Data Mapping & Conversion Documents Overview for Project Leads June 3, 2014

1. Data Mapping & Conversion Documents Overview for Project Leads June 3, 2014

2. What is conversion flow? • Click on the hyperlink ctcLink Conversion Flow Diagram • The “Map” that explains the conversion flow (pillar by pillar) • Provides the component number for each conversion which is a helpful tool when you want to find a conversion mapping spreadsheet • An explanation of the Bio/Demo process, including one page that identifies the scope, a two page flow of how data is updated and a page that includes the criteria used for the conversion search match process • A variety of pictures that depict how data is converted for specific topics (e.g., Course/Class, Student Financials, Vendor, etc.). Some new graphics will go out in the next week or so to support cycle #5 changes, and these changes will be reflected in the document.

3. Conversion Flow Diagram Sample for CS:

4. How to view the conversion mapping spreadsheets? • We publish all of our internal mapping spreadsheets on the Collaboration Site>Technology>Data Solutions • Allows colleges to review what is being converted • Go to the document center and select the topic that you are interested in viewing • Updates to the mapping spreadsheets are copied to the Collaboration Site twice a month • *These documents are only as up to date as the pillar team keeps them.

6. From the conversion flow diagrams, you can view the mapping documents by looking for a match to the description title. In addition, you can view the ctcLink Bio Demo Error Recap. This has the error count for Bio/Demo (both student and employee legacy systems) for all colleges.

7. The remaining slides give an overview of the process for FirstLink Colleges in data conversion cycle #5. Take a look at the description for each slide in the notes field.

9. Data Conversion Cycle 5 Activity

10. Data Conversion Crosswalk Checklist

11. Data Conversion Activity

12. Data Conversion Cycle 6 – Planned Dates Legacy Data Snapshot                  6/10 after production Restore Snapshot to devx1         6/11 morning Crosswalk definition                      6/11 afternoon – 6/13 morning Begin Extracts for Conversion 6/13 afternoon Load Data to PeopleSoft               6/13-6/20

13. Questions? Please contact the following team members: Kathy McClusky Data Solutions Lead kmcclusky@sbctc.edu Ray Gartner Technology and Integration Manager rgartner@sbctc.edu Reuth Kim Organizational Change Project Lead rkim@sbctc.edu