Testing. Testing the captions for ctcLink. Testing the close captioning ctcLink. Testing the captions. Testing the captions for. Testing Live captioning by Ai-Media CHRISTOPHER SORAN: Good morning and welcome everyone. MONICA OLSSON: Good morning everyone. This is Monica from the state board. We are still letting people in from the waiting room. So please be patient, get settled. Welcome to the August 2022 edition of the ctcLink accessibility open form. Sarah, our capture, I will go ahead and press record right now. And continue speaking. Good morning everyone. Welcome to ctcLink accessibility open for them. My name is Monica from the state board. A few housekeeping items before I turn it over to my awesome colleagues. Who are going to walk you through the agenda today. We have professional live transcriber with us in the room. If you want to follow along using the live captions, please select the view live transcript or show subtitle option at the menu at the bottom of your resume screen. We are recording today's events. Our PowerPoint slides, they are saved on the ctcLink accessibility webpage. If you need to refer to previous conversations, you can always do that. I think that is everything for now. Please go ahead, if you have comments or questions, you're more than welcome to share those on the chat. We do our best to notice when chat is happening, and provide answers. If we missed something, because we are human as well, please go ahead and unmute your microphone or raise your hand or do whatever you feel comfortable doing to get our attention so that you can share your comment and answer your question. Without further ado, Chris, I will hand it over to. CHRISTOPHER SORAN: Good morning everybody. I am the applications manager here at the state board. We will get rolling. So, we got the standard agenda. I will start with the general update for today. I will go ahead and turn it over to Sandy. SANDY MAIN: Thank you Christopher. Hi everybody this is Sandy, director of application services for the state board. I want to let everybody know that I have been my retirement notice from the state board. I have been over a little 34 years. A little bit longer with state service, it was just time to go. My last day will be next week but I want to jump on here, let you know that we have asked Wade, I don't know if you know him, I found out about an hour ago, longer than I have been, I was trying to explain to him something until I realized he was longer here. Ray Gardner, he is currently with our legacy customer support team. I am not sure if he is able to join us today. I have looked at our participant list. Ray will be transitioning into my role. We have been working together on the transition for a couple of months now. I am very happy that he is willing to take over. Also, I am even happier that Christopher, willingly took on the role in supporting and being a partner with Monica on the accessibility forum so we can keep the momentum going. As you all know, he did all the work anyway. I just showed up and pretended like I had a say in how things are going. (Laughs) Christopher and Monica do a great job. Christopher steam, of course, is amazing. I just want to say thank you to everybody. Stepping up and helping this the board and the system to move forward with accessibility and improving accessibility at ctcLink. I wish we are further along, it is not from a lack of trying. This team, has pushed really hard, I think we are better off than we were before. But there is a lot more work to do. Hopefully, the system can keep us accountable, helping us to partner with us to continue with the efforts moving forward. Thank you everybody for having the part of your journey. Looking forward to eavesdropping and see how things are going. Thank you. Christopher? I will turn it back over to you. Thank you. CHRISTOPHER SORAN: This is Christopher. Thank you Sandy. We are going to miss you. (Laughs) We appreciate all your work on this. I know I am going to miss Sandy. I will turn it over to Monica for the next bit of the agenda. MONICA OLSSON: Thank you so much Sandy for all of your hard work. We are going to miss you. I am grateful for the collaboration that I get to continue with Chris and his team. I do not know if I see Ray in our participant list but I know that he will be here at the September open forum. We will make sure that we will allow him to introduce himself and say a few words with the group them as well. Go ahead, if you have not already put your thanks or congratulations on the chat, you're welcome to do so. Moving right along, I have a few updates to share with you. As I have mentioned and a couple of our previous open forms, I am in the process of hiring a full-time web accessibility specialist. That position will report to me in the education division but have some ongoing close collaboration with Chris and his team. In services to continue looking at the accessibility at ctcLink, helping with testing when needed and advocacy with the vendor. That process is in motion right now. There is not a lot I can say around that, since we are right in the middle of it. But our timeline is good and I do expect to see that position filled by fall time so September or October. We will have more information as we go along there. The other update that I wanted to share below that one is, I did recently meet with Gretchen at the state board. We are specifically talking about the accessibility as PDF accessibility documents that give process instructions around how to perform certain tasks or functions inside ctcLink. A couple of things came up in our conversation that I want to share with this group. Number one, her biggest recommendation for people who are looking for information about how to do something inside ctcLink, they might not know or need a refresher is to go online and use the ctcLink quick reference guide center. Sometimes we call that QRG'. That is a series of different HTML pages, search bar function. That is going to have the most accurate, updated information in terms of instructions that you might be looking for. Prior to having that quick reference guide center, a lot of documents, standalone documents and PDFs were generated. Those are still floating out there in abundance. Across our colleges. The problem with that is that one, they might not represent the most accurate information or instructions and number two, if up college modify the document to have, their logo on it or they want to make some minor changes to the instruction or process in the original document to fit their internal business needs, it might not be an accessible document anymore. It came to my attention that there is a series of inaccessible PDF document floating around and someone was trying to access instructions. You are going to have a better user experience. Not a perfect one, but a better user expense by using the Q RG center. There is a download to PDF option. Gretchen and I are having some conversation with the vendor to make sure they understand the importance of producing real text, properly tagged, accessible PDF download option. I wanted to share that with the group and highlight what came to light with a conversation. The other update that I want to share with you below that one, this is some work that I did with Josh, he is on the call today, he help look at testing and accessibility issues or barriers that we became aware of located in TAM. Talent acquisition manager, it is part of ctcLink, Oracle product. It is where people out in the public who are considering to submit an application for job here at the state would go to complete the application process and upload the materials. There were some known accessibility issues in TAM. I have worked with Josh to document the stop in the meantime, HR was very quick to respond to me, we came up with an accessible alternative way for applicants to complete their materials for the role I was hiring. To make sure that in the immediate moment, we had a short resolution. Now, my next step is to provide this document and information to the HR and Josh and Chris, I believe, correct me if I am wrong, I believe they have already open tickets with Oracle as well around these issues. Is that correct Chris and Josh? CHRISTOPHER SORAN: This is Christopher. That is correct. When? This is Monica. Thank you Chris. If you are wondering about more specific about those issues, I will hold off in going down the conversation route right now, we did cover that in detail on our last open form. Once HR has had an opportunity to review this information, we can take a shortened version of my report, and put that in the ctcLink accessibility page, it is not a secret sauce, it is information we all should have access to. I want to give folks some opportunity. Hopefully Chris it is OK later down the road we can add that information to our site. CHRISTOPHER SORAN: Of course! MONICA OLSSON: Cool. I think that is it for me everyone. Thank you. CHRISTOPHER SORAN: This is Christopher again the application service manager. One thing that we did in the last meeting, we deployed the HCM, which is the human capital management image 41. That was deployed on July 23 and one thing I thought I would show you is we create IOVDs. Which shows what is in the image, it is an image overview document. We also created a supplemental accessibility IOVD, showing all the accessibility updates that came with the image. And so, that is gets posted on the webpage every time we run an update. Whether it is people tools, HCM, etc. We have in this particular one, just posted up on the website, link on the website. We show the navigations on how you get to the page. This particular webinar is to update to the request absence page. There is a screenshot of the page. From what it looks like before and after and is then also, it has the output of the screenreader task. So you can read through what that would sound like. You can also just go to the page and use the screenreader to hear how it sounds different now. That was the update. There was a correction to the focus change, when the absence name changes when you are tabbing to the "view balance" box near towards the bottom of the page. One is one of the changes that was brought in. Anytime we do those images, you will find those accessibility posted. I will roll onto the next piece. The financial travel authorizations. We have a PRP, which is a people self release past, from Oracle that did not work. Here's another one to fix it. We got the other one, we are looking to get that apply to the test environment. We will let you know how our testing of the second PRP goes. Hopefully it works this time and get that apply. And on the CS side, there is the incorrect PDF tax. That was originally supposed to be delivered an image 23, 24, 25, and it finally came on 26. We are implementing CS 26 right now. We are in the testing phase and that will be deployed to production on October 15. We will be getting that fixed coming soon. MONICA OLSSON: Chris, this is Monica. Let us pause, if people have any questions about these two services ticket updates that you just talked about around the travel authorizations or the academic advisement report. If folks have any questions about the earlier update about the IOVD, please feel free to raise your hand, put it on the chat. I want to make sure that people are following along because I know that these conversations, also include a lot of different terminologies and acronyms and so, if you need anything clarified, let us know. OK. There is a question on the chat. "For these patches does this need ctcLink to be taken off-line?" CHRISTOPHER SORAN: This is Christopher. These smaller patches typically do not need to be taken off-line, we can get those deployed during our regular migration windows with our coaching or fixes that we do. It will occasionally need a ruling balance or we need time to coordinated with the image deployment. The image deployments do need downtime on Saturdays, on specific Saturday schedule throughout the year. The downtime is from 7 to 1. When we get those images deployed. That is the schedule agreed upon time. These little patches, it depends on the scope of the patch and what is needed. More often than not, they do not need downtime. They just roll and bounce or something. MONICA OLSSON: This is Monica. Are you saying rolling bouts? CHRISTOPHER SORAN: Yes, it does not take the system down. It is essentially hitting the restart button. MONICA OLSSON: OK. CHRISTOPHER SORAN: So the cash has to be rebuilt. It is slightly slower for a short amount of time as it gets to go back up. MONICA OLSSON: Thank you. That makes sense to me. Are there any other questions or comments? From our participants? OK. Sandy, I see that you raise your hand. SANDY MAIN: Thank you Monica, this is Sandy. Can we do a little bit of reach out to everybody. When we do have to shut down the system, what we basically do is we lock people out of the system so the human capital management update that came out a couple of weeks ago. So users can get still get into the other pillars, but they cannot get into HCM areas. They are locked up while we do the upgrade. It is a little bit of time. We want to kick the tires and say to check things out. I want all of you to know that we send out what is called a ctcLink alert. It is on VE list processthe --elist. I encourage everyone to add this to the local colleges distribution for the elders. We do not into individuals. We send an alert to each college distribution. It will help you to know upfront when an outage is expected for the system. I think it is also helpful for you to know what is coming and to look into the site that Christopher mentioned, were we have the image overview document. It gives you an early look at what changes are coming during those updates and things like that. I encourage you to reach out to your help desk, usually someone who is managing the distribution list and see if you can get yourself added. It's nice to be able to get up front on something like this. That is it. Thank you Monica. MONICA OLSSON: Thank you Sandy. That is a great update that you just gave and action item for people. Am I correct in understanding that if folks want to sign up, they need to be added by a staff at their college? It is not like they can navigate to the fullest and at themselves? Or can they? SANDY MAIN: You are correct on the first part. They need to go and reach out to the helpdesk. A lot of the colleges will have something. I do not know what the exact email, they will have Clark ctcLink alert distribution list. Every college handles it different. Some allow everybody in, some say they will only send it out to certain individuals. It does not hurt to ask to be added so that you are aware early on of the changes that are coming. Especially, to raise awareness of what that is and there are things that you need to change for supper maybe there are some training materials that you are using or instructions that you have given individuals that might need to be adjusted. It is good to know that it is coming and keep focus on the ctcLink production support, I cannot remember the exact site. We list everything out there. This is actually on our ctcLink accessibility page for some reason. It started that, that is where we are posting for accessibility, but we can keep them there. If something is coming, check the site and see. So information is power, right? You gotta be able to do and get connected where you can. MONICA OLSSON: Got it. Thank you. CHRISTOPHER SORAN: This is Christopher again. So, the items that we discussed last month, they are also at the end of the slide deck. One in particular, I will go towards the end there? At the top here, is the switch control. This is still on the same place. It is the control checkbox that we identified as noncompliant. One of the accessibility issues for TAM, one of the issues is the switch control piece. We see them crop up in places across all the pillars. Once they resolve this particular switch control issue, this will resolve a variety of issues that we are having across the system. We are waiting for, and we finally agreed that it is a problem. The VP of HCM acknowledge the problem and he's going to meet with us. So waiting for the scheduled meeting so we can see what their plan is for good on that one. (Laughs) We have been working with Oracle a lot and we are feeling pretty good about it, the progress that we are making on some of the things, they take a long time. This one in particular, they have been the most stubborn, we finally convince them to show up. We finally convince them. We will keep you updated on that one once we get more moving on it. The other one that I have asked for some updates on, was the W-2 PDFs. This is still planned for delivery at the end of the year. When you grab your W-2 PDFs for your taxes next year, you will all have that download accessible version. No action, still tacking on all of these. Stuff is still moving. So, if you have any, ideas, stuff you want to talk about, feel free to submit in the outline form and we will get it added to the agenda. Check out the webpage. We got the image overview documents. I think today was the first time, we should one at the meeting. That is what they are, I am too fancy but we like to give you all the knowledge, share everything that we know on what is coming. MONICA OLSSON: Thank you Chris. This is Monica, for taking a moment to explain switch control and mentioning that that is one of the issues and that is across the pillars. I know that you had to push extra hard to get Oracle to see our perspective on that. It is exciting that there is now some understanding and a meeting is coming for the future. Thank you for your work there. CHRISTOPHER SORAN: Yeah. MONICA OLSSON: Are there any other lingering comments or questions about the other updates that Chris just gave us? I will give you a minute or two. OK. I am not seeing all comments or questions on the chat. If that is OK, this slide is a reminder that the next open forum is scheduled for Tuesday, September 13 from 11 AM to noon, using the same zoom link. At that meeting, Ray Gardner will be there to introduce himself to us. Hopefully Sandy will be doing something lovely that day. (Laughs) As Chris mentioned, you're more than welcome to reach out to us doing these open forms, as a quick reminder, we do have a submission form on the ctcLink accessibility webpage that you can write in a question or comment. If you have joined or you haven't joined, you should join the new ctcLink accessibility a list that is going to be moderated by Chris and myself now. As we are saying goodbye to Sandy. You are welcome to join that and ask questions there as well. There are a variety of ways to get in touch. With that said, we can go ahead and close today's meeting. I will stop recording now. I am checking on the chat just one more time. I think we are good. OK, I think I'm going to call it Chris. Say goodbye. CHRISTOPHER SORAN: I think you everybody, it was great seeing you. MONICA OLSSON: Thank you everybody. Goodbye. Live captioning by Ai-Media