Project Kickoff Information

Purpose: College Project Managers and SMES can utilize this information to gain a high level understanding of the upcoming project activities.

Audience: Content is specific for Deployment Group 5 (with samples from DG3 and DG4) but all deployment groups can gain knowledge from the content.

Project Introduction

Project Introduction Information

ctcLink is the implementation of a single, centralized system of online functions to give students, faculty and staff anytime, anywhere access to a modern, efficient way of doing their college business.

ctcLink is about much more than new software. As the current 35-plus-year-old administrative system is replaced, colleges will examine their core business processes and practices to align with the delivered software solution (Oracle PeopleSoft), making for streamlined, standardized practices across the 34-college system. 

  • 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 system-wide
    • Respond to government regulatory and reporting demands
Deployment Group Timeline
Deployment Group Timeline
Deployment Groups
WHO DEPLOYS WHEN?

By the end of 2022, all the colleges and the Washington State Board for Community and Technical Colleges agency office in Olympia will implement in groups (formerly referred to as “waves”) ranging from six to nine colleges each.

Deployment groups (DG) were created with an eye toward balancing many factors, including, but not limited to: deployment size, college readiness, colleges’ preference, college type (technical or community college), and whether the summer quarter is the start or the end term (“header ”or “trailer”) for the college’s financial and student calendar. 

DG5 High Level Timeline
DG5 HIGH-LEVEL TIMELINE
DG5 High Level Timeline
Project Governance
Project Governance Framework Image
Project Manager Resources
Project Web App (PWA)

Project Web App (PWA) is the ctcLink Project Management Office (PMO) site, a centralized location for ctcLink Project schedules, plans and logs. Content is added and revised as the PWA continues to grow.

Microsoft Project Information

Work Packages

Work Packages

WORK PACKAGES: ONE THING LEADS TO ANOTHER

Work Packages and steps

Global Design Adoption

  • Colleges get familiar with global design
  • Precursor to BPFG

Business Process Fit Gap

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

Configuration

  • Local configuration is based on the homework you turned in

Conversion

  • ctcLink does its PeopleSoft conversion thing!

Validate

Global Design Adoption (GDA)

Global Design Adoption Information

WHO, WHAT, WHEN, WHERE…

Who should participate?

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

What are GDA Canvas Courses?  

  • These courses are self-paced
  • SMEs have nine weeks to take the courses needed before BPFG sessions begin.

When does GDA begin?

  • Wednesday, May 27, 2020 

When does GDA end?

  • Friday, July 31, 2020

When does BPFG begin?

  • Estimated for Aug. 18, 2020

WHY GDA?

  • Canvas courses to review the Global Configuration Framework and understand enterprise processes
  • Self-paced courses intended to educate staff on the global elements within the system in preparation for Business Process Fit/Gap (BPFG) sessions
  • Skills assessments meet prerequisite requirement for BPFG session participation

SELF-PACED CANVAS COURSES

Self-paced courses that include a combination of overview information, videos, Quick Reference Guides (QRGs) and assessments. Coursework includes:

  • Review of the Global Configuration Framework to help SMEs understand enterprise processes
  • Global elements within PeopleSoft in preparation for Business Process Fit/Gap (BPFG) sessions
  • Skills assessments to meet BPFG session participation prerequisite

The Cross-Pillar GDA course is the prerequisite to all other GDA courses. It is the first step to help you understand what Global Design Adoption (GDA) means and how it relates to the overall framework for Business Process Fit/Gap (BPFG) and conversion activities. Upon completion of the Cross-Pillar GDA course, additional pillar-specific courses will become available. Course completion times vary depending on the number of courses/modules required.

DG5 Kick-Off Presentation DRAFT.pptx [Read-Only] - PowerPoint

Additional available GDA courses:

  • Campus Solutions Global Design Adoption
  • Human Capital Management Global Design Adoption
  • Finance Global Design Adoption
  • Financial Aid Global Design Adoption
  • Student Financials Global Design Adoption

Register for all GDA courses through the online ctcLink Readiness (Initiation Phase) Canvas Registration form.

Global Design Adoption Canvas Course options

GDA LEADERSHIP SUPPORT OPPORTUNITIES

Communicate with Subject Matter Experts (SMEs) who participated in GDA courses

PMs are encouraged to ask SMEs about their GDA learning experience, knowledge gained from the course(s) 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 value to the college.

GDA course completion is required to prepare college SMEs to attend Business Process Fit/Gap (BPFG) sessions in the future!

Business Process Fit Gap Sessions (BPFG)

Business Process Fit Gap Session Information

WHO, WHAT, WHEN, WHERE...

Who should participate?

  • College SMEs and  1-2 back-up SMEs for your college. These SME 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 Canvas course be released to DG5 PMs so they can enroll college SMEs?  

  • July 13, 2020

WHY BPFG?

Goals
  • Increase college SMEs knowledge of PeopleSoft and business processes in PeopleSoft.
  • Build on knowledge of global design learned in Global Design Adoption (GDA) courses.
  • Prepare SMEs for 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.  
Homework

Help Us Build Your College’s Configuration!

  • “Homework assignments” range from local functional requirements gathering to detailed configuration
  • These local configuration details are the blueprint to build PeopleSoft
  • Configurations let you to convert Legacy data into PeopleSoft data

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 session 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

Data Conversion and Validation

Data Conversion and Validation Information
Conversion Cycles

Cycle #1

  • Bio/Demo Conversion-Merge

Cycle #2

  • Source Data for BP Solution Validation Environment
  • All Configuration Needed for Legacy Data Conversion

Cycle #3

  • Source Data for System Integration Testing
  • All Configuration

Cycle #4

  • Source Data for User Acceptance Testing
  • All Configuration [+deltas]

Cycle #5

  • Final Configuration Delta
  • Dry Run of Go-Live

 

Conversion Cycles
Conversion Tasks
College Activities
  • Will be expected to provide configuration homework assignments in time with conversion activities
  • Will be expected to review crosswalks
  • Will be required to perform data validation
  • Will be reporting issues using Oracle Test Manager
Data Validation

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.
What Are We Converting?
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 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

Security

Security Information

PEOPLESOFT SECURITY

PS Security displays User ID, Roles and Permissions

SECURITY MAPPING

Legacy to PeopleSoft Mapping

  • Use Security Guides and DG3 Security Trainings listed below

Job Role to New Security Z Role Mapping

  • Assigned presumptive roles based on
  • Job
  • Department
  • Supervisory responsibility
  • Review by Department Security Approvers
  • Add missing roles
  • Remove incorrect access

User Acceptance Testing (UAT)

User Acceptance Testing (UAT)

USER ACCEPTANCE TESTING OVERVIEW

Scope to be refined during FIT/GAP sessions

Self-paced training courses will be delivered prior to UAT to ensure knowledgeable testers

New UAT test documentation format

  • UAT Articles in ctcLink Reference Center
  • Links to flow diagrams and Quick Reference Guides arranged by business process
  • Includes information on data scenarios, error conditions and security
  • Linked to next step in the end-to-end business flow
  • No Excel spreadsheets or “staged” data.

Will require departments involved in the end-to-end business flow to coordinate and plan their tests.

Tracking of test defects/success status in OTM and supported by QA Team.

Training

Go-Live Planning

Go-Live Planning
Go-Live Checklists

This link will redirect you to the DG4 Project Information Canvas course.

Local Configuration Guides

Legacy Clean Up

Legacy Clean Up
Legacy Clean Up Information Flow

Extract Error Logs (Raw Data Files)

Notepad Documents showing what the COBOL extract programs write out as ‘errors’. Essentially, this is what either:

  • Won't extract.
  • Will extract, but will leave some data blank in PeopleSoft.

Extract Error Logs (Raw Data Files are converted to Excel Files for college use)

The excel files contain all data elements that will not convert to PeopleSoft correctly.Essentially, this is data that:

  • Will prevent a record from converting to PeopleSoft.
  • Will leave some data elements blank in PeopleSoft.

Most of the information in these files contains incorrect data. While Legacy may have "allowed" this incorrect data to be stored in a data element, PeopleSoft will not allow data which is outside of a specified range. Correcting this data in Legacy ensures that you have accurate information in Legacy for historical purposes, and accurate information converts to PeopleSoft.

Data Validation Guides (Word Document)

Written explanation for:

  • What you have to look at in PeopleSoft.
  • Conversion Background: What pool of data is extracted?
  • Data Source: Where the data came from on the legacy screens.
  • What the known issues the project team found in the converted data.[Stays in Canvas]
  • How to get into the two snapshots of data (legacy & PS).
  • Common Issues [NEW]
    • Bad legacy data
    • Bad cross-walk
    • Missing/Incorrect Config.
  • Minimum validation thresholds.

How do I fix it on the legacy screen without messing up any legacy reporting or processing?

Legacy Data Cleanup Guides (Word Document)

Written explanation in the ctcLink Reference Center of how to cleanup legacy data errors. These guides provide a list of errors, Legacy screen where the data element can be cleaned up, and information on how to resolve errors noted in the Extract Error Logs.

These links will redirect you to the DG4 Project Information Canvas course.

Working on a plan to make these available in the Reference Center as “interlinked” guides. As the gap is filled, link to relevant QRGs for legacy cleanup. Guides linked in Canvas to Reference Center.

Key:

  1. Delta Extract Run in Legacy Production: Intended for project team to get an early indication of new legacy values to configuration for in PeopleSoft. May result in college SME outreach from project staff.
  2. Delta Extract Run in Legacy Production + College Legacy Data Cleanup Files: Intended for project team to get an early indication of new legacy values to configuration for in PeopleSoft. May result in college SME outreach from project staff. AND Alert for colleges for data that will not properly extract to allow time to clean up legacy data prior to the snapshot.
  3. Delta Extract Run in Legacy Production: Intended for project team to get an early indication of new legacy values to configuration for in PeopleSoft. May result in college SME outreach from project staff.
  4. Conversion Test Extract Run in Legacy Snapshot: Intended for project team to perform test conversion. May result in college SME outreach from project staff. Will result in colleges participating in data validation activities in PeopleSoft.

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