[ctcLinkfinaidsupport] Survey Due EOB 5/15 for Solution Design review for SAP Pass 2 for Breaks in Enrollment and Summer Drops Maintenance List Items

[Amanda Hoover]

Good Morning, Everyone,

This is a friendly reminder to please submit a survey response for your college (Survey Link: https://forms.office.com/r/5FPmZSHYr2) by the end of business on Monday, May 15th, 2023. We need survey responses from ALL colleges in order to keep to the timeline outlined in Ana's email below and to proceed with the solution development for the following SAP items from the FAST Maintenance List:

  *   Pass 2 for Breaks in Enrollment<https://ctclinkreferencecenter.ctclink.us/m/PMO_Info/l/1625563-fa-satisfactory-academic-progress-sap-project-information-guide#pass-2-for-breaks-in-enrollment> and
  *   Summer Drops<https://ctclinkreferencecenter.ctclink.us/m/PMO_Info/l/1625563-fa-satisfactory-academic-progress-sap-project-information-guide#summer-drops>.

[Shout out to Bellevue College for being the first to respond to the survey!]
[Cartoon bee with megaphone]



Please read the attached Solution Design Document thoroughly and indicate in the survey<https://forms.office.com/r/5FPmZSHYr2> whether or not your college approves of the solution.

Thank you,

[Compass]Amanda Hoover
Senior Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
1300 Quince Street SE
Olympia, WA 98504-2495
ahoover at sbctc.edu<mailto:ahoover at sbctc.edu> * o: 360-704-1042
sbctc.edu<https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: ctcLinkfinaidsupport <ctclinkfinaidsupport-bounces at lists.ctc.edu> On Behalf Of Ana Ybarra via ctcLinkfinaidsupport
Sent: Tuesday, May 2, 2023 11:19 AM
To: dirfinaid at lists.ctc.edu; ctclinkfinaidsupport at lists.ctc.edu
Subject: [ctcLinkfinaidsupport] Please read - SAP maintenance item

[Sent from outside SBCTC]

Good afternoon -

We are ready to move forward with another two more SAP items: Pass 2 for Breaks in Enrollment and Summer Drops. We have attached the Solution Design Document (SDD) outlining the solution FA Support is proposing to implement in Production to address the concerns brought to us by the Financial Aid community via the SAP Maintenance List from FAST and the Special SAP Sessions we held last December and January. We've included below a high level timeline for getting the solution into production.

High Level Timeline

*            5/2 - Colleges review attached Solution Design Document (SDD) for the Pass 2 for Breaks in Enrollment and Summer Drops
*            5/15 - Colleges to submit completed Solution Design Approval survey back to FA Support by end of business day

  *   We require approval from a minimum of 90% of ctcLink colleges in order to proceed with the solution development
*            5/25 - Start Start User Acceptance Testing (UAT) kick-off and release into the test environment

  *   6/23 - Colleges submit completed sign off UAT Survey due to SBCTC by end of business day

     *   We require approval from a minimum of 90% of ctcLink colleges pass/yes from colleges in order to move into PRD implement this solution in Production
*            6/27 - Target implementation in Production

We Need Survey Responses from ALL Colleges to Proceed with the Solution Development

In order for us to stick to this timeline we need the engagement and participation of the FA community, and the first step in that process is reading, thoroughly understanding and hopefully approving the attached Solution Design Document (SDD) for Pass 2 for Breaks in Enrollment and Summer Drops. In tandem with that item we have included a survey to be filled out by each college giving their blessing to the solution design, among some other questions that need to be answered in order for us to better target SAP subject matter experts from each FA office. We are requesting that every college complete the following survey and to (hopefully) indicate their approval (or not) of the proposed solution design SDD be returned to FA Support by the end of business day on Monday, May 15th.

Survey Link: https://forms.office.com/r/5FPmZSHYr2

We recognize that this particular issue and solution is a bit more abstract and complicated; therefore we want to afford the FA Community time to really understand their SAP setup for this particular SAP test functionality, and hopefully approve the solution we've put forward to address the concern initially raised. We are asking FA clients to please review your SAP Statuses and Actions setup for Pass 2 test, while you review this SDD. For this solution we are requiring a minimum 90% pass/approve from colleges in order to move forward with development work and moving to production.

Up Next: College Testing Timeline

In order for us to stay on track and get this into production on the timeline we have outlined below above, we want to afford the FA Community almost an entire month to test this solution, which is of course contingent on receiving the survey back on the 15th with at least 90% buy-in. Our plan is to hold a UAT session providing an overview of the solution, and then release clients into the test environment the same day. We have that UAT scheduled to begin on Thursday, May 25th and conclude testing no later than Friday, June 23rd. We recognize that this timeframe bumps right up to the end of Spring term activities and overlaps into the beginning of Summer term activities. In part, this is why we've stretched this window for testing in order to provide clients the capability to get in and test sooner, rather than later. This approach will also give FA Support and technical development functionals resources time to address any concerns or issues that might come up during your testing.

Save the Date Invites Coming Soon

We will be sending some calendar invites to SAVE THE DATE so that SAP SME's can begin blocking time out on their calendars now for the UAT Solution Design review on May 25th and testing through June 23rd.  We will also send more details about the testing process once we get closer to that date later in May.

We have forwarded this email to the dirfinaid and ctclinkFASupport listservs. as well -

Peace be with you,


[Title: SBCTC logo - Description: Compass]Ana Ybarra, MA
Associate Director Campus Solutions - Financial Aid
Washington State Board for Community and Technical Colleges
* o: 360-704-1024

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