ctc Link Project Update Business Affairs Commission October

ctc. Link Project Update Business Affairs Commission October 10, 2013

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 ctc. Link? • Necessity – Aging Legacy system – Keep pace with innovations in education, technology • New way of thinking and doing business – Better online (common) experience for all • • 3 – – 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

Integrated, interconnected system 4

ctc. Link: 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. ” 5

ctc. Link Implementation Schedule 6

Foundation Decisions, BPAs, Configuration • Validate requirements • Clarification webinars with SMEs as needed 7 • • 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 (A Solution-Driven Process) • Security Definition • Business Processes • Technical Development • Data Conversion Mapping • Training Plan • Reporting Plan Global data cleanup, mapping, conversion, validation System build based on BPA findings

28 Foundation Decision Documents Campus Solutions Academic Structure Bio/Demo Financial Aid Student Admissions Prospect Management Campus Community Student Financials Academic Advising Student Records Work Study Human Capital Management 8 Benefits Administration/e. Benefits Talent Management Absence Management Time and Labor Structure Payroll HR Core Faculty Workload Finance Financial Structure (chart of accounts) Contracts Grants Project Costing Budget Billing and Receivables Accounts Payable Purchasing and e. Procurement Expenses Asset Management Cash Management and Treasury

Foundation Decisions on ctc. Link website 9 http: //sbctc. edu/docs/collegeaccess/it/_i-ctclink-foundation-decisions. aspx

242 Business Process Diagrams Manage Enrollment BPD Example: 10

Final BDS on ctc. Link site by Pillar 11 http: //sbctc. edu/docs/collegeaccess/it/_i-ctc. Link-business-process-diagrams. aspx

Next (Now) Step: Configuration Guides Campus Solutions Finance Campus Community Recruiting and Admissions Transfer Credit Academic Structure Student Records Academic Advisement Financial Aid Student Financials General Ledger Accounts Payable Purchasing Accounts Receivables Billing Grants Contracts Strategic Sourcing Cash Management Asset Management Budgeting Expense e. Procurement Supplier Contracts Human Capital Management Talent Acquisition Management (TAM) HR Core Benefit Administration (Partial) Absence Management Time and Labor North America Payroll e. Performance 12

Configuration Guide Example: Academic Structure List of tables: 13

Configuration Guide Example: Academic Structure 14

Configuration Guide Example: Academic Advising 15

What’s happening right now? • Configuration Guide work, which will be basis for building the new ctc. Link system. • First. Link Colleges: data cleanup, conversion • Global data cleanup, conversion • Weekly SME meetings, occasional surveys, requests for specific global information • Wave 1 Colleges Kickoff Sessions • Waves 2 & 3 kickoff sessions in Jan, Feb 16

Initial Data Cleanup Requests What Data Is Important Now? § Colleges are being asked to clean up the following legacy data q Student & Employee Bio/Demo Ø Most critical elements: Name, SSN, Date of Birth v If Name is not fixed, the record won’t load into People. Soft! v If SSN or Date of Birth are not fixed, won’t pass Search/Match Ø Remaining elements: For example, address, phone, zip code… v If not fixed, the record will load, but these fields will be left blank v Bad zip code = no zip code in PS, letter generation will fail. q Vendor Data (minus any student or customer data) Ø To build an enterprise-wide Master Vendor table. 17

Data Cleanup vs. Configuration Asks Legacy Data Cleanup § Prepares the legacy system data for conversion to the new system. § Reduces the number of skipped records, blank values or missed opportunities to consolidate records into a single EMPLID. Configuration Data Questions: We need your help! § Colleges will be asked NOW for configuration value information if: § They are a First. Link College* § The configuration value is Global § § 18 A large sampling of values from all colleges is needed to ensure proper coding structures in People. Soft. (To avoid an unworkable structure or naming convention, leading to rework later). Configuration questions are both to define the People. Soft values and ensure mapping of legacy to PS data. *All colleges will need to provide the necessary information to map their legacy values to People. Soft well in advance of deployment to ensure data conversion testing is successful.

Timelines for Cleanup • • • Bio/Demo data for First. Link colleges: Vendor data for Firs. Link colleges Course/Class data for First. Link colleges: Bio/Demo data for Wave colleges Vendor data for remaining colleges Course/Class data for all colleges 19 Oct 11, 2013 Nov 11, 2013 Dec 13, 2013 TBD, by wave

Shadow System Analysis What are Shadow Systems § Applications that are not part of the SBCTC legacy core functionality § Built to satisfy college business requirements § May or may not require legacy data Why do analysis § § 20 Ensure that business requirements are satisfied after go-live Utilize People. Soft functionality where we can Identify shadow applications that will remain active after go-live Ensure that shadow application data requirements are met.

Shadow System Analysis 21

Training will be provided in a variety of formats: 22 • 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

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 People. Soft processes at: http: //tinyurl. com/wactc-upk Click the + until you get to a topic 23 “Try It!” and “Print It!” modes are most useful

Features: ctc. Link Gateway (Login page) 24

Features: ctc. Link Gateway (Landing page) 25

Features: ctc. Link Gateway (Student) 26

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 27 transcript • Contact program

Features: ctc. Link Gateway (Faculty) 28

Features: Faculty Center Faculty will have many online features to manage coursework and communicate with students: • • 29 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

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 People. Soft. • Once admitted students can update their information through Student 30 Self-Service.

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’ 31 class schedule, planner, enrolled classes, waitlist,

Features: Financial Dashboards, Analytics 32

Features: HR Analytics and Metrics 33

Features: Interactive Dashboards 34

Be Connected, Stay Informed • ctc. Link. sbctc. edu College Resources • ctc. Link Collaboration “ 365” site – Login instructions on College Resources webpage • Open ctc. Link 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: http: //www. sbctc. edu/docs/collegeaccess/it/_mmailman-index. aspx#subscribe • Follow ctc. Linkblog: ctclink. wordpress. com • ctc. Link college teams and SMEs roster 35 – http: //sbctc. edu/docs/collegeaccess/it/it/College_Teamsand. SMEs_Ros ter_10 -8 -13. xlsx

Askctclink@sbctc. edu 36 Follow the ctc. Link Blog: ctclink. wordpress. com Website: ctclink. sbctc. edu