The SASI College Advisory Group works with the SASI Project Leadership Team to provide immediate feedback on business practices, design options, and current security management challenges.  The group meets regularly on the 2nd and 4th Tuesdays, from 2 to 3 p.m. 

Group responsibilities include:

• Participate in Semi-Monthly (Tuesday afternoon) to give feedback on project activities or questions
• Be available for Ad-Hoc Feedback Loops (as needed) on College Business Practices
• Participate in Requirement Clarification Sessions 
• Provide Early Feedback on Solution Design Materials
• Participate in Solution Design Feedback Sessions as Change Champions and Thought Leaders
• Respond to Surveys for Solution Design Decisions
• Provide Input on Testing and Training Plans
• Participate in User Acceptance Testing

Advisory group members who are also members of a specific council or commission may be called upon to provide insights into the activities of this group.  

Advisory group members will be provided periodic status update slide deck materials enabling them to share their work on this group.  

Councils and commissions seeking a project status update presentation from the Project Management Office can reach out to Tara Keen ([email protected]) to request an update at an upcoming council or commission meeting.

The SBCTC-IT Application Services Security Team holds monthly Security Administrator meetings with Local Security Administrators, as well as interested Business Analysts and pillar leads, on the second Thursday of each month.  In this monthly forum, the Security Team will provide project updates, field questions and solicit feedback on current topics within the effort where the project team needs to hear from college experts. 

Any SASI Project update materials presented during these meetings will be posted to this Project Information Guide for easy reference and access.

The College Collaboration Group meets the 2nd and 4th Wednesdays from 10 a.m. to noon and is an open forum for ctcLink Points of Contact, Business Analysts, and topic-specific SMEs to gather and discuss an array of topics that need to be shared and collaborated on in our system.

 While the topics change each meeting, regular SASI Project updates will be provided to this group to ensure broad input is gathered on topics related to the SASI Software implementation efforts. 

During Phase 1: Discovery, Planning and Design the team will document the solution design for implementing each aspect of the product.  

The Solution Design Documents (SDD) are intended to be plain language overviews of the challenge being addressed and what will be done from a functional and simplified technical design perspective to solve the problem with the implementation of any security administration system improvement efforts. 

These SDDs will be posted to this SASI Project Information Guide as they are completed. 

A sign-off survey will be distributed to ensure all colleges have the opportunity to review and sign off on the design before moving into the next project phase(s). While each college district will have only one vote, all college SMEs will have the ability to review the SDDs for a better understanding of how this product will be implemented.

The SASI (formerly Sentinel) College Advisory Group met on Thursday, August 24th to kick-off the work on their Sentinel Project work.

Presentation Information:

Meeting Recording: Recording Link

Meeting Minutes:

Presentation Slides:

• Solicit SASI (formerly Sentinel) College Advisory Group nominations - (July 25 to August 7, 2023) - Done
• SASI (formerly Sentinel)l Project Leader Team to select advisory group members from nominees and send notices to selected members by August 17 - Done
• Publish Membership List - Done

This phase will set the stage for all remaining project phases. In this phase the following will take place:

• [Completed] Establishment of a College Advisory Group
• [Completed] Define and Prioritize Security Administration System Requirements
• [Completed] Review Requirements and Security Administration Business Practices for Functionality Fits and Productivity/Audit Gaps
• [In Progress] Detail Gap Analysis and Vet/Document Solution Approaches
• [Coming Up] Secure College Buy-Off on Solution Design(s)
• Secure Governance Approval to Address Solutions
• Commence Development of Work Packages
• Commence Testing of Work Packages

• #0A - Off-Boarding
  • Effort in progress that pre-dates the SASI Project, but addresses requirements outlined during the SASI Requirements Validation phase.
    • Requirement SA-019: More automated off-boarding capabilities around roles/secondary security.

• #0B - SACR Security Using LaunchPad
  • Effort in progress that pre-dates the SASI Project, but addresses requirements outlined during the SASI Requirements Validation phase.
    • Requirement SA-020: Ability to copy SACR/UPDS from one user to another or from a standard template based on position.

Solution Overview Presentation from Monthly Security Meeting:

• #0C - User Preference Definition Using LaunchPad
  • Effort in progress that pre-dates the SASI Project, but addresses requirements outlined during the SASI Requirements Validation phase.
    • Requirement SA-020: Ability to copy SACR/UPDS from one user to another or from a standard template based on position.

• #1: Role Grouping Templates
  • Draft Solution Design Document Presented to CAG Group on 02/27/2024 - Under Review by CAG
    • Requirement SA-024A: Ensure any role doesn't present an SOD issue.
    • Requirement SA-024B: Role Groupings Do Not Allow for Grouping of Roles that Would Violate SOD.
    • Requirement SA-018: Ability to assign roles by role groupings/positions.
  • See 02/27/2024 CAG Meeting Minutes for Discussion

Draft Solution Design Document for SD #1 Role Grouping Templates:

• Feedback and Decision Timeline for Work Package #1
  • 4/11/2024: Review Solution Design at Monthly Security Administrator Meeting
  • 4/16/2024: Feedback DUE from LSA Community to Incorporate into Solution Design document
  • 4/19/2024: Feedback Update in SD document and republished
  • 4/22/2024 to 4/26/2024: College Sign-Off Period
    • Link (open during period outlined above): Sign-Off Survey for Work Package #1
    • (See sample of the survey questions in the pdf below for socializing on your campus)
  • 4/26/2024: College Sign-Off Due by 5PM

• #2: Security Reporting Dashboard
  • Draft Solution Design Document Presented to CAG Group on 03/12/2024 - Under Review by CAG
    • Requirement SA-015: Better reporting capabilities for Secondary security;  ability to compare users for SACR/UPDS
    • Requirement SA-023: SOD Reporting between pillars
    • Requirement SA-034: Add a LSAs Workcenter to build custom security groups for employees, where the SACR and UPD security setting that are assigned to an employee are visible on one page or Workcenter...which could include a query access paglet tab. Have a query description where you can select a query, then the roles are added to the user.(Dashboard reporting)
    • Requirement SA-004: When an employee works at multiple colleges, system should provide capability to display role access granted by a specific college either through an Inquiry View or Report.
    • Requirement SA-022: Tracking and Reporting of Approvals and Role Assignments, including SACR, UPD, Faculty Advisor Table, supplier, Procurement Card Permissions, Requester Setup, Tables (Query Record Access), AWE and employee management.
    • Requirement SA-007: The ability to see an employee's portal (Oracle Integration Hub) roles.
    • Requirement SA-016: A visual representation of security Permissions in PeopleSoft Navigations menus
    • Requirement SA-017A: Ability to compare security access differences between users in a single environment.
  • See 03/12/2024 CAG Meeting Minutes for discussion.

Draft Solution Design Document for SD #2 Security Reporting Dashboard:

• Feedback and Decision Timeline for Work Package #2
  • 4/11/2024: Review Solution Design at Monthly Security Administrator Meeting
  • 4/16/2024: Feedback DUE from LSA Community to Incorporate into Solution Design document
  • 4/19/2024: Feedback Update in SD document and republished
  • 4/22/2024 to 4/26/2024: College Sign-Off Period
    • Link (open during period outlined above): Sign-Off Survey for Work Package #2
    • (See sample of the survey questions in the pdf below for socializing on your campus)
  • 4/26/2024: College Sign-Off Due by 5PM

• #3: Role Approval Workflow
  • Draft Solution Design Document - Security Team Documenting Design Ideas - Presented to CAG on 04/09/2024
    • Requirement SA-001: Employee must have the ability to request a security role be added to their user profile.
    • Requirement SA-002:Manager or role evaluator will be notified of a role request, with the power to edit the role request prior to approval.
    • Requirement SA-012: Ability to input an ID of who approved the security role exceptions.
    • Tangentially Relevant Requirement SA-042: Provide a means by which each college can designate that a role applies to the work at that BU.

Draft Solution Design Document for SD #3 - Role Approval Workflow:

• Feedback and Decision Timeline for Work Package #3
  • 5/09/2024: Review Solution Design at Monthly Security Administrator Meeting
  • 5/14/2024: Feedback DUE from LSA Community to Incorporate into Solution Design document
  • 5/17/2024: Feedback Update in SD document and republished
  • 5/20/2024 to 4/24/2024: College Sign-Off Period
    • Link (open during period outlined above): Sign-Off Survey for work Package #3
    • (See sample of the survey questions in the pdf below for socializing on your campus)
  • 5/24/2024: College Sign-Off Due by 5PM

• #4: Data Masking for Cat 4 Data Security
  • Draft Solution Design Document - Security Team Documented Design Ideas - Targeted to Present to CAG on 03/26/2024
    • Requirement SA-013: Protect Category 4 Sensitive Data.

Draft Solution Design Document for SD #4 - Masking for Category 4 Data Security:

• Feedback and Decision Timeline for Work Package #4
  • 4/11/2024: Review Solution Design at Monthly Security Administrator Meeting
  • 4/23/2024: Feedback DUE from LSA Community to Incorporate into Solution Design document
  • 4/26/2024: Feedback Update in SD document and republished
  • 4/29/2024 8AM to 5/3/2024 5PM: College Sign-Off Period
    • Link (open during period outlined above): Sign-Off Survey for Work Package #4
    • (See sample of the survey questions in the pdf below for socializing on your campus)
  • 5/3/2024: College Sign-Off Due by 5PM

• #5: Comparison Tool for User Profiles Across Environments
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 04/23/2024
    • Requirement SA-017B: Ability to compare security access differences between a user in two environments

• #6: Okta Shell Roles for Third Party Access Notices
  • Draft Solution Design Document - Security Team Documented Design Ideas - Targeted to Present to CAG on 03/26/2024
    • Requirement SA-043: A tracking mechanism with pop-up announcement that appears when offboarding an individual to also inform staff they need to offboard in LegacyTranscripts, LegacyLink (and any other third party applications we can incorporate).

Draft Solution Design Document for SD #6 - Okta Shell Roles:

• Feedback and Decision Timeline for Work Package #6
  • 4/11/2024: Review Solution Design at Monthly Security Administrator Meeting
  • 4/23/2024: Feedback DUE from LSA Community to Incorporate into Solution Design document
  • 4/26/2024: Feedback Update in SD document and republished
  • 4/29/2024 to 5/3/2024: College Sign-Off Period
    • Link (open during period outlined above): Sign-Off Survey for Work Package #6
    • (See sample of the survey questions in the pdf below for socializing on your campus)
  • 5/3/2024: College Sign-Off Due by 5PM

• #7: College identification of desired role assignment.
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 05/14/2024
• #8: KT on Query of Portal Roles
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 04/23/2024
• #9: Auto-assign Route Control BU
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 06/11/2024
• #10: Dynamic Assignment of SACR Insitution Security for active Inst/Adv table entries.
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 06/11/2024
• #11: Name Change Dynamic Sync across all pillars and Okta (AD)
  • Draft Solution Design Document Not Started - Security Team will Document Design Ideas - Targeted to Present to CAG on 06/25/2024
• #12: SOD Warning Pop-Up on Role Assignment
  • Draft Solution Design Document Not Started - Target TBD

This phase includes the following:

• Develop, Train and Implement Phase 1 Approved Security Administration Productivity Improvements.
• Determine need for future release phases based on results of Phase 1 and Phase 2 work.

Archived Project Background Information -

Effective October 10, 2023 - SBCTC Determined that Sentinel Product License will not be reviewed.

In March 2020 the Washington State Board for Community and Technical Colleges (State Board) purchased the initial license from Sentinel.  Sentinel’s low-cost, robust solution made it a unique value to our system.  The State Board covered the annual renewal of the license while the ctcLink Project implementation phase was completed over the next few years.  

The product was installed in a test instance for internal team exploration until all colleges were deployed (May 2022) and deemed sufficiently stable on ctcLink in the area of Security Administration. 

The Project Management Office, in coordination with the Application Services Security Support Team, is preparing now to begin to explore the implementation of the Sentinel product in the most effective approach to meet the needs of colleges in our federated system. The initial planning, discovery, and design phase is anticipated to take approximately four (4) months, with feature roll-out to occur in phases over the following 12 months.

The Sentinel security software, once adopted officially by the Washington state community and technical colleges ctcLink system users, will be a combination of SBCTC Central Security Support Team functionality and college Local Security Administrators (LSAs) functionality for those managing security at our colleges.  

Below are links to general-use videos made available by the vendor, Sentinel on their YouTube channel.  Video content is organized by (a.) those which could apply to college users, depending on our configuration decisions, and (b.) those applicable to the Central Security Support Team. The inclusion of central security-relevant content helps colleges differentiate between areas available for their use and those which we believe will be centrally managed.