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<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<h1>SBCTC-ITD Memorandum <o:p></o:p></h1>
<p class="MsoNormal">Date: Dec. 15, 2023<o:p></o:p></p>
<p class="MsoNormal">From: ctcLink Customer Support<o:p></o:p></p>
<p class="MsoNormal">Subject: <b><span style="color:black">Important Notice: Changes Coming to Recurrences (Recurring Jobs & Processes) in ctcLink</span></b><o:p></o:p></p>
<p class="MsoNormal" style="margin-top:12.0pt">Good morning,<o:p></o:p></p>
<p class="MsoNormal">Because ctcLink is a shared resource, overall improvements to system performance help everyone, so we are pleased to announce improvements in recurrences in the ctcLink pillars. A dedicated cross-pillar team strategized and developed these
changes to improve your experience using ctcLink recurrences.<o:p></o:p></p>
<h2>What’s different?<o:p></o:p></h2>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo7">
<b>How to use recurrences in ctcLink</b>. See the new <a href="https://ctclinkreferencecenter.ctclink.us/m/fundamentals/l/1726163-job-scheduling-and-recurrences-process-overview">
<span style="color:#1155CC">Job Scheduling and Recurrences Process Overview</span></a> QRG checklist, which includes best practices for how to schedule processes, standardized recurrence definitions, and system considerations and impacts.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo7">
<b>New recurrence definitions</b>. SBCTC implemented a consistent and descriptive naming convention to minimize clutter and confusion.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo7">
What you need to do at your college or in your SBCTC department.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo7">
<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/process-schedule.aspx"><span style="color:#1155CC">Jobs Currently Scheduled and Running</span></a> web page will be updated as needed.<o:p></o:p></li></ul>
<h2>Impacts of the change<o:p></o:p></h2>
<p class="MsoNormal">While the HCM, FSCM, and CS pillars will be affected, the biggest impact for college employees will be in the CS pillar. Most of the processes running on recurrence in the HCM and FSCM pillars are handled by SBCTC. <o:p></o:p></p>
<p class="MsoNormal"> CS, FA, and SF users will notice changes, particularly those who:<o:p></o:p></p>
<ul style="margin-top:0in;padding-inline-start:48px" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l2 level1 lfo8">
Schedule processes and Jobs to run on a repeating basis.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l2 level1 lfo8">
Currently have recurrences scheduled because colleges will need to do some clean-up.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo8">May be interested in using recurrences in the future and want to understand impacts.<o:p></o:p></li></ul>
<p class="MsoNormal">Per-pillar access will not change, and CS users will have certain recurrence setup options that are not available to HCM and FSCM users due to centralized, sequential processes.<o:p></o:p></p>
<h2>Timeline<o:p></o:p></h2>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l5 level1 lfo9">
The Job Scheduling and Recurrences Process Overview QRG and new recurrence definitions were published Thursday, Dec. 14, 2023.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l5 level1 lfo9">
Old recurrence definitions will be removed on Thursday, Feb. 15, 2024.<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level2 lfo9">Colleges will need to complete any clean-up by Feb. 14, 2024.<o:p></o:p></li></ul>
</ul>
<h2>What do I need to do at my college or SBCTC department?<o:p></o:p></h2>
<p class="MsoNormal">Please notify and work together with employees who may be impacted at your college or SBCTC department about the upcoming changes:<o:p></o:p></p>
<ul style="margin-top:0in;padding-inline-start:48px" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l10 level1 lfo10">
Jobs and JobSets currently running on a recurrence will need to be canceled and restarted using one of the new options: <o:p></o:p></li><ul style="margin-top:0in;padding-inline-start:48px" type="circle">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l10 level2 lfo10">
You can use the following queries in the CS pillar to help identify what is currently running on recurrence: <o:p></o:p></li><ul style="margin-top:0in;padding-inline-start:48px" type="square">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l10 level3 lfo10">
QCS_PT_RECURRING_PROCESSES<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level3 lfo10">QCS_PT_RECURRING_JOBSETS<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level2 lfo10">The
<a href="https://docs.google.com/spreadsheets/d/1aU7FJoBJzwNrEXosZgEUu6L_PcFYDdwU/edit?usp=sharing&ouid=100816672977387949881&rtpof=true&sd=true">
<i><span style="color:#1155CC">CS Recurrence Definition Mapping Guide</span></i></a> can help users select an equivalent option.<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level1 lfo10">Update any internal documentation to reflect these changes.<o:p></o:p></li></ul>
<p class="MsoNormal">If none of the new recurrence definitions meet your needs:<o:p></o:p></p>
<ul style="margin-top:0in;padding-inline-start:48px" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level1 lfo11">
Submit a ticket to your pillar support team to request a new one be created:<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li><ul style="margin-top:0in;padding-inline-start:48px" type="circle">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level2 lfo11">
<b>Campus Solutions (CS) Core</b>: ctcLink Support > Campus Solutions > Other Campus Solutions<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level2 lfo11">
<b>Financial Aid (FA)</b>: ctcLink Support > Financial Aid > Other Financial Aid<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level2 lfo11">
<b>Student Financials (SF)</b>: ctcLink Support > Student Financials > Other Student Financials<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level2 lfo11">
<b>ctcLink Reporting (Queries/Reports)</b>: SBCTC Data Services > ctcLink Reporting > Other ctcLink Reporting<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li></ul>
<li class="MsoListParagraph" style="margin-top:12.0pt;margin-bottom:0in;margin-left:0in;mso-list:l11 level1 lfo11">
Be sure your ticket includes:<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li><ul style="margin-top:0in;padding-inline-start:48px" type="circle">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l11 level2 lfo11">
A business justification for why none of the existing options meet your needs.<span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l11 level2 lfo11">Specific times your process needs to run.<span style="font-family:"Arial",sans-serif"><o:p></o:p></span></li></ul>
</ul>
<h2>Related Definitions<span style="font-family:"Calibri",sans-serif;color:windowtext"><o:p></o:p></span></h2>
<h3>What is a recurrence?<o:p></o:p></h3>
<p class="MsoNormal">Scheduling recurrences automates<a href="https://ctclinkreferencecenter.ctclink.us/m/79746/l/492864-set-up-recurrences-for-jobs"><span style="color:black">
</span><span style="color:#1155CC">scheduled tasks or jobs</span></a> (e.g., waitlist, admissions letters, drop for non-payment, error reports) to reduce manual effort.<o:p></o:p></p>
<h3>What are ctcLink Reports, Jobs, and Queries?<o:p></o:p></h3>
<ul style="margin-top:0in;padding-inline-start:48px" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l0 level1 lfo12">
<b>Reports </b>in ctcLink are existing reports with defined elements. <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l0 level1 lfo12">
<b>Jobs</b> are collections of ctcLink processing tasks. The terms "Job" and "process" are often used interchangeably. A report is considered a Job, so the directions for running a report and a Job are the same.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo12"><b>Query</b> tools are used to retrieve selected data.<o:p></o:p></li></ul>
<h2>Questions?<span style="color:windowtext"><o:p></o:p></span></h2>
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<span style="color:black">If you have technical questions, please </span><a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/submit-ticket"><span style="color:#1155CC">submit a ticket</span></a><span style="color:black">. </span><o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo13"><span style="color:black">If you have general questions, contact
</span><a href="mailto:dbundy@sbctc.edu"><span style="color:#1155CC">Dani Bundy</span></a><span style="color:black">, ctcLink Customer Support Director, or
</span><a href="mailto:rcurry@sbctc.edu"><span style="color:#1155CC">Roger Curry</span></a><span style="color:black">, College Relations and Triage Manager.</span><o:p></o:p></li></ul>
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<p class="MsoNormal"><span style="font-family:"Franklin Gothic Medium",sans-serif">Please DO NOT REPLY to SBCTC-IT Mail regarding this e-mail. SBCTC-IT Mail is an unmonitored mailbox, and your message will not be received. <o:p></o:p></span></p>
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