1. ctcLink Project Update Steering committee
August 14, 2018
Choi Halladay, Pierce College District Vice President for Administrative Services, ctcLink Steering Committee Chair
Christy Campbell, SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator 1. Welcome 5 Minutes
Christy 2.
Approval of Minutes - July 31, 2018
Choi 3.
Status Update
20 Minutes 4.
Staffing Update
Dennis 5.
Governance Update
Jason 6.
GDR - Global Configuration Framework – FIN/HR
Follow-Up Discussion
Approve Global Framework
Emmett 7.
GDR - Global Configuration Framework – CS
Joseph 8.
Meeting Closure – Action Items
10 Minutes
Date needs to be confirmed due to Guided Pathways Technology Summit

3. Approval of minutes

4. Status Update

5. ctcLink Project Overall Program Status – as of August 3, 2018
Program is on track and making expected progress
Key activities are being executed per the plan and timeline
Scope Y
Monitoring scope and timing of Chart of Accounts, Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA implementations
Schedule
Analyzing resource overlap between DG2 and DG3 tasks
Project Plan pending to be baselined to begin tracking % complete
Budget
ctcLink Budget currently tracking under budget:
Delayed hiring
Timing of re-implementation of solutions going through requirements gathering and RFP
Executive Summary
The project is currently tracking per schedule and under budget. We are continuing to review and define scope for each deployment due to the rework of key solutions.
Deployment Group 2 (DG2) is in the Structure Phase, focused on Business Process Fit/Gap and Conversion activities. The Global Design/Configuration Framework recommendations and previous Common Process Workshops (CPW) are moving through governance for approval. The DG2 Go-Live has been approved for late October This timing was based upon DG2 college agreement based upon existing business activities and academic calendars. Analysis has begun on ctcLink project resource overlap between DG2 and DG3 activities.
Remediation work continues to be a priority working in parallel with the Deployment activities.
Risks
Mitigating Actions Y
SBCTC – Timely communication between SBCTC Project lead and ctcLink project team.
Interim PM will meet with various project staff to ensure awareness and develop mitigating steps.
FirstLink Colleges – Production Environment has had frequent periods of instability reported which impacts the colleges’ work flow and effort.
AWS/ctcLink Tech should develop a long-term plan and solution, and include communication/resolution plan for the colleges. R
FirstLink college involvement with Business Process Fit/Gap activities may be impacted by peak financial workload.
FIN sessions with FirstLink colleges scheduled for August to accommodate involvement.
Issues
Status Update R
SBCTC – Configuring Payroll to make supplemental payments to system retirees.
Being worked on, but taking more time. Y
ctcLink PILLARS - Project resources assigned to Production support activities, impacting progress on scheduled project work.
The team is evaluating resource and knowledge need to determine impact to ctcLink timeline prior to approving work.
Overall Timeline (All Deployments)
Update Remediation
Status
Campus Solutions
Open Tab - 13/45
Closed Tab – 2/13
Financial Management
Open Tab - 14/39
Closed Tab – 1/35
Human Capital Management
Open Tab - 10/25
Closed Tab – 0/07
Faculty Workload
Delayed due to AWS migration, date – 8/2018
DRS
ERP Support working with CCS
Absence Management
Full-Time EE resolved, Adjuncts in progress
Security Audit Controls
Incorporated into Security Redesign
Student Billing
GDR approved and work in progress
Budget Planning Solution
Requirements need to be created
Online Admissions Solution
Requirements process has begun
Continuing Education Solution
Requirements completed, IC to Approve

6. Budget Status – Effective Date 6/30/2018

7. Moran Technology Quality Assurance Report
July 2018 Report Recommendations G
Status/QA#
Findings
ctcLink Responses D
QA 0119
The Training Manager and team (being expanded with additional staff and contractors) does not currently report to the Project Director. This is another matrix management challenge and is within the IT organization. The updating of the Training materials and the delivery of new PeopleSoft training is a major workstream for this phase. The Training Manager and team should, at least, report on a dotted line to the Project Director and PMO for work related to planning and executing this project workstream.
The matrix management continues to be a challenge. The PD is working with the new Deputy Executive Director / CIO on the alignment of ctcLink Project Resources. UPDATE: Effective 8/16/2018, the Training Manager and Training Team will report to ctcLink Project Director.
QA 0120
The Chart of Accounts (COA) re-design (for system-wide standardization) is being tasked to a ctcLink Working Group sponsored by the WACTC Business Affairs Commission and supported by SBCTC Finance staff. The PMO does not have direct control over this work. The timeframe to accomplish this work is project-critical and needs visibility of status and issues. The QA team recommends the status of this activity be reported weekly to the Executive Level (tier 1) and to the Project Steering Committee (tier 2). Issues delaying this work will require immediate Governance action to maintain schedule.
Key individuals at SBCTC (both Project, Policy and Support ) were tasked to work with the colleges to define the new COA. The new COA was approved by BAC, vetted at GDR by all colleges, presented to Governance for final approval.
UPDATE: The new COA was approved by the colleges during GDR). It was reviewed by the Working Group, recommended to approve to ctcLink Steering Committee. The Steering Committee approved. New COA design was communicated to cELC. This recommendation is now complete.
QA 0123
The Project Director will need to brief the Executive Leadership (tier 1) when activities outside the control of the project are not meeting expectations and are falling behind schedule, impacting project schedules. The Executive Leadership will then need to intervene in these situations.
The cELC will receive monthly updates including status of project and budget, top risks and issues which address the comments, any decisions and the information and options for the decisions. Y
QA 0132
AFRS CEMLI Status is a QA concern. During the Remediation Project, due to resource constraints, this work was put on hold. Reporting to State OFM has now resurfaced and the ctcLink Project team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM.
The AFRS CEMLI is a priority for SBCTC, including the ctcLink project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure it is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018.
UPDATE: The AFRS work plan has been impacted due to resource constraints as well as environment issues. There is now a work plan to complete AFRS and estimated timeline is 8/31/2018.
QA 0135
Since the Configuration/Data Conversion area is now an elevated risk, QA recommends that the PMO start routinely reporting on the status of this work and identify specific internal quality processes/measures for implementation.
The BPFG activities for DG2 are the initial gathering of each college’s local configurations required for conversion. These sessions are in progress, expected to be complete by 8/31/2018. Conversions are a key success factor for any implementation; new Technical PM is outlining key activities to begin reporting on conversion progress.
QA 0136
The possible re-scheduling of the Go-live Date for Deployment 2 has a ripple effect on scheduling all future planned deployments and risks need to be assessed as an overall program plan. It also may impact budget and project resources and contract staffing
PMO has been analyzing effect of DG2 timeline change. This has been discussed with the Steering Committee and approval has been received for DG2 October 2019 go-live date. To mitigate risk, Steering Committee agreed to extend contractors through DG3 with funds within the ctcLink budget. No budget impact at this time.
QA 0137
SBCTC PMO needs to reforecast the budget impact of any reset of the timeline for the Go-live date for Deployment Group 2 and also possible major budget impact to the overall project.
PMO has been reviewing the budget impact for the change of Deployment 2 timeline. The project would extend contractors through Deployment 3. The budget impact was discussed with the Steering Committee and they agreed to extend contractors to mitigate risk of overlapping deployments.

8. OCIO Investment Plan ConditionsG
Conditions
Status G 1
Project must remain in-line with SBCTC and OCIO policies
Implemented 2
QA (Moran) to report to ctcLink executive sponsor and State CIO 3
Follow pre-determined OFM funding gates and approvals 4
Monthly status reporting 5
Continue reporting on Remediation items in Integrated Work Plan Y 6
OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
Planned 7
OCIO must be notified prior to use of contingency funds 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live 9
Process and timeline for filling the SBCTC CIO position by 1/31/2018
Complete

9. Pillar Status – July 23 to August 3, 2018
Campus Solutions Y
Accomplished this period
Held BPFG sessions with Clark on Student Financials, Financial Aid and Student Records
Assigned conversion tasks to Clark SMEs
Attended Guided Pathways Technology Summit
Planned for next period
Continue to develop presentation materials and stage data for BPFG sessions
Schedule review of 3rd party invoice and student statement templates with the ctcLink Working Group
Travel to Spokane for Academic Advisement BPFG Session
*Status is currently at yellow due to DG2 work progressing but team resources continued to be involved in Production support activities.
Human Capital Management Y
Accomplished this period
Completed the Payroll Configuration/Conversion BPFG Session
Held FirstLink College Absence Management Framework Migration session in Spokane
Collected college homework assignments from initial BPFG sessions
Began configuration build-out and functional testing in FNC environment
Performed Conversion Cycle 1 prep activities
Planned for next period
Aug. 7-9 – Faculty Workload BPFG Session
Collect college homework assignments from initial BPFG sessions
Perform Conversion Cycle 1 Functional Team validation
Continue configuration build-out and functional testing in FNC environment
*Status is currently at yellow due to DG2 work progressing but team resources continued to be involved in Production support activities.
Financial Services Y
Accomplished this period
Collected college homework assignments from initial BPFG sessions
Began configuration build-out and functional testing in FNC environment
Completed and assigned homework for General Ledger Processes BPFG Session
Completed and assigned homework for Commitment Control BPFG Session
Planned for next period
Collect BPFG homework assignments from colleges
Aug. 6 – Travel & Expense BPFG
Aug. 7-8 – Purchasing, Accounts Payable BPFG
Aug. 9 – Asset Management BPFG
Aug – Grants/Contracts/Project Costing BPFG
Aug – Hold Billing and AR BPFG
*Status is currently at yellow due to DG2 work progressing but team resources continued to be involved in Production support activities.
Pillar Status – as of 6/8/2018
Structure Phase Milestones
Status
Date
Global Design Review
Complete
5/25/18
Bus. Proc. Flow Diagram
In Progress
DG Local Configuration
UAT Test Materials
Training Course Materials
College – Data Mapping for Supplemental Systems
N/A
College – Configuration Sign-off
College – UAT Test Definition Sign-off
 N/A
Deployment Group 2 Timeline (High Level Phases) G 9

10. Workstream Status - July 23 to August 3, 2018
Technical Y
Accomplished this period
Migrated retrofitted CS CEMLIs to CSCNV and CSFNC.
Updated the CEMLI Master with the most current CEMLI information.
Began Cycle 1a of the conversion process
Planned for next period
Complete Cycle 1a of the conversion process and make any required adjustments for Cycle 1b.
Migrate all CS CEMLIs into CSDEV and make any retrofit changes required.
Continue updating the CEMLI Master with the most current CEMLI information.
Update the master environments page on StaffNet.
Apply HCM Image 26 to HCDMO.
Apply Financials Image 26 to FSGDR.
Develop master plan and schedule with Application Services to bring Production and Project code paths more closely in sync on image releases.
Secure preliminary pricing for application change management tool.
FIN environment with new COA configuration will be needed before Conversion Cycle 2
Status is currently yellow due to:
Schedule: Production issues caused Managed Services resources to be diverted from creation of the Conversion Testing environment, causing a two-day delay in conversion execution.
Scope: Late October 2019 go-live requires additional scope for two chart of accounts mappings for Financials conversion. This will add effort in conversion cycles 2-55 as well as for cutover/go-live.
Testing G
Accomplished this period
Began development of the framework to be used for user acceptance testing
Continued planning of training/testing alignment to support UAT
Began creating the test plan in OTM to be used by the project team to track progress and any issues found during functional testing
Planned for next period
Attend Business Process Fit/Gap Sessions for DG2 Colleges
Complete review and feedback of the PETA SOW
Continue building the UAT Framework in the Reference Center
Continue updating the existing SIT scripts to the new template
Continue creating the functional test plan in OTM
OCM G
Accomplished this period
Assisted in facilitating Business Process Fit/Gap Sessions at Clark and SBCTC
Worked with PMO to clarify DG3 deliverables, schedule and support
Worked on deliverables from OCM sub-group around College OCM Checklists and Team Alignment Templates
Planned for next period
Continue working with OCM sub-group to complete college readiness survey
Continue to work with PMO to assist in facilitating Business Process Fit/Gap Sessions for DG2 colleges
Planned for this period, but not completed
Work to finalize college readiness surveys per OCM
Continuous: working with communications, training, and CoP on project schedule and timelines
Training Y
Accomplished this period
Training Schedule ̶̶ including dates for material development/delivery and percent completion for materials to date ̶̶ updated and submitted to PMO.
Completed, posted the Regional Trainer Development Plan for the colleges to distribute on campuses and begin process to submit Regional Trainers candidates
Continued work on refining course content through audit – identifying ways to streamline courses. 50 courses completed.
Planned for next period
Complete work on course content audits – 50 completed, 7 remaining.
Continue work on UAT/EUT homework assignments in Canvas. Expect to have majority completed for BPFG sessions.
Status is currently yellow due to: Not on
track for Outcomes development (67.18% complete). Behind schedule on Curriculum Development, Outcomes and Outlines.
Communications G
Accomplished this period
Draft initial Project Charter rewrite
Communications and editing support for regional trainers call for candidates
Supported ctcLink Executive governance committee meeting
Planned for next period
Review, edit OCM Readiness Survey draft
Project Charter refinement
ctcLink update presentation support for STTACC conference
Update college OCM checklist with agency brand
Update project communications work plan activities
Draft internal communications process/tools
Add communications documents to cDR

11. Community Colleges of Spokane Tacoma Community College
Deployment Group 2 Colleges Status Reports – July 23 to August 3, 2018
Clark College G
Accomplished this period
Hosted CS sessions at Clark College, July Large group attended, along with online participation from FirstLink colleges.
59 homework assignments completed and submitted
July 26 ̶ ctcLink Orientation for 6 staff in Enrollment Services, Credentials, and Instruction who are new to the MyClark ctcLink project
Met with a group of about 40 staff from all over campus to discuss the various options for student information and the 3C’s. Staff identified documents, information, communications and other information needed and how they may accomplish this.
Planned for next period
Plan for instruction of work to be done. Provided draft, need more details on time and people
SBCTC Agency G
Accomplished this period
SMEs have completed homework related to position validation, job code configuration, payroll prepay calendar and prepay deduction mapping, DRS calendar, absence configuration, time &l abor, grants and projects, location codes for equipment tracking, and Project Mapping for capital projects, Finance department codes, Finance class codes.
Planned for next period
Interim PM transition
SBCTC SME Meeting scheduled for Aug. 9
Department code for HCM meeting on Aug. 8
Continue to work/complete homework assignments
Commitment control homework
Community Colleges of Spokane G
Accomplished this period
Finance, CS, and HCM staff attending BPFG sessions.
Planned for next period
Attending BPFG sessions
Spokane’s participation in the Security Role redesign has not started; pending SBCTC engagement with CCS.
Spokane has engaged in BPFG sessions and CPW’s, but have not engaged in any other activities related to the upgrade.
Tacoma Community College G
Accomplished this period
Working to assign attendees for BPFG sessions
Following with ERP support on post-AWS migration issues
Local SMEs attended ctcLink Security redesign group
Planned for next period
Work with SBCTC to address various ongoing ctcLink issues in the areas of system performance, Student Financials, ctcLink stability
Continue sign-ups for BPFG sessions
Attending current BPFG sessions
Bill Saraceno, TCC VP Administrative Services, to reach out to Grant Rodeheaver regarding ctcLink system stability

12. Community Colleges of Spokane Tacoma Community College
ctcLink Remediation Status Reports – July 23 to August 3, 2018
Community Colleges of Spokane R
Accomplished this period
Working on End of Month and End of Year 18 tasks
Finance team continue work on Closing FY 16 tasks.
Planned for next period
Continued work on FY 16 and FY 18 close tasks.
Follow-up on status and progress updates for key issues impacting FY Close; dropped department codes, and PC and CAPC journals not generated.
Follow-up on incorrect Faculty Workload contract calculation errors; faculty not getting paid on time.
Status of red (as reported by the CCS) is due to:
Spokane has engaged in BPFG sessions and CPW’s, but have not engaged in any other activities related to the upgrade.
Spokane’s participation in the Security Role redesign has not started; pending SB engagement with CCS.
Finance team’s continues to focus on FY Close tasks impacted and delayed by ctcLink issues, no valid closing rules, and no “book to bank” reconciliation process.
CCS Remediation Conditions not completed. CCS reviewing updated Remediation Closure Work plan spreadsheet, provided by Christy Campbell.
Remediation/Support G
Accomplished this period
Remediation spreadsheet updated for each open and closed item as agreed upon during remediation conditional approval plan and sent to pilot colleges
Bi-weekly remediation meeting scheduled to ensure proper tracking and communicating of remediation progress
 Planned for next period
Track “Performance” of the ctcLink system in terms of availability, capacity, response times.
Analyze the overall effectiveness and value of the ERP service desk (present and future) and support team in terms of capacity, skill level, customer-service orientation and interactions, and existence of formal Service Level Agreements and Standard Operating Procedures.
Create the ctcLink Service Level Agreement to document policies, processes and response times for ctcLink support
Determine Accessibility challenges of ctcLink per SBCTC Accessible Technology Policy.
Tacoma Community College G
Accomplished this period
Following with ERP support on post-AWS migration issues
Planned for next period
Work with SBCTC to address various ongoing ctcLink issues in the areas of system performance, Student Financials, ctcLink stability
Bill Saraceno, TCC VP Administrative Services, to reach out to Grant Rodeheaver regarding ctcLink system stability

13. DEPLOYMENT GROUP 2 – Upgrade Project

14. DEPLOYMENT GROUPS & TIMELINE

15. staffing update Employee - Open Roles 1 SBCTC PM / OCM (shared role)
1 OCM Manager
2 Training – Content Development and Trainers
2 Finance Analysts
1 Finance Developer (offer sent)
1 Applications Configuration Management
Contractor/Consultant - Open Roles
Student Financials/Financial Aid Lead
Student Financials
Financial Aid

16. Governance Updates ctcLink Steering Committee (SC)
ctcLink Working Group (WG)
SC Charter reviewed, updated, signed off
WG Charter reviewed, updated, signed off
Approved Decisions by SC:
Deployment Group 2 timeline
CPW Processes
New Hire
Grants Management
Decisions and recommendations to WG:
Global Framework
FSCM/HCM GDR - Approved
CS GDR – Approved
Absence Management
Benefits Lifecycle
Course Management
Currently in Review or Upcoming Review by SC:
In Review - Global Framework
FSCM/HCM GDR
CS GDR
Upcoming - CPW Processes
Planned Review by WG:
Change Requests
Ongoing Planned Maintenance
Additional discussion:
Create Template for items to be presented to WG
Define which (and how) items come to WG

17. Global Configuration Framework
FSCM/HCM – Follow-up discussion and approval
CS – Follow-up discussion and approval

18. update draft agenda (8/28/2018)
Item
Description
Duration
Facilitator
1. 
Welcome
5 Minutes
Christy
2. 
Approval of Minutes – August 14, 2018
Choi
3. 
Status Update
20 Minutes 4.
Governance Update
Jason 5.
Staffing Update
Dennis 6.
GDR - Global Configuration Framework – FIN/HR
Follow-Up Discussion
Approve Global Framework
10 Minutes
Emmett/Joe 7.
Guided Pathways CPW Proposal
Discussion
Approve (Endorse in support of its success) 8.
CPW – Common Process Approval
Absence Management
Benefits Lifecycle
Course Management
Ligia 9.
Meeting Closure – Action Items

19. Questions? 18