LegacyLink Project Information
Purpose: Use this document to understand the scope of the LegacyLink project.
Audience: Staff working within the LegacyLink system
Overview
Vision
Legacy data will be migrated to SQL Server and a read-only application developed to provide secure access to users to a limited subset of screens and batch reports needed to continue critical business.
Colleges will no longer use DataExpress as this product relies on the sunsetting HPUX platform. The application under development, includes replication of display-only access to screens and batch reports in:
- Financial Management System (FMS)
- Payroll/Personnel Management System (PPMS)
- Student Management System (SMS)
Goals
The goal of the LDP Migration project is:
- Migrate the Legacy data stored in Eloquence from the Legacy HPUX production servers and allow them to be decommissioned.
- Provide each college with secure, structured access to the college’s Legacy data in a supported and sustainable environment for a period of not less than seven years.
Key Business Scenarios Requiring Legacy Data Access
The Legacy Data Platform (LDP) application will provide access to specific datasets or screens based on a user’s role.
- Audits - Earnings/Hours, Expenses, etc.
- Benefit Enrollment History
- Check-Stub
- Earnings, Hours, etc.
- Expense information
- Employee Onboarding
- Increment Month confirmation.
- Institutional research
- Lawsuits
- Leave balance confirmation.
- Institutional research
- Lawsuits
- Leave balance confirmation.
- Pay scale step “L” issues.
- Payroll History for Earnings & Expenses
- TIAA Supplemental Retiree Benefit calculation (Earnings History)
- TLR issues - using PPMS to confirm Payroll.
- Student questions and records
Out of Scope
- The Legacy Transcript Project is a separate effort and is not within the scope of the LDP application project.
- Integration to Advisor Data Portal (ADP) is not within the scope of the LDP application project.
- Degree Audit data is not targeted for migration.
- FAM and Account Management already have a user interface and are not targeted for migration, as the data is already on the SQL server.
- FMS Query is not within the scope of this project.
- Ad hoc reporting - Legacy “DataExpress” reports are not being migrated. Archived DataExpress procedure definitions may be used for future report development. The report definitions (schema) may replicate certain reports and outputs.
Future Scope
| Not in Scope for the first release. TBD after June 30th 2023. | ||
| Screen Names | Scope | Notes |
| PS0025 - LEAVE BY MONTH SCREEN | Additional Scope | Current data available in ctcLink/historical data available via a data request |
| PS0023 - P/T FACULTY YRQ HISTORY SCREEN | Additional Scope | This may be a need unless the college can query their migrated database. (Getting PT Faculty loads required to calc TIAA service credit for TIAA Supplemental Calcs when someone retires) |
| PS0024 - FACULTY PLACEMENT SCREEN | TBD?? | Obsolete data since conversion |
| BM1620 - Customer Activity Maintenance | Additional Scope | What does BM1620 provide that BM1625 does not? (Need to evaluate the scope of this screen.) |
| GA1103 - GL BATCH HEADER (more often than any of the above) | Additional Scope | Colleges are still balancing GL in ctcLink and may need this detail from Legacy |
| SM4016 - STUDENT PREVIOUS NAME | Additional Scope | What is the business purpose they need this? |
| SM5008 - Veteran Benefit Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5009 - Ethnic Origin Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5010 - Student Intent Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5011 - Residency Status Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5013 - High School Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5014 - College Codes | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5020 - College Quarter Information | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5022 - Citizenship Status | Not Required. Provide a report (TBD) | This data would be better presented as a report, if needed |
| SM5023 - Merge Records (mostly for history of merges) | Possible a page or a report? | This data would be better presented as a report, if needed |
LDP Project – List of Screens and Reports
| LDP Project - List of Screens and Reports | ||
| Screen Names | Short Description | Scope |
| PS0001 - Employee Status | Displays employee status information. | In Scope |
| PS0002 - Job Status | Displays job status information. | In Scope |
| PS0003 - Job Account | Displays job account information. | In Scope |
| PS0005 - Benefits | Displays employee benefits information. | In Scope |
| PS0020 - Employee History | Displays employee history information. | In Scope |
| PS0030 - Employee Search | Displays employee search information. | In Scope |
| PS1030 - List Checks by Employee | Lists checks by employee. | In Scope |
| PS1031 - Earnings Distributions for a Check | Displays earnings distribution information for a paycheck. | In Scope |
| PS1032 - Deductions for a Check | Used to view deductions from the payroll history for a selected check transaction. | In Scope |
| BM1001 – Fee Code Table | Displays fee code configuration. | In Scope |
| BM1002 – Financial Aid Program Code Table | Displays Financial Aid Program Code (FAPC) information. | In Scope |
| BM1614 – Financial Aid Inquiry Screen | Displays the status of a student's financial aid awards | In Scope |
| BM1625 – Customer Account Activity | Displays Customer Accounts transaction activity. | In Scope |
| BM1628 – Third Party | Displays third-party sponsorship information. | In Scope |
| BM3002 – AP Invoice Screen | Displays payments and accounting entries for the General Ledger module. | In Scope |
| GA1031 – General Ledger Table | Displays an entry from the General Ledger master table. | In Scope |
| CM3001 – Course Catalog | Displays course information for a course in the catalog. | In Scope |
| CM3002 – Course Description | Displays description of a course as it appears in the catalog. | In Scope |
| CM3004 – Course Description 2 | Displays description of a course as it appears in the catalog. | In Scope |
| IS1001 – Course Schedule | Displays course schedule information for a course in the catalog. | In Scope |
| IS1002 – Class Schedule | Displays class schedule information for a class. | In Scope |
| SD1002 – Test Scores | Displays test score information for a student. | In Scope |
| SD3005 – Transfer-in Transcript Courses | Displays a student’s transferred-in courses, waived course requirements, and nontraditional courses from other colleges to fill your college’s course requirements. | In Scope |
| SM4010 – Enrollment Transactions | Displays all enrollment transactions for a student for a specific year/quarter. | In Scope |
| SM4011 – Course Enrollment Transactions | Displays all enrollment transactions for a class for a specific year/quarter. | In Scope |
| SM4015 – Student Quarter Comments | Displays text notations for a student. Text can be associated with a specific quarter or a generic quarter. | In Scope |
| SM5001 – Student Records | Displays a student’s biographic information. | In Scope |
| SM5003 – Student Unusual Action | Displays unusual action codes assigned to a student. Unusual action codes can be descriptive or punitive. | In Scope |
| SM5007 – Ethnic Origin Codes | Displays system-defined codes that identify the ethnicity of students. | In Scope |
| SM5012 – Fee Paying Status Codes | Displays system-defined codes that identify the type of tuition that students pay or special fee-related categories. | In Scope |
| SM5015 – Student Search | Use to search for a student in the SM database. The search can be narrowed by the entry of additional biographic data. | In Scope |
| SM5016 – Alternate Address | Displays second address and email address for a student. | In Scope |
| SM5017 – Student Quarterly Data | Displays quarterly enrollment information for a student. | In Scope |
| SM5018 – Enrollment Matrix | Displays total and college-level cumulative information and quarterly enrollment information for a student. | In Scope |
| SM5021 – Unusual Action Codes | Displays unusual action codes that identify unique student-related categories. Unusual action codes can be descriptive or punitive. | In Scope |
| SM5033/SM5034 – Find Student SSN | Displays the student Social Security number for a given SID. | In Scope |
| SM5034 - Lookup Student SID | Displays student name and SID for a student based on the SSN entered. | In Scope |
| SM6002 – Grade Attributes | Displays a college’s valid grading symbols and the processing options related to each. | In Scope |
| SM6003 – Grade Processing Options | Displays a college’s options for processing and printing grades. | In Scope |
| SM6009/SM5005 – Transcript Degrees | Displays degrees and certificates posted to a student’s transcript record. | In Scope |
| SM6012 – Transcript Comments | Displays comments in a student’s transcript record. | In Scope |
| SM6013 – Transcript Classes | Displays credit and course-based clock hour classes in a student’s transcript record. | In Scope |
| SM7001 – Registration | Displays a student’s registration and biographic information for a YRQ. | In Scope |
| Jobs & Reports | In Scope | |
| PS1706J - Employee Payroll History Report | Displays a payroll history report for a specified period of time. | In Scope |
| PS1725 - Employee Tracking Report | Displays part-time temporary employees and indicates those who have .5 or more staff months in a calendar month as well as those who have 70 or more hours in a calendar month. | In Scope |
Application Features
User Accounts
Users will be required to create a new account prior to accessing the system. They can request an account through the application, or the College Application Security Manager will initiate the new account from within the application. Requests submitted directly by staff are emailed to the College Application Security Manager and the account is marked inactive until processed.
User Authentication
The Legacy Data Platform application will be accessed through a secure access procedure with users being provided individual accounts with passwords. The access procedure will be compliant with the OCIO Standard 141.10 concerning the securing of information technology assets.
Data Classification
Data contained within the Legacy Data Platform (LDP) database is identified as Category 3 - Confidential Information as defined by WA State OCIO standards. SBCTC will ensure compliances with those standards.
Search and View Functionality
The application will provide for searching historical college records based on specific criteria and will return a single record or group of records. Once a single staff/student record is selected, historical legacy data records can be viewed on-screen.
Data Managed Behind the Scenes
SBCTC will manage the following information directly in the database. Requests for changes can be sent to [email protected] via a link on the application home page.
- College name
- College address
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