Working Group Meeting Minutes - SBCTC



Working Group Meeting MinutesAugust 5, 2020SBCTC Olympia, Bonanza Room and WebEx Tara Keen, FacilitatorMeeting ParticipantsVoting Members?Kathy Disney, Tacoma? Pat Daniels, Highline ? Krista Francis, Peninsula ? Beth Farley, Edmonds ? Sabra Sand, Clark ? Chantel Black, Spokane? Dani Bundy, SBCTC ? Christyanna Dawson, SBCTC ? Ana Ybarra, SBCTC ? John Henry Whatley, SBCTC ? Shon Dicks-Schlesinger, SBCTC? Brian Lanier, SBCTC ? Sanjiv Bhagat, SBCTC? Sandy Main, SBCTC ? Venkat Gangula, SBCTC? Carmen McKenzie, SBCTCNon-Voting Members?Christy Campbell, SBCTC ?Tara Keen, SBCTC?Cheryl Fritz, Wenatchee?Charlene Rios, Big Bend ?Ray Gartner, SBCTC?John Ginther, SBCTC?Dennis Colgan, SBCTC?Roger Curry, SBCTC?Janelle Runyon, SBCTC ?Reuth Kim, SBCTC ?Kristy Snow, SBCTCMeeting MinutesReview & Approve Meeting Minutes from 7/22/2020 and Status Updates on Action ItemsWebEx Recording Time 03:53 – 13:32Reviewed meeting minutes from 7/22/2020. The minutes are approved.Enhancement Requests (ER) & Other UpdatesWebEx Recording Time 13:33 – 30:59Cash Advance Employee Privilege Template UpdateKari Twogood shared that this ER came from the PeopleSoft Update Manager (PUM) 35 update that was recently received in the project environments. For the expense module in regards to the expense report and travel authorization, there are employee privilege templates titled: employee, consultant and vice president. These templates control what access an employee has on the documents. For example, they control what chart fields an employee can modify when completing a travel authorization form. So far, no live colleges have opted to use these, but two colleges from Deployment Group (DG) 4 have asked to use these. These templates were originally thought to be a local configuration, so these fields were configured so employees can modify every field on the form. This proposal is asking to change the Employee Privilege Template to give the ability to modify some of the fields, but not fields like the Account and Operating Unit (OU); change the Consultant Privilege Template to view only; and change the Vice President Privilege Template to be open and modify all. Carmen McKenzie asked to clarify the purpose of this request. Kari clarified that all employees are able to create travel and expense documents under cash advance travel, authorization and expense reports. This request will help control the fields that employees can modify when completing these documents so the reports are charged to the correct account.Tara clarified that right now, the system provides templates where we could essentially stop folks from going in and editing things that would end up disrupting the appropriate chart string values associated with a trip and expense report. However, none of the colleges who are currently live on PeopleSoft (PS) are using these, but a couple of the DG4 colleges want to use them. So this request will not change anything for the colleges currently live in the system, but is needed in order for the colleges in the upcoming deployment group to adopt this security measure. This is approved.Demo Log-in ChangesWebEx Recording Time 31:00 – 40:45Sandy Main and her team have been trying to address some accessibility issues without doing any harm to any other functionality of the pages in the system. Some of the changes they’ve done are on the sign-up page, activate your account/first time user page, and forgot password page. Christopher Soran provided a demo of the changes in the log-in page that went into production. The “Enable Screen Reader Mode” checkbox was originally under the “Sign In” button so when people were logging in, they would not immediately see the checkbox before clicking the sign in button. This checkbox has now been moved up above the “Sign In” button so folks see this option more easily. On the reset password page, after you put in your ctcLink ID, it will take you to an answer box for your security questions, but the screen reader would not read the question, so you would not know which question you were answering. This has been fixed so the screen reader will read the question to you. The password instructions were also moved above the password box when creating a new password so the screen reader will read the instructions before you choose a password. There were also some contrast issues that were corrected.On the first time account activation page, for the boxes on the page you need to fill out, the screen reader would just say “Edit” and not tell you what information the box was asking for. This has been corrected so now the screen reader will read what information is supposed to go in the box such as “first name” or “last name.” Sandy shared that these changes aren’t so drastic that folks will really notice unless they are using a screen reader device. It is also known that these changes do not make the pages 100% compliant because that will require a recode of the entire page, but these changes get us closer to a workable system for our users sooner rather than waiting. The feedback received so far on these changes has been positive.DG3 Support UpdatesWebEx Recording Time 40:46 – 43:23Dani Bundy provided an update that Financial Aid (FA) has been dispersed for some students for each of the DG3 colleges, Finance is still working on closing for the year and Human Capital Management (HCM) has been doing pre-payroll open WebEx’s to close out issues that might come up prior to the day of payroll. Dani is looking at staffing and the approval for that to get more people working on the support team. For now, there are two new folks to the Finance team, Laurel Anderson and Michelle Rockwell.Online Admissions Application (OAA), CampusCE & Budget Planning Tool UpdateWebEx Recording Time 43:24 – 58:46Kristy Snow shared the Budget Planning project is still working on global aspects of the tool. There was a requirements questionnaire sent out to the Deployment Group (DG) 2 and DG3 colleges to collect local information about their processes and configuration to start building the local aspects. There was an open WebEx this morning for colleges to log-in and ask any questions they had to help complete the questionnaire, which is due this Friday. Once we get this information, Mythics will do the initial configuration of the tool. Then we will meet with the colleges on August 19, 2020 to review the tool and get feedback so Mythics can make any necessary changes before getting sign-off from the colleges.There was a communication that went out to the DG2 & DG3 Business Affairs Commission (BAC) leaders in regards to the Budget Planning implementation to ensure they are aware of the work that is coming up, the timeline and to get a confirmation that they would like to be included in the first group of colleges to go live on the new tool in January 2021.Christy Campbell advised when the original contract was signed, the scope was for the DG2 colleges, but has since expanded to include the DG3 colleges. With this change, the vendor was unclear as to the work effort it would take to include the DG3 colleges, so we have broken the project into two phases. The first phase will focus on the design and the second phase will be the rest of the implementation. After the first phase, Mythics will provide a Change Order with the cost change for adding the DG3 colleges.Beth Farley asked when the next group of colleges will go live in the new budget planning tool. Since the information needs to be in ctcLink before they can implement on the tool, DG4 & DG5 will implement in January 2022 for the FY-23 budget year and DG6 will do the project 3-6 months after they go live in ctcLink for the FY-24 budget year. The DG4 & DG5 colleges can expect to start this work sometime between July and August 2021.Kristy shared the Online Admissions Application is also still working on the global aspects of the application. Yesterday, the team wrapped up their conversations around statutory requirements where the teams went page-by-page to discuss what questions can/cannot be asked and what wording should be used. Kristy is working in partnership with the ctcLink Project and SBCTC communications teams to gather the different branding and logo images from the DG2 & DG3 colleges so this can be configured into the application. There is also a meeting tomorrow with folks from the Community Colleges of Spokane to start discussions around international applicants.Christy shared that all the contracts have been signed for CampusCE and there was a communication that went out to the PM/OCM ListServ. Mike Nielsen from Green River College will help share the communication with the Continuing Education Council (CEC) and any other continuing education leaders that need to be aware of the contracts. Joe Carl is leading as the integration lead, which includes some business alignment sessions planned for this month. Reuth and her direct reports will be helping with the coordination of these sessions. These sessions are to align business processes, create business process maps and help with the integration piece. This is expected to be ready for the DG4 colleges as they go live in February 2021.Christy also shared that Jennifer Ward from Clark Colleges took a position with CampusCE and has been a big ally in the discussions with CampusCE. She understand the colleges and how they operate and has been looking out for the colleges during these discussions.Christy clarified that the business alignment sessions are not training opportunities, but rather defining how the processes need to flow for the efficiency of both the system and for the college staff. It is important for college continuing education folks be involved in these sessions. Unfortunately in the past, CampusCE has not allowed sessions to be recorded, but Christy will continue to ask and work on CampusCE to allow this.Steering Committee (SC) Relevant UpdatesWebEx Recording Time 58:47 – 01:08:15Christy shared that there is finally a full SC again. There were some folks who have been involved since the beginning have moved on from the SC, but those vacancies have all been filled. While filling these vacancies, it was identified that there were three separate roles of participation that was felt to be important and keep the SC well rounded. These were the Washington State Student Services Commission (WSSSC), Disability Services Commission and the Chief Diversity and Equity Officers Commission (CDEOC).There was some discussions that happened during the last SC meeting as well as the Executive Leadership Committee (ELC) meeting around the identity management solution, Okta. This is a solution that is out of scope for ctcLink, but it does sit as another layer on top of the ctcLink security. There has been a first reading of this solution by the presidents and has gone back to the Operating Budget Committee to talk about how it will be paid for. This is a potential risk for the ctcLink project if it is tied to a deployment group go-live and this will be documented as a risk, but we do not have a contract of implementation plan yet. The level of risk is unknown until we have more information.Christy also shared that Jan Yoshiwara communicated to the presidents that she has approved 13 positions for the support organization and will be looking to post positions during the August timeframe.Tara reported that the Talent Acquisition Management (TAM) recommendation was presented to the Human Resource Management Commission (HRMC) who was in favor of the recommendation. There was a request to add language that specifies what the recommendation covers in regards to the deployment groups. Colleges already live on ctcLink will continue to get support and those who have not been configured will need to wait until after the stabilization of all colleges moving to ctcLink before approaching the support organization for implementation assistance for configuration, testing and deployment. The SC asked to include specifications for the deployment groups and how they would be impacted. With these adjustments, the SC did approve the recommendation.Follow-Up/Action ItemsReach closure on GDR items/governance approval requests and properly track the items and update. Finalize global configuration guides and receive complete approval.Tara, Reuth, delegates1/23/20192/6/19: In Progress: No updates at this time. Tara & Reuth will be meeting on this soon.3/20/19: Reuth & Tara will be meeting next week. DG2 Global Configuration Guides are being sent out for review.4/17/19: Tara and Reuth will need to continue to work on this. 5/1/19: Global and Local Configuration Guides are located in cDR. 6/26/19: Reuth needs to loop back with Tara regarding this.3/4/20 & 3/18/20 & 4/1/20: Hoping to cover the guide at a future meeting. Focus has been on DG3 deployment. 5/13/2020: Transitioned local config guides to reference center, but will bring global config guides back to WG.6/10/2020: Reuth to schedule a meeting to discuss this with Tara.6/24/2020: Tara will work with testing team to translate global configuration to same format as the local config guides in the Reference Center. CS GDR doc needs to be reviewed because it was not fully approved by SC.7/8/2020: Test Coordinators will be taking Global Config guides and add them to the reference center.CS doc will be sent to Tara/team by Reuth.7/22/2020 & 8/5/2020 : Will address at next meeting.8/19/2020: CS needs to be reviewed and guide recommendations to see what has been closed out. Tara will reach out to JH and Joe on those items. Create questions to bring back to BAC around OUs to gain more information about this request.Notes: Expenditures tracking incorporates some of the department/multiple OUs information. Action Item: Track as Delegate Input Decision ItemChristyanna Dawson, John Ginther and Dani Bundy3/20/19In Progress4/3/19: Emmett has a preliminary list of questions, but still needs to loop around with Char.4/17/19: Questions and concept of expanded set of operating values created and received initial feedback from BAC, need to figure out next steps, how to support it and measure it by risks/impacts (potential impact to CoA). Bring this info to BAR in June to gather feedback and further refine recommendation. *This is currently tracked in PWA with John G. original request for OU Enhancement Request.5/15/19: Charlene heard from Choi, and waiting for Emmett.5/29/19: Emmett will speak with BAC next week.6/26/19: Reuth to follow up with Emmett for update. We are unsure if Emmett provided the June update to BAR/BAC.7/17/19: Emmett presented to BAR in June, no vote taken. 8/7/19: Christyanna will loop back with Emmett to get an update on this.9/4/19: Write up synopsis of the June BAR presentation and define next steps. Will bring back to next WG meeting. 10/2/19: Emmett provided a verbal update and recommended next steps11/27/19:Re-assign to Christyanna and get update. 12/11/19: Christyanna will work with Finance team and John Ginther to work further on this. 1/8/20: Christyanna received more information from FIN team and will follow up with John Ginther.2/19/20: need to meet with all parties to continue this work.3/4/20: Need to follow up with Christyanna.3/18/20: Christyanna mentioned this impact is to a wider audience and has reviewed Emmett’s doc. Also added Dani.4/29/20 & 5/13/2020: Pending; Christyanna will re-visit.5/27/2020: Christyanna and Tara will meet to figure out a plan of action in moving forward. 6/10/2020: Christyanna and Tara continuing to meet with different stakeholders (analysts for GL, reporting, SF team and will meet next with HCM team). Goal is bring back an infographic to WG with the scope and how it impacts all pillars.6/24/2020: Tara and Christyanna to meet today to create a visual (infographic) and will bring this info back to WG.7/8/2020: Infographic is being drafted and brought back to next WE meeting.8/5/2020: Christyanna to check on the next BAC meeting to see if we can be part of the next agenda. Information was presented to WG on 7/22/2020.8/19/20: Christyanna will be on the agenda for the next BAC meeting with Tara (scheduled for October 2nd). cEmail Delegated Decision Tara Keen5/15/19Update WG on full analysis when ready.9/4/19: Tara to add to WG agenda.10/2/19: New resource will need to lead this effort.11/27/19: Lead returns we will work on specifications for functional and tech design changes and prep Enhancement Requests. Notifications on W2 for HCM pillar was not included.12/9/19: Tara will work with HCM team on W2 notifications.1/8/20: Team has not begun the development analysis work due to conversion activities. 1/22/20: Tara will have an update by next meeting.2/19/20: Resource is available to start this work with Tara.3/4/20 - 5/13/2020: Resource will focus on this after DG3-B go-live. Tara has forwarded information to key resources.5/27/2020: Resource will meet next week to de-construct CS/HCM pillar and Tech Team to develop FTDD. 6/10/2020: Tara met with development lead, HCM and CS teams. Tara asked the teams to do an analysis of the notifications to identify customizations and effort estimates. This will be a large effort that will potentially need to go to SC for potential resource allocation and size of change.6/24/2020: Tara continues to meet with the team to determine depth and scope of change and will bring updates to WG. This will likely to go SC due to the size, change and time for the project.7/8/2020: Still working on this and will bring this back to WG and then will need approval by SC.7/22/2020: Tara will meet with team next week to determine the FTDD count. This will go to SC after WG approval.8/5/2020: Tara has a meeting scheduled next week to discuss FTDD.8/19/2020: Another few weeks to provide a good effort estimate for customizations. HCM Payroll M-O45 PSHUP Load Process Modification –Enhancement Request tabled –Shon to work with Brian /HCM team and update working group on 7/10/19Brian Lanier and Dani Bundy6/26/197/24/19: Meet to discuss. 8/7/19: Brian & Shon met and discussed. This will be a customization. More work needed on this.10/2/19: Needs to be looked at after go-live.12/9/19: Support organization will review intended delivery timeframe before DG3 cutoff. John Ginther will follow up to ensure resources.1/8/20: A request to PMO needs to be made for resource support from project team.2/19/20: Dani will gladly go back and check with the team.3/4/20: Need to follow up with Dani. 3/18/20: Dani has discussed this with Brian, two tickets are pending on this topic and will need further review.4/1/20: Topic deferred will be reviewed in the future. 4/15/2020; Meeting set up this week and have suggestions from project team to discuss best way to approach this.4/29/2020: Brian said a query has been created for accounting line and PSHUP file, this will be run before each payroll (and checklist) is run. Brian to confirm with John G. if there is a concern with closing this.5/13/2020: Last payroll showed lots of errors so not ready to be closed out. More work needs to be considered for this.5/27/2020: Testing has re-started and have received recommendations from tech team before PSHUP file can go to PRD. Query is in place and colleges are using this.6/10/2020: Tech team is currently working on this.6/24/2020: Still working on this request / query. 7/8/2020 & 7/22/2020: Currently in testing phase.8/5/2020: Continuing to work on this fix.8/19/2020: Still working on this. May put this on hold but have a temp fix. Still in the que. Create ER for the 2 recommendations from the Travel Auth/Adv/Exp CPWDani Bundy9/4/19Pat will work with Daniel to get formal ER submitted to WG. 10/2/19: In Progress with CPW team. 1/8/20: Reuth will follow up with Daniel, Carrie & Pat on status of CPWs and bringing requests forward. 2/19/20: Reuth and Pat to finalize. 3/4/20: Pat has drafted the ER form.3/18/20: Pat submitted draft and will be a topic for a future meeting.4/1/20: ER drafted, need to meet to discuss this further with Pat, Christyanna, Dani and Reuth. 4/15/2020: Pat, Christyanna & Dani met, discussed items and will be bringing the info back to WG. Dani is going to review PRD related items (specific fields). 4/29/2020: Pat has updated.5/13/2020: & 5/27/2020: The map will be updated by Pat (drop down menu value changes) and Dani will take this to Change Management Board. 6/10/2020: Dani brought this to CMB. Group is currently looking at the reporting impact.6/24/2020 & 7/8/2020: Dani will follow-up on this with CMB.7/22/2020 & 8/5/2020 & 8/19/2020: Dani followed up with CBM. This is currently being prioritized.Enhancement Requests from Clark-Finance one has been evaluated but needs to be communicated back to the colleges.Shon & Christyanna 3/4/20203/18/20: Shon will coordinate UAT with Clark/FIN. Susan may be able to help coordinate this.4/1/20: Shon will reach out to Susan this week. 4/29/2020: Shon will meet with Susan on Friday.5/13/2020: Shon met with Susan and also followed up with Tanya on requirements for UAT.5/27/2020: Get update from Shon at next meeting. 6/10/2020: Reuth to get an update from Shon.6/24/2020: Shon reported that this change will happen after year end.7/8/2020 – 8/5/2020: Still on track to update after year end activities.8/19/2020: FIN Functional Analysts started working on this last week. Enhancement Request PRD Status Dani & Tara & ReuthApril 20205/27/2020: Meeting in June to discuss this. 6/10/2020: Reuth to schedule another meeting.6/24/2020 & 7/8/2020: Reuth will reschedule another meeting for additional conversations about this. 7/22/2020: Will cover after Reuth returns.8/5/2020: Still working through this process to provide an update back to WG. Prioritizing and working through the fixes with the CMB as it pertains to PRD and project. 8/19/2020: On agenda for WG today! ................
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