Community Colleges of Spokane had more than 100 participants in training sessions this week, which covered ctcLink self-service features as well as the online purchase requisition process (TCC’s sessions were held earlier this month).
“The sessions were well attended and very productive,” said Dick Hol, ctcLink project manager at CCS. “Spokane SMEs received a thorough review of the Student Services, Employee, Purchasing and Faculty Centers and had the opportunity to log into the training environment to explore their capabilities. This created a lot of dialogue and generated new ideas about the colleges’ business processes that will need to be reviewed and modified in preparation for the ctcLink implementation.”
Kudos to the following ctcLink/SBCTC staff who presented and assisted with the training sessions (and, don’t forget to enjoy the photos below…)
Michael Sheehan, ctcLink Finance Trainer; Rebecca Meeder, ctcLink Campus Solutions Trainer; Reuth Kim, ctcLink OCM Lead; Adam Clements, Ciber OCM Lead; Mandy Mineard, SBCTC Campus Solutions Functional Analyst; Jan Means, SBCTC HCM Functional Analyst; and also Colleen Woods and Dick Hol of CCS for their great planning and coordination efforts.
BEFORE THE TRAINING SESSIONS
ctcLink Trainer Michael Sheehan, right, discusses ctcLink with Colleen Woods (left), Melody Matthews and Dick Hol of CCS.
AFTER THE TRAINING SESSIONS
Click a pic below to start slideshow:
Colleen Woods of CCS kicks off the Requisitions session.
Rebecca Meader assists CCS’s Rod Ramer
Jan Means, left and Michael Sheehan, right, assist CCS staff with hands-on training
Playing in the ctcLink Sandbox!
More practice in the ctcLink Sandbox
CCS SMEs discuss what they are learning about ctcLink
The hands-on workshops for FirstLink college subject matter experts (SMEs) continued this week. On Wednesday, several SMEs from Spokane and Tacoma colleges got a detailed overview of the enrollment requirements process in PeopleSoft, along with a demonstration of the configuration process.
Using their college’s course data, they were able to practice creating course requisites and conditions for enrollment in the ctcLink Sandbox. After the rules were built, they learned how to assign them to individual courses. In the end, here’s an example of how a course would look in the online catalog, detailing the enrollment requirement:
Click here for more details on the Course Requisites process the SMEs walked through during their session.
Cielito Lane, TCC Transcript Evaluator, used the TCC course list in ctcLink to practice creating degree rules.
Some FirstLink college SMEs got a chance yesterday to practice using the Academic Advisement Report (AAR) in the ctcLink system, which will replace the current Degree Audit process. The workshop gave Spokane and Tacoma credentials evaluators and other student services SMEs a chance to get a detailed overview of AAR and how it’s structured before getting some hands-on practice of their own.
Using their college’s course list, SMEs were able to practice creating degree rules for Academic Advisement in the ctcLink Sandbox. After the rules were built, they ran a student Academic Advisement report to see the output.
“It looks more intimidating than it is,” said TCC’s Robert Drake. “It is basically parallel to the existing Degree Audit process, we’ll just be using a different tool. We’ll still go through the same steps of building the rules, limits to those rules, then putting the rules into the certificates, then the certificates into the degrees.”
Catherine Kwong, ctcLink Student Functional Analyst, led the session. Here she is assisting SFCC Credential Evaluators Tamara Wittstruck and Lisa Baldwin.
This was the first of several hands-on workshops planned for FirstLink SMEs to start practicing in the ctcLink system using their own college data!
More pictures below…
From left (back): Cynthia Vigil, SFCC Counselor, with SCC Credentials Evaluators Heidi Campbell, Tammy Ebright and Kelly Mallicoat
When they weren’t assisting the photographer, TCC’s Steve Ashpole and Robert Drake took time to play in the ctcLink sandbox (along with ctcLink CS Trainer Rebecca Meeder at upper right).
TCC Transcript Evaluator Colleen Spezia creates degree rules for her Academic Advisement report.
Here’s an overview of the online workflow process in ctcLink, which is an online routing and notification tool so approval-related processes can be handled seamlessly, from your desk. Basically, no more running across campus for a last-minute purchase request or wondering where your request is in the approval process.
Emmett Folk shared this presentation with Finance subject matter experts (SMEs) during their online meeting yesterday. Some of it gets into details perhaps only the SMEs will understand, but take a look (and notice the presenter notes bubble at top, left on the 4th and 5th pages for additional info).
Many of you have heard a decision was made recently to adjust the ctcLink launch (go-live) date for FirstLink colleges (Spokane and Tacoma). The exact go-live date has not been approved yet, but we wanted to give you a quick status report before everyone heads out for the 4th of July holiday.
ctcLink, Ciber and FirstLink leadership are busy planning out a revised schedule that will put the go-live date somewhere during the latter part of fall quarter 2014. Everyone involved agrees this is a good, sound decision to ensure ctcLink is functionally ready to serve students, faculty and staff and that all users are ready to use the new system.
“We appreciate the support of the SBCTC board in this decision, and I can’t say enough about the collaborative approach taken by Spokane and Tacoma leadership and Ciber leadership, along with the ctcLink project team to determine exactly where we are and where we need to be as a team to ensure a successful transition to ctcLink for all involved,” said project director Barbara Martin.
We will announce the new go-live date for Tacoma and Spokane colleges once a date has been confirmed and the FirstLink colleges have had time to alert their campuses.
Have a happy and safe 4th of July!
At the IT Commission meeting yesterday, members got an update from Barbara Martin on the ctcLink project and heard from TCC’s ctcLink project manager Andy Duckworth regarding FirstLink (pilot college) activities leading up to the August 25 Go-Live date.
Barbara said the project team and Ciber are working on more than 300 design documents, which are required to design the build-out of the code extensions, interfaces, special reports, and modifications being made to the out-of-the-box PeopleSoft software to meet the unique business needs of our college system. Data conversion (from our legacy system to PeopleSoft) and creating security roles (to determine who has access to what based on your role at the college) are also challenging and time consuming aspects of the project.
Due to all these factors, she said the project is behind schedule, but the project team, Ciber and FirstLink colleges have been working on some mitigation strategies to get back on track and meet the August 25 go-live date, including adding additional resources for Testing and Training. User Acceptance Testing (with FirstLink college staff and some volunteers from Wave 1 colleges) is set to begin in late June and once that process gets underway, the team will be able to re-assess readiness for the scheduled go-live date.
TCC’s Andy Duckworth shared activities at the FirstLink college level, talking specifically about data conversion activities at TCC, the Training schedule for both TCC and Spokane, and ended his remarks with, “We ‘go live’ in 10 weeks!”
You can see a more in-depth review of some of the things Andy talked about on his ctcLink@TCC vlog he just posted today about User Acceptance Testing and Training: http://ctclink.tacomacc.edu/2014/06/13/tcc-ctclink-vlog-episode-20/
Click on the photos if you want a larger view.
Andy discusses TCC’s ctcLink Learning Communities
Andy discusses the ctcLink training schedule