DEPLOYMENT GROUP 5 KICKOFFSetting the Stage for a Successful Journey

May 26, 2020, 10 a.m. to 12 p.m.ctcLink Project Management TeamWebex Recording Link

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WEBEX TIPS

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DG5 KICKOFF AGENDATOPICS PRESENTERS

Welcome & Introductions College PMs, Christy Campbell

Deployment Group Timelines Christy Campbell, Eli Hayes

Quality Gates & Milestones Reuth Kim

ctcLink Project Benefits Roger Curry

Organizational Change Management (OCM), College Roles, College Relations, Status Reports

Susan Maxwell, Roger Curry

Road to Future State Christy Campbell

Work Packages Eli Hayes

Global Design Adoption (GDA) Kristy Snow, Dani Bundy, Sanjiv Bhagat

Business Process Fit/Gap (BPFG) Susan Maxwell, Christyanna Dawson, John Henry Whatley

Data Conversion & Validation Tara Keen

Wrap-Up & Next Steps Christy Campbell

WELCOME DEPLOYMENT GROUP 5

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DG5 HIGH-LEVEL TIMELINE - DRAFT

2021Today

May Jul Sep Nov Jan Mar May Jul Sep

2020May 27 - Jul 31GDA

Aug 18 - Dec 3BPFGConversion Cycle 1Conversion Cycle 2Conversion Cycle 3Conversion Cycle 4

Sep 13 - Oct 1Conversion Cycle 5 (Mock)Feb 3 - Apr 14Functional Test

May 21 - Jul 23SITMay 13 - Sep 21Parallel

User Acceptance Test S1 S2May 4 - Oct 8End User Training

LDC DVLDC DV

LDC DVLDC DV

DG5 Kick-offMay 26

Legacy Snapshot 1Oct 2

Legacy Snapshot 2Jan 15

Legacy Snapshot 3Apr 9

Legacy Snapshot 4Jun 25

Go/No-Go Decision

Sep 21 GO-LIVEOct 18

Legacy Snapshot 5Sep 24

LEGENDLDC Legacy Data CleanupDV Data ValidationS# User Acceptance Testing Sprint #

2021

*Estimated dates are subject to change. Go live date will need further discussion withDG5 colleges and approval by ctcLink Steering Committee.

CTCLINK QUALITY GATES & MILESTONES

CTCLINK QUALITY GATES & MILESTONESDEPLOY

Lessons Learned

TRANSITION

End-User Training

User Acceptance Testing

ProductionGo/No Go Decision

Cutover Mitigation Planning

Determine ExceptionSolutions

Update BP Flows

Update CEMLIs

Update Configuration

Functional Testing

Prepare QAEnvironment

Prepare ParallelEnvironment

CONSTRUCT

Parallel Testing

System Integration Testing

Convert andValidate Data

Production Cutover Planning

Production Cutover

Security Matrix Mapping

Production Environment Prep

STRUCTUREGlobal Design

Adoption (GDA)

Business Process Fit/Gap (BPFG)

Update BP Flows

Local Configuration

UAT Test Definition

UAT Materials Build

Identify Exceptions

Design Extensions

Prepare or UpdateTest Scripts

Training Materials Analysis/Build

Map Supplemental Systems Data

Go/No Go Decision

Milestone Sign-Off

GO LIVE

Finalize Local Configuration

Guides

Project Planning (Checklists & Templates)

Security Redesign (DG2 only)

Build PeopleSoft Environments

Chart of Accounts Redesign (DG2 only)

Performance Testing

Organizational Change

Management Assessments Begin

OCM Assessment, Activities & Deliverables for Colleges & SBCTC

• College Project Charter• Resource Plan & Budget• Plan Deliverables• Legacy BP Mapping• Initial Supplemental

Systems Analysis

Change Impact Analysis 25%

• GDA and BPFG Participation• Supplemental Systems Data

Mapping• Initial Config Guides Sign-Off• UAT Definition Sign-Off

Change Impact Analysis 50%

• Design Requirements Sign-Off

• Security Matrix Mapping• Data Validation Sign-Off

Change Impact Analysis 75%

• OCM Readiness Checklist• UAT Sign-Off• End-User Training• Policy/Procedures Updated• Cutover Plans, Legacy

Shutdown Procedures

Change Impact Analysis 100%

• College Cutover Plan• Go/No Go Sign-Off• Milestone Sign-Off• Config Guides Sign-Off• College Lessons Learned

Rev. 2019-03-05

Legacy System Shutdown

Procedures in Place

GATE 1 GATE 2 GATE 3 GATE 4 GATE 5

INITIATION

Pre-User Acceptance Testing Training

Production Validation

GATE 1 PEER REVIEW

Start Change Impact Analysis & Change

Action Plan

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ctcLINK: IT’S A PEOPLE PROJECT

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WHY CTCLINK?• 35-year-old Legacy system is not sustainable • College system needs common suite of online tools

and aligned core business processes to:• Compete in the educational marketplace• Provide modern, on-demand services and online

tools students expect • Create more efficiencies systemwide• Respond to government regulatory and reporting

demands

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CTCLINK BENEFITS FOR THE SYSTEM• Access to information from anywhere, any time• Single source of accurate, real-time data and

common reporting tools• Standardization of select administrative processes to

support effectiveness across the system• Ability to respond to changing business requirements• Modern, consistent way to manage student records,

enrollment reports, grades, class rosters, scheduling information, tuition and financial aid processes, accounting, state/federal reports

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CTCLINK BENEFITS FOR STUDENTS

• A set of common, mobile-friendly tools to handle most college business online, any time

• A single ID and student record that follows students wherever they go within the Washington state community and technical college system

• 24/7 access to an online student center for registration, financial aid, tuition, contact instructors and advisors, view grades, track academic goals

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CTCLINK BENEFITS F0R EMPLOYEES• Self-service tools to manage personal information and

other college business online• Consolidated payroll processing and online HR tools

and services • An online, integrated suite of financial tools to create

automated approval workflow processes for purchasing, travel, expenses and more

• A modern, consistent way of managing and sharing state and federal reports; payroll, purchasing and employee records; recruitment tools and benefits administration

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ORGANIZATIONAL CHANGE MANAGEMENT (OCM)

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• The process, tools and techniques to manage the people side of change to achieve required business outcomes.

• Keep in mind, everyone handles, processes and goes through change differently.

• OCM requires active intervention, measurement andcontinuous feedback.

• OCM requires college executive leadership support.

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COLLEGE PMO ORGANIZATION CHART Role Name

Department/Position

Reports to (position)

Hours perweek

Part of PMO?

On Steering/ Leadership Team?

Exec SponsorPMOCMAssistant PMCS Pillar LeadHCM Pillar LeadFIN Pillar LeadFinancial Aid LeadCurriculum/ Instruction LeadReporting/PS Query LeadIT Lead (supplemental systems)Training LeadCommunications LeadDistributed Security Lead

Business Analyst(s)

Other

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PROJECT COMMUNICATIONS PROTOCOL

• ctcLink Project Management Office (PMO) to College PM/OCM

• College PMs/OCMs to ctcLink PMO

• General Questions Roger Curry, College Relations

• The college PM is the project team’s point-of-contact for ctcLink

ctcLink PMO

College PM

OCM

College Stakeholders (SMEs, exec sponsors,

team)

• College PM/OCM to College Stakeholders

• College Stakeholders to PM/OCM

• The college PM is your college’s point-of-contact for ctcLink

COLLEGE STATUS REPORTINGBi-Weekly Status Reports

• First DG5 Status Report due on Friday, June 5, 2020• DG5 Status Report Template • Project Status Report Schedule – due Friday, every other

week (rain or shine)• cDR Project Management Reports & Plans – highlight

accomplishments, plans, concernsReported to ctcLink Project Steering Committee

• Project Web App (PWA)– log risks and issues• PWA Project Center– track tasks and milestones

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SEVENTH-INNING STRETCH • Need a five-minute break?

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THE ROAD TO THE FUTURE STATE

You are the driver on the road to the future state.Successful transition means each person at the college prepares themselves and those around them for change. Staff participation in ctcLink

is ONE key to success. Leadership support for

creating a campus-wide PeopleSoft mindset fuels ctcLink success.

Go Live!!!

Cutover Plan/Test

Training

Testing (UAT/Parallel)

Security Mapping

Conversion Data Validation

Configuration (Homework)

Business Process Fit/Gap

Global Design Adoption

PeopleSoft Fundamentals

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COLLEGE RESOURCE COMMITMENTSActive Staff Participation in All Work Packages

Kickoff discussion is focused on these

highlighted work

packages.

WORK PACKAGES: ONE THING LEADS TO ANOTHER

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GDA• Colleges get familiar with global design• Precursor to BPFG

BPFG • Your completed homework will inform the ctcLink project and functional teams about how to configure

CONFIG • Local configuration is based on the homework you turned in

CONVERT • ctcLink does its PeopleSoft conversion thing!

VALIDATE

Go Live!!!

Cutover Plan/Test

Training

Testing (UAT/Parallel)

Security Mapping

Conversion Data Validation

Configuration (Homework)

Business Process Fit/Gap

Global Design Adoption

PeopleSoft Fundamentals

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GLOBAL DESIGN ADOPTION (GDA)

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WHY GDA?

• GDA provides College SMEs with and understanding of the basic concept of PeopleSoft

• Introduces the Global Configuration Framework

• Skills assessments meet prerequisite requirement for BPFG session participationPillar Perspective:

Dani Bundy & Sanjiv Bhagat

WHO, WHAT, WHEN & WHERE…• Who should participate?

• All college SMEs who are going to be engaged in Business Process Fit/Gap (BPFG) Sessions.

• What do I need to do before GDA? Successfully complete the PeopleSoft Fundamentals Course in Canvas

• When does GDA begin? Wednesday, May 27, 2020

• When should SMEs target completing GDA? By Friday, July 31, 2020 (well in advance of the first BPFG session). SMEs have about 12 weeks to take the courses needed before BPFG begins.

• Where does GDA happen? In Canvas; self-paced (you must register).

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CROSS-PILLAR GDA CANVAS COURSES

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GLOBAL DESIGN ADOPTION COURSES

In Canvas, per pillar

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HOW TO REGISTER FOR GDA? READ about the GDA Courses

REGISTER for Cross-Pillar and Pillar-Specific GDA Courses• Step 1: The Cross-Pillar GDA course includes two modules and is the

prerequisite to all other GDA courses. It is the first step to help SMEs understand what Global Design Adoption means and how it relates to the overall framework for future Business Process Fit/Gap (BPFG) and conversion activities.

• Step 2: Upon completion of the Cross-Pillar GDA course, SMEs should register for additional pillar-specific GDA courses.

In general, any staff member who will attend a pillar-specific (CS, FIN, HCM, SF, FA) BPFG session in the future should take the corresponding pillar-specific GDA.

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GDA LEADERSHIP SUPPORT OPPORTUNITIES

Communicate with Subject Matter Experts (SMEs) who participated in GDA courses• Ask them about their experience, what knowledge they

gained from the course and how they might apply it to the college’s Change Action Plan to move toward the future state.

• Your interest in their participation and their ideas for how they will move forward into the next step of project work demonstrates to staff that leaders feel their engagement has valueto the college.

Go Live!!!

Cutover Plan/Test

Training

Testing (UAT/Parallel)

Security Mapping

Conversion Data Validation

Configuration (Homework)

Business Process Fit/Gap

Global Design Adoption

PeopleSoft Fundamentals

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BUSINESS PROCESS FIT/GAP (BPFG) AND LOCAL CONFIGURATION

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WHY BPFG? Goals• Increase college SMEs’ knowledge of PeopleSoft and

business processes in ctcLink.• Build on knowledge of global design learned in Global

Design Adoption (GDA) courses.• Prepare SMEs for future data validation.

Outcomes• College SMEs will have a better understanding of the

differences between their Legacy business processes and the new business processes in PeopleSoft, and document these changes in Change Action Plans.

• College SMEs will complete configuration homework assignments, which will be used for college’s local configuration.

Pillar Perspective: Christyanna Dawson & John Henry Whatley

IMPORTANCE OF BPFG HOMEWORK

Help Us Build Your College’s Configuration!• “Homework assignments” range from local functional

requirements gathering to detailed configuration.• These local configuration details are our “blueprint” to build

PeopleSoft.• Configurations let you convert Legacy data into PeopleSoft

data.

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WHO, WHAT, WHEN & WHERE ….• Who should participate? College SMEs and one or two back-

up SMEs. These SMEs should have current Legacy business process knowledge and have mapped out their current processes and can make configuration decisions.

• What are BPFG Sessions? These are remote sessions via WebEx. These sessions are facilitated by our functional project team members.

• When do BPFG sessions begin? Some pillar-specific sessions are estimated to begin on August 18, 2020.

• When are BPFG scheduled to end? For some pillars, sessions will end in November 2020.

• When will the "DG5 ctcLink Project Information" Canvas course (includes BPFG session information) be released to DG5 PMs so they can enroll college SMEs? July 13, 2020.

DEPLOYMENT GROUP 5 CANVAS PAGE

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BPFG LEADERSHIP SUPPORT OPPORTUNITIES

Check in with subject matter experts (SMEs) who participated in BPFG Sessions• Ask them to share any “aha” moments from the BPFG sessions that they

want to include to improve your college’s Change Action Plan. • Your recognition of the importance of incorporating “aha” moments into the college

Change Action Plan lends value to that local planning effort

• Ask SMEs if they understand their role in the change• Your interest in their role in the change shows support for their commitment to making

that change successful

• Ask your project team if they need your help to close any gaps in their understanding about their role in the change

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Go Live!!!

Cutover Plan/Test

Training

Testing (UAT/Parallel)

Security Mapping

Conversion Data Validation

Configuration (Homework)

Business Process Fit/Gap

Global Design Adoption

PeopleSoft Fundamentals

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CONVERSION DATA VALIDATION

CONVERSION CYCLES

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Cycle #5

Cycle #4

Cycle #3

Cycle #2

Cycle #1

•Final Configuration Delta•Dry Run of Go-Live

•Source Data for User Acceptance Testing•All Configuration [+deltas]•Source Data for Permanent EMPLIDs (Active

Employees)

•All Configuration + conversion deltas •Source Data for PS Course Catalog (Pre-Prod

Work)

•Source Data for BP Solution Validation Environment•Source Data for System Integration Testing & Security Matrix Mapping

•All Configuration Needed for Legacy Data Conversion

•Bio/Demo Conversion-Merge

DATA CONVERSION & VALIDATION

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DATA CONVERSION & VALIDATION

CONVERSION CYCLE #1: THE FUN STARTS HERE!

• All your hard work in GDA, BPFG, homework assignments and configurations will be put to the test

• After each conversion cycle (1 to 5), colleges will conduct Data Validation sessions

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CONVERSION TASKSCollege Activities• Will be expected to provide configuration homework

assignments in time with conversion activities• Will be expected to provide information to ensure

accurate population of crosswalks (e1-e4)• Will be required to perform data validation• Will be reporting issues using Oracle Test Manager (OTM)

Conversion Cycle #3 – Establish Course ID• Begin Dual Maintenance of Course Data in PS Production

Conversion Cycle #5 – Dry Run of Cutover• Final conversion cycle will occur after Go/No-Go decision• Will be an exercise of all cutover* activities, including:

• Go-Live Checklists: Validate key processes before system release• Soft Start: College activities on Day 1 of upgraded PeopleSoft

CONVERTING DATA INTO PEOPLESOFT

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• Established processes to “extract” data from the legacy system and “load” that data into PeopleSoft.

• Each set of programs that “extract” and“load” data generate ‘Error’ log materials.

• Deep Dive on error log handlingcoming up!

• During project implementation, colleges will have five (5)opportunities to participatein testing conversion of Legacy data into PeopleSoft.

DATA VALIDATION

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The ‘real deal’ about validating your data in PeopleSoft

Validating Data is harder than you think and will take more people than you planned.

• Cycle #1 focuses on converting People bio-demo (Students & Employees).

• Cycle #2, #3 and #4 focus on converting everything else!The Data Validation “burden” is highest in cycles #2 and #3

• Cycle #5 focuses on “how we will go live” or the cutover event activities.

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WHAT ARE WE CONVERTING?

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FMS to Finance (FIN)• Via “Extract” and “Load” Programs

• General Ledger Data (no error logs)• * Opening Balances & Current FY Details

• Accounts Receivable Open Invoices• Via Excel File Based Conversion (no error logs)

• Asset Data• Accounts Payable – Vouchers• 1099-M Balances

WHAT ARE WE CONVERTING? cont’d

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FMS to Campus Solutions (CS)• Via “Extract” and “Load” Programs (no error log on load)

• Customer Account Details• Open & Paid Charges• Charge Payments (Includes FA)• Refunds/Financial Aid Balance Checks• Student Waivers

• Historical Unpaid Open Charges• Via Excel File-Based Conversion (no error logs)

• Go-Live Term Miscellaneous Charges, Waivers (Student Groups)

WHAT ARE WE CONVERTING? CONT'D

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• Student Bio/Demo• Program Plan Stack (EPC)• Residency• Test Scores• Course Catalog*• Class Schedule*• Hand-Entered Classes

from Transcripts• Enrollment• Academic Standing

• Academic Degrees• Degree Honors • Transcripts• Transcript Text• Transfer Credits• Student Groups (FB)• Service Indicators

• Legacy Unusual Action Codes

SMS to Campus Solutions (CS)Via “Extract” and “Load” Programs

WHAT ARE WE CONVERTING? cont’d

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FAM to Campus Solutions (CS)Via “Extract” and “Load” Programs

• Student Bio/Demo• Student Academic Progress

WHAT ARE WE CONVERTING? cont’d

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PPMS to Human Capital Management (HCM)Via “Extract” and “Load” Programs

• Employee Bio/Demo• Emergency Contacts• Accommodations/Disability• Employee Degree Data• Position Data• Job Codes• Employment (Job) Data• Leave Balances• Pre-Pay Balances• Direct Deposit Data

• Balance Conversions (Earnings, Garnishments, Deductions, Taxes)

• Salary Administration Plans• W4 Tax Data• Benefit Participant Data• Employee Citizenship/Visa

Via HCA Interface Program • Dependent Beneficiary

CONVERSION POPULATION/DATA POOL

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FIN CS HCM

• Opening Balance from Current Fiscal Year

• Current Fiscal Year Detail in General Ledger

• Applied for Admissions within two (2) years of Go-Live Term

• Enrolled in a Class within six (6) years of Go-Live Term

Customer Accounts (SF)• Fall Go-Live:

Current Calendar Year Details

• Winter Go-Live: Current Financial Aid Award Year Term Details

• Active Job Record in Current Calendar Year of Go-Live

• Terminated Job Record Paid in Current Calendar Year of Go-Live

• Payroll History for Two (2) Years Prior to Current Calendar Year of Go-Live

ERROR LOGS

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Extract ProgramsWhen the extract programs run, records with issues are written out to log files.

Files Generated at 3 Stages• BEFORE a Data Snapshot to clean

up Legacy Data (e2).• AFTER a Data Snapshot to

understand which data was excluded from the Conversion Test, or loaded with some blank values (e4).

• QUARTERLY: To understand which kinds of data won’t get picked up correctly when a college gets to test conversions.

Load ProgramsWhen the load programs run, records with issues are written out to log files.

Files Generated at 1 Stage• AFTER a Conversion load runs to

understand what data was excluded or ‘fell out’ of the Conversion Test. The team uses this information to populate the “known issues of the Data Validation Guides.

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DATA VALIDATION

•Final Sign-Off

•Data Validation Guides

•Issue & Completion Reporting

•Validation Periods

How much time colleges have to

validate data depends on the

cycle Average 10-15 days

College SMEs report issues in Oracle Test

Manager (OTM)

College PMs report validation

completion in OTM

College Acknowledge Decisions to Not Convert

Certain Data

Bio/Demo conversion sign-off to established

employee EMPLIDs

Final conversion sign-off

How colleges get to guides on Canvas

Functional Team Data Validation

Insights in Guides

CONVERSION RECAPCollege Prep• Conversion Workshops

• Data Validation • Tracking/reporting issues in Oracle Test Manager (OTM)

• Open WebEx sessions facilitated by ctcLink functional team members

Why• Change action planning • Level of involvement increases • Building block of learning

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CONVERSION DATA VALIDATION LEADERSHIP SUPPORT OPPORTUNITIESCheck in with SMEs who are actively reviewing data converted into the new system during data validation• Provide encouragement and show appreciation for the hard work of

reviewing and validating your college’s data.• Solicit input from SMEs on their sense of the quality of the data being

converted. Is there a need to incorporate elements from data validation into the Change Action Plan?

• Ask about what might be creating anxiety for them around the changes they see coming and provide emotional support to help ease their fears.

• Your positive reinforcement, especially as SMEs begin seeing the change impact, will support their commitment to quality in their data validation work.

NEXT STEPS • College SMEs Complete PeopleSoft Fundamentals Canvas

Courses • Identify GDA and BPFG College SME/Participants • GDA Registration & Sessions Begin for College SMEs:

May 27, 2020• DG5 ctcLink Project Information Course (includes BPFG

content) Released to College PMs: July 13, 2020• BPFG Sessions Estimated to Begin: August 18, 2020

Project Kickoff Information at ctcLink Reference Center56

KEY CONTACTS

• GDA: Kristy Snow ksnow@sbctc.edu

• BPFG CS Core, SF, FA: Alexa Mercado-Curtis amercado-curtis@sbctc.edu

• BPFG FIN & HCM: Kelly Barton kbarton@sbctc.edu

• cDR (ctcLink Document Repository) Access: Angela French afrench@sbctc.edu

• General Questions: Roger Curry rcurry@sbctc.edu

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Except where otherwise noted, this work is licensed under CC BY 4.0.Note: All material licensed under Creative Commons Attribution 4.0 International License.

FINAL QUESTIONS?