FirstLink colleges (Tacoma and Spokane) have begun the process of executing primary functions in the ctcLink system that tie to their day-to-day work activities. This Day-in-the-Life (DITL) activity will provide subject matter experts (SMEs) additional hands-on experience in ctcLink using their data (either converted from the legacy system or data they create in this DITL practice environment, such as a purchase requisition, a new hire, a transcript request, etc.).
For DITL, FirstLink colleges chose 20 business processes to perform from beginning to end, such as running a payroll; managing the course catalog and schedule of classes; tracking student data and managing enrollments; processing, awarding and packaging financial aid; and creating and processing online purchase requisitions.
As an example, for the payroll DITL activity, HR SMEs will use the online hiring process to practice hiring employees and enter their records into the system. Time, labor, leave, etc. will be entered for those employees to calculate pay and payroll SMEs will use that data to process payroll. Finally, finance SMEs can validate that the payroll posted properly to the general ledger in the Finance Pillar. During the DITL process, SMEs will also have the opportunity to use a change impact analysis worksheet to document any changes they find along the way to how tasks will be performed in ctcLink, who performs them, etc.
The college SMEs are together in one room performing these day-in-the-life activities so they can experience the workflow process that will take place in the ‘real world’ of handing off a certain step to the next module/pillar. Both Ciber and SBCTC have committed staff on-site at the colleges to provide support for DITL, which is expected to run through July 8. In addition, the SBCTC Service Desk is set up so colleges can log tickets/issues during DITL just as they will after they go live with ctcLink. This provides practice for the end user in logging issues and gives the ERP Support Team in Olympia a chance to resolve issues that come up in DITL and get more familiar with the new service desk software.
A big thank you to everyone who is participating in and supporting ctclink day-in-the-life activities for FirstLink colleges! It’s a practice run, so there will be issues. Better to find them now.