Dear Colleague,
Thank you for attending the February 26, 2021 Campus Update meeting (“Zoom Hall”). Here is the captioned video recording from the meeting, as well as the written responses to the questions or comments we were not able to address within the meeting time.
Respectfully,
Cheryl Roberts, Ed.D.
President
Dear Colleagues,
By this time next year, we will be in our final stages of preparing to go live with ctcLink! I am excited about the technological and process improvements ctcLink will bring—especially for our students—and I am also realistic about the work in front of us.
Where Are We Now and What’s Next?
Half of all the state’s community and technical colleges (17 colleges) have implemented ctcLink. Along with eight other colleges, we are in the last group—Deployment Group 6 (DG6)—to launch ctcLink. Our go-live is scheduled for late winter quarter 2022.
The preparations to go live occur in multiple steps. Beginning this first week of March, many of our colleagues across the college are participating in multiple Business Process Fit Gap (BPFGs) sessions. (Some of our colleagues already completed two sessions that were offered in January: Student Bio/Demographic and the Admissions and Recruiting.)
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.
Participation in BPFGs is critical to the success of our local ctcLink setup, and it is a time-consuming endeavor. Our colleagues participating in these sessions and subsequent homework will be busy with BPFGs well into spring quarter.
Linking with You! Please Visit the ctcLink Newsletter
In addition to these communications, I encourage you to visit 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 forward. Given the challenges we are working through over the past several months, it is even more important now that we continue progress on projects like these that will help us become more effective and connected than ever before.
Thank you!
Help me recognize and appreciate those working so hard to prepare us for ctcLink. I am looking forward to a much more modern, consistent way to manage student records, enrollment reports, grades, class rosters, scheduling information, tuition and financial aid processes, accounting, state/federal reports, and much more!
Thank you for all you do to support our students and each other.
Sincerely,
Cheryl Roberts, Ed.D.
President
The newest edition of Shoreline’s independent student newspaper, The Ebbtide, is available online.
Don’t miss: How Quarantine Transformed my Relationships, by Emma Dortsch.
Check it out: www.theebbtide.com
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.
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.
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.
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.
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.
We welcome your questions and concerns, and can be reached by emailing ctcLink@shoreline.edu
Waves of Gratitude to George Savanah:
Patience and perseverance. Working in this remote way at the moment is very difficult-it is difficult for the students and also for the staff-we all have timing and deadline issues and the students try very hard to stick to these and get everything in on time in order to get Financial Aid and emergency funding processed-George has spent a lot of time helping a particular student to qualify for emergency aid -it was touch and go for a while and we were concerned that the student wouldn’t get the required information in -George never lost faith in the student to get it done-and thankfully-because of him-and the support of the Emergency funding team the student has been able to qualify and receive the necessary funding they so desperately needed-so George I am proud to be part of your team and every day I learn more about patience and perseverance from you!! – Holly Burton
Waves of Gratitude to Mical Degraaff:
Inclusive Excellence, Respect, Student Engagement. Mical has worked tireless as she has handled hundreds of Emergency Aid applications, thinking only of her students, going over and above, while supporting her coworkers and excelling as the leader of the Gender Equity Center and a critical member of the Care Team. Mical’s dedication is incredibly admirable and appreciated by students and staff alike and her work ethic sincerely impressive. Our College is lucky to have Mical as part of the Emergency Aid team and part of Student Services. – Anonymous
Waves of Gratitude to Pete Babington:
Leading by Example and Going Above and Beyond. Recently, our campus has experienced several weather related events (snow and wind storms). Pete came to campus on multiple occasions to work and assist clearing snow for the safe travel of residents, campus visitors, and employees that still had to physically report to campus. After the snow had cleared, a large limb fell blocking the Main Gate exit. On a weekend evening, Pete responded to campus and worked to clear the throughway so that the campus again would be safe to traverse. Seeing the director of a department do this shows strong leadership skills by leading by example and dedication to his position. Well done! – Anonymous.
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