Data Conversion update and next steps – by Tara Keen and Ray Gartner

Round 1 of our Data Conversion testing has been completed and the results are in!

In this DataConversionBlogBoxround of data conversion testing we focused on the data from our FirstLink College Districts (Spokane and Tacoma). In the Campus Solutions (CS) pillar we converted Student Biographic/Demographic data, Course and Class data. Our FirstLink colleges did an excellent job of data cleanup for student bio/demo data, which resulted in the conversion of 211,473 records, with only 4.5% of student records that would not load. These are excellent results for our first round of conversion of student data!

The Human Capital Management (HCM) pillar also converted bio/demo information for all employees at our FirstLink College Districts. This resulted in the conversion of 6003 records, with only 3.3% of employee records that did not load. Again, excellent results.

In addition to Bio/Demo data, the Campus Solutions pillar began the conversion testing effort on Course Catalog and Schedule of Classes data. This proved to be a complex data conversion process, both due to its reliance on solid PeopleSoft configuration values and the need for comprehensive legacy course data. After some challenges with ensuring we had all the necessary legacy course data, the completed cross-walks for subjects and their associated “academic organization” in Peoplesoft, and a concerted effort to ensure all necessary configuration was in place, these initial test conversions were complete. Refinement for improved conversion results will take place in the next round of conversion scheduled for the third week of November.

The HCM Pillar also began the conversion testing effort for Position, Job and Employment information. The result of this initial test effort will be improved crosswalks for legacy data values to ensure we capture all possible data combinations that will translate to Position Codes, Job Codes, Union Codes etc. in PeopleSoft.

This round of data conversion also included the initial population of the Vendor Master table in PeopleSoft. This test resulted in building over 110,000 Supplier Information records in PeopleSoft, including their Tax Identification Number (if it existed in legacy), as well as location information.

The next step in the Round 1 Data Conversion Test process is data validation with the FirstLink colleges. Since this is our first time exposing colleges to their converted data the ctcLink Functional Team will be walking the FirstLink College District Subject Matter Experts (SMEs) through their converted data in PeopleSoft. On November 14, 2013 there will be three sessions, one for each pillar (CS, HCM, FIN), showing college SMEs the results of our conversion test and soliciting feedback on the quality of the converted data. Our goal is to improve the process for converting data and ensuring the highest quality of data at deployment. This is also the FirstLink colleges’ first glimpse into navigating the PeopleSoft system using their own college-specific, view-only logins.

Once this activity is completed with the FirstLink colleges, a summary document for each pillar will be distributed for all colleges to gain early exposure to the Data Validation effort in preparation for their involvement in the coming rounds of Data Conversion, which will be scheduled monthly through February 2014.

Tara Keen is the ctcLink Functional Applications Manager and Ray Gartner is the ctcLink Technical and Integration Manager.

About ctclinknews

ctcLink is a single, centralized system of online tools for student services and administrative functions for all 34 community and technical colleges in Washington. In the next several years, ctcLink will be implemented on every campus, providing online tools for everything from admissions to graduation. The first three ("FirstLink") colleges came online in August 2015. A wave of 8 more colleges (cleverly named "Wave 1") will switch over to the new ctcLink system in August 2016, followed by Wave 2 in 2017 and Wave 3 in 2018.
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