ctcLink New & Improved Process

ctcLink New & Improved Process
BAR Council Update Yakima Valley College May 4th, 2018

Isn’t someone else on the agenda?
Who am I? Emmett Folk ctcLink Project Manager for Finance & HCM Christy Campbell ctcLink Project Director Isn’t someone else on the agenda?

What are we talking about today?
The repeatable deployment process Major project phases and how activities are divided College and SBCTC Deliverables for each phase The ctcLink governance model and process College project staffing

The Repeatable Deployment Process

The Repeatable Deployment process
The core of the new ctcLink project deployment approach is the Integrated Work Plan (IWP). The work in the IWP is divided up into major project phases, each with their own set of major work packages as well as college and SBCTC deliverables. Major work packages include things like the Global Design Refresher/Adoption sessions and conversion execution and validation. Examples of college deliverables include Legacy business process design documentation, data validation sign-offs, and end-user training delivery.

EXAMPLE DEPLOYMENT APPROACH/TIMELINE
2018 2019 2020 2021 2022 JAN APR JUL OCT TCC, CCS 1 College SBCTC Upgrade Project College Prep Work Deployment 3 6 Colleges College Prep Work Deployment 4 8 Colleges College Prep Work Deployment 5 8 Colleges College Prep Work 8 Colleges Deployment 6 College Prep Work Contingency Deployment TBD 6

College Alignment to deployment groups
# Deployment 3 Deployment 4 Deployment 5 Deployment 6 1 Peninsula College Columbia Basin College Green River College Walla Walla Community College 2 Cascadia College Wenatchee Valley College Shoreline Community College Renton Technical College 3 Lower Columbia College Centralia College Grays Harbor College Bates Technical College 4 Olympic College Highline College Skagit Valley College South Puget Sound Community 5 Pierce College District (2) Bellevue College Big Bend Community College Lake Washington Institute of Technology 6 Edmonds Community College Bellingham Technical College Clover Park Technical College 7 Seattle College District (3) Whatcom Community College Yakima Valley College 8 Everett Community College Total 9 Identify Deployment Criteria with input from IWP Work Group PMs Present agreed-upon criteria & process to WACTC-Tech for review & approval Present proposal to WACTC-Tech for Moran to develop criteria and alignment process Moran presents criteria to project leadership for approval Moran presents analysis recommendation to ctcLink ELC for vote

Project phases Initiation Structure Construct Transition Deployment
- Project Planning - Environment Prep - Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse Structure - Global Design Adoption - Business Process FIT/GAP [OCM Confirm/CAP Review] - Local Configuration – Homework Assignments - Functional Test - Material Updates Construct - Technical Development - Conversion Execution - Data Validation - System/Integration Test - Security Matrix Mapping - Parallel Test Transition - Ready OCM Transition - Plan Production Cutover - Train Regional Trainers - Train End Users [Pre-UAT] - User Acceptance Test - Train End Users [College] - College Change Action Plan Execution - Performance Test - Go/No Go Decision Deployment - Production Environment Prep - Production Cutover - Milestone Sign-Off - Lessons Learned * Blue = College Work Packages

The ctcLink Governance Model and Process

Governance Re-Design Benefits
Greater Visibility and Transparency Timely Decisions Projects move fast and need timely decisions to continue to stay on track Multiple Governance Levels Each level authorized for different decision based upon scope, timeline and budget Combined College and SBCTC staff to ensure appropriate collaboration for ctcLink Production and Project work effort.

Highlights of ctcLink Governance
Working Group Meets Weekly Decisions on Implementation Schedule within Budget and Overall Timeline Decisions on Configuration Management within Scope Decisions on Training Plan Decision on OCM Plan Steering Committee Meets Bi-Monthly Schedule Changes within Deployment Schedule Decisions on Scope within Budget Decisions on Changes to Global Configurations Working Group Appeals Executive Leadership Team Meets Monthly Schedule Changes Impacting Overall Deployment Decisions on Overall Total Project Budget Decisions on Overall Scope of the Project Decisions on Unresolved Appeals Jason

Exception Process Working Group Appeals brought by sponsor:
Colleges (Executive Sponsors) Commissions (Chairs) Data Governance (Co-Chairs) SBCTC (Deputy Executive Directors) Required Written Documentation to include: Why the appeal is compelling Any budgetary and cost/benefit impact of the appeal Why alternatives are not possible and why reconsidering the decision is the only available option

College Project Staffing

College project staff Executive Sponsor 100% Dedicated Project Manager
Organizational Change Management Lead College Test Coordinator(s) Training Facilitation Coordinator College Communications Lead Reporting Lead per Pillar IT Security Role Lead Help Desk Staff Plus: Pillar Leads, Module Subject Matter Experts

College resource roles
Workbook provided listing all college SME and Project roles and how many hours recommended for participation/work in each work package at a high level. Sub-tabs showing each workshop and training and roles recommended to participate.

College resource roles defined
College Resource Guide: Help colleges identify who on their campus fills each roll. Colleges will report contact information assigned to each role as the enter the implementation cycle

Resource roles defined in the iwp
College and State Board Resources Defined in the Project Schedule All workshops, training, homework assignments or tasks that involve college staff are identified by the role

Major Project Phases, Work Packages, and Deliverables

College & SBCTC Initiation phase
Focused on Key College Activities Leading Up to Implementation Readiness 6 Key Performance Indicators Show Readiness for Implementation Phase Focused on Prep for Next Deployment Group Assessment of College Initiation % Complete for Implementation Readiness

Making it to the implementation gate
100% dedicated Project Manager Identified OCM Lead Identified SMEs Active Executive Sponsor Completed Legacy Business Process Maps Performed Change Impact Analysis Developed Change Action Plans Performed Supporting Systems Analysis

Initiation phase deliverables

Organizational Change Management
ctcLink is more of an organizational change management project than it is an IT project.

Organizational Change Management
Change Management is the practice of applying a structured approach to transition and organization from a current state to a future state to achieve expected benefits: Key Activities: Stakeholder Analysis Readiness Assessments Change Impact Assessments and Actions Benefits Realization

Structure phase work packages
Global Design Adoption Global Configurations Enterprise Managed Processes SME Specific Topic Sessions Concurrent with Bio/Demo Conversion (Cycle #1) Business Process FIT/GAP Business Processes Change Discussions UAT Test Definition End User Training Definition Concurrent with Conversion (Cycle #2) Local Configuration - Functional Test Configuration Homework Assignments Configuration Entry Local Configuration Guides Continues through Conversion (Cycle #3) User Material Builds Review/Update Training Materials Review/Update UAT Materials 2 weeks of Monday-Thursday Workshops 4 weeks of Monday-Thursday Workshops College Homework Assignments (Canvas) Project Team Keeping Things Current

Global design Refresher/Adoption
Different from the Global Design Review in DG2 Review of the global configuration footprint Understand enterprise processes Walk through business process diagrams, system and slides Focus is on the change management aspects of globally configured items or frameworks

Business Process Fit/Gap
What Will Change – College Change Action Plans Updating Business Process Flows Merging Lucid Chart BPDs & Common Process Flows User Acceptance Test Scope Definition: End-to-End Business Processes, Data Scenarios & Error Conditions End User Training Definition Special training needs for unique populations Configuration (Homework Assignments Reviewed) Sessions Scheduled Monday – Thursday (4 weeks) Only SMEs related to that topic need attend Remote Participation Support with In Room Facilitation Concurrent: Conversion Related Configuration for Cycle #2

Structure phase deliverables

construct phase work packages
CEMLI Retrofits Analyze Customization Deltas for Target Release Versions Update Customizations Unit Test Customizations Migrate to Functional Test Conversion Run in 5 cycles Align to Homework Assignments Legacy Data Cleanup Before Each Cycle Crosswalk Updates by College SMEs Guided Data Validation Formal Sign-Off Each Cycle System/ Integration Test Performed by Project Functional Team Tests Module to Module and Pillar to Pillar Integration Performed in Two Rounds Security Matrix Mapping Align Legacy Menu/Page Access to New PeopleSoft Tasks Based Roles Done Prior to UAT Verify Security in UAT Parallel Test Each Pillar (3 activities) Payroll Tuition Calculation Monthly Close Legacy & PS Lead by Project Functional Guided Process Execution by College SMEs Analyze Outcomes Adjust Configs Formal Sign-Off Each Parallel

Human Capital Management
Conversion data loads Campus Solutions Human Capital Management Finance Bio/Demo (Person, External ID, Emergency Contact, Citizenship, Visa, Disability) Course Catalog Class Schedule Class Instructors Student Enrollment (Transfer Courses, Student Records, Program/Plan, Degrees) Student Records (Test Scores, Service Indicators, Student Groups, Honors/Awards in Transcript Text) Student Financials Transcripts FA Satisfactory Academic Progress Bio/Demo (Person, External ID, Emergency Contact, Citizenship, Visa, Disability) Employment (Job Data History) Salary Admin Plans Positions Job Codes Benefits (Deduction Balances, Benefits Administration, Employee Dependents) Payroll Balances Direct Deposit Recurring Deductions W4/Tax Data Leave Balances General Ledger Data Open Accounts Receivables Import File: Assets Import File: Purchase Orders Import File: AP Invoices (Vouchers) NOTE: Vendor data is not converted, but configured into the Vendor Master record in Production.

Cycle #1 Cycle #2 Cycle #3 Cycle #4 Cycle #5 Conversion cycles
Bio/Demo Conversion-Merge Job Data (for User Profile) Cycle #1 Source Data for BP Solution Validation Environment All Configuration Needed for Legacy Data Conversion Cycle #2 Source Data for SIT All Configuration Cycle #3 Source Data for UAT All Configuration [+deltas] Cycle #4 Final Configuration Delta Dry Run of Go Live Cycle #5

Construct phase deliverables

transition phase work packages
OCM Readiness Transition Status on College OCM Readiness – Change Action Plan Execution Help Desk Support Readiness ERP Support Team Transition Plan Plan Production Cutover Legacy System Shutdown Activities Document Cutover Event Processes Regional Trainer Train End Users Train Regional Trainers Support End User Training (pre-UAT) College Specific End User Training User Acceptance Test New Guide Based Testing Materials UAT Scope Defined During Business Process Fit/Gap Performance Test Vendor Performing Testing Testing: Load Throughput Screen Response

UAT Test Definition and Format
Scope to be defined during FIT/GAP sessions Occurring in October to December timeframe New UAT test documentation format: UAT Test Articles in ctcLink Reference Center. Links to flow diagrams and Quick Reference Guides arranged by business process Includes information on data scenarios, error conditions and security Linked to next step in the end-to-end business flow No Excel spreadsheets or ‘staged’ data Will require departments involved in the end- to-end business flow to coordinate and plan their tests. Tracking of test defects/success status in OTM and supported by QA Team.

UAT Roles and Responsibilities
Project Team QA Team College SMEs College Test Coordinator Defines End-to-End business flows Maps Quick Reference Guides (QRGs) to business processes Builds test materials in the Reference Center Defines data scenarios and error conditions Supports test execution Troubleshoots issues Manages and coordinates test phase activities Creates test plan in OTM Monitors testing progress Provides status reports Assists with troubleshooting Provides input to E2E scenarios during FIT/GAP Validates data scenarios and error conditions defined by project team Executes tests and records progress and issues in OTM Assists with troubleshooting Coordinates and monitors test phase activities at the college Identifies security roles and testers Main point of contact for the QA Team

Value of User Acceptance Testing
Provides final verification of business functionality Creates user confidence in system Develops system experts and advocates Note: Just-in-Time training provided prior to UAT testing activities to ensure users have necessary skills and confidence for execution success.

Transition phase deliverables

Deployment phase work packages
Production Environment Prep PS Production Environment Readiness Conversion Plan to Stand Up New Environment – Old PS for Rollback Production Cutover Legacy Data Snapshot/Backup Extract/Load Project Team Data Review/Updates College Health Check Acceptance “Go” Soft Start Day Post Deployment Support Transition Period Milestone Sign-Off Executive Leadership College SMEs Lessons Learned Lesson Learned Interviews Report Process ITERATIVE: Performed Regularly Throughout Project

Deployment phase deliverables

3+ Full-time Employees (FTE) Implementation Phases
Estimated College Hours & Staffing Requirements (*Number of months to complete Work depends on resources Available) Phase Estimated Hours Initiation Phases Initiation (*18 months) 7,172 hours Change Action Plan Execution/Help Desk (*15 months) 7 months overlap into Implementation 4,774 hours TOTAL Initiation (*27 months work) 11,946 hours 3+ Full-time Employees (FTE) Implementation Phases Structure (4 months) 6,048 hours Construct (4 months) 2,010 hours Transition (3 months) 5,460 hours Deployment (1 month) 658 hours TOTAL Implementation (12 months) 14,176 hours 8.43 FTE Stabilization and Optimization (6+ months) Unknown (++) Grand Total (36+ months) 26,122 (++) hours 5+ FTE Scott and Evelyn

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ctcLink New & Improved Process

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