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Deployed and Canceled
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ER #Item NameStatusPillar/ProductDate DeployedDescription
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1ER 1 - Email Types Task ForceCanceledCS-CoreForm a task force as decision input is needed to determine whether a centralized email account is needed for ctcLink for all employee and student communications or whether use of multiple Email Type values (one for each district) is feasible. Decision input must also resolve concerns with single email storage of workflow notifications (e.g. Timesheet rejections).
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2ER 2 - CS Educational Suffix RemovalDeployedCS-Core4/30/2019It has been requested that the values in the Person Suffix Type for Educational Titles be removed. These values include: DDS, DS, EDD, JD, RN, PhD.
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3ER 3 - Academic Structure Recommendations from CS GDR SessionsCanceledCS-Core2.1B Academic Programs: The Academic Programs are currently globally configured. However, due in particular to Guided Pathways-related changes to entry, advising, and instruction, the global values no longer match the colleges’ practices. They recommended making the Academic Programs local rather than global with the intention of aligning the Academic Program codes with the Guided Pathways meta-majors.

However, since re-designing the Academic Structure would have an impact on the currently-live colleges, Data Services, and future deployment groups, the recommendation is for this issue to be reviewed by the Instruction and Student Services Commissions. If desired, the Commission(s) (or a Council of their designation) would bring this potential scope increase to the ctcLink governance for consideration. In coordination with the Guided Pathways working group (led by Kristi Wellington-Baker), Carmen McKenzie will bring this issue forward to Data Governance Committee which comprises members from all Councils and Commissions.
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6ER 6 - Expansion of Address Field Printed on CheckDeployedFIN5/9/2021Expansion of the default location selection to accommodate new International locations in the default menu list on Travel & Expenses module so that it can populate international location while creating Travel Authorization and Expense Report. Travel requests for new International locations are increasing hence need to add more new locations in the default location list.
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7ER 7 - Expansion of Default International LocationDeployedFIN7/26/2019Enhancement Request to expand the address field that is printing on checks to accommodate international addresses.
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8ER 8 - Set Default Matching Tolerance in Purchase Order LinesCanceledFINSpokane is looking to set up default matching tolerance setup at Purchase Order level. The default matching tolerance at PO line level should be set so that small difference between PO item price/ quantity and Invoice item price/ quantity can be matched if there is any small difference, instead of manually updating the specific PO line. Revising PO for a small difference of amount or quantity is not efficient and causes unnecessary rework for the Buyer.
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9ER 9 - HR Core add Additional Fields to Self Service Compensation HistoryDeployedHCM10/5/2023The current configuration in Self Service does show compensation history. It only displays the dollar amount and not the grade/step or reason for the move. The colleges are requesting the Grade, Step and Reason also be included in the display. When ctcLink went live, Tacoma and Spokane had the understanding that these fields would be included so they (Tacoma and Spokane) discontinued maintaining the excel spreadsheets manually with this data. The documents were maintained for mail merges on documents sent out to employees regarding their new grade/step each time there was any movement/changes.
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10ER 10 - T & L Rule ExceptionDeployedHCM3/11/2019A new exception rule need to be created and added to the TL rule program ID for Punch time reporters. The Exception rule will capture the punch time exception when the employees enter out time in the Lunch time slot and generate an exception to the time administrator.
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11ER 11- Add Project Chartfield and Proforma InvoiceDeployedFIN11/12/2019Tacoma would like the inclusion of the Chartfield string on a proforma invoice to enable verification of the Chartfield string for pending invoices and to provide documentation for auditors.
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13ER 13 - Online Admissions Application OAA ImprovementsDeployedOAAP2/2/2019The Online Admissions Workgroup is actively pursuing a replacement solution for Ciber’s OAA. In the meantime, the following 14 enhancement requests to the existing OAA have been identified:

1. To encourage applicants to respond to non-required sections, change the description of these sections from “Optional” to “Additional”.

2. Add a “Next” button to help applicants proceed through and complete the application more easily.

3. Eliminate double entry of citizenship data for international applicants.

4. Remove the Citizenship and Visa sections from non-international application templates.

5. Restore the floating help text icons’ functionality, which has not worked since the migration to Amazon Web Services.

6. Update the help text content dynamically based on the applicant’s selections.

7. Improve the help text for Academic Program and Admit Type selections.

8. Fix the alignment of the dropdown menus and their headers on the Academic Data Selection page.

9. Do not require students to select Academic Career or Campus values on the Academic Data Selection page.

10. Automatically re-direct students to the submit page when all required sections are complete.

11. Modernize the font styles and colors used throughout the OAA.

12. Add functionality to allow Academic Plan code exclusions to be a local configuration (currently global).

13. Update the default values that are passed from OAA to the student’s External Education record in Campus Solutions. Currently, “High School - 9th Grade” is sent for all high school and post-secondary schools.

14. Sort the list of Admit Terms chronologically rather than alphabetically.
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14ER 14 - SF DreamAhead 529 College Investment PlanDeployedCS-SF7/8/2020Create global Student Financial Item Types and corresponding Financial Aid Item Types for the new State of Washington’s DreamAhead 529 College Investment Plan
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15ER 15 - Teach GrantDeployedCS-SF7/1/2020Create global Student Financial Item Types and corresponding Financial Aid Item Types for the 3rd and 4th year of federal Teach Grant program.
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16ER 16 - HR Core Implementation of Position NumbersDeployedHCM1/22/2020SBCTC agency is requesting to implement position numbers (field) in PeopleSoft HCM.
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17ER 17 - Employer Paid Sick Leave NotificationDeployedHCM5/8/2019As per WAC 296-128-760, Employer must notify each employee in written or electronic format about their paid sick leave entitlement, detailing the amount of paid sick leave accrued and the paid sick leave reductions, and any unused paid sick leave available for use by the employee.

To comply with this regulation, we need a decision made between two options.
Option 1 -The Absence Balance page or the electronic version of Payslip in Employee Self Service could be modified to include the Sick Leave balance.
Option 2- Implement a query and get a report of sick leave balances and send this information via email or mail to the impacted employees.
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18ER 18 - Removal of Marital Status ButtonDeployedHCM11/6/2019HCM request to remove the marital status button for Self Service users. The button Change Marital Status button leads to nowhere presently giving the user an error stating you are not authorized to this page.
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19ER 19 - Repurpose Chartfield 1 for Due to/Due From ReportingDeployedFIN6/4/2020SBCTC is seeking to improve reporting for OFM AFRS reporting by re-purposing the local Chartfield 1 field to a global field populated with state agency numbers.
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20ER 20 - FSCM Operating Unit Availability for all Business UnitsCanceledFINThe Business Affairs Commission are requesting that all districts be allowed to use multiple operating units. Currently practice is to only allow additional operating units for districts with more than one State Board approved college.
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21ER 21 - Student Navigation CollectionsDeployedCS-Core10/11/2019Due to gaps in Oracle’s delivery of a fully Fluid Self-Service, global classic pages that students are accustomed to utilizing must be brought into the new interface. This should be done using a Classic Plus approach to the delivered Student Homepage to ensure students have access to critical functionality but can still utilize the new technology.
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22ER 22 - Staff Fluid Navigation CollectionsDeployedHCM10/11/2019Development of staff-based navigation collections for common global business processes including Curriculum Management, Admissions Processing, Student Financials, and Financial Aid.
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23ER 23 - Gender Neutral Ethnic GroupsDeployedCS-Core6/5/2020Add/Amend gender neutral ethnic group descriptions.
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24ER 24 - CS and HCM Name Prefix TypeDeployedCS-Core4/8/2019Add/Amend Gender neutral Name Prefix Type, Mx in Campus Solutions and HCM.
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25ER 25 - National Student Clearinghouse ReportingDeployedCS-Core2/14/2020Add the following additional statuses to the Academic Statistics Type page for NSC reporting and should only be included in the report of the student is term activated:

• Discontinued

• Deceased
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26ER 26 - Use of sub-plans for Guided Pathways InitiativeDeployedCS-Core8/27/2020Utilizing academic sub-plans to achieve efficiencies in record maintenance and academic advisement report coding.
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27ER 27 - (SOGI) 1 of 5 - CS Self Identification of Gender Identity and Sexual OrientationDeployedCS-Core7/20/2020Student self-identification of Gender Identity and Sexual Orientation is to be collected utilizing existing data language, and that it be updatable by the student, just as they are able to update other demographic information (such as name, address, etc.). As with other demographic identities, this information can be fluid and because student comfort with and readiness for disclosure may evolve over time, it is important that the system allow the flexibility for changes throughout a student's lifecycle without compromising student privacy.
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27ER 27 - (SOGI) 2 of 5 - HCM Self Identification of Gender Identity, Sexual Orientation and Preferred PronounsDeployedHCM3/9/2023Implement the collection of sexual orientation, gender identify and pronouns in the HCM pillar.
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28ER 28 - Academic Career and Academic Program ValuesCanceledCS-CoreThe Academic Career and Academic Program values were globally-defined at the beginning of the project. The project team will review the Academic Career values (Academic and Continuing Education) and the Academic Program values (Baccalaureate, Academic, Professional/Technical, Transitional Studies, Not Award Seeking, and Continuing Education) to ensure these global values fit current business processes and that their descriptions and attributes are accurate.
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29ER 29 - Limit Options for Voucher Processing - BU or Process Voucher BuildDeployedFIN6/7/2019To eliminate the ability for Colleges to run each others voucher build, we need to modify the options to only Business Unit or Process Voucher. This will allow the schools to process everything within their own Business Unit or a specific voucher.
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30ER 30 - Volunteer PaygroupsDeployedHCM6/1/2019Presently, the payroll system is set to Other in Job Data for volunteers. This keeps them out of Payroll and allows tracking of volunteer hours in Time and Labor, where non-pay time reporting code is configured. Hence, reports of how many hours the volunteers worked could be taken out of Time and Labor, if the system has been utilized. However, designating a paygroup to enroll all volunteers will provide an additional data element to separate this population and will support reporting efforts. It will also allow in the future, to process volunteer hours through the HCM pillar and send this data to Accounts Payable in Finance.
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31ER 31 - Limit Budget ID Field in Grants ModuleDeployedFIN7/5/2019The request to limit the budget id field to 6 characters would allow the id to fit in ctclink reports and match the project costing field.
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32ER 32 - HCM Combo Code SyncDeployedHCM4/23/2019There have been multiple occurrences of when the customized GL Interface process (CEMLI M-036 PAYGL01) ends with combo code error, which is then resolved by Application Services running SQL scripts to synchronize behind the scene tables.

Our current approach to prevent this type of combo code error during Post-Payroll processing is to request from Application Services to run SQL scripts and detect potential issues. Once M-036 fails, the SQL Sync scripts will be run. However, this approach neither prevents process failure nor it provides a method to keep the impacted tables in sync. A new process would be beneficial in this case, to run prior to M-036 combo code logic and sync tables, if needed.
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33ER 33- Activity Type GLE Inserted on Payroll JournalsDeployedFIN1/17/2019Automating the solution to insert the GLE analysis type on every payroll transaction related to expense reimbursable grants, contracts, and projects is needed because there is no ability for HCM to populate this information and the college Financial staff do not have the ability to update this value in Finance. Currently a work around is in place, but it requires running a SQL script after each payroll. A long term fix is needed.

Current process would seem to require each college to manually enter a GLE analysis type in all payroll journal lines that have a project number, which require between 15 and 60 minutes of staff time each pay period, but does not solve their inability to check a necessary flag that designates whether or not it is distributed, which is why a SQL update is currently in use and a long term solution is desired.
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34ER 34 - Duplicate Load of Credit Card FilesDeployedFIN9/13/2019Request change to eliminate the possibility of users mistakenly uploading the same file more than once. This has happened several times now and requires the shut-down of the process (for all schools) in order to run a SQL statement to eliminate the duplicate transactions. If a duplicate statement is presented, an error should happen stating that it has already been uploaded. Similar to the functionality of Cash Management and the uploading of bank files.

Navigation: Main Menu>Purchasing>Procurement Cards>Process Statements>Load ProCard Stage
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35ER 35 - Separate Load by Business UnitDeployedFIN2/4/2020This process runs the load for all transactions, regardless of business unit, into the reconciliation tables. If a school is having an issue and someone runs this process, it will move the other schools transactions before they can be fixed.

Eliminating the global push, making each school have the ability to push their own transactions into the reconciliation tables.

Navigation: Main Menu>Purchasing>Procurement Cards>Process Statements>Load Statement
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36ER 36 - Automate Sick Leave BuyoutDeployedHCM2/8/2021Automating the leave buyout process- Colleges will need a single configured leave buyout code so that when the Absence Administrator enters it in the Absence Management system the leave balances will be reduce based on the hours reported for the cash out. The cash out hours would then push to Payroll on the Pay Line or Time and Labor where the Payroll Administrator can process the payment in payroll. Currently, the Payroll Administrators are processing the cash out hours by entering the amounts on Pay Line or loaded via one-time (PSHUP) file load on the 01B payroll. Then, on the following payroll, the Absence Administrators are manually adjusting the leave balances to adjust what was paid out in the Absence Management system.

Updating the Absence Management system to automate leave adjustments and provide means to push data to Time and Labor would not only create audit trail but would also keep these three systems in sync and would minimize errors.

Automating the leave adjustment process in Absence Management will allow more efficient, accurate and timely processing. The ability to push data to Time and Labor will allow automatic load to Payroll as part of the normal payroll processing cycle. This process should be implemented for Global utilization and could be expanded (in the future) to also process Vacation leave payouts when the employee is separated.
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37ER 37 - Payroll Control by Vendor which Deductions to send to APDeployedHCM3/4/2022Delivered functionalities do not allow User control over sending or not sending negative amounts to Accounts Payable (AP) in the Finance pillar, however several SBCTC Vendors do not accept negative payments. Only if the sum by employee by deduction code associated with that Vendor is positive, the amount should be sent to AP. A new custom process should be developed to control the Status Flag on the AP Extract Detail Line. This new process should run after the "Non-Tax Deduction Extract" and before the "Send Vouchers to AP". If the summarized total was negative, then the new process will change the Status Flag to “N” on all the transactions associated with the deduction, thus not being sent to AP.
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38ER 38 - HCA Enrollment CEMLI 1-092DeployedHCM12/10/2018Relationship codes coming on the daily enrollment file currently are specific to Son & Daughter. Effective 01/01/2019 - for ctcLink effective - when the open enrollment file comes in, this relationship code will be just Child. A new relationship code for Step Children is introduced.
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39ER 39 - HCA Benefits Data CEMLI E-199DeployedHCM5/14/2019Originally the CEMLI was designed similar to the legacy reports. There are 3 Pages in the CEMLI. The Discrepancies Page compares what was taken from employees out of their paychecks versus what HCA says should have been taken. During Summer/Fall - when a group of employees are on Prepays and don't receive a paycheck, this discrepancy report displays all the employee portion of the deductions to be zero which is misleading. The EE portion of the deductions are taken from the Prepay balances and not from paychecks during the prepay cycles. This CEMLI will therefore need modification to look at the prepay deductions if any and report from prepays as well instead of creating discrepancies.
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40ER 40 - Clear Table in Order to Include L & I in AP ProcessDeployedHCM9/28/2018Deductions for L&I are not currently being sent to AP during the non-tax deduction extract and they have been paid through a manual process. In order to be included in the AP process for the new fiscal year, the respective tables from 03B 2018 back need to be cleared. Since the 2nd quarter payment for L&I has not been made yet, the pay periods that need to be cleared are 08/31/2015 - 03/31/2018. The impacted tables will need to be identified, for data removal via SQL Delete statements. Using the delivered automated process to push to accounts payable the L&I deductions when the normal vendor process runs will save time and effort for all involved as well as minimize errors.
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42ER 42 - (FYI) Tuition Residency ExceptionDeployedCS-SF6/5/2019Tuition Residency Exception list

Missing:

• Pacific Island Nations
• Veteran (Choice Act 2014)

Amended:

• Border County to Border County (Oregon)

One exception (Veteran (Choice Act 2014)) missed at “Go Live”

One exception (Pacific Island Nations) updated in residency law in 2015

One exception (Border County) amended to reflect discontinued Idaho tuition reciprocity

Original Request Submitted 12/21/2018.
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43ER 43 - Change Record Group FS_13 Chartfield Value Sets from Global to LocalDeployedFIN9/12/2018Change table set sharing to local basis for record group ID FS_13 – CF Value Sets – Budget Closing for the following set control values: WA000, WA170, WA220.
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44ER 44 - Faculty WorkloadDeployedHCM8/4/2020Contract was created for employee in Faculty Workload with start date preceding employee's hire date in HCM. College is requesting a change to address the above issue to avoid payroll cutoff processing errors as well as possibility of incorrect payment of wages to impacted employees. When incorporated, this change will reduce number errors during critical payroll cutoff processing time as well as possibility of faculty wage over-payment /delay in faculty individual payroll processing.
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45ER 45 - SNG to Washington College GrantDeployedCS-FA7/1/20202019 Legislature passed HB2158, Workforce Education Investment Act, which included a number of higher education investments and made a historic change to the State Need Grant program, replacing it with the Washington College Grant (WCG) program with guaranteed funding for all eligible students beginning in the 2020-21 academic year. In addition, the program expands need-based financial aid to middle class families, increasing the eligibility threshold from 7-% MFI to 100% MFI beginning in 2020-21 AY. How this relates to production at this time is a name change only until further guidance from the legislature and WSAC.
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46ER 46 - Staff Months CalculationsDeployedHCM7/31/2020The current logic to calculate total FTE for full and part time faculty differs from the Legacy calculation and is not conforming to FTDD guidelines. Specifically there are two variances in the staff months calculation, ctcLink is using the number of available pay periods instead of the payment term from faculty workload and does not perform the end of contract calculation to adjust the FTE appropriately. College FTE's are being understated as a result of these two variances. In addition, manual adjustments to staff months in ctcLink are not allowed so the colleges cannot make corrections. The recommended solution is to modify the CEMLIs logic to recognize payment terms from Faculty Workload and perform the end of contract calculation.
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47ER 47 - Fix Fiscal year Value in Multiple Payroll TablesDeployedHCM6/21/2019Per OFM, "The state fiscal year runs from July 1 through June 30 of the following year, and is named for the calendar year in which it ENDS." However, in ctcLink HCM pillar from the go-live, the Year has been named for the calendar year in which it BEGINS. In regards to data processing, this is more of a cosmetic issue as the FY information is not being sent to Accounts Payable in Finance nor transmitted outside of ctcLink. (For example, Pay End Date is being passed to OFM, not the FY.)
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48ER 48 - Degree TypesDeployedCS-Core3/9/2019Request to add a new value to global Degree Type table for Bachelor of Science (BS) degrees.

There are currently two baccalaureate-level degree types configured: Bachelor of Applied Science (BAS) and Bachelor of Applied Arts (BAA). A third type for Bachelor of Science (BS) is needed for state approved Bachelor of Science in Nursing and legislatively approved Bachelor of Science in Computer Sciences degrees.
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49ER 49 - Payroll M-045 PSHUP Load Process ModificationDeployedHCM1/26/2023Enhancement to CEMLI M-045 PSHUP Load Process to have edits on certain fields.
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50ER 50 - Transfer Degree title Change AS-T Track 1 and 2 degreesDeployedCS-Core9/11/2019The Articulation and Transfer Council (ATC) approved a slight modification in the Associate in Science-Transfer Track 1 and Track 2 degree descriptors. As approved:

AS-T1 BIO/ENVR/CHEM/GEOL/EARTH
AS-T2 ENGR/CS/PHYS/ATMOS
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52ER 52 - (FYI) CEMLI 1-044 WF SE Membership InterfaceDeployedHCM9/4/2019Per notification from WFSE, the ctcLink monthly membership file is missing data fields. To resolve the issue, the custom process WFSE Membership Interface needs to be updated to add the necessary fields to the outbound file that SBCTC sends to the Washington Federation of State Employees on a monthly basis.
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53ER 53 - Deactivate SCCN Course AttributeDeployedCS-CoreFor the purpose of data quality, I am requesting that we discontinue the use of the SCCN course attribute as well as the addition of “CCN” in the course title during conversion.

The SCCN course attribute has already been deactivated in Production, this was done on 1/1/2019 during a course attribute clean up exercise. However, it has not been removed from the conversion scripts so converted data still has this assignment in the project environments.
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54ER 54 - ESS - MSS Navigation CollectionsDeployedHCM9/4/2019As Fluid was developed in HCM, user experience and understanding of functionality is very important. Duplicating navigation through the NavBar and the Fluid tiles, when the functionality was the same, seemed to be a confusing user experience. The solution was to eliminate the NavBar and isolate the user experience to Fluid tiles.
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56ER 56 - Staff Fluid Navigation CollectionsDeployedHCM10/11/2019The enhancement detailed above is functionality delivered in the Fluid version of HCM 9.2 that is going live with DG2 and beyond. Fluid is being deployed for the first time with DG2.
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57ER 57 - Enable the Supplier Audit FunctionalityDeployedFIN9/10/2019The Audit Framework for the Supplier field level allows the users to set up and administer an audit trial for various fields on the Supplier component. This functionality will be very helpful in tracking the changes and modification made by user in various fields of the Supplier record.

Requesting approval to configure the following processes:

1) Enable the Supplier Audit functionality.

2) Set up Supplier Audit Template.
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58ER 58 - Separation of Expense Documents by Business UnitDeployedFIN9/11/2019Expense document search page display documents of all colleges: Users are able to see the documents of other colleges when they do search for document like Travel Authorization, Cash Advances and Expense reports. For the security reason, the documents need to be separated by their Business unit.
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59ER 59 - Vendor Approval Process SetupDeployedFIN9/13/2021Currently, each day the functional user (Approver) must log into the system and navigate to the Approve Vendor Page to search for the unapproved Vendors. Once the functional user has located the search option the user approves the vendors and if there is some correction required in the Vendor profile the functional user will then send an email to user regarding those corrections. This back and forth of email communication in which consumes lot of time of User and functional user (Approver).

Requesting approval to configure the following processes:

1) Setup a Vendor Approval process.

2) Create a New Role and User List and assign it to Approvers
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60ER 60 - (FYI) 1-093 Modifying State code when country is not USADeployedHCM7/16/2019I-093 is the daily interface that sends the bio-demo data to HCA.Presently the interface sends what is in ctcLink for state and country for employee address. When the country is not USA, HCA ends up rejecting the state code. HCA expects the state code to be ZZ and NOT the actual state code. This requirement is not designed in the current interface and seems to have been missed. The interface will need modification such that employee addresses - Home & Mailing are sent over to HCA accurately. Modify the code to populate the State value to be ZZ for Mailing and Home address being sent over for employees where country is not USA.
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61ER 61 - Timesheet LockdownDeployedHCM7/26/2019Time sheet Lockdown features allows Time administrator to lock the timesheet for the processing payperiod. Time administrator at college level locks the timesheet during the payroll process. However, the Timesheet Lockdown page shows all colleges Paygroup and allowing Time administrator to lock other colleges time sheet. This issue needs to be resolved before more colleges are added to the system. The page should be modified to display college-specific paygroup on the Timesheet Lockdown Page. Modifying Timehseet Lockdown feature allows Time administrator to Lock college-specific time sheet based on paygroup and greying out/disabling other college Paygroup from the Page.
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62ER 62 - (FYI) Release date for CS Bundle 54DeployedCS-Core9/14/2019The production support team is requesting a modification to the 2019 release calendar for CS Bundle 54. Oracle has delayed the bundle release and we are not able to compress existing timelines due to the labor day weekend and college staff availability for UAT activities. We need to extend the release date from September 7 to September 14, 2019.
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63ER 63 - (FYI) Release Date for HCM Image 32 and CS Image 15DeployedAll12/28/2019We are looking for approval of the implementation dates for HCM Image 32 (December 14, 2019) and CS Image 15 (December 28, 2019).
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64ER 64 - (FYI) Code Freeze for Legacy and ctcLink Production EnvironmentsDeployedAll3/2/2020The State Board will be imposing a code freeze in the Legacy and ctcLink production environments effective September 14, 2019. This freeze includes any source code changes and non-standard global configurations. Exceptions would be for the following items:

• ctcLink PS query migrations

• ctcLink standard global configurations (i.e. suppliers)

• ctcLink scheduled image deployments

• Legacy Web Admissions – changing label from “Gender” to “Sex”, adding “Intersex” as an additional choice, and adding additional tribes in dropdown list

• Legacy Student Web Self Service –incorporating responsive design which will provide the ability for pages to be displayed on mobile devices

• Legacy Credit Card Number Security – changing the storage length of the legacy credit card number so colleges can only enter the last 4 digits

• Mandates

• Emergency code and/or data fixes

Any remaining projects in either production stack that are not completed will need to wait until after DG3 to be deployed into their perspective areas (March 2020).
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65ER 65 - ALL PILLARS Gender Neutral - SOGIDeployedAll4/1/2020This request asks to add an additional biological sex category representing neutral, or gender "X" in addition to the existing values of "M" and "F". The requests is associated to both CS and HCM pillars.
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66ER 66 - (FYI) New Global Financial Aid Item TypesDeployedCS-FA7/1/2020Iraq Afghanistan Service Grant (IASG) - 911000000030

Per HEA Sec. 420R, Nov 6th, 2009 - update from IFAP re additional aid eligibility for Children of Soldiers: Zero EFC treatment or Iraq & Afghanistan Service Grant

This item type is to be used when awarding a student that is not Pell eligible and whose parent was killed in Iraq or Afghanistan in service of the US armed forces after September 11, 2001.

Washington State Opportunity Scholarship (WSOS CTS) - 922000000120

At the request of FAC, and HB2158, request for a new global item type

• Please note the original WSOS item type (922000000100) will be used when awarding Bachelor’s degrees

• Separate item types are required for the BA and CTS award as the funds come from different state accounts
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67ER 67 - Enable Procurement Cards on Purchase OrdersDeployedFIN5/14/2020Users (Buyers) are seeking the ability to specify Procurement Card (PCard) as a payment option on Purchase Orders (POs). Currently Buyers cannot select a PCard on PO. One box needs to be checked under the following navigation: Navigation Bar > Purchasing > Procurement Cards > Security > Assign Access Rights and check the box in the Reconciler role column in the Usage - Use Procurement Card on PO row (please see included screenshot). This is Global configuration.
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68ER 68 - ALL PILLARS Screen Reader Mode EnabledDeployedAll6/23/2021This request is changing some accessibility issues on the login screen. The checkbox that allows for screen reader mode to be activated will have the words “Enable Screen Reader Mode” with a description underneath with what screen reader mode means. All the words in the box will also have more contrast. They will become darker, bolded and font size will change so it is easier for those with visual impairments to see the words better
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69ER 69 - (FYI) Approval for 2020 ctcLink Production CalendarDeployedAll2/1/2020We are requesting approval of the following software updates;

Financials Image 33 - Weekend of March 8-9, 2020 (part of DG3 go-live)

Human Capital Management Images 33 and 34 - June 20, 2020

Campus Solutions Images 16 and 17 - June 27, 2020

Campus Solutions Image 18 - September 19, 2020

Other dates on the draft calendar (post September 2020) are still being researched and will be presented at the Working Group at a later time.
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70ER 70 - Batch Advisor Assignment CustomizationDeployedCS-Core5/11/2020Customization that allows for multiple students to be assigned to an advisor via batch assignment. Currently this is a manual process 1 by 1. Colleges are not able to keep up with assigning advisors with current functionality.

-Assign new advisors/committee to students in batch

-Add additional advisor/committee to students in batch

- Mass re-assignment of advisors
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72ER 72 - Preferred Name as Display NameDeployedHCM5/8/2020Sanjiv shared the purpose of this request is to have the preferred name be the one shown in PeopleSoft (PS) instead of a person’s legal name if they go by a different name. “Preferred name” refers to the name a person prefers to be called, which may be different than their legal name. For example, someone with the name “Mark” may prefer to be called “Charles” and wants the name “Charles” to be the one that shows up in PS.

This is something that should be an option for employees so they can determine which name they see in PS. If this request is approved, employees will be able to choose if their legal or preferred name is shown in the system.

To help address this, Sanjiv submitted a ticket to Oracle asking them to include this change in a future PeopleSoft Update Manager (PUM) release. Oracle responded saying this is a common request and has provided a customization solution we could use.

Sanjiv provided a walkthrough of this solution in PS to show how it would appear in the system. This information will be entered on the main page when entering an employee’s personal information during onboarding a new employee. This will prevent staff from having to navigate through multiple pages to add this information.

There is also work going on to ensure the preferred name is what appears in the portal as well, not only when navigating in PS.
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73ER 73 - Child Support processing changeCanceledHCMModify the delivered process Create Child Support EFT to use the Source Bank associated with the Company. A crosswalk would need to be created and used to maintain a relationship between the Company and the corresponding configured Source Bank for that Company.
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74ER 74 - (FYI) Approval of Remaining 2020 Production CalendarDeployedAll5/1/2020We are requesting approval of the following software update release dates.

PeopleTools 8.57 - August 29, 2020

Financials Image 37 - December 12, 2020

Human Capital Management Image 36 - December 12, 2020

Campus Solutions Image 19 - December 19, 2020
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75ER 75 - (FYI) Standard Level (SL) International Baccalaureate (IB) test score credit equivalenciesDeployedCS-Core5/27/2020Back in October the agency announced that colleges will now accept both Standard Level (SL) and High Level (HL) for IB test score credit equivalencies, whereas before, only HL were accepted. That change meant building SL components for IB exam score equivalency codes into production, which we've done.
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76ER 76 - Faculty WorkloadDeployedHCM7/1/20201) Incorporate Institution security on ‘Assignment Type’

2) Auto populate Institution value on ‘Assignment Type’ search page with the value defined in User Defaults

3) Add institution security to ‘Copy Configuration Calculation’ search page and default institution value from User Defaults

4) Add institution security to ‘Institution Term Workload’ and default institution value from User Defaults

5) Contract Generation and Calculation process inactive contract types. These processes need to be updated to show only active contract types for selection from lookup and only process active contract types if All Contracts is selected.
73
77ER 77 - Position Approval FunctionalityDeployedHCM2/2/2021Request from Seattle College District and other colleges to provide within ctcLink Manager accessible Position Request functionality with approvals.

The ctcLink project team would enable the Fluid Position Management capability delivered in a recent PUM as part of this enhancement. All HR Administrator would have access to the delivered functionality.

Position Request – MSS Example

• Manager is provided a new option within the My Team function list to Request Position.

o Please note: The delivered Clone Position functionality would be rolled out with the delivery of this enhancement.

o Data elements, attachment, and approval requirements included in the process will be finalized based on college requirements.

• Manager directed through a creation process example as shown below:

o Create Position
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78ER 78 - Update Security on the Build Worksheet Page in APDeployedFIN7/27/2021Spokane has requested an update security to the manual payment page in Accounts Payable. While creating manual payment on the Build Worksheet page the selection criteria has no option to select Business Unit. This make the vouchers of all BU of the selected supplier display on Apply Voucher page.
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79ER 79 - Update Travel & Expense Workbench to include BUDeployedFIN7/27/2021SBCTC has requested an update to Travel and Expense Workbench. On the Travel Workbench, Cash Advances & Travel Authorization filter contains BU as an option. The option is not available when users look for the Expense reports.
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80ER 80 - (FYI) HB2513 Higher Education Debt Collection - transcript and registration holdsDeployedCS-Core6/10/2020Second Substitute House Bill 2513 (SSHB 2513) becomes effective on June 11, 2020. In order to meet the legislation intent, a workgroup has assembled some guidance around implementation. Please refer to SSHB 2513 for specific language as passed and signed by the Governor.

This guidance has been developed in consultation with the Education Division of the Washington Office of the Attorney General. The SBCTC Policy Manual will be updated in the near future to reflect the requirements in the statute.

Summary of SSHB 2513

• Prohibits institutions of higher education from withholding a student's official transcripts as a tool for debt collection.

• Allows colleges to withhold registration privileges for unpaid debt.

• Each institution shall disclose to students through a secure portal or email the amount of debt owed, information on payment of the debt, including who to contact to set up a payment plan; and any consequences that will result from the nonpayment of the debt.

• Requires institutions of higher education to report information to the Governor and the Legislature annually on data related to the use of transcript and registration holds, debt levels, and collection practices.
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82ER 82 - Annual Registration ScheduleDeployedCS-Core2/22/2021We need to have an annual schedule and registration functionality set up for the academic year 2020-2021. I think the Instruction Commission is also putting in this enhancement request.
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83ER 83 - Cash Advance Employee Privilege Template UpdateDeployedFIN12/12/2020As of the PUM 35 Cash Advances will now allow access and modification, with proper privileges, of the GL chart string. This enhancement requires the creation of 3 additional Employee Privilege templates for the Cash Advances. Employee privilege templates control field modification options. It is recommended that the three existing employee privilege template titles currently configured for Travel authorizations and Expense Reports be used for Cash Advances, Employee (slightly limited access), Consultant (extremely limited access) and Vice President (full access). Additionally, it is recommended that the Employee Privilege template for all three documents be modified to allow access to all GL chart fields except account (automatically set by expense type) and operating unit; allowing for modification of GL chart fields at the default header level and at the line level. This will allow the institutions to utilize the employee privilege templates for additional control over expense document creation. It is functionality that enhances institutional control over employee access to fields within the GL chart string. The addition of the Employee Privilege templates for the new Cash Advance access is necessary. These are global configurations that are applied at the local SetID in Business Unit Definitions as a default or on an individual basis in the traveler profile.
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84ER 82 - Global FERPA Directory InformationDeployedCS-Core7/15/2021Implement reconfiguration for FERPA block functionality per data governance committee approved proposal.
80
85ER 85 - Student Alert CEMLIDeployedCS-Core2/8/2021The extension is developed to replace the current CEMLI E-206 Early Alert System.

Provide a description of change being requested. Provide sufficient detail, including problem statement and whether the change impacts global or local configuration.

The extension is developed to replace the current CEMLI E-206 Early Alert System.

Student Alert system leverages PeopleSoft delivered Notification Framework
Custom page developed to define Alert Codes, Alert Organizations and Alert Responders
Custom page developed to Create Student Alert, the system then sends email notification to alert responder for action.
Submit Alert links have been provided on Class Roster and Advisee Student Center page allowing instructor and advisor to create student alert.

Custom page developed for alert responder to Review Student Alert. Based on the action of responder an email notification will be generated to student.
SE231 Student Alert System will replace existing E-206 Early Alert System. Customization performed on PeopleSoft delivered Faculty Center Class Roster, Advisee Student Center page to provide link to submit alert.
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86ER 86 - (FYI) New 2020 IRS Requirements for Reporting 1099DeployedFIN12/12/2020Starting with the 2020 1099 Year-End reporting, Non-employee Compensation is no longer reported on the 1099-MISC form – box 7. Instead, it is reported on form 1099-NEC (Non-employee Compensation).
82
87ER 87 - AP Single Payment Voucher UploadDeployedFIN12/12/2020The Image 37 update includes an enhancement to assist in utilizing a delivered ExceltoCI workbook to upload Single Payment Voucher data into PeopleSoft Staging tables. Voucher Build will then be used to create vouchers that can be processed and paid.

Bug 31171320 ENH: PSFTAP-4453 LOAD BULK SINGLE PAYMENT VOUCHER DATA FOR VOUCHER SOURCE XML INTO VOUCHER STAGING
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88ER - 88 - (FYI) Global County Codes for SEVIS ReportingDeployedCS-Core10/11/2021There are countries in SEVIS that are not in PeopleSoft and and must be added to support federal reporting. DG5 will have students that will be impacted by this. For example Gaza Strip and West Bank. This request is to add the missing values to the configuration table.

https://docs.oracle.com/cd/E17221_01/cs9pbr2/eng/psbooks/lscc/chapter.htm?File=lscc/htm/lscc10.htm.

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Warning! The U.S. Minor Outlying Islands (UMIs) are not mapped to one DHS SEVIS country code. The PeopleSoft system uses International Standards Organization (ISO) country codes, which do not include separate country codes for each island. SEVIS, however, uses country codes defined by the Federal Information Processing Standards (FIPS 10-4), National Imagery and Mapping Agency, which include separate codes for each island – Baker Island (FQ), Holland Island (HQ), Jarvis Island (DQ), Johnston Island (JQ), Midway Island (MQ), Mavassa Island (BQ), Palmyra Island (LQ) and Wake Island (WQ). Your institution must determine the SEVIS code to map for UMIs.

Also, the following countries (listed alphabetically by FIPS code) do not exist in the PeopleSoft County Table and are therefore not mapped: Ashmore and Cartier Islands (AT), Burma (BM), Navassa Island (BQ), Bassas Da India (BS), Central and Southern Line Islands (CL), Coral Sea Islands (CR), Czechoslovakia (CZ), Canton and Enderbury (EQ), Europa Island (EU), French Territory of the Afars and Issas (FT), German Democratic Republic (GC), Federal Republic of Germany (GE), Guernsey (GK), Gilbert and Ellice Islands (GN), Glorioso Islands (GO), Gilbert Islands (GS), Gaza Strip (GZ), Isle Of Man (IM), Clipperton Island (IP), United States Misc. Pacific Islands (IQ), Israel-Syria Demilitarized Zone (IU), Demilitarized Zone (IW), Iraq-Saudi Arabia Neutral Zone (IY), Jersey (JE), Jan Mayen (JN), Juan De Nova Island (JQ), Svalbard and Jan Mayen (JS), Kingman Reef (KQ), Spanish North Africa (ME), Montenegro (MW), Paracel Islands (PF), Spratly Islands (PG), Canal Zone (PQ), Portuguese Timor (PT), Southern Rhodesia (RH), Sikkim (SK), Swan Islands (SQ), Serbia (SR), Spanish Sahara (SS), Tromelin Island (TE), Trust Territory of The Pacific Islands (TQ), Union of Soviet Socialist Republics (UR), Uzbekistan (UZ), Democratic Republic of Viet-Nam (VN), Republic of Viet-Nam (VS), West Bank (WE), Wake Atoll (WQ), Yeman (Sanaa) (YE), Serbia and Montenegro (YI), Southern Ryukyu Islands (YQ), and Yemen (Aden) (YS).

The codes for Neutral Zone (U2), Stateless (U3), and Unknown (U5) are also not mapped.
84
89ER 89 - Instructor Mode - Course ModalityDeployedCS-Core3/1/2021As a result of COVID and remote learning, eLC members, ETAG and IC folks, along with Clark and the Falls, requested new course modality (instructor modes) be added in the system to account for hybrid models of remote learning. The four new modes are; real-time remote, hybrid remote, lab+ online, lab+ real-time remote.
85
90ER 90 - Adding Global Asset ProfilesDeployedFIN2/8/2021Asset Profiles are currently being utilized to help with converting Assets. Asset Profiles contain attributes to assets (asset class, type, category, depreciation status, and useful life). Currently colleges are using Direct Line to track all of their assets. By creating an Asset profile we are able to mimic the information from Direct Line (Commodity Codes) to make this process smoother. These Asset profiles are global and can be deactivated if no longer needed.
86
91ER 91 - Print Check Sort OrderDeployedFIN5/1/2021Requesting a change to the order AP checks are printed. ctcLink currently uses Oracle delivered functionality, which prints checks by the zip code of the recipient’s address. We are requesting to print checks in alphabetical order by vendor/supplier name, which is a change to global setting that would require configuration change of the check print process.
87
92ER 92 - Class Schedule Search FunctionalityDeployedCS-Core5/19/2021We are requesting to uncheck the box for “Show open classes only” in the class schedule search. The checkbox is currently defaulted to checked as a global configuration.
88
93ER 93 - Mass (Bulk) Student Invoicing (SF Collections)CanceledCS-SFWith the passing of House Bill 2513 we are required to send a student invoice with all of our collection letters. Currently ctcLink does not do mass student invoices, it does however generate one at a time. With the volume that we send out every month to past due students, printing one at a time is not an efficient use of staff resources and would take too long for use to generate each one individually.
89
95ER 95 - FSCM Close/Open and Balance Sheet AccountsCanceledFIN
90
96ER 96 - FSCM Add PCard Vendor Info to AP VoucherDeployedFIN7/29/2021In the AP voucher, the Merchant information from the PCard transaction is missing and Customer Code/Description is shown in the Description field (which isn't used). The college is requesting an enhancement to show Merchant info in the Description field of the AP voucher to assist with voucher processing.
91
97ER 97 - PCARD Maintenance/Configuration – Add Proxy by RoleDeployedFIN3/18/2021The Add Proxy by Role button displays all users from all Business Units with the same global role will be listed. User would then need to manually remove incorrect rows of EMPLIDs from other colleges before clicking OK to save the changes and use the new functionality.
92
98ER 98 - FSCM Pcard Statement Flow Run by Business UnitDeployedFIN5/25/2021Enhancement requested to update the Statement Workflow process (PO_CCSTMT_WF) to run separately by Business Unit (BU). Navigation: Purchasing>Procurement Cards>Process Statements>Bank Statement Workflow. The Statement workflow process notifies the cardholder that the bank statement has arrived. Upon notification, they can reconcile the statement. Updating this process to run separately by BU will allow colleges to send email notifications to cardholders without affecting other BU’s.
93
99ER 99 - Image 37 Disable New Add Attachment Icon & Setup File Directory for PCard Load Stage ProcessDeployedFIN7/13/2021Enhancement to disable/hide the Add Attachment icon on the Load Procard Stage screen.

NavBar > Navigator > Purchasing > Procurement Cards>Process Statements>Load Procard Stage

Image 37’s Add Attachments option for the Load Procurement Card process allows users to add attachments (ex: bank statement pdf’s) during the Load Procard process.

Currently, there is a custom interface for P Card files (I-204). It would require code changes to allow the Add and Delete attachment buttons to access the appropriate P Card Files for the business unit.

If the Add Attachment icon is used, an error will occur and the Pcard File path (34 characters) is cleared and must be re-entered, which may be inconvenient for users.
94
101ER 101 - Notes & ReceiptsDeployedFIN11/18/2021College is requesting ability to attach receipts and add notes to older transactions that have been already processed through to the GL. From ticket 104740 “PeopleSoft Bug 30903602, which addressed (removed) the ability to add comments or attachments to closed PCard transactions in the Reconcile Statement area, was included with Image 9.2.36 and was applied during the latest Image update. It sounds like this bug fixed something that you would prefer to have in use because you'd like to be able to attach receipts even after the PCard voucher has been created and processed in Accounts Payable.

Reverting back to allowing PCard attachments to be added to closed transactions would be a global change, affecting all of the colleges, so the college must perform the proper vetting to propose a customization. We need you to initiate the request with your college Executive Sponsor. Please contact your PM to explain the process if needed.”
95
108ER 108 - Billing Approval Work Flow ChangeDeployedFIN2/19/2021The Approval Event on the Transaction Configuration page needs to be changed from the Header level to the Line level. Also on the Route for Approval the Page name needs to be added. With this change it will allow Seattle to have the desired Approval workflow for their Business Units. This change has been tested and has shown no impact to the other colleges Work flow. Due to the fact that this setting is global the change is being requested to be approved so that on 02/19/21 the configuration can be added as part of DG4B deployment.
96
109ER 109 - Accommodation Data Roles and Sync to CSDeployedHCM5/19/2021Details related to this accommodation request are stored in a HCM Accommodation Data Sync to CS guide; however a summary of the key points are articulated below:

3 Key Asks to Correct Employee Accommodations from Appearing in Campus Solutions:

• Move HCM Accommodation Page Access to a specific Z role set.

• Stop synchronization of Employee related Accommodation Requests from HCM to CS.

• Remove previously synchronized data from the CS pillar to all existing ctcLink colleges.
97
111ER 111 - Student facing class search – ARR (Arranged) classes displaying as TBA (To be announced)DeployedCS-Core4/26/2023Currently colleges use "ARR" arranged meeting pattern for online classes. We discovered this meeting pattern is problematic because it displays on the student facing class schedule as TBA (To Be Announced), leading students to believe that there will be a designated day and time that they will need to login. The student-facing TBA is not an accurate representation of the class, as there is nothing to announce. These are online classes. We request to have TBA changed to Arranged.

Service Desk Ticket: 85457, 81867, 99651, 106406

SBCTC service desk ticket # 85457 Clark College submitted ER form 2/4/2020

SBCTC service desk ticket # 99651 question submitted by LCC 10/7/2020

SBCTC service desk ticket # 81867 issue reported by Clark College 11/22/2019

SBCTC service desk ticket # 106406 issue reported by Pierce College 02/11/2021
98
114ER 114 - NSC ctcLink Transcript IntegrationCanceledCS-CoreCanceled per ARC's recommendation to WSSSC.
NSC has the ability to integrate with PeopleSoft SIS in the back-end so that transcripts can be sent directly from PeopleSoft to the requested destination with no additional work or input from the end users at the colleges. The colleges would like to have this integration activated to help save a large amount of man hours from their daily activities and help in providing a better user experience for the students.
99
115ER 115 - HighPoint Mobile Student Facing Class SearchDeployedCS-Core3/26/2021We are requesting to uncheck the box for “Show open classes only” in the HighPoint Mobile class schedule search. The checkbox is currently defaulted to checked as a global configuration.
100
116ER 116 - Change Student Home Page Task Menu from "holds" to "info items"CanceledCS-Core1/30/23 Update: Item canceled 9/22/22 once it went to re-development.