[Etag] Legacy Projects Update, May 30, 2023

[SBCTC-IT Mail]

SBCTC IT MEMORANDUM
Dear colleagues,
Now that Washington’s community and technical colleges have migrated to ctcLink, plans are underway for the shutdown of the Legacy HP-UX (Hewlett Packard Unix) environment. Included in this activity are the migration of Legacy data to an Amazon Web Services (AWS) SQL server and the development of two web-based applications to provide colleges with the ability to access frequently referenced data. Please see below for an update.
Overview
Legacy Data to SQL Migration
Legacy HP-UX data will be migrated to SQL server and a backup copy of that data will be available to colleges.
LegacyLink
A read-only application developed to provide secure access to users to a limited subset of screens and batch reports needed to continue critical business.  The application under development includes replication of display-only access to screens and reports in:
·       Financial Management System (FMS)
·       Payroll/Personnel Management System (PPMS)
·       Student Management System (SMS)
Please note, DataExpress will no longer be available as that product relies on the HP-UX platform.
Legacy Transcript
The Legacy Transcript application was developed in collaboration with an advisory group of registrars representing the Admissions and Registration Council (ARC) who assisted with business requirements definition and design.  The application will be the repository for those student transcripts currently stored in the Legacy HP-UX system which were not converted into ctcLink during the colleges’ conversion to PeopleSoft.
Please note, students will not have login access due to recent security concerns. The application is web-based, accessible, and provides self-service functionality for staff users, such as:
·       Search for student transcript records
·       View and edit student demographic information and FERPA (Family Education Rights and Privacy Act) settings
·       Merge student records
·       Print unofficial and official transcripts
·       View, print, send transcripts to other colleges and universities
·       Modify course/class information
·       Okta/Active Directory Authentication
·       Show transcript data on screen and allow editing of class data, along with transcript notes
Timeline
The goal is to complete HP-UX Legacy environment shutdown before critical infrastructure licensing requires renewal later this summer.
Initially, we planned to launch the new LegacyLink and Legacy Transcript applications in April, followed by Legacy shutdown on June 30, 2023.  To accommodate the need for colleges to get familiar with the new applications and cross-check and validate data, we were able to extend the official shutdown to August 31.  This does not affect the June 30 go-live date.
Activity
Date(s)
LegacyLink & Legacy Transcript application development
June 2022 – May 2023
System Integration Testing (SIT)
May 24 to June 9, 2023
Overview, Product Demo, Q&A Sessions
June 12-15, 2023
Provide college security administrators access to LegacyLink and Legacy Transcript applications
June 28, 2023
Launch LegacyLink and Legacy Transcript
June 30, 2023
Copy of migrated SQL data available to colleges
June 30, 2023
Post-launch corrections, adjustments, data validation activities
July – August 2023
HP-UX Legacy sunsets
August 31, 2023
Activities Completed
·       Conducted survey to gather systemwide input about Legacy data access needs to help SBCTC build technical requirements
·       Developed project plan, timeline, technical requirements
·       Formed ad hoc Legacy Project Advisory group comprised of knowledgeable Legacy users systemwide.
o   Reviewed the Legacy screens list and reached consensus to finalize requirements.
o   Named the new application LegacyLink.
Other Legacy Products
·       Although we’re retiring HP-UX, Financial Aid Management (FAM) will continue to be available for the foreseeable future.
·       The web transaction server applications will be retired when HP-UX sunsets at the end of August.
Please reach out to Ray Gartner<mailto:rgartner at sbctc.edu> or Sanjiv Bhagat<mailto:sbhagat at sbctc.edu> if you have specific questions or concerns.
Thank you,
-Grant

[Compass]Grant Rodeheaver
Deputy Executive Director / CIO, IT Division
Washington State Board for Community and Technical Colleges
grodeheaver at sbctc.edu<mailto:grodeheaver at sbctc.edu> • o: 360-704-3939  • c: 360-280-4733
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

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