1. Barbara Martin, Project Director
ctcLink Project Update Washington State Student Services Commission April 30, 2015
Barbara Martin, Project Director

2. Today’s Topics Project/Schedule Update Transcript Early Alert
Student Milestones
Training Resources
Preparing for Wave 1
Testing
Security Model
ctcLink Gateway
Overall Project Update
FirstLink Colleges go-live date rescheduled
Process for selecting a go-live date
High level activities
Campus Solutions, Finance, HCM, Technical

3. FirstLink Go-Live Update
Readiness Scorecard revealed outstanding items
Resulted in a “no go” decision for Feb 23 launch date
Thorough analysis of remaining activities has been completed
New FirstLink go-live date of August 24, 2015 has been announced
Projected Wave 1 go-live date is August 2016

4. Process for selecting the go live date
Leadership team met to identify outstanding items needed for successful go-live.
Met with ctcLink core team and firstLink colleges to review those items and identify any new ones.
Developed detailed effort estimates and assigned resources required to complete each activity.
Developed a comprehensive plan for discussion, verification and commitment with the core team and firstLink colleges.
Project Plan document will be the tool used to track the progress.
Weekly meetings with the core team, college project management, and functional teams to report on progress.
Readiness Scorecard will continue to assess our “go live” status.

5. ctcLink Project Schedule
FirstLink – August 24, 2015
Wave 1 – August 2016 (exact day TBD)
Clark, Columbia Basin, Grays Harbor, Green River, Lower Columbia, Peninsula Pierce District
Wave 2 – Option 1: May 2017; Option 2: Aug 2017
Big Bend, Cascadia, Clover Park, Edmonds, Highline, Lake Washington Olympic, Renton, SBCTC, Seattle Colleges, Shoreline
Wave 3 – Option 1: Feb 2018; Option 2: Aug 2018
Bates, Bellevue, Bellingham, Centralia, Everett, Skagit Valley, South Puget Sound, Walla Walla, Wenatchee Valley, Whatcom, Yakima Valley Note: Waves 2 and 3 go-live date options are tentative and still under review. They will be discussed in more detail following FirstLink go-live

6. PeopleSoft Transcript
PeopleSoft Transcript will print the following records:
Enrollment
Courses in progress
Term statistics and cumulative statistics
Transfer credit summary (number of credit accepted and name of the sending school)
Test Credits details (test type and equivalency)
Other Credits details (credit type and equivalency)
CCN notation for common numbered courses

7. Sample of PeopleSoft Transcript – Not finalized yet
Unofficial Transcript
Official Transcript

8. Early Alert Work Flow CEMLI
CEMLI – Conversion, Extension, Modification, Localization, Interface.
Early intervention for classroom behavior and performance
Instructors and advisors will have the ability to flag a student via self-service each term based on global categories.
This flag will serve as an early alert to college administrators who can triage the issue via workflow to determine if an intervention with the student is necessary.

9. Early Alert – on Advisor Center

10. Early Alert in Grade Roster (Faculty Center)

11. Early Alert Issue Categories
Class Attendance/Tardiness
Low grades on exams, quizzes, assignments
Incomplete/missing assignments
Poor class participation or inattentiveness
Known or unknown external factors
Other
Users will be allowed to make notes on each issue reported.

12. Early Alert Requirements
Grade rosters must be generated in order for the Early Alert link to be available.
The issue categories are global for all institutions and static, meaning they are not configurable.

13. Student Milestones
Student Milestones can be used in many different ways. Some examples are:
Non-course requirements - e.g. typing speed, CPA training, commercial license, new student orientation
Non-credit course equivalencies – e.g. English and math course prerequisite check.
High school course requirements – 1 year of chemistry, 2 years of biology
Statewide reciprocity – e.g. English and math placement test.
Local training programs

14. Assigned Milestones on Student Center

15. Status of Assigned Milestones on Student Center

16. Define Milestone for Unofficial Prerequisite Check

17. Set up Milestone Levels for Unofficial Prerequisite Check

18. Assign Milestone to Student for Prerequisite Check

19. Record Milestone Completion for Prerequisite Check

20. Training Website https://training.ctclink.sbctc.edu
This site will be reorganized for end-user ease of use. For example, a “For Students” tab will be added to the menu on the left.
Tools on this site available for all colleges now.

21. Wave Coordinator Activities
Provide college assistance related to inventory of supporting systems.
Work with functional and technical teams as well as firstLink colleges to document lessons learned.
Based on lessons learned and best practice, develop guidelines for wave colleges to help them with business process change.
Provide wave colleges with clear preparation instructions to ensure go live readiness.
Work with wave colleges to facilitate security workshops.  This will provide an opportunity for colleges to get an early understanding of the security model and distributed role assignment.

22. Wave Coordinator Activities (cont.)
Work with ctcLink functional and technical teams as well as colleges to begin legacy data analysis and cleanup.
When will wave colleges have a Sandbox environment with real college data
Develop a Gantt Chart outlining the activities and time distribution for each key step of the implementation process
Identify Project Management resources that may be available to wave colleges.

23. Current Activities – User Acceptance Testing (UAT)
As of 4/7/15:
2609 of 2723 test scripts have been executed
2607 (96%) have passed
865 total defects logged
862 defects fixed & closed
(CEMLI testing tracked separately)
2609 of 2723 test scripts have been executed
2607 (96%) have passed
865 defects, and corrected and closed 862.
CS - 100% of test scripts have been executed (1014). There are two failed test scripts in Student Financials related to Cybersource (make a payment from Student Center fails in some versions of IE).
Finance - 90% of test scripts have been executed and passed (969 of 1067). There are no test scripts currently in failed status. PO with projects has passed UAT. Cash Management and Hyperion are still outstanding. Cash Management test scripts, both delivered and CEMLIs, are scheduled to be complete in all testing stages by 5/20. All Hyperion test scripts, both delivered and CEMLIs have passed SIT and are prepping for the UAT environment.
HCM - 99% of test scripts have been executed and passed (626 of 634). There are no test scripts currently in failed status. Absence Management testing of delivered functionality is now complete. There are four outstanding tests for each college (Posting Payroll to GL, Running Pay Unconfirm Process, Processing Retro Pay Mass Requests and Posting Job Opening to External Website).

24. CEMLI Testing Status

25. Testing Stages UAT SIT FNC Regression Parallel Payroll Security
In Progress
Regression
Parallel Payroll
Security
Ethical Hacking
Performance
Usability
Accessibility
Device Equipment
Disaster Recovery
Mock Conversions
In Progress
In Progress
Early July
In Progress
FNC
SIT
UAT
In Progress
Mid-May
In Progress
Late May/June
In Progress

26. Day in the Life Testing (DITL)
Day in the Life (DITL) testing is currently scheduled to begin June16th.
DITL will take place in the QA2 environment.
QA2 will be refreshed from conversion cycle 8 and will be on our go-live platform of bundles and images with gold configuration and accepted CEMLIs.
Activate Your Account will be available so testers will be able to login as themselves.
DITL testing is our final due diligence testing to allow for real world testing with real data, real users, real security. It is not another full blown cycle of UAT.
College and district office managers from each pillar have identified the primary functions that they would like to test during the DITL phase.
Testers may follow a sequence of test scripts to chain together a business process or use their knowledge of the system from training to perform a business process.

27. ctcLink Security - Distributed Security Model
A distributed security model provides the ability for some or all user profile administration to be delegated to colleges or departments.
SBCTC Security Admin
College Security Admin
College Distributed Security
College User
Manage role definitions
Manage row level security templates
Distribute Role Assignment
Assign Roles to Users
Assign Row Level Security to Users
Distribute Role Assignment
Assign Roles to Users
Assign Row Level Security to Users

28. ctcLink – Gateway Login

29. ctcLink – Gateway Select College

30. ctcLink – Gateway for Student

31. ctcLink – Gateway for Employee

32. 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:
Follow ctcLinkblog: ctclink.wordpress.com
Know your ctcLink district team

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