ctcLink Project Update Articulation and Transfer Council April 16, 2015 Catherine Kwong, ctcLink Project Team

2 Today’s Topics FirstLink Go-Live Update Updated Schedule, including waves Overview of Current Activities –Campus Solutions –Wave Coordinator –Testing User Acceptance Testing (UAT) Day in the Life –CEMLIs –Training –Wave Coordinator activities

3 FirstLink Go-Live Update Readiness Scorecard revealed outstanding items Resulted in a “no go” decision for Feb 23 launch date Thorough analysis of remaining activities has been completed New firstLink go-live date of August 24, 2015 has been announced Projected Wave 1 go-live date is August 2016

4 Process for selecting the go-live date Leadership team met to identify outstanding items needed for successful go-live. Met with ctcLink core team and FirstLink colleges to review those items and identify any new ones. Developed detailed effort estimates and assigned resources (people) required to complete each activity. Developed/Updated the comprehensive project plan for discussion, verification and commitment with ctcLink and FirstLink colleges. The updated Project Plan is the tool used to track progress. Weekly meetings with the core team, college project management, and functional teams to report on progress. Readiness Scorecard will continue to assess our “go live” status.

5 ctcLink Project Schedule FirstLink – August 24, 2015 Wave 1 – August 2016 (exact day TBD) –Clark, Columbia Basin, Grays Harbor, Green River, Lower Columbia, Peninsula Pierce District Wave 2 – Option 1: May 2017; Option 2: Aug 2017 –Big Bend, Cascadia, Clover Park, Edmonds, Highline, Lake Washington Olympic, Renton, SBCTC, Seattle Colleges, Shoreline Wave 3 – Option 1: Feb 2018; Option 2: Aug 2018 –Bates, Bellevue, Bellingham, Centralia, Everett, Skagit Valley, South Puget Sound, Walla Walla, Wenatchee Valley, Whatcom, Yakima Valley Note: Waves 2 and 3 go-live date options are tentative and still under review. They will be discussed in more detail following FirstLink go-live

6 Campus Solutions Pillar - Activities Financial Aid Data Migration Testing Online Admissions Application Continuing Education Running Start Item Types

7 Wave Coordinator Activities Provide college assistance related to inventory of supporting systems. Work with functional and technical teams and FirstLink colleges to document lessons learned. Based on lessons learned and best practice, develop guidelines for wave colleges to help them with business process change. Provide wave colleges with clear preparation instructions to ensure go live readiness. Work with wave colleges to facilitate security workshops. This will provide an opportunity for colleges to get an early understanding of the security model and distributed role assignment.

8 Wave Coordinator Activities (cont.) Work with ctcLink functional and technical teams as well as colleges to begin legacy data analysis and cleanup. When will wave colleges have a Sandbox environment with real college data Develop a Gantt Chart outlining the activities and time distribution for each key step of the implementation process Identify Project Management resources that may be available to wave colleges.

9 Data Conversion Cycle 8 Based on lessons learned from practice go-live and parallel payroll testing some conversion logic was updated. Provides the opportunity to exercise data extract and load processes to build a new data snapshot of current college data. Data will then be used for: –Day in the Life Testing –firstLink college data validation –firstLink college sandbox. Provide firstLink colleges another opportunity for data validation. Data validation will begin with workshop sessions.

10 Current Activities – User Acceptance Testing (UAT) As of 4/7/15: 2609 of 2723 test scripts have been executed 2607 (96%) have passed 865 total defects logged 862 defects fixed & closed (CEMLI testing tracked separately) 10

11 Testing Stages Regression Parallel Payroll Security Ethical Hacking Performance UsabilityAccessibility Device Equipment Disaster Recovery Mock Conversions FN C SIT UAT In Progress End of April Late May/June In Progress Early July In Progress

12 Day in the Life Testing (DITL) FirstLink College Day in the Life (DITL) testing scheduled to begin June16th. The Activate Your Account process that every student and employee will need to do when their college switches over to ctcLink will be available so FirstLink (FLC) college testers will be able to login as themselves. DITL testing is our final due diligence testing to allow for real world testing with real data, real users, real security. College and district office managers from each pillar have identified the primary functions that they would like to test during the DITL phase. Testers may follow a sequence of test scripts to chain together a business process or use their knowledge of the system from training to perform a business process.

13 ctcLink Training Update Recent activities Transferred training activities from project to ERP support team. Assessed training environments, processes and CEMLIs impacting future training delivery Identified refresher training needs for FirstLink colleges Current activities Develop training schedule for first time and refresher training for FirstLink colleges Hire permanent training manager Future activities Develop long-term training strategy for wave implementations and ongoing support Develop a train the trainer program Collaborate with SBCTC eLearning and Open Education department to create a digital learning environment

14 Training Website This site will be reorganized for end-user ease of use. For example, a “For Students” tab will be added to the menu on the left. Tools on this site available for all colleges now.

15 Be Connected, Stay Informed ctcLink.sbctc.edu  College Resources ctcLink Collaboration “365” site –Login instructions on College Resources webpageCollege Resources Open ctcLink SME listservs –Campus Solutions – ctclinksme-cs –Finance – ctclinksme_fin –Financial Aid – ctclinksme-finaid –Human Capital Management – ctclinksme-hcm –Technical –ctclinksme_tech –Reporting – ctclinksme_rpt –To join a list: mailman-index.aspx#subscribeTo join a listhttp:// mailman-index.aspx#subscribe Follow the ctcLinkblog: ctclink.wordpress.com

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