ctclink project update washington state student services commission april 30, 2015 barbara martin,...
TRANSCRIPT
ctcLink Project Update Washington State Student Services Commission
April 30, 2015
Barbara Martin, Project Director
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Today’s Topics• Project/Schedule Update• Transcript• Early Alert• Student Milestones• Training Resources• Preparing for Wave 1• Testing• Security Model• ctcLink Gateway
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FirstLink Go-Live Update
• Readiness Scorecard revealed outstanding items
• Resulted in a “no go” decision for Feb 23 launch date
• Thorough analysis of remaining activities has been completed
• New FirstLink go-live date of August 24, 2015 has been announced
• Projected Wave 1 go-live date is August 2016
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Process for selecting the go live date
• Leadership team met to identify outstanding items needed for successful go-live.
• Met with ctcLink core team and firstLink colleges to review those items and identify any new ones.
• Developed detailed effort estimates and assigned resources required to complete each activity.
• Developed a comprehensive plan for discussion, verification and commitment with the core team and firstLink colleges.
• Project Plan document will be the tool used to track the progress.
• Weekly meetings with the core team, college project management, and functional teams to report on progress.
• Readiness Scorecard will continue to assess our “go live” status.
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ctcLink Project Schedule
• FirstLink – August 24, 2015
• Wave 1 – August 2016 (exact day TBD)– Clark, Columbia Basin, Grays Harbor, Green River, Lower Columbia,
Peninsula Pierce District
• Wave 2 – Option 1: May 2017; Option 2: Aug 2017– Big Bend, Cascadia, Clover Park, Edmonds, Highline, Lake Washington
Olympic, Renton, SBCTC, Seattle Colleges, Shoreline
• Wave 3 – Option 1: Feb 2018; Option 2: Aug 2018– Bates, Bellevue, Bellingham, Centralia, Everett, Skagit Valley, South
Puget Sound, Walla Walla, Wenatchee Valley, Whatcom, Yakima Valley
Note: Waves 2 and 3 go-live date options are tentative and still under review. They will be discussed in more detail following FirstLink go-live
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PeopleSoft Transcript
• PeopleSoft Transcript will print the following records:– Enrollment – Courses in progress– Term statistics and cumulative statistics– Transfer credit summary (number of credit accepted
and name of the sending school)– Test Credits details (test type and equivalency)– Other Credits details (credit type and equivalency)– CCN notation for common numbered courses
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Sample of PeopleSoft Transcript – Not finalized yet
Adobe Acrobat Document
Adobe Acrobat Document
Unofficial Transcript Official Transcript
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Early Alert Work Flow CEMLI
• CEMLI – Conversion, Extension, Modification, Localization, Interface.
• Early intervention for classroom behavior and performance
• Instructors and advisors will have the ability to flag a student via self-service each term based on global categories.
• This flag will serve as an early alert to college administrators who can triage the issue via workflow to determine if an intervention with the student is necessary.
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Early Alert – on Advisor Center
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Early Alert in Grade Roster (Faculty Center)
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Early Alert Issue Categories
• Class Attendance/Tardiness• Low grades on exams, quizzes, assignments• Incomplete/missing assignments• Poor class participation or inattentiveness• Known or unknown external factors• Other• Users will be allowed to make notes on each
issue reported.
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Early Alert Requirements
• Grade rosters must be generated in order for the Early Alert link to be available.
• The issue categories are global for all institutions and static, meaning they are not configurable.
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Student Milestones • Student Milestones can be used in many
different ways. Some examples are:– Non-course requirements - e.g. typing speed,
CPA training, commercial license, new student orientation
– Non-credit course equivalencies – e.g. English and math course prerequisite check.
– High school course requirements – 1 year of chemistry, 2 years of biology
– Statewide reciprocity – e.g. English and math placement test.
– Local training programs
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Assigned Milestones on Student Center
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Status of Assigned Milestones on Student Center
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Define Milestone for Unofficial Prerequisite Check
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Set up Milestone Levels for Unofficial Prerequisite Check
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Assign Milestone to Student for Prerequisite Check
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Record Milestone Completion for Prerequisite Check
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Training Website https://training.ctclink.sbctc.edu
• This site will be reorganized for end-user ease of use. For example, a “For Students” tab will be added to the menu on the left.
• Tools on this site available for all colleges now.
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Wave Coordinator Activities• Provide college assistance related to inventory of
supporting systems.
• Work with functional and technical teams as well as firstLink colleges to document lessons learned.
• Based on lessons learned and best practice, develop guidelines for wave colleges to help them with business process change.
• Provide wave colleges with clear preparation instructions to ensure go live readiness.
• Work with wave colleges to facilitate security workshops. This will provide an opportunity for colleges to get an early understanding of the security model and distributed role assignment.
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Wave Coordinator Activities (cont.)
• Work with ctcLink functional and technical teams as well as colleges to begin legacy data analysis and cleanup.
• When will wave colleges have a Sandbox environment with real college data
• Develop a Gantt Chart outlining the activities and time distribution for each key step of the implementation process
• Identify Project Management resources that may be available to wave colleges.
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Current Activities – User Acceptance Testing (UAT)
As of 4/7/15:
• 2609 of 2723 test scripts have been executed
• 2607 (96%) have passed
• 865 total defects logged
• 862 defects fixed & closed
• (CEMLI testing tracked separately)
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CEMLI Testing Status
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Testing Stages
Regression
Parallel Payroll
Security
Ethical Hacking
Performance
Usability
Accessibility
Device Equipment
Disaster Recovery
Mock Conversions
FNCSIT
UAT
In Progress
Mid-May
Late May/June
In Progress
In Progress
In Progress
Early July
In Progress
In Progress
In Progress
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Day in the Life Testing (DITL)• Day in the Life (DITL) testing is currently scheduled to begin June16th.
• DITL will take place in the QA2 environment.
• QA2 will be refreshed from conversion cycle 8 and will be on our go-live platform of bundles and images with gold configuration and accepted CEMLIs.
• Activate Your Account will be available so testers will be able to login as themselves.
• DITL testing is our final due diligence testing to allow for real world testing with real data, real users, real security. It is not another full blown cycle of UAT.
• College and district office managers from each pillar have identified the primary functions that they would like to test during the DITL phase.
• Testers may follow a sequence of test scripts to chain together a business process or use their knowledge of the system from training to perform a business process.
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ctcLink Security - Distributed Security Model
A distributed security model provides the ability for some or all user profile administration to be delegated to colleges or departments.
SBCTC Security Admin
College UserCollege Security Admin
• Manage role definitions• Manage row level security
templates• Distribute Role Assignment
College Distributed
Security
• Assign Roles to Users• Assign Row Level Security
to Users• Distribute Role Assignment
• Assign Roles to Users• Assign Row Level Security
to Users
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ctcLink – Gateway Login
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ctcLink – Gateway Select College
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ctcLink – Gateway for Student
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ctcLink – Gateway for Employee
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Be Connected, Stay Informed• ctcLink.sbctc.edu College Resources• ctcLink Collaboration “365” site
– Login instructions on College Resources webpage • Open ctcLink SME listservs
– Campus Solutions – ctclinksme-cs – Finance – ctclinksme_fin– Financial Aid – ctclinksme-finaid – Human Capital Management – ctclinksme-hcm– Technical –ctclinksme_tech– Reporting – ctclinksme_rpt – To join a list:
http://www.sbctc.edu/docs/collegeaccess/it/_m-mailman-index.aspx#subscribe
• Follow ctcLinkblog: ctclink.wordpress.com• Know your ctcLink district team
– http://sbctc.edu/docs/collegeaccess/it/it/College_Teams-8-21-13.xlsx
