The ctcLink Project

The State Board of Community and Technical Colleges (SBCTC) has chosen to consolidate the software that supports administrative operations into a single, centralized system. The current system, which has been in place for nearly forty years (since 1979), struggles to consistently support administrative function. As a collective, the SBCTC and the 34 member colleges have chosen to align their core administrative processes to offer a more streamlined, standardized, and accessible experience to employees and students. The selected system is PeopleSoft.

Here is a short video that should provide a high-level outline of some of the features for students.

For more videos, please see our ctcLink Resources page under ctcLink on the left side navigation.

About ctcLink

The ctcLink project is the implementation of a centralized system to give faculty, students, and staff access to modern functionality and a more efficient way to conduct business. The PeopleSoft Enterprise Resource Planning (ERP) system will provide an integrated software experience that will streamline many of our business processes on a standardized platform at all 34 community and technical colleges in Washington State.

The various ERP modules will cover our core processes like registration, course management, payroll, human resources, financial aid, financial services, and reporting. Once implemented, all students and employees will use this new system.

Our current administrative systems (SMS, FMS, and PPMS) are outdated. Washington State Community and Technical Colleges implemented the existing system in 1979. After nearly 40 years, these systems present a serious failure risk. The database and reporting tools in use are no longer supported. Considerable effort is needed to keep this antiquated system operational and this effort continues to grow and become more expensive every day. There is no ability to improve or upgrade this system.

The ctcLink project is a giant leap forward for the entire community and technical colleges (CTC) organization. While there are many benefits both large and small, here are a few highlights for faculty, staff, and students:

  • ID Numbers – Students and staff will have a single, electronic record with one ID number, available to all 34 colleges.
  • Admissions Application – Future students will have one admission application process regardless of where or when they decide to attend.
  • Financial Aid Process – New and returning students will have a single financial aid application process.
  • Student Monitoring Tools – Students will be able to monitor their ‘time to degree’ and advisors can audit the process.
  • Course Catalog – Students will have access to a centralized catalog of courses.
  • Single Electronic Record – Faculty and staff will have a single electronic record with one ID number.
  • Purchasing and Payroll Process – Colleges will be able to consolidate purchasing and payroll processing.
  • Mobility – Access to information from any device (smartphone, tablet, or computer) anytime or anywhere.
  • Modern Online Tools –  Designed with an intuitive and customizable user experience across the entire platform.
  • Standardization –  Common processes to provide an efficient and effective experience.

Financial Aid System (FAS/FAM): The Financial Aid System that currently administers and manages financial aid services.

Financial Management System (FMS): The Financial Management System the currently administers and manages financial and accounting services.

Payroll/Personnel Management System (PPMS): The Payroll/Personnel Management System that currently manages the human resources and payroll processing services.

Student Management System (SMS): The Student Management System that currently administers and manages all student and curriculum related business functions.

Some 3rd party softwares or homegrown applications that use the data from these back-end systems will also be replaced in the process. These include, but are not limited to, Degree Audit, Instructor Briefcase and TLR (time and leave reporting).

The reporting tools (DataExpress/By Request) will be replaced by PeopleSoft reporting tools. Each college will identify and train a core group of subject matter experts (SMEs) to work with the SBCTC and other colleges to develop the required reports. Staff and faculty will have access to run reports as required by their assigned duties.

Because the ctcLink implementation will only convert a small window of data, access to the legacy data will be provided. Details of how this will work are not available at this time.

The ctcLink implementation plan is to convert all enrollment data for any active student within a six-year period. Personnel and payroll data will only be converted for the previous two years.

The legacy system will be put into read-only mode and will be available through the legacy software for a time that is yet to be determined. While staff will have access to the data after Go Live, they will be unable to alter it in any way. When all colleges have been migrated (targeted for 2022) and the new system is stabilized, the legacy system will be sun-setted. The legacy data will be available, however, through yet to be determined methods for reporting purposes.

It depends on your role at your college – if you use the current Legacy system (such as FMS, SMS, PPMS or FAM), you will learn an entirely new system and process for inputting and accessing information online. Those who don’t use the current system on a daily basis will see changes too, such as the addition of online workflows for certain tasks and, for everyone, the added benefit of new, online tools to access and manage personal records.

YVC Deployment Timeline

  • Initiation Phase: March 2019
  • Public Status Reports: November 2019
  • Implementation Phase: October 2020
  • Go Live: Spring 2022
  • Disclaimers Deployment timeline subject to revision. Initiation phase (pre-work): dedicated project manager, college readiness activities, project execution plans, Legacy business process maps, resources/budget allocated, and more. Public status reports: deliverables and activities tracked in the master project schedule by college project Revision date: July 22, 2020 Deployment Groups Deployment Group 2 Implementation phase: May 2018 to late October 2019 Five total in group (four colleges, one agency) Go-Live October 14, 2019 Spokane District (2) Tacoma Community College Go-Live October 28, 2019 Clark College SBCTC Deployment Group 3 Begin initiation phase work Feb 2018. Begin public status reports Dec 2018. Implementation phase: February 2019 to February 2020 Go-Live March 9, 2020 (DG3-A two colleges) Lower Columbia College Olympic College Go-Live May 11, 2020 (DG3-B four colleges) Cascadia College Peninsula College Pierce College District (2 colleges) Deployment Group 4 Begin initiation phase work March 2018. Begin public status reports Jan 2019. Implementation phase: October 2019 to January 2021 Go-Live February 8, 2021 (DG4-A four colleges) Centralia College Edmonds College Highline College Wenatchee Valley College Go-Live February 22, 2021 (DG4-B three colleges) North Seattle College Seattle Central College South Seattle College Deployment Group 5 Begin initiation phase work July 2018. Begin public status reports March 2019. Implementation phase: May 2020 to October 2021 Go-Live TBD (estimate late October 2021) Eight colleges total: Bellevue College Bellingham Technical College Big Bend Community College Everett Community College Grays Harbor College Green River College Skagit Valley College Whatcom Community College Deployment Group 6 Begin initiation phase work March 2019. Begin public status reports Dec 2019. Implementation phase: November 2020 to Winter 2022 Go-Live TBD, Winter Quarter 2022 Nine colleges total: Bates Technical College Clover Park Technical College Columbia Basin College Lake Washington Institute of Technology Renton Technical College Shoreline Community College South Puget Sound Community College Walla Walla Community College Yakima Valley College