UAT Overview for Work Package #0 - Offboarding Automation

Did you find an issue during UAT? Check Issues & Resolutions Reported During Testing section for details of reported issues.

UAT TEST PERIOD EXTENDED to Friday, February 21, 2025!

All College UAT Kick-Off - Meeting Information

Meeting Held On:   Monday, February 10, 2025 11:00 AM to Noon
Recording Link: https://sbctc.webex.com/webappng/sites/sbctc/recording/c8315aae02cc4c239c89b781b71b9069/playback

Updated Presentation Materials:

Sample Test Scenario Worksheet (Displayed in Kick-Off Meeting):

Background on Requirements & Solution

The Security Administration System Improvement (SASI) Project Information Guide, contains all background details on the requirements and solution design work that lead us to our User Acceptance Testing effort for this new custom ctcLink Security feature.

Overview of Offboarding Automation Functionality

To prepare colleges for the new Offboarding Automation security feature a Quick Start Guide was produced and made available as a reference to functionality and test preparation.

To help college testers better understand how to use the new Offboarding Automation security feature a Quick Reference Guide (QRG) has also been provided in the ctcLink Reference Center:

To review a complete guide to the recommended offboarding procedures in the HCM Pillar refer to the Quick Reference Guide (QRG):

To review a guide on using Launchpad to offboard SACR Security in the CS Pillar refer to the Quick Reference Guide (QRG):

Pro Tip: If you have a record of recently offboarded staff, use them as the test scenarios to offboard in UAT.

  1. Run the BI Publisher Report for those former employees in the PQA Environment and save it off for later:
  2. Run the Offboarding Automation Report for each and save the log files.
  3. Compare the log files to the BI Publisher Report(s) listed above.
  4. Execute any manual steps needed to complete the off-boarding procedure.
  5. Run the BI Publisher Report(s) for those former employees in the PRODUCTION Environment and save it off to compare.
  6. Run the BI Publisher Report for those former employees (AFTER offboarding) in the PQA Environment and save it off and begin your comparison.

Access to the UAT Environment

The PQA Environment, where UAT activities are taking place was refreshed from Production on November 4th, 2024. 

Employees offboarded AFTER 11/04/2025 will NOT show up as offboarded in this test environment until you use them for testing purposes.

Also noteworthy, any employees off-boarded AFTER 11/4/2025 will still appear with active jobs at your college in this environment.

Requesting Access

If you ALREADY had access to PQA for testing Work Package #1 - Role Grouping Templates

You STILL have access and DO NOT need to request it again.

To request access to the User Acceptance Test environment (PQA), follow the link below and provide the name, last 4-digits of EMPLID, email, contact phone number and college. Please note: College Advisory Group members will have advanced access to the environment to perform initial shake-down testing prior to the All College UAT activity and have a separate tab to submit their access requests:

Access Request (Google Sheet) [UAT environment access for ALL Colleges tab]

Environment Access Instructions

Testing will occur in the PQA environment. Testers will be logging on using their EMPLID. In order to access the Launchpad feature, testers performing this step must have Local Security Administrator access (ZZ Local Security Admin) This environment rests behind an OKTA instance and therefore you will be prompted to establish a password during activation.

Login Access Link: https://oktapreview.ctclink.us/

NOTE: If access was already granted, it will be noted in the Google sheet linked above.

Testers who have already activated themselves in the PQA environment for other testing activities (concurrent UAT activities in this environment) will not be required to re-activate as this is a shared environment for all concurrent UAT activities.

Having Issues Logging In? Contact the Security Team. ([email protected])

Don't Forget: You have the ability to reset your own password in Okta. If encountering password issues, try this first. You might be able to self-help quicker!

Also, if you're struggling after regular service hours, feel free to download the Tester Login Reference Guide (below) to see if the answer you need is in here:

Issues & Resolutions Reported During Testing

The following issues were reported during the UAT period. Included is the resolution approach being taken or a notation if research or regression testing is still pending. Please note that the UAT testing period has been extended to allow time for colleges who reported issues that warranted code updates to retest.

Misleading Masking Message in CS Log File:
  • Issue Details: Messaging in log files states that Primary/Row Permission List was updated, but CTC_PT_MASK_ALL value remains the same.
    • Update Row Security and Primary Permission Lists
    • Primary Permission List = CTC_PT_MASK_NONE  Row Security Permission List = CTC_PT_MASK_NONE
    • Updated Primary and Row Security Permission List = CTC_PT_MASK_ALL
  • Research: Program function is to remove Permission List values and replace with CTC_PT_MASK_ALL. If the user profile original had CTC_PT_MASK_ALL, it is technically correct to state that it was removed and updated to add it back, thus generating the update message.
  • Resolution: Provide clearer instructions on program behavior in the Quick Reference Guide.
Confusing Expenses Delegation Message in FSCM Log File:
  • Issue Details: Messaging in log files gives impression that the expense delegation was removed for the separated employee and another individual.
    • Expense Delegation Removed - Emplid / Authorized Oprid
    • 101001234 / 101001234
    • 101001234 / 101023456
  • Research: Program behavior is correct. The Authorize Expense Users page had two rows for the separated employee, one allowing the employee authorization to submit expense reports AND another employee was also authorized to submit expense reports "on behalf of" the separating employee. Both rows were removed from the table and are reflected in the log file.
  • Resolution: Provide clearer instructions on program behavior in the Quick Reference Guide.
Misleading SACR Enrollment Security Message in CS Log File:
  • Issue Details: Messaging in log files states it updated rows for Enrollment Security, but the user did not have Enrollment Security assigned.
  • Research: Program behavior was correct, but messaging in log file could prove confusing.
  • Resolution: Update program logic to ignore SACR Enrollment Security records where the Enrollment Access ID field is blank, thus not generating a message in the log file displaying an update to blank out a value that is already blank.
  • Pending Internal Team testing before release to UAT.
Incorrect "Employee is a Student" Message in CS Log File:
  • Issue Details: Messaging in log files states ***Employee is a STUDENT*** , but the user does not the ZZ SS Student role assigned.
  • Research: Program behavior was incorrect, revision needed to select for complete role name.
  • Resolution: Updated code to only generate the alert when the user has the ZZ SS Student role.
  • Pending Internal Team testing before release to UAT.
Incorrect Removal of Student Institution Set Value for Students:
  • Issue Details: CS Log file noted the removal of the Student Institution Set value for a student.
  • Research: Program behavior was incorrect, the value should not be removed for the user who is also a student.
  • Resolution: Updated code to omit the removal of this value.
  • Pending Internal Team testing before release to UAT.
Misleading "Employee is a Manager" Message in HCM Log File:
  • Issue Details: HCM Log file noted the the employee as being a manager when no job record existed listing the user as a supervisor on an active job record.
  • Research: Program behavior was incorrect, the should only appear for a user who is listed as a supervisor on an active job data record.
  • Resolution: Updated code to correctly identify the supervisor condition.
  • Pending Internal Team testing before release to UAT.
HCM Process Launch Message Appears Misleading: "Active at Another Institution"
  • Issue Details: On Scheduling Process pop-up message  "Person active at another institution, are you sure you want to proceed?"
  • Research: Program message was incorrect, the warning will appear for a user who an active job data record at ANY company.
  • Resolution: Updated warning message to read as "Person has active job record."
  • Pending Internal Team testing before release to UAT.

Reporting an Issue

Still want to submit an issue? Please report your issue via the Service Desk.

Request Type: ctcLink Support > Special Project Activities > SASI Work Group Testing

Subject (begins with): SASI Work Package #0: <add your words...>

UAT Completion & Sign-Off 

Once colleges have fully completed their User Acceptance Testing and are ready to sign-off the ctcLink Point of Contact will be asked to "sign-off" on behalf of the college.

Link to UAT Sign-Off (MS Form):  Sign-Off Survey Form

Sign-Off form will be open Monday, February 10, 2025 until EXTENDED DEADLINE OF: Friday, February 21, 2025 @10pm

For a preview of the words in the sign-off survey, open the document below:

All College Sign-Off Status:

Colleges Confirmed Complete with Sign-Off:

  • Bates Technical College
  • Everett Community College
  • Green River College

Colleges Awaiting Sign-Off:

  • Bellevue College
  • Bellingham Technical College
  • Big Bend Community College
  • Cascadia College
  • Centralia College
  • Clark College
  • Clover Park Technical College
  • Columbia Basin College
  • Edmonds College
  • Grays Harbor College
  • Highline College
  • Lower Columbia College
  • Olympic College
  • Peninsula College
  • Pierce College District
  • Renton Technical College
  • Seattle Colleges
  • Shoreline College
  • Skagit Valley College
  • South Puget Sound Community College
  • Spokane District
  • Tacoma Community College
  • Walla Walla Community College
  • Whatcom Community College
  • Wenatchee Valley College
  • Yakima Valley College

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