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<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal">Good afternoon:<o:p></o:p></p>
<p class="MsoNormal">This is a quick, <i>but important</i>, reminder about the upcoming recurrence definition changes in ctcLink and deadlines for action by college users:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo1">Wednesday, Feb. 14, 2024: Deadline for colleges to complete their cleanup of recurring processes/jobs<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo1">Thursday, Feb. 15, 2024: Old recurrence definitions will be removed from ctcLink<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo1">Thursday, Feb. 15, 2024:
<b>Any recurrences using the old definitions will stop being automatically scheduled</b><o:p></o:p></li></ul>
<h2>Note to Financial Aid users<span style="font-size:11.0pt;color:windowtext"><o:p></o:p></span></h2>
<p class="MsoNormal">The Financial Aid Support Team will send specialized guidance to their users, particularly around college ISIR jobsets.
<o:p></o:p></p>
<h2>Questions?<span style="color:windowtext"><o:p></o:p></span></h2>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo2"><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:l4 level1 lfo2"><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>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal">Please refer to the Dec. 15, 2023 message below for additional details.<span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><i>And thank you</i> to everyone who has already been making progress on this important activity.<o:p></o:p></p>
<p class="MsoNormal">Kyrsten<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;text-autospace:none"><b><span style="font-size:12.0pt;color:#003764">Kyrsten Catlin, M.Ed.<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-bottom:0in;text-autospace:none"><span style="color:#003764">Associate Director | Campus Solutions (CS Core)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;text-autospace:none"><span style="color:#003764">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;text-autospace:none"><u><span style="color:blue"><a href="mailto:kcatlin@sbctc.edu">kcatlin@sbctc.edu</a></span></u><span style="color:blue">
</span><span style="color:#003764">• (360)704-4393</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal" style="margin-bottom:0in"><b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none">From:</span></b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> SBCTC-IT Mail <itmail@sbctc.edu>
<br>
<b>Sent:</b> Friday, December 15, 2023 10:19 AM<br>
<b>To:</b> Admissions & Counseling Council [ACC <acc@lists.ctc.edu>; Admissions and Registration Council [ARC <registrar@lists.ctc.edu>; Articulation and Transfer Council [ATC <atc@lists.ctc.edu>; Budget, Accounting and Reporting Council [BAR <bar@lists.ctc.edu>;
Business Affairs Commission [BAC <bac@lists.ctc.edu>; ctcLink Accessibility <ctclink-accessibility@lists.ctc.edu>; ctcLink College Leaders [PoC <ctclink_poc@lists.ctc.edu>; ctcLink Security [LSA <ctclink-security@lists.ctc.edu>; ctcLink Support List Campus
Solutions [CS <ctclinkcssupport@lists.ctc.edu>; ctcLink Support List Financial Aid [FA <ctclinkfinaidsupport@lists.ctc.edu>; ctcLink Support List Human Capital Management [HCM <ctclinksme-hcm@lists.ctc.edu>; ctcLink Support List Student Financials [SF <ctclinksme_stufin@lists.ctc.edu>;
Financial Aid Council [FAC <dirfinaid@lists.ctc.edu>; Grant Accountants & Staff <grant_and_contract@lists.ctc.edu>; HCM Users Group [PPMS <ppms@lists.ctc.edu>; Human Resource Management Commission [HRMC <hrmc@lists.ctc.edu>; Instruction Commission [IC <deaninstr@lists.ctc.edu>;
Purchasing Affairs Council [PAC <purchoff@lists.ctc.edu>; Veteran and Military Services Council [VMSC <veterans@lists.ctc.edu>; Washington Association of Community and Technical Colleges [WACTC PRES <pres@lists.ctc.edu>; Washington State Student Services Commission
[WSSSC <deanstu@lists.ctc.edu><br>
<b>Cc:</b> SBCTC All Staff <SBCTCAllStaff@sbctc.edu>; SBCTC-IT Mail <itmail@sbctc.edu><br>
<b>Subject:</b> Important Notice: Changes Coming to Recurrences (Recurring Jobs & Processes) in ctcLink<br>
<b>Importance:</b> High<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<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 lfo3">
<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 lfo3">
<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 lfo3">
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 lfo3">
<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>
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<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l2 level1 lfo4">
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 lfo4">
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 lfo4">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 lfo5">
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 lfo5">
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 lfo5">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:l6 level1 lfo6">
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:l6 level2 lfo6">
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:l6 level3 lfo6">
QCS_PT_RECURRING_PROCESSES<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level3 lfo6">QCS_PT_RECURRING_JOBSETS<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level2 lfo6">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:l6 level1 lfo6">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:l7 level1 lfo7">
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:l7 level2 lfo7">
<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:l7 level2 lfo7">
<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:l7 level2 lfo7">
<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:l7 level2 lfo7">
<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:l7 level1 lfo7">
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:l7 level2 lfo7">
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:l7 level2 lfo7">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 lfo8">
<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 lfo8">
<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 lfo8"><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>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo2">
<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:l4 level1 lfo2"><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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