ctcLink Updates

This page collects updates on the ctcLink implementation at Seattle Colleges. Check back regularly for the latest information.

Click on any dated update accordion to see that information.

Below is the weekly report of ctcLink online training. This is getting to be a rather long list of completed trainings, which is fantastic.

Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

  Sept. 14 Sept. 28 Oct. 6 Oct. 19
Courses in Progress: 398 536 604 767
Courses Completed: 577 951 1288 1603


Timeline

Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

  • The courses folks need to complete are listed here based on job role and area of work.
  • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
  • If you think an employee is missing from the report, please let Daniel Cordas know.

Not Sure?

If you are unsure which ctcLink courses are right for you and your team, reach out to Daniel Cordas, and together you can chat and create a custom list for your team.

Below is the weekly report of ctcLink online training. Once again a lot of work and learning has been done to prepare for ctcLink and our testing activities next month.

Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

  Sept. 14 Sept. 21 Sept. 28 Oct. 6
Courses in Progress: 398 428 536 604
Courses Completed: 577 721 951 1288


Timeline

  • User Acceptance Testers who have not yet completed all their courses should continue working on their training to complete as much as possible before testing walkthrough sessions begin next week.
  • All staff need to complete their trainings by November 20.

Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

  • The courses folks need to complete are listed here based on job role and area of work. We recently added specific sections for Executives and Executive/Administrative Assistant roles.
  • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
  • If you think an employee is missing from the report, please let Daniel Cordas know.

Below is the weekly report of ctcLink online training. The report demonstrates that a ton of work and learning is being done to prepare for ctcLink and our testing activities next month.

Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

  Sept. 8 Sept. 14 Sept. 21 Sept. 28
Courses in Progress: 343 398 428 536
Courses Completed: 469 577 721 951


Timeline

  • User Acceptance Testers need to complete their courses by October 1.
  • All staff need to complete their training by November 20.

Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

  • The courses folks need to complete are listed here based on job role and area of work.
  • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
  • If you think an employee is missing from the report, please let Daniel Cordas know.

Below is the weekly report of ctcLink online trainings. Thank you to everyone who has set aside specific days for training and helped schedule time for your teams to complete their training as well. Daniel Cordas will follow up with a few teams this week where we’re seeing gaps in training participation.

  Sept. 1 Sept. 8 Sept. 14 Sept. 21
Courses in Progress: 296 343 398 428
Courses Completed: 339 469 577 721

 

The detailed training completion report has been sent to supervisors via email by Daniel Cordas. The following timelines remain.

  • User Acceptance Testers need to complete their courses by September 28.
  • All staff need to complete their training by November 20.

Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

  • The courses folks need to complete are listed here based on job role and area of work.
  • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
  • If you think an employee is missing from the report, please let Daniel Cordas know.

Five months to ctcLink “Go Live” on February 22, 2021

A listing of launch preparations to be completed from September through December is available online.
View the PDF.


Background Information about ctcLink Everyone Should Know

  • ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System.
  • It is a major statewide project to upgrade the information systems at all 34 community and technical colleges.
  • ctcLink integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system.
  • Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business.
  • Seattle Colleges – North, Central, and South – will deploy ctcLink or “go live” starting February 22, 2021.
  • To date, the initial work, setup, and data testing have gone well. Things will accelerate in the final months up to deployment. Our normal operations will be impacted as many staff members train, test, and prepare for launch. Your patience is appreciated.

Learn more.


Action Needed: Complete Your ctcLink Training Courses before November 20

Start and continue building the knowledge and skills you’ll need by completing the associated training for your job responsibilities. A common core of courses is available for all employees. Additional courses are recommended for employees in specific functions or roles.

Find links and descriptions of the courses you need to complete on the ctcLink Training page. Carve out a few hours a week as your schedule allows; start, pause, and continue with training as you are able.

Your preparations and training are essential our success.

Important Notes:

  • The courses are self-paced, and longer courses allow you to pause at certain points and continue the training at a later time so you do not need to complete the course all in one sitting.
  • Most employees will access the training via the Canvas account associated with their college.
  • Some employees have Canvas accounts associated with one of our colleges that is not their current workplace or they may have multiple Canvas accounts. If you encounter any issues, contact eLearning at your current college:
    North | Central | South.
  • Supervisors are provided reports of which employees have completed which courses.
  • Staff members participating in User Acceptance Testing need to complete their courses by September 28.
  • All online Canvas courses will need to be completed by the end of November.
  • Additional guided training will be offered online in December.

Data validation chart showing 3 of 5 cycles completedCycle 3 Validation Completed

We have just completed the third in a series of five data conversion cycles. Data conversion cycles are an important step in ensuring deployment goes as smoothly as possible. The cycles identify potential database issues and verify data accuracy.

This cycle we encountered very few issues. We also had a higher number of staff directly accessing ctcLink and validating than the previous two cycles.

Thank you to all the advisors, cashiers, records and enrollment staff, accounting and finance staff, HR and payroll staff, and everyone who supported this effort.


Class Schedule Production Workshop Completed

Twenty-six instruction staff from across Seattle Colleges completed training September 8-11 on building and maintaining classes and schedules in ctcLink, culminating in the building of a class schedule for winter quarter 2021. Staff will continue to update the winter quarter 2021 class schedule in both SMS and PeopleSoft as part of the transition to ctcLink.

Participants from North included Chris McCurdy, Farideh Faraz, Nancy Leverton, Roberta Lord, Vladimir Vilkevich, Jan Wessman, Star Conrad, Marianne Legg, and Jeannette U.

From Central, attendees included Alexis Fein, Karita Randall, Melissa Matthews, Susan Tsoglin, Semhar Tekeste, Barbara Ceiga, Kjrstin Fitch, Jennifer Lowe, Michele Slaughter, Lina Tjok, and Marilyn McCamey.

South attendees included Jennifer Awe, Aimee Goodwin, Kathy Reistad, Khin Naing, Mary Lynch, Sally Romero Vincero, Betsy McConnell-Gutierrez, Sandy Long, Teresa Yamada, Ann Witt, Jane Koelle, Barbara Krompholz, Veronica Rojas-Valdez, and Alison Pugh.

Mark Baumann and Emily Kiely attended from the District Office.


College ctcLink Leads

Deployment Leads and Faculty Leads are being identified for each college to coordinate activities leading up to and after go-live and to assist faculty in the transition from legacy faculty tools to ctcLink faculty self-service.

College Deployment Leads

  • Central – AK Sterling
  • South – Alison Pugh
  • North – TBD

Faculty Leads

  • Central – TBD
  • South – Doug Rupik
  • North – Bill Holt

Looking Forward to the Good Things ctcLink will Offer

We all need reminders about the benefits we’ll enjoy when our transition to ctcLink is complete. Here’s a list of what we can expect with ctcLink.

1. ctcLink will feature consistent data, tools, and systems at all community and technical colleges across Washington and will offer:

  • Shared functional and system expertise across our district – staff members in similar positions can serve as resources for peers
  • More efficiency in daily work tasks for many employees who work in student services, instructional support, and administration
  • A new website and improved employee experience
  • A universal ctcLink ID for employees and students at all community and technical colleges across Washington that replaces our current SIDs and allows one login to access personal information

2. General employee applications like Time and Leave Reporting (TLR) and Earnings History will be replaced by new applications. This means you will log in with your ctcLink ID to report leave, view your earnings, etc. In addition, once ctcLink launches, employees will be able to:

  • Access self-service tools to manage personal information and other college business online
  • Use an online, integrated suite of financial tools and create automated approval workflow processes for purchasing, travel authorizations, expense reimbursements, and more
  • View student information 24/7

3. In addition to the applications above, for most faculty members, moving to ctcLink will mean new web tools that will help them better manage their classes, and these tools will be the same at all our colleges. Once ctcLink goes live, faculty will be able to:

  • Use My Schedule to view all their classes
  • View and print class roster
  • Send email messages to a group of students or individually from the class roster
  • View final exam schedule
  • Grade roster – view what program a student is enrolled in and assign grades

4. ctcLink will allow students to:

  • Register for classes from their mobile device
  • View student information 24/7 as well as register for classes and pay tuition at any time
  • Register for specific courses that apply to remaining program requirements
  • Apply for admissions, register for classes, communicate with financial aid, check grades, and request transcripts under one login

ctcLink and the Upcoming Holiday Season

Staff members have asked about planning vacation time to avoid impacting ctcLink work activities. There are no ctcLink project activities planned during the following dates:

  • November 23 - 27
  • December 21 – 25

Seattle Colleges ctcLink website: www.seattlecolleges.edu/ctclink

Seattle Colleges Colleagues,

As you know, in addition to our regular day-to-day work, the next several months will be devoted to preparation for the deployment of ctcLink in February of 2021. ctcLink will integrate the management of information across Seattle Colleges and the state's community and technical college system. Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business. Learn more.

ctcLink Online Training Courses

Most employees, especially those working with student records, financial data, and our information systems, will use ctcLink. ctcLink will be a significant change from our current systems and requires training. Online courses are available, and completing these courses is a critical step toward our successful implementation in February. Now is an excellent time to complete this online training. Keep in mind completion of these online courses is required before participation in instructor-led remote training that will begin in December.

Information on the ctcLink Training page was recently added, and the page was updated to group the recommended online courses by employee type and function/role. The goal is to make it easier for employees to know which training they should complete in Canvas.

Courses are arranged by four different employee categories including student services; finance and administrative; HR and payroll; and instructional (including faculty). A common core of courses is suggested for all employees in each category. Additional courses are recommended for employees in specific functions/roles.

Visit the ctcLink Training page to review and enroll in the courses. This is an excellent time to complete the training if you haven’t already, and these courses can be repeated later if you want a refresher.

To get started:

  1. Go to the ctcLink Training Page
  2. Look for the employee area that best fits your job (instruction staff, accounting, etc.)
  3. Review the courses and use the “Click to Enroll” link
  4. Validate your Canvas account on the SBCTC enrollment page. Contact eLearning at your college if you encounter any issues or have any questions.
  5. Select your courses and enroll.
  6. Access your Canvas account and take each course.
  7. Tell all your friends.

Deadlines

  • Employees are generally required to complete their online training courses by November 20, so that they can participate in instructor-led remote training.
  • If you are participating in User Acceptance Testing, you will need to complete your courses by September 28.
  • If you are not sure about User Acceptance Testing or which courses to take, ask your supervisor.

ctcLink "Go Live” Set for February 22, 2021 
In mid-July the SBCTC confirmed Seattle Colleges will deploy ctcLink starting on February 22, 2021 as part of Deployment Group 4. Central, North, and South will deploy as a group at the same time. Project activities for the next three months are available online. View the PDF.


A Brief Overview of ctcLink
ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System. It is a major statewide project to upgrade the information systems at all 34 community and technical colleges. PeopleSoft is an ERP system that integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system. Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business. Learn more.


Seattle Colleges ctcLink Website Updates 
Several updates have been made to the districtwide ctcLink website at www.seattlecolleges.edu/ctclink.

  • A new ctcLink Updates page (this page) collects and archives all updates on the ctcLink implementation at Seattle Colleges. Check back regularly for the latest information.
  • The confirmed deployment date has been added to the Timeline page.
  • New information is available on suggested training courses for various employee types and functions on the Training page (see next item for details).

Reminder to Complete Online ctcLink Training Courses
Information on the ctcLink Training page was recently added and the page was updated to group the recommended online courses by employee type and function/role. The goal is to make it easier for employees to know which training they should complete in Canvas.

Courses are arranged by four different employee categories including student services; finance and administrative; HR and payroll; and instructional (including faculty). A common core of courses is suggested for all employees in each category; additional courses are recommended for employees in specific functions/roles.

Visit the Training page to review and enroll in the courses. This is an excellent time to complete the training if you haven’t already.


Cycle 3 Validation Begins in August
In ctcLink implementation, data conversion and validation refer to the process of loading data from the existing legacy systems to PeopleSoft. The conversion process involves identifying the data that must be brought to the new system, mapping the data to PeopleSoft fields, translating old codes into PeopleSoft codes, and finally loading the clean, compatible data into PeopleSoft.

In August we will begin the third in a series of five data conversion cycles. These data conversion cycles are an important step in ensuring deployment goes as smoothly as possible as they identify any potential database issues and verify data accuracy. Please note, employees in the following areas will be heavily involved with data validation as a major priority during these dates.

Heavily Impacted Employees:

  • Registration and Enrollment, Financial Aid – August 24 through September 9
  • Cashiering, Business Offices, Accounting – August 25 through September 9
  • HR & Payroll – August 25 through September 9
  • Instruction Schedulers and Division Staff – course catalog review and cleanup – August 10 through September 4

System Information Updates
ctcLink continues to refine and improve the experience for users across a number of areas. Recently, upgrades were made in two areas.

  • Accessibility changes for ctcLink’s Login Page, Forgot Your Password, and First Time User pages include greater compatibility with screen readers and addressing contrast issues to ensure compliance with WCAG 2.1. Learn more.
  • The functionality that allows students to provide Sexual Orientation and Gender Identity (SOGI) information is now available in ctcLink Campus Solutions. Learn more.
    • Students will be able to add or modify this information through a new Personal Details page under the Profile section on their ctcLink Student Homepage. (Authorized staff will be able to add or update this data for students on the Add/Update a Person page.)
    • SBCTC will work internally this summer to develop a new biographic data collection page for employees, and SOGI data functionality will be added to the ctcLink employee self-service module to provide employees the same functionality now available to students.

ctcLink Communications Committee Formed, Leads Being Identified
A new ctcLink Communications Committee has been formed and recently began meeting to develop an internal communications plan regarding deployment information to students and employees. Leads are being identified at each of our colleges, and the communications director for each college is being looped into planning and proposed activities. This committee will help develop and direct related information and communications to students, faculty, and staff.

As part of ramping up for deployment, Andrew Svec of the district communications team will take the lead on ctcLink communications. Contact Andrew with suggestions and questions about ctcLink communications.

Additionally, deployment leads are being identified for each of our colleges to coordinate activities leading up to and after go-live and to assist faculty in the transition from legacy faculty tools to ctcLink faculty self-service.


ctcLink and the Upcoming Holiday Season
Staff members have asked about planning vacation time to avoid impacting ctcLink work activities. There are no ctcLink project activities planned during the following dates:

  • November 23 - 27
  • December 21 – 25

Our ctcLink implementation teams across Seattle Colleges have stayed strong and focused during a very, very busy June. Employees from across our colleges and district office attended 15 ctcLink workshops, completed dozens of configuration assignments, and reviewed thousands of records in our first full data validation cycle.

A Note of Thanks
We are deeply grateful to all the folks across Seattle Colleges whose hard work has made progress on ctcLink possible. Thank you to our budget and cashiering offices, accounting, our payroll and HR teams, enrollment/registration/admissions teams, our dedicated student validation squad, our financial aid departments, advising teams, staff from IT and IR, and the many instructional staff who have worked hard to configure our data and validate the converted information.

Selecting a Deployment Date in February 2021
We continue to move forward towards our February 2021 deployment date. Recently, the state-wide ctcLink Steering Committee, on which Dr. Kurt Buttleman represents Seattle Colleges, approved two dates to split Deployment Group 4 (Seattle Colleges’ deployment group). One group of colleges will deploy February 8, and the other will deploy February 22. We've just learned Seattle Colleges (Central, North, South) will deploy as a group on February 22, 2021. We will hold a practice dry run conversion in January to prepare.

June & July (so far) Achievements

  • Cycle 2 validation completed, with the review of more than a thousand employee data sets, 400 courses, 700 classes, and thousands of student records. The review of student and employee data went very well, and most of the identified issues have already been resolved. 
  • 129 configuration assignments completed for Financial Aid, Student Financials, and Campus Solutions

The Next 90 Days of ctcLink
Follow the link to a PowerPoint (pdf version) that breaks down the project activities for the remainder of July, August and September. Highlights include:

  • Security Permissions work throughout the summer
  • August Cycle 3 data validation – August 21 to September 8
  • Course Catalog Workshop dates in August
  • Class Schedule build dates in September

Action Items:

  1. Review the schedule and activities on that PowerPoint (pdf version) and consider the impact to your staffing and scheduling.
  2. Prioritize ctcLink activities and carve out time to complete homework to ensure deadlines are met. 
  3. Set ctcLink as a standing agenda item at your regular team meetings to discuss assignments, questions or concerns (and relay info back to our team if needed).
  4. And, as always, contact Daniel Cordas with your questions and suggestions. We are in this together for the better.

Seattle Colleges ctcLink Project Status Reports
Our ctcLink Project team files a status report with SBCTC every other week. These files are all hosted on our ctcLink Sharepoint site. The most recent version is available online.
 
Questions & Contacts

Seattle Colleges continues to make strong progress on ctcLink configuration and preparation activities, and we remain focused on our scheduled February 2021 deployment date.

This month’s very big achievement is completing all the required configuration files to move forward with Cycle 2 conversion. This is a huge milestone for our colleges, and is the first test conversion of all our student, employee, and financial data. Much thanks to all the staff across Seattle Colleges who contributed to this work.

The Next 90 Days of ctcLink
Follow the link to a PowerPoint (pdf version) with the breakdown of the project activities for the next 90 days. Highlights include:

  • June Business Process Fit Gap session schedule
  • June Cycle 2 data validation details
  • Cycle 3 data validation – revised dates
  • Course Catalog Workshop dates in August – new
  • Security Permissions kick-off in July – new

Action Items

  • Review the schedule and activities on that PowerPoint (pdf version) and consider the impact to your staffing and scheduling.
  • Prioritize ctcLink activities and carve out time to complete homework to ensure deadlines are met. For the ‘Local configuration’ homework in June, we will be on tight timelines to complete these assignments.
  • Set ctcLink as a standing agenda item at your regular team meetings to discuss assignments, questions or concerns (and relay info back to our team if needed).
  • And, as always, contact contact Daniel Cordas with your questions and suggestions. We are in this together for the better.


More ctcLink Go-Live News

In state-wide news, Deployment Group 3B which includes Pierce, Peninsula, and Cascadia colleges went Live with ctcLink beginning May 11. Read more about it at the SBCTC website.

This snippet is from the SBCTC’s blog post:

Choi Halladay, Pierce College Vice President of Administrative Services, ctcLink Executive Sponsor, and state-wide ctcLink Steering Committee Chair, offered his perspective on the significance of moving forward with ctcLink:

“Since I started working in the SBCTC system in 1994, we have had so many failed attempts at moving the colleges to a new ERP system: Buzzeo, Silverline, ASAP, ASAP II, Rehost, Lift+Shift, and now ctcLink. All were attempts at a new ERP or a reaction to failing to move to a new ERP.

But 26 years later, in 2020, we are here. I activated my account in the ctcLink production environment this morning and submitted a leave request. To butcher the eloquence of Neil Armstrong: "That's one small step for an employee; one giant leap for SBCTC.” – Choi Halladay

Note: Choi Halladay will join Seattle Colleges in mid-July as our next Vice Chancellor of Finance and Operations, and we look forward to benefitting from his experience with ctcLink.

Seattle Colleges ctcLink Project Status Reports
Our ctcLink Project team files a status report with SBCTC every other week. These files are all hosted on our ctcLink Sharepoint site. The most recent version is available online.
 
Questions & Contacts


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