CTCLINK UPDATE BAR Meeting Bellevue College Christyanna Dawson
CTCLINK UPDATE BAR Meeting – Bellevue College Christyanna Dawson January 30, 2020
PRESENTER Christyanna Dawson ctc. Link Finance Team Project Manager 2
AGENDA • Organizational update • Meet the Team • Co. A • Update • DG 2 • Update • DG 3 • Activities • DG 4 • Activities 3
ORGANIZATIONAL UPDATE John Henry Whatley ctc. Link Project Manager- Campus Solutions Sanjiv Bhagat ctc. Link Project Manager- HCM (Human Capital Management) Dani Bundy Interim Student Financials & Financial Aid Project Manager, OCM & Training Manager 4
MEET THE FINANCE TEAM
SAKET BIHARI Modules: Commitment Control Treasury/Cash Management Planning Budgeting Cloud Service • Budget Entry/Adjustments • Budget Transfers • Budget Monitoring • Bank Statement Reconciliation • Bank Transfers/EFT’s • Financial Gateway • Budget Planning Tool-Coming Soon! 6
ANDY PALM Modules: General Ledger Asset Management • Journal Entries • Chart of Account • Combination Edit/Rules • Owned Assets • Leased Assets • Depreciation 7
TYSHA TOLEFREE Modules: Billing Accounts Receivabl e • Invoices • • • Open Items Deposits/Receipts Customer Refunds Aging Reports Customer Collections 8
BILL CABILING Modules: Purchasing Accounts Payable • Requisitions / POs • Receipts • P- Cards • Vouchers • Payments • 1099 9
KARI TWOGOOD Modules: Travel & Expense s • Travel Authorizations • Travel Advances • Expense Reports 10
GARY PATEL (CONTRACTOR) Modules: Purchasing Accounts Payable • Requisitions / POs • Receipts • P- Cards • Vouchers • Payments • 1099 11
GREG DUNN (CONTRACTOR) Modules: Grants Project Costing Customer Contracts • Proposals • Awards • Grants / Grant Budgets • Projects • Capital Projects • Project Budgets • How a Grant is Billed 12
CHART OF ACCOUNT REDESIGN
CHART OF ACCOUNTS (COA) • This work began in February 2018 with a working group • Co. A needed to be in place for the start of this current Fiscal year • The First. Link Colleges Spokane, and Tacoma received this changes in three phases 14
PHASES • (June 22 -23) was primarily foundational setup configuration (e. g. the “new Co. A” Chartfield values). • (June 29 -30) Configuration updates: Campus Solutions updates (including Item Types) and about half of the HCM updates (such as new Combo Codes), in addition to more Finance configuration updates. • (July 8 and July 15) various configuration “drops” for Finance and HCM pillars 15
DG 2
DEPLOYMENT GROUP 2 OVERVIEW • Deployment Group 2 (DG 2) includes Clark, the State Board, Spokane, and Tacoma • Spokane and Tacoma upgraded to Campus Solutions 9. 2 and the new “Fluid” functionality/lookand-feel on October 14, 2019 • Clark and the State Board went live with their initial implementation of People. Soft on October 28, 2019 17
DG 3
DEPLOYMENT GROUP 3 OVERVIEW • Deployment Group 3 (DG 3) includes Cascadia, Lower Columbia, Olympic, Peninsula, and Pierce • Deployment is scheduled for March 9, 2020 • Currently working on • • User Acceptance Testing (UAT) Data Validation Security Validation Readiness Criteria 19
USER ACCEPTANCE TESTING (UAT) • UAT is an opportunity for users of the ctc. Link system to test how the upgraded system will work by performing regular business functions from beginning to end in a test environment • Data Scenarios and Error conditions are provided, along with QRG’s (Quick Reference Guides) to help guide them through the process • User Acceptance Testing is organized into six two-week ‘Sprints’ where the focus is testing on specific business processes for a short period of time 20
WHAT IS A DATA VALIDATION CYCLE AND WHY DO WE DO IT? ? • This is an Activity were Legacy Data is collected, converted, and then evaluated in a Validation environment • The Validation Environment will represent what Ctc. Link will look like at Go Live • The expectation is that data will be more of what is expected at every cycle for Go Live • There are 5 Validation cycles • Finance activities are cycles 2 -5 only • Cycle 5 is a mock run for the Go Live activity 21
DATA VALIDATION ACTIVITY FOR THE COLLEGES • Data Validation Workshop (via Web. Ex) at the start of each validation period • Guides are provided with steps on how to validate the data in Ctc. Link, and also provide a link on the “C” account or snapshot of Legacy from the data • Colleges will have a validation period of usually 3 weeks and issues will be recorded in the OTM tool by college SMEs • Colleges may want to include special campus stakeholders in their data validation workgroups to ensure exception scenarios are not being forgotten 22
SECURITY VALIDATION • Before the start of each UAT sprint colleges are given a workbook so that college user security can be identified • Security is then available to test in a Solutions Validation Environment to test and adjust as needed 23
READINESS CRITERIA • Before each deployment a readiness criteria template is completed evaluating: Data, Security, Testing, Training, College support plan, Transition, Communication, and Organizational Change Management • The template is for the colleges to rate their go live readiness along with the ratings of the project team’s readiness • This information will be given to the Steering Committee for a Go or no Go decision on February 18, 2020 24
DG 4
DEPLOYMENT GROUP 4 OVERVIEW • Deployment Group 4 (DG 4) includes Centralia, Edmonds, Highline , Seattle Colleges, and Wenatchee • Deployment is scheduled for February 2021 • Currently working on • • Global Design Adoption (GDA) Business Process Fit Gap (BPFG) Preparing/Completing Homework Preparing for their first Cycle Validation starting in March 26
WHAT IS GDA ? • GDA (Global Design Adoption), is an overview of the Global Design Review sessions that took place May 2018 • During these sessions a representative from all of the colleges voted on Global configuration recommendations • These materials are intended to be a refresher and the foundation as the BPFG sessions will build off of the GDA materials 27
WHAT IS A BPFG? The primary goal of the BPFGs (Business Process Fit Gap)is to gather local ctc. Link configuration information for each college/agency To do that, college SME’s need to understand how the ctc. Link People. Soft system supports college business processes 28
HOMEWORK • Homework will be collected and evaluated so that it can either be used for either: • Configuration purposes • Data collection purposes • Then the next activity will be Data Validation Cycles 29
CONFIGURATION • Configuration is the work done to establish your college’s configuration in an implementation development environment • The focus for BPFG sessions is local configuration (college -specific). Configuration is needed to drive data conversion or to facilitate a business process What does Configuration mean for colleges? • There will be knowledge transfer between ctc. Link project team and college SME’s on the functions and affects of configuration items • Colleges will need to provide certain configuration values • Colleges may be involved in the entry and maintenance of certain configuration values 30
QUESTIONS ? ?
THANK YOU! Except where otherwise noted, this work is licensed under CC BY 4. 0.
- Slides: 32