Change, Technology, and Moving Forward: A Multi-Part Series to See the Face of Change, ctclink, and More at Shoreline- June 1!

As a college we have had rapid fire technology change. These sessions will talk about the foundations laid by ctclink and how to design new processes that efficiently leverage the technology moving forward. Bringing in some of the concepts discussed at Day of Learning we will talk about resilience, compassionate change, and how to adapt technology to the outcomes of the college.


The Past & Future for Shoreline

For all the great work people have invested in the ctcLink implementation, the end is also both a beginning and an opportunity. This session will take a brief look back at the foundation laid by ctcLink and discuss how we manage the ongoing transitions and are poised to improve processes and leverage technology.


Date: 6/1 12:30-1:30pm https://us02web.zoom.us/j/82972575857

The ctcLink, Summer 2021 Issue

Summer 2021 Issue

Welcome to The ctcLink, Shoreline’s ctcLink newsletter!  Our goal is to keep you informed or “linked” into the project and provide resources to support you as we move from our aging HP software to the modern and more mobile-friendly statewide Enterprise Resource Planning (ERP) system called PeopleSoft.

As always please reach out to us at ctcLink@shoreline.edu with your questions or feedback.


Where Are We Now?

Beginning June 15th, many of our colleagues across the college will participate in Data Validation Workshop sessions, following up on the Business Process Fit Gap sessions and Configuration homework. This is the crucial work to ensure that our data will be coming over correctly from HP to ctcLink and it is also our first chance to get practice with the new system.

Data validation is vital to ensure our data is clean, correct and useful.


Supporting Students, Faculty and Staff

Over the summer, with the help of Amy Kinsel and Amy Rovner, we will be planning out timely and focused training to ensure that we are all ready to use the new system in early 2022.

As a reminder, here are some new features and benefits ctcLink has to offer:

In ctcLink students will have 24/7 access to an online student center for registration, financial aid, tuition, contacting instructors and advisors, viewing grades, tracking their academic goals and more!

For most faculty ctcLink will mean new online tools that will help you manage classes and rosters as well as your experience as an employee. Once ctcLink is implemented, faculty will be able to do the following:

  • Use My Schedule to view all classes which are assigned to you.
  • View and print Class Roster.
  • Use Grade Roster—where you will see what program a student is enrolled in and assign grades.

ctcLink is a modern, consistent way for Students, Faculty and Staff to manage student records, enrollment reports, grades, class rosters, scheduling information, tuition and financial aid processes, accounting, state and federal reports, as well as share and complete college business across the state.


Learn the Language

Employee Self-Service (ESS)

Every employee will have access to a service center that allows them to view or change their own personal data.

Processes available to an employee in self service include viewing your paycheck, changing your mailing address, entering time, submitting travel & expenses, viewing a W-2, and more!

Manager Self-Service (MSS)

In ctcLink, all supervisors will have a MSS referring to the set of processes that allow them to look up, make changes to, or approve certain employee information.

Both ESS and MSS will be available 24 hours a day from anywhere in real-time.


Organizational Change Management (OCM)

We are well aware that ctcLink is one of many changes happening on campus. It is important to remember that we all handle transitions differently and that there are many tools to support you along the way. Over the last year and a half, individuals across campus became certified as Change Practitioners through the Prosci Organization. Here is a good framework to help put our change into perspective. We would challenge you to talk about the changes that are happening with others and feel free to reach out to the ctcLink team if you have questions.

Change Is a Process
Extracts from article by Tim Creasey, Prosci

[…] The Current State – how things are done today. It is the collection of processes, behaviors, tools, technologies, organizational structures and job roles that constitute how work is done. The Current State defines who we are. It may not be working great, but it is familiar and comfortable because we know what to expect. The Current State is where we have been successful and where we know how we will be
measured and evaluated. Above all else, the Current State is known.

The Transition State– tends to be messy and chaotic. It is unpredictable and constantly in flux. The Transition State is often emotionally charged, with emotions ranging from despair and anxiety to anger, fear or relief. During the Transition State, productivity predictably declines. The Transition State requires us to accept new perspectives and learn new ways of behaving, while still keeping up our day-to-day efforts. The Transition State is challenging.

The Future State– is where we are trying to get to. It is often not fully defined and can actually shift while we are trudging through the Transition State. The Future State is supposed to be better than the Current State in terms of performance. The Future State can often be worrisome. Above all else, the Future State is unknown. […]

Change Management is focused on managing the employees’ transition to the Future State at both the individual level and organizational level to achieve the required business results.

Link to full article

If you are interested in talking more about change, the 5-Minute Change Management Book Club will return this fall. Take 5 minutes to read an article about change and let’s have a good discussion!


Get Involved

  • News & Updates
  • Resources
  • Learn more
  • Project Resources
  • SBCTC documents
  • ctcLink Connect
  • Self enroll in courses
  • Start with PS Fundamentals 9.2

We welcome your questions and concerns, and can be reached by emailing ctcLink@shoreline.edu


Upcoming Events

  • The 5-Minute Change Management Book Club will return this fall!
  • Stay tuned for more updates about ctcLink via DAAG!

ctcLink Change Management Book Club

Image of a Whale and Dolphin courtesy of Rick Torben

The 5-Minute Change Management Book Club is Back!

It has been a long year for many of us, with changes coming both personally and professionally. As we wrap up the academic year, we wanted to offer an opportunity for you to reflect and share your thoughts.

This time, we offer two brief (5-10 minute) articles for you to think about. One gives a high level look at change at work and the other is more personal. Choose what speaks to you. As usual, topics are not limited to ctcLink.

If you’re interested in joining the discussion, please click the “sign up” button below to choose your date or reach out at ctclink@shoreline.edu.

The ctcLink, Winter 2021 Issue

Winter 2021 Issue

Welcome to The ctcLink, Shoreline’s ctcLink newsletter!  Our goal is to keep you informed or “linked” into the project and provide resources to support you as we move from our aging HP software to the modern and more mobile-friendly statewide Enterprise Resource Planning (ERP) system called PeopleSoft. In addition to regular DAAG posts, we will be sharing out this newsletter quarterly to highlight things that are both fun and functional!

As always please reach out to us at ctcLink@shoreline.edu with your questions or feedback.


Where Are We Now?

Beginning the first week of March, many of our colleagues across the college will participate in multiple Business Process Fit Gap (BPFGs) sessions, following up on the Student Bio/Demographic and the Admissions and Recruiting sessions from January.

The purpose of the BPFGs is to identify the business processes our college will use in ctcLink.  The Washington State Board for Community and Technical Colleges (SBCTC) ctcLink project team uses the information we provide them in these sessions to convert our college’s data to its new home in ctcLink. Once converted, we can begin testing.


Video transcript available here.


Fun Facts

ctcLink is the name for the project to implement PeopleSoft, the ERP system that will be replacing the Legacy systems of SMS, FMS, PPMS, & FAM.

Aaron Parrott, an employee from Wenatchee Valley College, submitted the winning entry for the project naming contest. Aaron said it represented all the community and technical colleges (“CTCs”) linking people with services and information.

PeopleSoft is divided into three pillars: Finance (FIN), Human Capital Management (HCM), and Campus Solutions (CS). Data entered into one pillar will communicate with the other pillars.


Learn the Language

Term

Generic word used to describe a quarter or semester.

Self- Service

In ctcLink, this refers to the set of processes that allow students, employees, managers, advisors and faculty to look up, and in some cases update certain information. Examples will include student registration, submission of timecards and grade submission.

Service Indicators

Today’s unusual action codes are called service indicators in ctcLink. They are placed on an account and have a positive or negative action.

SME’s

Subject Matter Experts. SME’s are domain experts who are authorities in a particular area or topic.


Organizational Change Management (OCM)

In 2020 we asked employees to define what change management means to our campus community and to us as individual members of the Shoreline team. This is what they said:

“[OCM] Is ​a process where we (both leadership and the community) support each other through change by committing to clear communication, training, getting buy-in and managing expectations. We acknowledge that transitions are personal, people react differently to change, and that everyone will manage change on their own timeline.  Our goal is to provide a supportive environment for us to experience this transition.”

This is not just our definition, but our commitment to you. Our ctcLink Project Team is dedicated to creating a smooth implementation of ctcLink from both the software and the people side of this transition.


Get Involved

  • News & Updates
  • Resources
  • Learn more
  • Project Resources
  • SBCTC documents
  • ctcLink Connect
  • Self enroll in courses
  • Start with PS Fundamentals 9.2

We welcome your questions and concerns, and can be reached by emailing ctcLink@shoreline.edu

Upcoming Events

  • Change Management Book Club returns this spring!
  • Stay tuned for more updates about ctcLink via DAAG!

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