1. ctcLink Project Update Steering committee
July 31, 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 17, 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 July 20, 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, Budgeting Tool, 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 is 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 the 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
CLARK - Many new staff have attended BPFG sessions. They have many questions because this is their first exposure.
Hold orientation sessions to ensure they know where to find info in Canvas. CS team members have changed their delivery to accommodate new staff.
SBCTC/ctcLink FIN - Current PM is separating from SBCTC.
ctcLink PMO and SBCTC leadership working on posting position in near future. R
SPOKANE- Remediation Conditions tasks not clearly tracked and reported in MS Project Plan (PP) Schedule.
All remediation conditional tasks are being tracked in remediation schedule (part of DG2 schedule). Also, tracking status/completion in detailed, approved Remediation Spreadsheet.
Issues
Status Update R
SPOKANE- ctcLink system issues impacting closing FY16, FY17, FY18, and Finance resources engagement with BPFG sessions.
Working with ctcLink project team on alternative scheduling and understanding objective of each session. 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)
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 – as of June 30, 2018

7. Moran Technology Quality Assurance Report – June 2018
Status / QA#
Findings
ctcLink Responses Y
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.
This continues to be a challenge and PD and Assistant PD have laid out the training inventory and analysis based upon UPK Outlines to ensure that we have identified all courses based upon process and that content, outlines, and assessments are included in that scope.
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 and Policy/Support ̶̶ have been tasked to work with the colleges to define the new COA. The team is on track for Mid-April. The new COA will be approved by BAC and vetted during Global Design Review (GDR) by all colleges. Following that, COA will be presented to Governance for final approval.
Update - The new COA was approved by the colleges during GDR. It has been reviewed by the Working Group and is being presented to the Steering Committee for approval in June.
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 as well as any decisions and the information and options for the decisions.
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. There are three resources currently assigned to the AFRS CEMLI work. We will continue to track this work to make sure the work is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018.
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 the effect of the
Deployment 2 timeline change by reviewing parallel activities and resource contention. This was discussed with the ctcLink Steering Committee. The Steering Committee agreed to an October 2019 go-live date. To mitigate risk, the Steering Committee agreed to extend contractors through Deployment 3 as needed.
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 Conditions – July 2018G
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 9-20, 2018 Campus Solutions
Accomplished this period
Held BPFG sessions with Clark on Student Financials and Student Records; assigned conversion tasks to Clark SMEs
Defined test scenarios for the Student Financials conversion and Financial Aid legacy-to-PeopleSoft transition period
Participated in the Common Process Workshop for Faculty Workload
Kicked-off the security redesign project
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
Support Conversion Cycle 1 prep activities
Begin configuration build-out and functional testing in FNC environment
Human Capital Management Y
Accomplished this period
DG2 work progressing on schedule, but team resources continue to be involved in Production support activities
Primary DG2 Work: prep work for Business Process Fit/Gap (BPFG) Sessions with DG2 colleges
Additional Support Work: Testing Support, Tier 2 Support
Completed the Absence Management Configuration/Conversion BPFG Session
Completed the Faculty Workload Common Process Workshop
Planned for next period
Payroll Configuration/Conversion BPFG Session
Collect college homework assignments from initial BPFG sessions
Support Conversion Cycle 1 prep activities
Begin configuration build-out and functional testing in FNC environment
Financial Services Y
Accomplished this period
Collected college homework assignments from initial BPFG sessions
Provided production support assistance with fiscal year end closing activities
Planned not completed
Development of BPFG session material delayed by 1 week due to team reassignment to production year end close support
Materials for the first set of sessions will not be available to college participants/PM in advance
Planned for next period
General Ledger Processes BPFG Session
Commitment Control BPFG Session
Support Conversion Cycle 1 prep activities
Begin configuration build-out and functional testing in FNC environment
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 4

10. Organizational Change Management
Workstream Status - July 9-20, 2018
Testing G
Accomplished this period
Development of automated shakedown tests is behind schedule due to competing activities.
New SIT script template format is approved which allowed the QA Team to begin updating the existing SIT scripts
Developed environment shakedown tests in Progress Test Studio, CS: 90% complete, HCM and FIN 50% complete
Continued planning of training/testing alignment to support UAT
Planned for next period
Discuss tasks that were not accounted for in the project schedule and update the UAT material build section based on the new approach.
Training Y
Accomplished this period
Created and began refining course content (through audit) to identify ways to streamline courses.
Discussed UAT QRG build with Training Team.
Training Subgroup met to discuss Regional Trainer Training Approach.
Updating Inventory with Activities/Assessment work effort numbers and updates/clean-up for FIN and HCM.
Created/reviewed 46 QRGs.
Planned for next period
Work through 20 course content audits.
Create UAT/EUT homework assignments in Canvas.
Organizational Change Management G
Accomplished this period
Assisted in facilitating Business Process Fit/Gap Sessions at Clark
Met with OCM sub-group to work on survey for college readiness
Planned for next period
Working with OCM sub-group to complete college readiness survey
Need to firm up dates on the project schedule in alignment with communications training, and CoP.
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.
Technical Y
Accomplished this period
Completed and published the environment map for the ctcLink project PeopleSoft environments.
Completed migration and validated legacy configuration for post-DG2 Wave 1 colleges to the configuration build environments (FNC) from the original Gold environments (DV1).
Began Conversion cycle 1 activities around Clark and State Board data
Planned this period but not complete
FWL remediation work was lost when a Production environment was refreshed without prior notice. Total time lost is estimated to be two to three weeks
Planned for next period
Continue Conversion activities for cycle 1 and 2.
Migrate all CS CEMLI’s into environments and make any retrofit changes required.
Update the CEMLI Master with the most current CEMLI information.
Communications Y
Accomplished this period
DG2 timeline announcement ( , blog)
Online ctcLink and ERP Resources and tools web page launched.
Supported governance committee meetings
Met with Community of Practice group to discuss ctcLink Connect blog and other communications tools.
Planned for next period
Complete communications activities line items in project schedule
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 Reports – July 9-20, 2018
Clark College G
Accomplished this period
Hosted BPFG CS sessions at Clark 7/16/18 through 7/19/18. Spokane and Tacoma attended some of the sessions in person.
Completed SME list, using the Glossary of SME roles, so our information is better aligned with ctcLink project. Steering
Planned for next period
Hosting BPFG CS sessions at Clark 7/23/18 & 7/24/18
SBCTC Agency G
Accomplished this period
Continued working on homework in between high workload.
Planned for next period
Outgoing SBCTC PM transfer of duties to new PM or identified interim resource
SBCTC SME Meeting scheduled for 7/26/18.
Community Colleges of Spokane R
Accomplished this period
Began activities related to the CS 9.2 and PeopleTools upgrade
Planned this period, but not able to complete
Participation in the Security Role redesign has not started
Finance team’s time continues to be focused on FY Close tasks impacted and delayed by ctcLink issues.
Remediation Conditions not completed. Details and schedule pending from SBCTC.
No current Remediation Conditions schedule/tasks available for CCS resources that will be impacted by this work.
CCS concerned with Spokane’s resource deployment for participation in the essential Fit/Gap sessions which begin in late July as Spokane Finance staff will still be working on year end close and remediation items.
Planned for next period
Continued work on Finance FY16, FY17 & FY18 close tasks across all pillars
Tacoma Community College G
Accomplished this period
Working to assign attendees for BPFG sessions.
Following with ERP support on post-AWS migration issues.
Local SME attended ctcLink Security redesign group.
Planned for next period

12. DEPLOYMENT GROUP 2 – Upgrade Project

13. DEPLOYMENT GROUPS & TIMELINE

14. ctclink Project staffing update
Employee - Open Roles
SBCTC PM / OCM (Shared Role)
2 Training – Content Development and Trainers
2 Finance Analysts
1 Finance Developer
1 Applications Configuration Management
Contractor/Consultant
Student Financials/Financial Aid Lead
Student Financials
Financial Aid

15. ctclink Governance Update
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:
Better and more efficient presentation of decision materials
Prep time for SC
Create Template for items to be presented to WG
Define which (and how) items come to WG

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

17. draft agenda (8/14/2018) Item Description Duration Facilitator Welcome
Welcome
5 Minutes
Christy
2. 
Approval of Minutes - July 31, 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
Emmett/Joe 7.
CPW – Common Process Approval
Absence Management
Benefits Lifecycle
Course Management
Ligia 8.
Meeting Closure – Action Items
10 Minutes

18. Questions?