ctc Link

Dataset

A data grouping that enables role-based filtering and distribution of data. You can limit the range and quantity of data that is displayed for a user by associating dataset rules with user roles. The result of dataset rules is a set of data that is appropriate for the user's roles.

Component

A group of related pages. Folder tabs represent the individual pages in the component

Cohort

A group of students who are admitted together and tracked as a group for reporting purposes including enrollment management.

Checklists

A predefined list of values that must all be completed before a process is considered completed. Usually set up by power users. In Student Center, appear as To Do Checklists.

Chartstring

A set of Chartfields "strung" together to represent the proper categorization of a financial transaction. The use of multiple Chartfields allows for flexible reporting of the financial aspects of projects, activities, programs, events, etc.

Batch Update

A set of data or computer programs to be processed together by the software. Requires minimal interaction and usually occurs in the background or overnight

Communication Key

A single code for entering a combination of communication category, communication context, communication method, communication direction, and standard letter code. Communication keys (also called comm keys or speed keys) can be created for background processes as well as for specific users.

Empl ID "em pul eye dee"

A single identification number for each person record, regardless of whether the person is a student, staff, or faculty. Even if a person has multiple roles at multiple campuses, they will still have just one EMPLID

Class

A specific offering of a course component within an academic term/session. A student would enroll in a class

Configuration Guide

A step-by-step process for setting up each portion of a module, including values necessary to implement the module for each college or district

Business Intelligence (BI)

A template-based reporting tool that leverages standard technologies for data extraction and display

Conversion

In a PeopleSoft implementation, conversion refers to the process of loading data from the existing legacy systems to PeopleSoft. The conversion process involves identifying the data that must be brought to the new system, mapping the data to PeopleSoft fields, translating old codes into PeopleSoft codes, and finally loading the clean, compatible data into PeopleSoft.

Core HR

Includes foundation tables, hiring and maintaining an employee, job setup and changes

Financial Aid

Located in Campus Solutions (CS) pillar. This module will replace FAM system for all awarding and disbursing functions. Will interface with Human Capital Management (HCM) to support work-study students' employment and earnings and Finance to record financial data

ctcLink

Name for the PeopleSoft ERP project for Washington Community and Technical College System

Absence Entitlement

This element defines rules for granting paid time off for valid absences, such as sick time, vacation, and maternity leave. An absence entitlement element defines the entitlement amount, frequency, and entitlement period.

Database

A collection of similar information stored in a single place. PeopleSoft is built on a relational database, meaning that data is stored in many tables that relate to each other through common fields

Communication Context

A communication context can have multiple methods. For example, for the context of Award, you might send a letter and also make a phone call.

Company

Each Company has a unique federal tax ID number. Each college is a Company, and each campus at a district that has a separate federal tax ID number is a Company.

Business Requirement

A business function that is required due to a law or policy or per the SBCTC proposal

Entry Event

A business process that generates multiple debits and credits resulting from single transactions to produce standard, supplemental accounting entries

Delta

A change from how things might previously have been done.

Checklist Code

A code that represents a list of planned or completed action items that can be assigned to a person or unit. Checklists enable you to view all action assignments on one page.

Data Staging Area (DSA)

A DSA is database or set of databases where an intermediate set of application data is provided (such as CTC's administrative data from SMS, PPMS, FAM, etc. or from the PeopleSoft ERP data). The DSA data is extracted, transformed and loaded into an ODS or Data Warehouse.

Category

A broad grouping to which specific comments or communications are assigned. Category codes are also linked to 3C access groups so that you can assign data-entry or view-only privileges across functions

Branch

A tree node that rolls up to nodes above it in the hierarchy, as defined in PeopleSoft Tree Manager. See also Tree and Node

Application Portal

A user's entry into PeopleSoft. The first page a user sees after logging on

CEMLI

Abbreviation for the different kinds of changes that can be made to the PeopleSoft application: Configurations, Extensions, Modifications, Localizations and Interfaces (CEMLI). There is a stringent approval process. CEMLIs are costly and can cause integration issues.

Backfilling

Adding data later than might be usual. For example, if you batch create a number of records and later go back to add additional data to those records, you are backfilling

Academic Career

All coursework that a student undertakes at an academic institution grouped in a single student record

Field

An area in which the same type of information is recorded. For example, in most databases, there would be a last-name field

Academic Plan

An area of study—such as a major—that exists within an academic program or academic career. The Academic Plan is a combination of the area of study (Radiological Sciences, for example) and a degree type (such as AAS) associated with the area of study. Comparable to Educational Program Code (EPC)

Campus

An entity that is usually associated with a distinct physical administrative unit, that belongs to a single academic institution, that uses a unique course catalog, and that produces a common transcript for students within the same academic career.

Academic Institution

An entity, such as a college, which runs independently of other similar entities and has its own set of rules and business processes. Each institution has its own schedule of classes, academic statistics, and academic transcript(s). We have 34 Academic Institutions.

Environment

An instance of PeopleSoft used for a specific purpose. There are environments for configuration, testing, and training for example

Business Unit

An operational subset of an organization. Business unit names can vary among the different applications within the PeopleSoft system. For example, PeopleSoft Student Financials and PeopleSoft General Ledger business units typically consist of different entities for financial and tax reporting purposes

External ID

In Campus Solutions (CS), the legacy SID will be in this field. The field can accommodate multiple External ID numbers for as many SIDs a student\employee has had over the life of their involvement with the community college system.

Candidate Gateway

In HCM, how applicants apply for positions online

Configuration

Basic changes to the default PeopleSoft system to make it meet our business needs

Bio Demo

Biographic and Demographic information, including name, address, ethnicity, etc.

Customization

Changing the PeopleSoft system beyond basic configuration. Each time a modification is made it adds to the complexity, time and cost of upgrading the software.

Account

Classifies the nature of a financial transaction. This is a required field that represents assets, liabilities, and fund equity, as well as revenue and expense codes.

Alternate Account

Classifies the nature of a transaction for regulatory authorities. Often used for statutory accounting

CIP Codes

Codes from the Department of Education's Classification of Instructional Programs (CIP) that provide a "taxonomic scheme that supports the accurate tracking and reporting of fields of study and program completions activity."

3C's

Comments, Communications, and Checklists

Global Design or Global Solution

Configuration and processes that will be standardized across all colleges/districts

Ciber

Consulting firm assisting with our configuration and transition to PeopleSoft

Academic Program

Controls the student's academic level, academic load, academic calendar, academic group for tuition calculation, and grading scheme. Academic Program is a layer of academic structure not currently existing in the legacy system. Although it is called a "Program," it is not the same as legacy Educational Program Code (EPC)

Anti-requisite

Criteria that students have already met that prevents them from taking a specific course

Future Dating

Data rows that have effective dates that are after the current date. For example, knowing an address was going to change on January 1, you could enter the new address in December and future date it for January 1, at which time it would become the current address. (See Effective Dating)

Confer date

Date that a student was awarded a degree

Foundation Decisions

Decisions about key aspects of the ctcLink system configuration that are really the "foundation," or first building blocks of the system, such as setting the format for components like the Chart of Accounts and the Person Model

Academic Calendar

Defines the landmark dates that drive much of the day-to-day business at the academic institution. Contains cancel, withdrawal, drop deadlines, quarterly start and end dates, census date, and other key dates

FERPA

Family Educational Rights and Privacy Act

FMLA

Family Medical Leave Act

Business Process Diagram (BPD)

Flow chart showing the order in which things happen to complete a business process, including what business role (who) is responsible for each step

Account Type

Folders that are used to house groups of transactions that are alike, such as Tuition or Fees

Academic Level

Freshman, Sophomore, etc. based on credits successfully completed

Constituents

Friends, alumni, organizations, foundations, or other entities affiliated with the institution, and about which the institution maintains information

Academic Load

Full-time, half- time, ¾ time, etc. based on credits enrolled

Functional Team

Group of SBCTC and Ciber people who determine business processes and configure system

Course

Offered by a school and is typically described in a course catalog. The pure curriculum offering by the college. See also class

Auto Populate

Once a specific field is filled in, tabbing out of that field will cause some other fields in that section to automatically fill in as well. Can also refer to the default value for a field, which can be changed as needed for the situation

Chartkey

One or more fields that uniquely identify each row in a table. Some tables contain only one field as the key, while others require a combination

Budget Control

Option to enforce budgetary control by restricting activity to the budgeted amount

Enterprise Performance Management (EPM)

Oracle data warehouse solution

Favorites

PeopleSoft Favorites are user-defined list of frequently-visited PeopleSoft pages or frequently-used queries. These application favorites are available to the user wherever he signs in

Enterprise Resource Planning (ERP)

PeopleSoft is an ERP, which is a system to integrate internal and external management of information across an entire organization (in our case across the Washington Community and Technical College system)

Confirm

PeopleSoft term for what was called Cutoff in legacy. The final step in running payroll

Budget Check

Process that ensures that your commitments and expenses do not exceed total budgets

Decentralized

Processes that are configured locally at each college. Service Indicator Impacts would be one example. See also Centralized

Centralized

Processes that can be maintained across all Community and Technical Colleges. Payroll is one example. See also Decentralized

Commitment Control or Commitment Accounting

Programs in PeopleSoft that monitor spending against a fixed budget

Academic Advisement (AA)

Provides the campus-wide ability to define and track graduation requirements, evaluate student degree progress, and convey requirements

Enterprise

Referring to the entire system Washington community and technical college system

Affiliations

Roles that constituents have as they move through the institution, such as alumni or employee

Academic Subject

Specific areas of instruction--such as Math and English--in which courses are offered within academic organizations

General Ledger (GL)

The 'Book of Record' which holds all financial transactions in detail or summary and used for financial reporting and financial management

Campus Solutions (CS)

The PeopleSoft pillar involving student administration, including admissions, student records, and financial aid. Replaces SMS, FAM, and Degree Audit

Financial Management (FM)

The PeopleSoft pillar supporting financial business processes, including accounting, purchasing, and grants. Replaces the existing FMS. Also known as Financial Supply Chain Management (FSCM)

Financial Supply Chain Management (FSCM)

The PeopleSoft pillar supporting financial business processes, including accounting, purchasing, and grants. Replaces the existing FMS. Sometimes shortened to Financial Management (FM)

Drill Down

The act of moving from the summary to the detail; drilling down presents the data underlying any summarized form of information

Effective Date

The date that the transaction occurs. You can predate information to add historical data or postdate information in order to enter it before it actually goes into effect. By using effective dates, you don't delete values; you enter a new value with a current effective date.

Chart of Accounts (COA)

The foundation of the PeopleSoft accounting system. The Chart of Accounts provides each business unit, fund, department, cost center, project/grant, and account with a unique identification number and a common language for identifying financial transactions.

Academic Group

The highest level within an academic institution offering courses; the Group is the entity that offers the course. The Math/Science Division would be an Academic Group

Chartfield

The individual components or fields, that when combined make up the Chartstring, which defines the accounting structure. For example, GL code, Program Index, Revenue Source and Sub Objects are Chartfields in PeopleSoft.

Comment Category

The link between a specific comments and an administrative function. It determines who has access to certain comments

End-User

The people who will use PeopleSoft to do their jobs

Fund Code

The primary structure unit for college fund accounting

Business Process Alignment (BPA)

The process of aligning our college system's core business processes with the new software

Data Warehouse

The repository of electronically stored data used primarily for reporting and analysis. Data Warehouses provide the means to retrieve and analyze data, to extract, transform and load data, and to manage the data dictionary.

Employee Self Service (ESS)

The set of processes that allows an employee to view or change their own personal data. Self Service includes viewing your paycheck, changing your mailing address, entering time, etc.

Campus Community

The single system of record for all person data (students, faculty, staff, alumni, external contacts). Data is shared across pillars (Human Capital Management, Campus Solutions, and Financials).

Cut-over

The step-by-step process of handing over existing procedures to the new PeopleSoft system. The cutover steps will be clearly defined so users know when to stop using each old procedure and start using the PeopleSoft replacement.

Academic Organization

The structure that defines how an academic institution is organized from an administrative perspective. An entity that is part of the administrative structure within an academic institution. Integration touch point to HCM and/or Financials

Delivered Functionality

The way the new version of a system, like PeopleSoft, works "as delivered" without modifications or customizations.

Absence Management

This module addresses all leave programs (e.g., Vacation, Sick Leave, Bereavement, Jury Duty, FMLA, etc.).

Combination Edits

Verifies the correct account fund program is used in a transaction.

Fee Class

What you are charging a fee for, such as tuition. Not the same as fee codes in legacy system

Department

Where a person is located, attached, and accounted for in PeopleSoft