positions? What roles? When?
Communication plan
Start building relationships with other student services departments by having planning discussions and pre-implementation activities together

10. What Should We Be Doing Now?
Training Plan
Demonstrations
Business Process Reviews
PeopleSoft Fundamentals
All staff Orientations
Introductions and review
Security set up
Breadcrumb worksheets
Open Labs

11. Questions?