RTM Transferred Scope - Human Capital Management
Purpose: This guide provides an archive record of the portion of requirements outstanding from the ctcLink implementation project. Of the 2488 original requirements, 250 were transferred to the Project Management Office to review and determine if action is needed.
Audience: All ctcLink system users
What is an RFP ID?
The codes that preface the module for each requirement listed below refers to the original Request for Proposals (RFP) identification number (ID) from article number 7 ("A7") of the RFP developed in 2012. (See attached original RFP Response submission from the System Implementation Vendor in 2012.)
Requirement Definition History
These requirements were developed in 2011-2012 with the guidance of Gartner consulting, who were contracted to aid in requirement definition, drafting of the Request for Proposal (RFP) package and contract negotiation and refinement. A series of requirement definition workshop sessions were held with broad college participation to react to and refine a stock set of common ERP requirements. The goal of the 2 month long workshop series was to ensure those requirements aligned to the needs of the Washington Community and Technical College system.
Requirement Validation Efforts
After the signing of the contract with the selected vendor, a series of Requirement Validation sessions were held in 2013 to clarify the requirements listed in the RFP. In some cases, college staff turnover was such that the RFP requirements were difficult to articulate an original intent. Some requirements were tabled as non-actionable due to the inability of college Subject Matter Experts (SMEs) to provide the specific need that drove the requirement. This may have been due to college SMEs lack of familiarity with an Enterprise Resource Planning (ERP) system. Now that colleges have all converted and are actively using the ctcLink system, college SMEs are likely in a better position to determine whether the original requirements speak to current college needs or can be de-scoped.
Requirement De-Scope
Some requirements were de-scoped by project leadership in 2013-2014, but never brought before a governing body for official removal of the requirement from project delivery scope. These items warrant review and confirmation by the PMO Team and to be brought before Operational Governance for confirmation after a period of college SME review.
College Subject Matter Expert (SME) Feedback NOW
If upon reading the outstanding requirement list below you feel like you can contribute a perspective on the background or driving need that initiated this requirement please contact the PMO Team. Keep in mind, the words shown below as the "original requirement text" are in many cases vague or unclear, hence the request for more words from our knowledgeable Subject Matter Experts!
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Original Requirement Text:
Define plans for pension benefits based on user-defined criteria.
Reason Cited for Not Implementing During Project:
Pension benefits are configured and working in the Base Benefit configuration, with deduction processing occurring in Payroll and reported to the Department of Retirement Services (DRS). This requirement is satisfied and aligns to our system needs. Although we do not have the Pension Administration module (not purchased), which would calculate pensions, this is not needed for our system.
Original Requirement Text:
Define vesting rules and schedules for pension plans (e.g., what-if).
Reason Cited for Not Implementing During Project:
See response to BA2 for how our system manages pensions.
OFFICIALLY DE-SCOPED 11/2/2022
Original Requirement Text:
Establish plan eligibility rules, geographic location eligibility rules, event rules, and triggers.
Reason Cited for Not Implementing During Project:
The Department of Retirement System (DRS) maintains the plan eligibility rules for State Employees for the majority of the plan offerings in our system, with the exception of TIAA-CREF, which is locally managed, but does NOT require the overhead of Benefit Administration for plan eligibility. The determination is handled by HR staff and agency/institution participation in the TIAA-CREF program. This requirement was targeted for de-scope during the implementation phase where the decision was made to forego the adoption of full Benefit Administration module. It will need to go before Operational Governance for an official de-scope determination.
Original Requirement Text:
Generate health benefit notifications during hire and termination.
Reason Cited for Not Implementing During Project:
While HCA is source for Benefits, the system has capable of providing some forms of notification based on benefit plan data entered in HR Core for hires and terminations. The requirement will need additional college input to determine the data condition triggers for sending a notification and the content relevant to each notification.
OFFICIALLY DE-SCOPED 12/7/2022
Original Requirement Text:
Track employee tuition, tuition limits and waivers.
Reason Cited for Not Implementing During Project:
Washington State community college system tracks state employee tuition costs and waivers in the Campus Solutions - Student Financials module. The Benefit Administration system is not used for this purpose. Recommendation is to take this requirement to Operational Governance for an official de-scope determination.
Original Requirement Text:
Calculate and record all breaks in service based on user-defined criteria (e.g., planned breaks; seasonal breaks; part-time status; FMLA guidelines).
Reason Cited for Not Implementing During Project:
This requirement was satisfied in the Core HR module and Absence Management module. In the ctcLink system this functionality is not tracked in the Benefits module.
Although the scope was transferred to the PMO Team, it has been confirmed that the requirement was met through other HCM modules.
Original Requirement Text:
Automatically notify employees of the increases in System's (e.g. 5% to 7.5% Employer Contribution) contribution to their benefits.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement an automated notification when an employee hits a specific birthday that would trigger an increase in the employer contribution rate. Currently in ctcLink this is a manual process. The employees can view current contribution in Benefits Summary page in Self Service; however an automated notification process has not been developed. Clarification of the specific data triggers and content of the communication is needed from college to fulfill this requirement.
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Manage the payment of supplementary benefits to individuals on pregnancy and parental leave
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of Requirement Validation determined that employees on leave who want to continue paying their Benefits do so by paying them directly to the Health Care Authority (HCA). It was determined that this requirement was in fact not desired to pursue, but no official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance.
OFFICIALLY DE-SCOPED 11/2/2022
Original Requirement Text:
Support automatic bank withdrawal for pension and benefits payments while an employee is on leave
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM as DRS system is the source for this data. It was determined that this requirement was in fact not desired to pursue, but no official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance.
Additional Note: Pre-Pay of benefits was a separate requirement and was addressed via a CEMLI.
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Manage long-term disability process based on user-defined criteria.
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM. Long Term Disability (LTD) is manged through the Health Care Authority (HCA) system, which is the source for this data. LTD deductions and payment were configured and managed through Payroll interface customization. It was determined that the process management aspect this requirement was in fact not desired to pursue since HCA manages that, but no official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance.
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Generate COBRA notifications during hire and termination.
Reason Cited for Not Implementing During Project:
COBRA has no relationship to a Hire process, only Termination. This functionality is not done in Benefits module in HCM, but is manged through the Health Care Authority (HCA) system, who manages the communication to the separated employee. No official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance.
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Calculate benefit costs, coverage amounts and generate benefits statements, independent of payroll.
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM, but is manged through the Health Care Authority (HCA) system, who manages the calculation of benefits, coverage amounts and generates benefits statements for employees. No official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance.
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Record and process retro-active benefits.
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM, but is managed through the Health Care Authority (HCA) system, who manages the calculation of benefits, coverage amounts and generates benefits statements for employees. No official de-scope action was taken through a formal governance process. It is recommended that this requirement be de-scoped through Operational Governance. Any payroll deduction activities are managed through the Payroll process and is functioning in ctcLink.
Original Requirement Text:
Support ability for employees to self-enroll in benefit plans (initial and open enrollment) based on eligibility and user-defined criteria (including confirmation/verification of changes and workflow to HR).
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM but is manged through the Health Care Authority (HCA) system, who manages the calculation of benefits, coverage amounts and generates benefits statements for employees. Some colleges offer additional benefit options, which an employee can enroll in through the sites offered by the external benefit provider. College HR Staff then manually manage the deduction setup for payments to be sent to supported benefit providers. Additional discussion with colleges would be needed to determine if this is a customization they want to pursue, otherwise it would be recommended to de-scope the requirement.
Original Requirement Text:
Ability for employees to report life events and submit required documentation based on user-defined criteria (e.g., type of life event).
Reason Cited for Not Implementing During Project:
Although the scope was transferred to the PMO Team, it has been confirmed that the requirement was met through Benefits module. (Self Service Page).
OFFICIALLY DE-SCOPED 12/21/2022
Original Requirement Text:
Ability for employees to maintain dependent and beneficiary information based on user-defined criteria (e.g., by defined plan).
Reason Cited for Not Implementing During Project:
This functionality is not done in Benefits module in HCM as HCA system is the source for this data. It is recommended that this requirement be de-scoped through Operational Governance.
Original Requirement Text:
Generate reports for service awards to include breaks in service
Reason Cited for Not Implementing During Project:
A Structured Query Report (SQR) [Years of Service Query] was developed by the Data Services team that provides Years of Service data to colleges. In HCM, HR Core, on the does track break in service. Years of service information is entered on the Employment Data page, accessible on the Job Data page. Colleges will need to confirm whether this satisfies the requirement and how the 'includes breaks in service' portion of the requirement is managed in the system. The calculation of prior service credits is performed manually by the HR staff and accounted for by the dates entered on Employment Data page.
Original Requirement Text:
Clone job profiles with all pertinent attributes.
Reason Cited for Not Implementing During Project:
Cloning job profiles is available in the Position cloning functionality and has been implemented. [See the Position Management - Fluid (New, Clone, & Updates)] guide on the ctcLink Reference Center. Colleges will need to confirm whether this satisfies the requirement.
Original Requirement Text:
Classify job profiles based on predefined classes.
Reason Cited for Not Implementing During Project:
This is position management and information related to this functionality is available in the ctcLink Reference Center under Manage Positions.
Original Requirement Text:
Establish processing and notification rules for appointment renewals and individual non-renewals.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment cited that this requirement would need a customization. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from colleges to fulfill this requirement.
Original Requirement Text:
Manage compensation plans based on varying matrices, algorithms, and organizational goals, including tracking and notification of future events.
Reason Cited for Not Implementing During Project:
Managing compensation is delivered functionality within HCM 9.2 - HR Core module and is covered in the ctcLink Reference Center under Managing Compensation.
Original Requirement Text:
Calculate allocations and awards, including changes in rank and pay scale (e.g., at certification, honorariums)
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not configure this functionality in ctcLink, though they did state during the requirement validation activity that it was delivered within the product. There is the capability within the product to establish a Person Profile and track certifications, but there is currently no automated process for calculating any allocations or awards (additional pay) based on the entry of any certification in the Global Person Profile. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from colleges to fulfill this requirement, and fulfillment would most likely be through a customization, as there is no delivered functionality that we have been able to identify that would perform this action.
Original Requirement Text:
Approve awards and submit payment requests.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of Requirement Validation determined that the ability to add "Additional Pay" in Payroll was sufficient to meet this requirement. Colleges have not requested any additional element to this requirement, therefore we just need confirmation from the colleges that this requirement has been met by the delivered functionality.
OFFICIALLY DE-SCOPED 2/1/2023
Original Requirement Text:
Approve and block appointments based on user-defined criteria.
Reason Cited for Not Implementing During Project:
Original System Implementation vendor response listed this requirement as a customized workflow process, CEMLI M-010. Per the notes, it appears the CEMLI was de-scoped by the Project Leadership Team on 5/2/2014, but no formal governance process confirmed the decision. After college review, if it is determined that this is no longer relevant the requirement should be officially de-scoped by Operational Governance.
Original Requirement Text:
Store images of photos, driver's licenses, and other employee documents.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment noted that the ability to upload and store photos is delivered (Workforce Administration > Person Information > Citizenship > Identification Data > Employee Photo tab. There was no customization done to enable the use of this photo to create ID cards, as was discussed during the Requirements Validation activity. Currently this is being managed outside the ctcLink system and was not included in the original requirement language. There is the ability for HR to scan an employee's drivers license and upload that photo to the same Identification Data > Employee Photo tab, as the system does not differentiate what the content of images. Colleges using TAM have the capability for applicants to upload documents as an element of the hire process and the Employee Self-Service allows an employee to upload and store certain documents, such as Name Change documentation, or proof of Address Changes.
Original Requirement Text:
Centrally monitor health and safety requirements for all organizations, track CDC and EPA registrations, and reported incidents to OSHA.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from colleges to fulfill this requirement if it is still needed; otherwise the requirement should be de-scoped through operational governance.
Original Requirement Text:
Request training.
Reason Cited for Not Implementing During Project:
The original Project Leadership Team, in conjunction with the System Implementation Vendor negotiated an agreement that certain modules would not be configured or tested during the project implementation phased, but would rather be handled by the State Board as a post Go Live configuration/test activity. This was recorded under Decision Log #43. There was no governance approval at that time on record. As it relates to this requirement, the Enterprise Learning Management module, now referred to as Administer Training (a sub-module within HR Core), was impacted by the deferred configuration decision. The Administer Training module is implemented in ctcLink system, but not configured for colleges to use; therefore this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the Administer Training module. Attached is the Oracle guide on Getting Started with Administer Training.
Original Requirement Text:
Review available and relevant training information.
Reason Cited for Not Implementing During Project:
See HR85 for reasoning and attached guide materials.
Original Requirement Text:
Ability to submit request for performance evaluations.
Reason Cited for Not Implementing During Project:
Performance Management module is not implemented in ctcLink system. So, this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the Performance Management module.
The original Project Leadership Team, in conjunction with the System Implementation Vendor negotiated an agreement that certain modules would not be configured or tested during the project implementation phased, but would rather be handled by the State Board as a post Go Live configuration/test activity. This was recorded under Decision Log #43. There was no governance approval at that time on record. As it relates to this requirement, the ePerformance module was impacted by the deferred configuration decision. The ePerformance module is implemented in ctcLink system, but not configured for colleges to use; therefore this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the ePerformance module. Attached is the Oracle guide on ePerformance.
Original Requirement Text:
Record and track performance evaluations.
Reason Cited for Not Implementing During Project:
See HR87 for reasoning and attached guide materials.
Original Requirement Text:
Access to request Record of Employment be issued
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of Requirement Validation activity confirmed with the colleges that his requirement referred to when an employee needs to provide proof of employment to a lender. Commonly this is the last pay stubs, or pay stubs over a period of time. It was agreed at that time that this requirement would not be satisfied in HR, but rather in the Payroll module, where employees can see their check advice information in Employee Self-Service, by either Reviewing Pay History or Reviewing Compensation History, as covered in the online materials available in the ctcLink Reference Center.
Original Requirement Text:
Submit training requests for direct reports.
Reason Cited for Not Implementing During Project:
See HR85 for reasoning and attached guide materials.
Original Requirement Text:
Review training information for direct reports.
Reason Cited for Not Implementing During Project:
See HR85 for reasoning and attached guide materials.
Original Requirement Text:
Complete performance reviews for direct reports, including routing of 360 degree reviews, based on user-defined business rules (e.g., confidentiality guidelines).
Reason Cited for Not Implementing During Project:
The original Project Leadership Team, in conjunction with the System Implementation Vendor negotiated an agreement that certain modules would not be configured or tested during the project implementation phased, but would rather be handled by the State Board as a post Go Live configuration/test activity. This was recorded under Decision Log #43. There was no governance approval at that time on record. As it relates to this requirement, the ePerformance module was impacted by the deferred configuration decision. Performance Management module is not fully configured and implemented in ctcLink system. So, this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the Performance Management module. (See HR88 for the attached ePerformance guide.)
Original Requirement Text:
Approve self-evaluations for direct reports.
Reason Cited for Not Implementing During Project:
Performance Management module is not implemented in ctcLink system. So, this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the Performance Management module. (See HR88 for the attached ePerformance guide.)
Original Requirement Text:
Provide HR metrics including but not limited to: turnover (voluntary and involuntary); time to fill position; vacancy rates; and cost per hire.
Reason Cited for Not Implementing During Project:
There are a number of reports and metrics that have been provided to colleges over the many years of the deployment phase. College input is needed to determine if those satisfy this requirement or if there is more effort needed to fulfill the requirement, with clear, actionable requirement definition.
Original Requirement Text:
Set up FLSA rules and rates.
Reason Cited for Not Implementing During Project:
FLSA rules and rates were implemented in ctcLink system. Colleges will need to confirm whether this satisfies the requirement.
Original Requirement Text:
Establish contract pay based on user-defined criteria.
Reason Cited for Not Implementing During Project:
The requirement (PR18) relates to needing a replacement for the Employee Contracts module in legacy, which was satisfied by the customized module Faculty Workload. Any other forms of employee contracts, not covered by FWL would need to be addressed through the use of the Contracts Administration module (now referred to as Workforce Contracts by Oracle).
Contract Administration module was initially configured for FirstLink colleges, but at that time it was realized that the maintenance of the configuration out-weighed the benefits realized by using the module, therefore it was decided to not implement the module by agreement between project leadership and the implementation vendor at the time of initial deployment in ctcLink system.
This functionality can be explored if colleges choose to pursue the initial configuration and long term maintenance of this module.
Attached is an excerpt from the Oracle guide on Setting Up Workforce Contracts (under Contract Administration):
Original Requirement Text:
Provide automated retro-active payroll.
Reason Cited for Not Implementing During Project:
While ctclink is not using the Oracle delivered Retro Pay Process, a custom process was developed to address Retro Pay. This custom process for Retro Pay is documented in the ctcLink Reference Center.
OFFICIALLY DE-SCOPED 12/7/2022
Original Requirement Text:
Add, change, and stop voluntary deductions via web based on user-defined criteria (e.g., workflow notification to HR and payroll of changes) based on user-defined business rules.
Reason Cited for Not Implementing During Project:
A decision was made to not implement this functionality based on the CPW session conducted. This requirement is slated for operational governance de-scope.
Original Requirement Text:
Track requisition-related expenses.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality, as it does not exist in TAM. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from college to fulfill this requirement.
Original Requirement Text:
Track applicant-related expenses.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality, as it does not exist in TAM. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from colleges to fulfill this requirement.
Original Requirement Text:
Track and analyze all recruiting expenses (e.g., # of applicants by source).
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality, as it does not exist in TAM. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from colleges to fulfill this requirement.
Original Requirement Text:
Perform gap analysis on employees (comparison of difference between current skills and skills required for a desired job position)
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from college to fulfill this requirement.
The original Project Leadership Team, in conjunction with the System Implementation Vendor negotiated an agreement that certain modules would not be configured or tested during the project implementation phased, but would rather be handled by the State Board as a post Go Live configuration/test activity. This was recorded under Decision Log #43. There was no governance approval at that time on record. As it relates to this requirement, the Succession Planning module was impacted by the deferred configuration decision. Performance Management module is not fully configured and implemented in ctcLink system. So, this functionality is not available for the colleges currently.
Need to work with the college collaboration group to revisit the implementation requirements for the Performance Management module. Attached is the Oracle guide on Career and Succession Planning.
Original Requirement Text:
Track employee test scores and rankings.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality in TAM, although an employee can submit an attachment documenting test scores if required. Currently any test administration, scoring and ranking is managed outside the ctcLink system. Clarification of the specific functionality is needed from college to fulfill this requirement.
Original Requirement Text:
Support self-initiated talent development.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality. Currently this is being managed outside the ctcLink system. Clarification of the specific functionality is needed from college to fulfill this requirement.
The ability to record training already taken by an employee is available, as there is the capability within the product to establish a Person Profile, and this area of the product is capable of recording training that an employee has received. This is available in Workforce Development > Profile Management, but has not been fully configured to meet the college's needs for recording all training that has occurred. A configuration input session would be needed to achieve the desired setup.
Attached is the Oracle guide on setting up and using Profile Management:
Original Requirement Text:
Track the absence code for a substitution.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement special functionality to track absences using a specific code when a substitution was required for that employee's work (meaning the employees absence required that we pay for that employees absence and also pay for a substitution to, for example, teach in their absence). At the time of requirement validation it was determined that this requirement was related to an instructor who required a substitution to take over teaching of a class for a period of time. The pay and hours reporting for the substitute is is handled within Faculty Workload. If colleges have a strong desire to pursue substitute time reporting functionality it is recommended that the college collaboration group facilitate a session to reach agreement on a global solution approach.
Original Requirement Text:
Enter a funding source for a substitution (e.g., position number, job number).
Reason Cited for Not Implementing During Project:
This functionality is dependent on TL72 functionality. The funding source information tracking functionality can be implemented along with TL72 Substitute time reporting functionality. The pay and hours reporting for the substitute is is handled within Faculty Workload. If colleges have a strong desire to pursue substitute time reporting functionality it is recommended that the college collaboration group facilitate a session to reach agreement on a global solution approach.
Original Requirement Text:
Check hours worked by a substitute and the hours worked by the associated employee and generate an exception report.
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement the functionality to track time for a substitute employee.
Currently in ctcLink this is a manual process. Clarification of the specific substitute time tracking is needed from colleges to create exception report for hours worked by a substitute to fulfill this requirement. This requirement is also linked with TL72 & TL73. The pay and hours reporting for the substitute is is handled within Faculty Workload, and that custom module provides a limited form of this capability on the Department Term Summary page . If colleges have a strong desire to pursue a more robust substitute time reporting functionality it is recommended that the college collaboration group facilitate a session to reach agreement on a global solution approach.
Original Requirement Text:
Link the time reported by substitute employees to the specific absence covered, with an option to require such linkage for the reported time to be accepted by the system.
Reason Cited for Not Implementing During Project:
Clarification of the specific substitute time tracking is needed from colleges to create exception report for hours worked by a substitute to fulfill this requirement. This requirement is also linked with TL72, TL73 & TL74. The pay and hours reporting for the substitute is is handled within Faculty Workload, and that custom module provides a limited form of this capability on the Department Term Summary page . If colleges have a strong desire to pursue a more robust substitute time reporting functionality it is recommended that the college collaboration group facilitate a session to reach agreement on a global solution approach.
Original Requirement Text:
Multiple Cyclic Calendars (e.g., grant with different calendars for each site)
Reason Cited for Not Implementing During Project:
The system implementation vendor at the time of initial deployment did not implement unique/multiple cyclic calendars, but instead addressed cyclic employee needs through payroll/compensation frequency configuration. Colleges will need to confirm that this approach satisfies this requirement.
On the May 31, 2022 meeting of the ctcLink project Steering Committee a decision was made to transfer the outstanding scope in the Requirement Traceability Matrix (RTM) for which no record could be confirmed of delivery (requirements met). Many of these requirements could simply be no longer needed by the college community, but it was determined that the Project Management Office (PMO) team should review those remaining requirements and move them through the Operational Governance model for a final decision.
Minutes from Steering Committee meeting:
Project Scope Transfer to SBCTC PMO:
Christy [Campbell] reviewed the need to transfer to SBCTC IT/PMO the 250 items identified in the RTM that have not been implemented for various reasons. The Steering Committee reviewed the items prior to this meeting.
Tim [Wrye] said he had a conversation with all the voting members in attendance today and everyone agreed they liked this approach as it provides SBCTC the flexibility and opportunity to look at and process these items.
Rich Tomsinski said it’s not unusual to see items transitioned or transferred to Operations at the close of a project.
Project Closeout Agreement with SBCTC IT/PMO: Transfer 250 Of 2488 Requirements from Project Scope:
The final review of the ctcLink Project Requirements Traceability Matrix (RTM) revealed 250 requirements that were either not implemented or partially implemented for various reasons (e.g., colleges don’t use; functionality not needed by the college system; requirement fulfilled with another solution). To close the ctcLink Project by June 30, 2022, the 250 items need to be removed (de-scoped) from the ctcLink Project Investment Plan and transferred to SBCTC IT/PMO for a more in-depth review and assessment of the 250 items as outlined in the RTM Final Request to Descope 250 of 2488 Requirements spreadsheet.
Following transfer of the 250 items to SBCTC IT, the PMO will work with the ctcLink Working Group to review the 250 items and determine which requirements are not needed and which ones need to be addressed as future enhancements and fixes.
Signed by Grant Rodeheaver to certify that the ctcLink Project Sponsor/SBCTC Deputy Executive Director of IT approves the transfer of the 250 items from Project to SBCTC IT/PMO for further review and action by SBCTC PMO and ctcLink. Project Closeout Agreement with SBCTC IT/PMO - Transfer 250 of 2488 Requirements from Project Scope.
ACTION:
Grant [Rodeheaver] moved and Choi [Halladay] seconded the motion, which passed with 7 votes (including Chad Stiteler’s proxy):
• Officially descope from the ctcLink Project the 250 of 2,488 items identified in the RTM and transfer those items to SBCTC IT/PMO for re-evaluation and prioritization by ctcLink governance as outlined in the signed Project Closeout Agreement with SBCTC IT/PMO.
What is an RFP ID?
The codes that preface the module for each requirement listed below refers to the original Request for Proposals (RFP) identification number (ID) from article number 5 ("A5") of the RFP developed in 2012. (See attached original RFP Response submission from the System Implementation Vendor in 2012.)
Requirement Definition History
These requirements were developed in 2011-2012 with the guidance of Gartner consulting, who were contracted to aid in requirement definition, drafting of the Request for Proposal (RFP) package and contract negotiation and refinement. A series of requirement definition workshop sessions were held with broad college participation to react to and refine a stock set of common ERP requirements. The goal of the 2 month long workshop series was to ensure those requirements aligned to the needs of the Washington Community and Technical College system.
Requirement Validation Efforts
After the signing of the contract with the selected vendor, a series of Requirement Validation sessions were held in 2013 to clarify the requirements listed in the RFP. In some cases, college staff turnover was such that the RFP requirements were difficult to articulate an original intent. Some requirements were tabled as non-actionable due to the inability of college Subject Matter Experts (SMEs) to provide the specific need that drove the requirement. This may have been due to college SMEs lack of familiarity with an Enterprise Resource Planning (ERP) system. Now that colleges have all converted and are actively using the ctcLink system, college SMEs are likely in a better position to determine whether the original requirements speak to current college needs or can be de-scoped.
Requirement De-Scope
Some requirements were de-scoped by project leadership in 2013-2014, but never brought before a governing body for official removal of the requirement from project delivery scope. These items warrant review and confirmation by the PMO Team and to be brought before Operational Governance for confirmation after a period of college SME review.
Requirements that have been recommended for de-scope are scheduled to go before the Working Group for their review and decision. If a requirement slated for de-scope is of concern to a SME, please reach out to the PMO to express the concerns prior to the planned de-scope discussion date so these views can be included in the discussion of Working Group before any decisions are made.
If you see an original RFP Requirement and feel you have insights to contribute, please feel free to reach out to the PMO Team via the group email and share your input:
Tara Keen - Director Project Management Office - [email protected]
Amy MacNeill - Project Coordinator - [email protected]
Bhuvana Samraj - Technical Project Manager - [email protected]
Christyanna Dawson - Project Manager - [email protected]
Reuth Kim - Project Manager - [email protected]
Sanjiv Bhagat - Project Manager - [email protected]
What is a Requirement Traceability Matrix (RTM)?
A Requirement Traceability Matrix (RTM) provides a means to connect a set of requirements to the project artifacts used to:
- Clarify details associated to a requirement, either by system users or a vendor partner
- Document how the requirement will be or was tested.
- Train users on using the system to meet each requirement.
- Denotes whether a customization was needed to satisfy the requirement and connects to information associated with that customization.
- Cite any issues related to the requirement.
The RTM is used to prove that requirements have been fulfilled. In the case of the ctcLink implementation project, remaining requirements that could not be verified as having been either officially de-scoped or implemented were transferred to the PMO Team for review to ensure the proper action has been taken.
List of HCM Requirements Needing College Clarifications
Benefits:
- BA10 - Benefits (Benefit Management)[Requirement Clarifications Needed]
- BA13 - Benefits (Benefit Management)[Requirement Clarifications Needed]
- BA35 - Benefits (Self-Service)[Requirement Clarifications Needed]
HR Core:
- HR23 - Human Resources (Jobs/Positions)[Requirement Clarifications Needed]
- HR32 - Human Resources (Compensation)[Requirement Clarifications Needed]
- HR70 - Human Resources (Workforce)[Requirement Clarifications Needed]
- HR85 - Human Resources (Employee Self-Service)[Requirement Clarifications Needed]
- HR86 - Human Resources (Employee Self-Service)[Requirement Clarifications Needed]
- HR87 - Human Resources (Employee Self-Service)[Requirement Clarifications Needed]
- HR88 - Human Resources (Employee Self-Service)[Requirement Clarifications Needed]
- HR105 -Human Resources (Manager Self-Service)[Requirement Clarifications Needed]
- HR106 -Human Resources (Manager Self-Service)[Requirement Clarifications Needed]
- HR107 -Human Resources (Manager Self-Service)[Requirement Clarifications Needed]
- HR108 -Human Resources (Manager Self-Service)[Requirement Clarifications Needed]
- HR131 - Human Resources (Inquiry & Reporting)[Requirement Clarifications Needed]
Payroll:
Talent Acquisition Management (TAM):
- RC28 - Recruiting (Recruiting Expenses)[Requirement Clarifications Needed]
- RC29 - Recruiting (Recruiting Expenses)[Requirement Clarifications Needed]
- RC30 - Recruiting (Recruiting Expenses)[Requirement Clarifications Needed]
Talent Management:
- TM13 - Talent Management (Talent Development)[Requirement Clarifications Needed]
- TM16 - Talent Management (Talent Development)[Requirement Clarifications Needed]
- TM17 - Talent Management (Talent Development)[Requirement Clarifications Needed]
Time & Labor:
- TL72 - Time and Labor[Requirement Clarifications Needed]
- TL73 - Time and Labor[Requirement Clarifications Needed]
- TL74 - Time and Labor[Requirement Clarifications Needed]
- TL75 - Time and Labor[Requirement Clarifications Needed]
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