FirstLink Project UpdateIT Commission Meeting

Columbia Basin CC04-10-14

What’s happening now?

• Business Process Change Analysis

• Data Cleanup, Conversion, and FirstLink Data Validation

• System Configuration

• System Integration and User Acceptance Testing

• Lean – Action Items

• Supporting Systems Analysis

• Data Management Advisory Committee

• PeopleSoft Gateway and Web Integration

• Training Schedule

• OCM Activities

• Dbase• Reporting• Technical Training• Printing• Room Scheduling – 25Live from CollegeNet• Security• Demo Site - Sandbox• Evergreen ID Card System• Operating Systems and Desktop Configs for Peoplesoft:

– https://ctclink.sharepoint.com/OCM/SitePages/OCM%20Templates%20for%20Colleges.aspx– (Click on the folder titled “Operating Systems & Desktop Info” )

IT Related Tasks and Opportunities

The ctcLink Application(ERP-TRX) –

CS/HCM/FSCM

The ctcLink Application(ERP-TRX) – HYPERION

The ctcLink Application

(ERP-WAREHOUSE)–

EPM-CS

The ctcLink Application

(ERP-REPORT) – CS/HCM/FSCM

The ctcLink Application

– OBIEE/OBIA

ETL

Active Guard/Log Ship

ETL

(ETL)

Operational Data Store (ODS)

Data Pulled by College

College Application 1

College Application 2

College Application 3

ctcLink Database and Reporting Environment (Original Design)

The ctcLink Application(ERP-TRX) –

CS/HCM/FSCM

The ctcLink Application(ERP-TRX) – HYPERION

Olympia -WAREHOUSE

ctcLink Replicated Reporting

Environment

ctcLink OBIA

ODI ELT

Log Push 20 Minutes

ETL

College 1 ODS

College 2 ODS

College 3 ODS

ODI ELT

Ciber State Reporting

Solution (under review)

Staging Area using

Peoplesoft Views

ctcLink Database and Reporting Environment (draft current design)

FirstLink: Tips, Tricks and Traps:• Establish your college project team and roles early. • Data Conversion –

– Maintain communication flow between SMEs and SBCTC

• Be organized – – Coordinating communications, files and reference material

• Dean and Administrative Assistants – – Involve them – They are rock starts

• Communications – – Make sure faculty/staff are signed up for the ctcLink blog, listservs, Office 365 site. Recommend

a local SharePoint site

• Office 365 Site: Lots of reference material– Refer to Data Conversion Calendar, Flow Diagram and Process by Cycle– Commission, workshop and presentation material

• ctcLink Focus & Lean Sessions: See PPTs & Recordings on Office 365 site:• Review Foundation and Configuration Documents

FirstLink: Tips, Tricks and Traps cont’d:• Some typical data conversion and configuration topics:

– CAMPUS SOLUTIONS: Bio-Demo cleanup, onboarding and offboarding, grading schemes, fixed assets, room information, continuing ed, running start, prerequisites, transcripts, degree and certificate info, footnotes, early alert, test scores, UATs to Student groups, waitlists, course approval workflow

– FINANCE: Vendor cleanup, PO conversion, dept. chartfield, GL, Budget development, AP config, student fee code, grants & contracts, Dept crosswalks, e-procurement, 1099, fee codes, student acct migration, Tuition fee pay status, journal entry, web credit card, Faid SAP, workstudy type, tracking codes,

– HUMAN CAPITAL MANAGEMENT: Bio Demo, leave & OT, pay scale range, faculty contracts, faculty workload, NeoGov vs TAM, comp time rules, performance mgmt, time and leave, fiscal balances

• Readiness Assessment: Top Priorities:– Admit Students– Register Students– Award Financial Aid– Disburse Financial Aid– Process Payroll– Purchasing

Challenges and Risks

• Data Conversion - Migration from Legacy to PeopleSoft• Finance Application - New chart of accounts, GL, Student

Financials (core to integration with all PeopleSoft modules)• Database Access - New tools and database structure• Reporting - New sources of information and tools• User Acceptance Testing – Scheduled for June• Time Compression - Organization change management, new

business processes • Security - Creating new roles and permissions • Training - Over 100 training courses to be delivered in July &

August for faculty, staff and students

College Trail Blazers

Dick Hol & Andy Duckworth

ctcLink Project Managers

The Real Rock Stars

The SBCTC and Ciber project team

And our Subject Matter Experts