Process Alignment Selection
The Process Alignment Workgroup (PAW) follows a structured, collaborative approach to identify, define, prioritize, and align business processes across the ctcLink system. This overview explains how a business process is defined, how process boundaries and scope are established, how colleges participate in prioritizing future alignment efforts, and how PAW Task Force members are selected through a college nomination process. The process is designed to ensure that alignment efforts are college-driven, informed by subject matter expertise, supported by SBCTC resources, and focused on creating consistent business practices that improve operational efficiency and data quality across the Washington community and technical college system. Through stakeholder involvement, data analysis, and governance review, PAW helps ensure that the right processes are selected for alignment and that recommendations reflect the needs and experiences of colleges statewide.
PAW SELECTION VIDEO
Here is a video that talks about How PAW processes are selected!
What is a Business Process?
A Business Process is a series of activities, tasks, decisions, and workflows that people perform to accomplish a specific business outcome in ctcLink. These activities typically span multiple roles, departments, and system pages, and describe what must be done from start to finish to complete a function.
When you think of a Business Process think more "What must be done" rather than "Who is doing it." The goal is to create consistent process steps that support accurate and reliable data across all colleges.
How is a Business Process decided?
We reviewed each Quick Reference Guide (QRG) in the ctcLink Reference Center to determine whether it represented a step within the business process or served as supporting reference material for that process. While all QRGs are valuable, this exercise helped narrow the focus to the specific activities that comprise the end-to-end process.
Defining where a business process begins, where it ends, and where responsibility transitions to another business process was a critical step for the Task Force. Establishing these boundaries helps create a clear scope for process alignment efforts. Including supporting QRGs also provides context and clarifies which portion of the process is being referenced.
In addition, the ctcLink Support Team reviews the proposed business processes to ensure that no critical steps are overlooked and that activities are appropriately assigned to the correct process, rather than being included in a different business process.
Finance Processes
Below you will find the Modules and the proposed process for alignment along with the Quick Reference Guides (QRGs) for each proposed process.
QGRs Associated with Creating and Managing Chartstrings
QGRs Associated with Creating and Managing Journals
- Create, Edit Journal, and Submit a Manual Journal Entry
- Posting a Manual Journal Entry
- Creating a Standard Journal Entry
- Creating a Journal Entry Using SpeedTypes
- Creating a Statistical Journal Entry
- Copying a Journal
- Journal Spreadsheet Template
- Modifying the Journal Entry Template
- Journal Spreadsheet Template
- Importing a Journal Spreadsheet (Import Now)
- Customizing Journal Import Template
- Uploading a Journal Spreadsheet as a Text File (Write to File)
- View, Edit, and/or Update Journal Entries
- Attaching Documents to Multiple Journals
- 9.2 Processing Large Journals
- Viewing & Correcting Journal Entry Errors
- Editing Journals Through the Batch Edit Process
- Logically Delete a Journal
- Viewing & Correcting Journal Entry Errors
- Unposting Journals
- Unlocking a Journal
- Removing Pop-up Comment Box on Editing and Posting Journals
- Deleting Journals in Mass
- 9.2 Creating and Reviewing a Journal Entry Reversal
- Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher)
QGRs Associated with Entering Deposits, Applying Payment, Managing AR
- Entering a Regular Deposit
- Entering an Express Deposit
- Entering Pending Receivables
- Navigating Regular Deposits and Payment Worksheets
- Applying Overpayments or Underpayments
- Using Worksheet Actions
- Using Worksheet Selection
- Applying Debits to Credits
- Building a Worksheet for an Unidentified Payment
- 9.2 Managing Accounts Using a Maintenance Worksheet
- Processing Refunds
- Direct Journal Payments
- Fund 145 Grant Payments
- AR Payments On Account
- Entering a Deposit and Applying Using a Worksheet
- Changing an Item Due Date
- 9.2 Creating, Using, and Posting a Transfer Worksheet
- 9.2 Recording an NSF-CLOSED Period (When Anticipating Payment in the Future)
- 9.2 Recording an NSF - OPEN Period (When Anticipating Payment in the Future)
- 9.2 Correcting AR Posted Direct Journal Payments (Zero Dollar Deposits)
- Deleting AR Deposits
- 9.2 Writing an Item Off
- AR Update Error Codes
- 9.2 Issuing a Refund
- 9.2 Unposting Item Groups
- 9.2 Entering External Pending Item Groups
- 9.2 Entering Multi-Item Update
- 9.2 Entering Online Pending Item Groups
- 9.2 Posting Online Group Entry
- 9.2 Posting a Pending Item Group
- Unposting Maintenance Groups
- 9.2 Unposting a Payment Group
- Unposting Transfer Groups
- 9.2 Creating and Setting Entries to Post
- Unposting Mixed Direct Journal Payments
- Running the Dunning Process
- Generating Dunning Letters
- Processing and Printing Dunning Letters
- Transferring to Doubtful AR
- 9.2 Updating the Bill To Information for a Customer
- Creating a Conversation
- 9.2 Maintaining Customer Conversations
QGRs Associated with Loading, Adjusting and Managing a Budget
QGRs Associated with Creating, Managing Grants (all types)
- Reimbursable Grant - Creation to Activation
- Reimbursable Grant/Contract Billing
- Creating a Manual F&A Journal Entry
- Fixed Price Grant - Creation to Activation
- Modifying a Grant Project Budget
- Modifying a Project Activity
- PI Change for Grant Awards and Projects
- Contract and Award Update Wizard
- Adding a Team Member to a Project
- Modifying CRC or FPC Grant Award End Dates
- Copying a Proposal
- Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher)
- Correcting Grant/Project Accounting Entries in T & E (Travel and Expenses - Journal Expense Report)
- Correcting Grant/Project Accounting Entries in General Ledger (External Transactions from Payroll or Student Financials)
- Reconciliation for Cost-Reimbursable Grants Business Processing Guide
- Closing or Reopening a Grant or Project at the Project or Activity Level
- Personalizing Grant/Contract/Project Pages
- Projects Update Wizard
- Adding an Activity to an Active Grant
- 9.2 Create a New Combo Code
- Creating a New FA Item Type
QGRs Associated with Creating and Managing a Capital Project
QGRs Associated with Create and Process a Bill
- Create a Standard Bill
- Create an Express / One-Time Bill
- Entering Accounts Receivable Distribution
- Creating a Recurring Non-Grant Bill
- 9.2 Create a VPA (only) Express Bill
- Copying a Bill
- Printing a Pro Forma Invoice
- Billing Interface Error Codes
- Finalize Bills via Single Action Invoice w/ Commitment Control
- Single Action Invoice Process Information
- Finalizing and Printing Invoices
- 9.2 Entering a Deferred Revenue Bill
- 9.2 Adjust or Credit an Entire Bill or Bill Line
- Correcting Billing Errors and Exceptions
- Budget Checking Billing Invoices
- Attach Supporting Documentation to Invoice
- Reprinting an Invoice
- 9.2 Adjusting an Invoiced Bill Through Billing
QGRs Associated with Creating and Maintaining Vouchers and Payments
- Create Voucher from PO
- Create Voucher Using a Voucher Upload Process
- Updating an Existing Voucher
- Creating a Voucher From a Receipt
- Bulk Load Single Payment Vouchers Using Excel to CI Utility
- Entering Regular Voucher
- Copying Existing Vouchers
- Enter a Quick Invoice
- Enter a Journal Voucher
- Vouchering a Quick Invoice on Demand
- Enter a Template Voucher
- Processing Payroll Vouchers
- 9.2 Creating Recurring Payments / Voucher Contracts
- Budget Checking Vouchers
- Recording Payment on a Voucher
- Deleting Vouchers
- Unposting Vouchers
- Entering Third Party Vouchers
- Entering Adjustment Vouchers
- 9.2 How to Edit Approved/Saved Voucher Contracts
- Voucher Mass Maintenance
- 9.2 Refund Voucher Build & Processing
- Entering Reversal Vouchers
- 9.2 Changing Tax Applicability on a Voucher
- Creating Manual AP Payments
- 9.2 Create a Payment via Express Payment
- 9.2 Selective Payment Update
- Cancelling AP Payments
- Correcting Grant/Project Accounting Entries in Accounts Payable (Journal Voucher)
- 9.2 Voucher Maintenance Page for Corrections
- 9.2 Selective Payment Update
- 9.2 Processing Escheated Payments
QGRs Associated with Processing Pay Cycle
- Matching Vouchers
- Unmatching an Accounts Payable Voucher
- Submitting Vouchers for Approval
- Approving Vouchers
- Posting Vouchers
- 9.2 Sending Asset Information to the PreAM Interface Table
- Performing Voucher Build
- Processing an AP Pay Cycle
- Processing an EX Pay Cycle
- Rejecting and Resetting a Pay Cycle
- Re-Printing AP Check Run
- 9.2 Posting Payments
QGRs Associated with Creating and Maintaining Purchase Orders
- Creating a Requisition
- Copying a Requisition
- Sourcing Requisitions
- Review or Update Existing Requisitions
- Reopen Requisition
- Manage Requisitions
- Closing a Requisition
- Creating Purchase Orders Online
- Create a Purchase Order from a Requisition
- Copying a Purchase Order
- Create a PO by Copying a PO
- Purchase Order Budget Check Using Batch Process
- Batch Dispatch Purchase Orders
- Creating a Purchase Order for an Asset
- Creating an Express Purchase Order Using a Procurement Card
- Purchase Order Budget Pre-Check and Submit for Approval
- Re-Opening a Purchase Order
- Update Existing Purchase Order
- Cancel Existing Purchase Order
- Cancel Line Item(s) on a PO
- Correcting the Budget Date on a Future Dated PO
- Creating a Change Order to a Purchase Order
- Managing a Denied Requisition
- 9.2 Adding a Blanket PO for the New Fiscal Year
- Closing Purchase Orders
- Add New PO Receipt
- Enter Non-PO Receipt
- Enter Inspection Information
- Initiating a Return
- Receiving a Line
- Adjusting the Status of a Purchase Order Receipt
- Close Receipts Using Batch Process or Receiver Workbench
QGRs Associated with Reconciling & Maintaining Non-Travel P-Cards
- Reconciling P-Card Transactions/Statements
- Uploading Procurement Card (P Card) Statement
- Adding a New P-Card in ctcLink
- Splitting and Updating Transaction Lines
- Using the Assign Proxies Page to Assign a Single User to Multiple Procurement Cards
- Inactivating and Reassigning a Procurement Card
- Run Load Voucher Stage Process
- Resolving Disputed Transactions
QGRs Associated with Adding & Managing Assets
- Express Add
- Upload Assets and Data through Interface Transactions
- Add a Federally Funded Asset
- Identify Hazardous Assets
- Excel to CI Asset Upload
- Excel to CI Template for Location Additions and Changes
- Copy an Asset
- Basic Add: Modify Asset Characteristics
- Asset Additions, Adjustments, Recategorize, and Transfers
- Changing Location for an Asset
- Change a CIP (Construction in Progress) into a Building
- Adjust Accumulated Depreciation
- Editing Small and Attractive Assets
- Physical Inventory
- Calculate Depreciation
- Create Accounting Entries
- Generate and View AM Journals in GL
- Dispose Multiple Assets with Disposal Worksheet
- Retire and Reinstate Assets
- Archive and/or Restore Assets
QGRs Associated with Procurement AM Processing
QGRs Associated with Statements, Reconciliations and Payments
- 9.2 Import Bank Statements
- 9.2 Entering Bank Statements (Optional)
- Importing and Reviewing Bank Acknowledgement Files (Optional)
- 9.2 Running Process Bank Reconciliation
- Performing Semi-Manual Reconciliation
- 9.2 Using the Reconciliation Manager (Optional)
- 9.2 Perform Manual Reconciliation
- 9.2 Reconciling Externally Generated Transactions
- 9.2 Perform Book to Bank Reconciliation
- 9.2 Create an Accounting Template
- 9.2 Process Bank Statement Accounting
- Creating Reverse Accounting Entries
- Review and Modify Accounting Entries
- 9.2 Create EFT Request
- 9.2 Create EFT Request Transfer Template
- 9.2 Process ACH/EFT Payment Dispatches
- 9.2 Automatic Setup for Processing ACH/EFT Payment Dispatches
- 9.2 Transferring Funds
- 9.2 Create Bank Transfer Template
QGRs Associated with Travel & Expenses-Task Force Recommendations Completed
- Expense Type Identifier
- Creating Travel Authorizations
- Viewing or Modifying Default Accounting in Travel Authorizations
- Add Multiple Travel Authorization Expense Lines
- Adding Multiple Travel Authorization Expense Lines Using the Quick-Fill Feature
- Copying Travel Authorization Expense Lines
- Attaching a Document to a Travel Authorization
- Correcting Travel Authorization Errors for Travelers
- Submitting Travel Authorizations
- Withdrawing a Travel Authorization Before Approval
- Canceling Travel Authorizations
- Deleting Travel Authorizations
- Viewing and Modifying Travel Authorizations
- Viewing or Modifying ER Accounting Details
- Creating Cash Advances
- Attaching Documents to a Cash Advance
- Correcting Cash Advance Errors for Travelers
- Submitting Cash Advances for Approval
- Deleting Cash Advances
- Modifying Cash Advances
- Delegate Entry Authority
- Withdrawing a Cash Advance Before Approval
- Creating Expense Reports
- Creating a New Expense Report from an Existing Expense Report
- Creating Expense Reports From Approved Travel Authorizations
- Applying Cash Advances to an Expense Report
- Attaching Documents to Expense Reports
- Deleting Expense Reports
- Submitting Expense Reports for Approval
- Withdrawing an Expense Report Before Approval
- View and Modify Expense Reports
- Viewing or Modifying Default Accounting in Expense Reports
- Correcting Expense Report Errors for Travelers
- Copying Expense Report Expense Lines
- Adding Multiple Expense Lines Using the Quick-Fill Feature
- Splitting Receipts
QGRs Associated with Expense Processing
- Maintain Approver Assignments
- Add Authorized Expense Users
- Maintaining Employee Travel Profiles
- Approving and Updating Expense Reports
- Approving Travel Authorizations
- Completing Cash Advance Approvals
- Manually Reconcile Cash Advances
- Reassigning Approval Work for Travel & Expense Approvals
- Rolling Over Travel Authorizations
- Verifying or Matching Expense Report Receipts
- Performing T&E Expense Processing
- Budget Checking Expense Transactions in Batch
- Canceling a Travel Authorization
- Closing Cash Advances
- Closing Expense Reports
- Canceling Payments
- Posting Expense Payments
- Marking Expense Reports for Unpost
- Unposting Expense Reports
- Updating Unposted Expense Reports
- Modify Approved Transactions
- Common Budget Exceptions and Corrective Actions
- Correcting Grant/Project Accounting Entries in T & E (Travel and Expenses - Journal Expense Report)
- Correcting Expense Line Errors
- Modifying Paid Expense Report Journals
QGRs Associated with Closing month End
- Finance Sub Modules to GL Recon Queries
- Defining an Allocation Step
- Defining an Allocation Group
- Processing an Allocation Request
- Accounts Receivable Monthly Closing Guide
- Accounts Payable and Purchasing Monthly Closing Document
- Close Depreciation at Month and Year End
- Running the Requisition Close Batch Process
- Running the Purchase Order Reconcile and Close Process
- Closing a Voucher or PO Voucher
- Expenses Monthly Closing Document
QGRs Associated with Closing Year End
QGRs Associated with GL Interface
- Generate Direct to GL Entries
- Generating Accounting Entries
- Update and Review the Second Journal Set (SJS)
- Student Financials to Finance GL Recon
- 9.2 Daily SF Fund Balancing to the GL
- Correcting Grant/Project Accounting Entries in General Ledger (External Transactions from Payroll or Student Financials)
QGRs Associated with Accounts Receivable/Student Finance
QGRs Associated with Combo Codes
Do Colleges have a voice in the selection which process to align next?
Yes. After the ctcLink Support Team reviews the proposed business processes, the information is shared with the ctcLink College Collaboration Group (cCCG) for review and feedback. Once that review is complete, colleges have the opportunity to prioritize and rank the business processes they believe should be addressed next through the alignment effort via a survey that is sent out to the identified primary College Leader or Point of Contact (POC).
Several factors are considered when determining which business process will move forward for alignment. The ctcLink Support Team is continuously working on system enhancements and improvements, which may make alignment efforts more timely or beneficial for certain pillars than others. We also recognize that colleges and SBCTC resources have competing priorities throughout the year, and successful process alignment depends on meaningful participation from all stakeholders.
In addition, Oracle's ctcLink updates, including PeopleSoft Update Manager (PUM) releases and planned system enhancements, may influence the timing and prioritization of alignment efforts. College feedback, resource availability, operational priorities, and upcoming system changes are all carefully considered before a business process is selected for alignment.
How is the Task Force Selected?
Task Force members are selected through a college nomination process designed to ensure broad representation and diverse perspectives from across the system. Colleges nominate Subject Matter Experts (SMEs) and ctcLink users with experience, knowledge, and an interest in improving the selected business process. The goal is to assemble a cross-functional team that reflects the colleges performing the work while also including appropriate SBCTC support resources to provide guidance and system expertise.
Once established, the PAW Task Force serves as a temporary, process-specific group focused on evaluating the selected business process. Task Force members gather college input, review current practices, analyze utilization data, and evaluate best practices to identify opportunities for greater alignment across the system. Their work is intended to ensure that recommendations are informed by the experiences and operational realities of colleges statewide.
Throughout the effort, the Task Force develops recommendations for a more consistent and effective approach to the business process under review. These recommendations are then presented to the ctcLink College Collaboration Group (cCCG) for review, feedback, and consideration for formal adoption. This approach ensures that process alignment remains college-driven, supported by SBCTC expertise, and guided by stakeholder input at every stage of the process.
This structure helps ensure that the right voices are involved in each alignment initiative and that recommendations are developed through collaboration, data analysis, and shared expertise.
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