1. ctcLink Project Update Steering committee
September 25, 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 Welcome 2 Minutes Christy
Welcome
2 Minutes
Christy
2. 
Approval of Minutes – September 11, 2018
5 Minutes
3. 
Project Charter
10 Minutes
Janelle
4. 
CPW Guided Pathways Follow Up Discussion
20 Minutes
Daniel
5. 
CPW – Common Process Workshops
Class Schedule
Financial Aid Satisfactory Academic Progress
6. 
Global Design Review Decision – Campus Solutions
John Henry
7. 
Status Update
Remediation
DG2
DG3
8. 
Open Discussion
9. 
Meeting Closure – Action Items
3 Minutes
Date needs to be confirmed due to Guided Pathways Technology Summit

3. Approval of minutes
Discussion
Approval

4. Project charter
Discussion
Recommendation for cELC Approval

5. Common process workshops
Discussion and Approval
Guided Pathways Proposal
Class Schedule
Financial Aid Satisfactory Academic Progress

6. Global Design – Campus solutions
Discussion
Approval

7. Status Update
Remediation Status
DG2 Status
DG3 Status

8. Remediation Status

9. Remediation Summary Finance Management Category (15)
# Tickets Remaining
Fiscal Year End / COA (Not all Remediation has tickets created) 3
Budget Tool
Deployment 2/3 7
SBCTC Support/Operations 2
Human Capital Management Category (9)
# Tickets Remaining
Faculty Workload 1
Budget Tool
Deployment 2/3 5
SBCTC Support/Operations 2
Campus Solutions Category (15)
# Tickets Remaining
Fiscal Year End 4
Continuing Education Solution
Online Admissions Application Solution 1
Deployment 2/3
Other / Training 5

10. New Solutions status Solution Status RFP Publish Solution Decision
Physical Inventory (Asset Tracking)
Vendor Solutions being evaluated
New PS Functionality that will provide integration for asset tracking scanners directly with ctcLink
5/21/2018
Delayed to evaluate new functionality within PS
Continuing Education
Sub-Committee is currently being identified to review and develop an RFP and evaluate vendor responses and solutions
RFP Draft has been developed
10/1/2018
12/20/2018
Online Admissions Application
Committee formed to review, finalize and approve OAA requirements
11/1/2018
1/20/2019
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution. If needed, Develop RFP.
12/1/2018
*Dependent on FLC FY Activities to be complete
2/20/2019
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Validation approach using Grey Heller solution on ctcLink versions being discussed and coordinated.
N/A
TBD
Guided Pathways
CPW to define Guided Pathways business requirements

11. Deployment Group 2 - status

12. ctcLink Project Overall Status – September 3-14, 2018G
Project is on time and on budget
Activities are being completed as planned
Scope Y
RFP low and medium requirements will need to be reviewed and evaluated to align to a deployment
Schedule
Training is working through a prototype and will need to add activities to timeline and re-baseline DG2 schedule
Working to baseline DG3 schedule
Budget
ctcLink is tracking under budget.
Executive Summary
The project is currently tracking per schedule and under budget. Review and definition of scope for each deployment remains underway due to the rework of key solutions.
Deployment Group 2 (DG2) is in the Structure Phase, focused on Local Configuration and Conversion activities. Business Process Fit/Gap sessions were completed last month. DG2’s current focus is on conversion, data validation of converted data, and finalizing security redesign efforts. Any workshop/session recommendations continue to move through governance for approval. DG2 Go-Live slated for late October Analysis and planning underway regarding 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 - Year-end close efforts impacting homework completion, SBCTC’s ctcLink efforts.
Staff is currently working extra hours to maintain state and SBCTC Agency effort.
ctcLink Training - Lack of resources for material build as a new training approach is considered.
Once pilot courses are built, determine need and address. G
SBCTC - New PM will have a learning curve.
New PM has system experience; is working with SMEs, project team to make connections, level-up.
Issues
Mitigating Actions Y
Clark - Some of the finance homework requires staff to determine which rules need to be set up, which depends on security roles. New security role plan not available, which greatly reduces amount of time they have to complete homework and validate data.
Finance has been spending at least one hour each day (on average) on WebEx discussing work.
Provide new security roles to colleges.
Similar work effort is happening for Campus Solutions SMEs.
Spokane- ctcLink business process issues impacting current year are taking time away from our working on FY 16/17 activities.
State board needs to replace/re-enter dropped dept codes, as it is a system issue.
Process issues need to be addressed.
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
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 – 9/25
Closed Tab – 0/07
Faculty Workload
Delayed due to AWS migration, date – 9/30/2018
DRS
Estimated to be closed 9/30/2018
Absence Management
Full-Time EE resolved, Adjuncts in progress – 9/30/2018
Security Audit Controls
Incorporated into Security Redesign
Student Billing
GDR approved and work in progress
Budget Planning Solution
Requirements need to be created – 12/1/2018
Online Admissions Solution
Requirements Complete / Requirements vs ctcLink
Continuing Education Solution
RFP in development / RFP Publish 10/15/2018

13. Budget Status – as of August 31, 2018

14. staffing update Employee - Open Roles
1 Training – Content Developer and Trainer
2 Finance Analysts
1 Applications Configuration Management
1 Student Financials Analyst
1 Communications/OCM Shared Role
Contractor/Consultant - Open Roles
1 Student Financials/Financial Aid Lead
1 Financial Aid

15. Moran Technology Quality Assurance Report
Report Recommendations as of August 2018 G
Status/QA#
Findings
ctcLink Responses G
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. .
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. Y
QA 0140
The new concept for Training Delivery has major benefits for the ongoing education of college administrative staff in ctcLink business process and PeopleSoft functionality. QA would recommend that the revised scope of the training model be widely communicated to the stakeholders at this time given the positive expectations for the resulting outcomes.
The training team is working on the new training approach for ctcLink. We are developing a prototype of the new approach and will evaluate once it is complete. We are also looking at the overall content development scope and looking at external vendors to help build out the self-paced training. As we finalize the approach, we will work with the colleges for feedback.
QA 0141
QA would recommend more reporting clarity of the status of the Open Remediation tickets. Current Open Item summarization, as reported, is confusing.
As part of the ctcLink Status Reporting, a new dashboard summary and detailed open remediation items/status has now been included.
QA 142
QA recommends that SBCTC ensure that The Burgundy Group delivers a fully documented Technical Architecture of the ctcLink System as they have implemented it in the Amazon Web Services environment. ctcLink Technical and ERP Support staff require this documentation. This Technical Architecture documentation has been requested at this time. QA will continue to report on this Open item until it has been received, reviewed, and accepted.
The ctcLink Technical Project Manager will work with the SBCTC Application Services Director to work with our managed services provider Burgundy to develop the ctcLink production and project fully documented Technical Architecture.

16. Deployment Group 3 - Status

17. Deployment Group 3 – DG3
Initiation Phase – Milestone deliverables posting and review
Baseline DG3 schedule – Early October 2018
Present Status of Deliverables to Governance – Late October 2018
DG3 Kick-Off – Friday, Nov. 2, 2018, 12:30 to 2:30 p.m.
Begin bi-weekly DG3 meetings – Wednesday, Nov. 7, 2018

18. Deployment Group 3: Gate 1 Initiation Phase Progress – as of September 14, 2018
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget C NR
College Project Charter IP
Baselined MS Project Schedule
OCM Plan
Communication Plan
Local College Training Plan
Risk Management Plan
Data Cleansing Plan
Legacy Business Process Mapping
Supplemental Systems Assessment
Legend
NR: Not Received, deliverable not posted to cDR
IP: In Progress, draft deliverable has been posted to cDR
C: Complete, final deliverable posted to cDR

19. Open discussion

20. Questions? 18

21. Remediation Open – Finance#
Item #
Description
Status
Planned Date
Adjusted Date 1
19057
Ability for each organizational unit to develop and modify a budget at any level of the organizational structure and at any level of the program structure, throughout the budget development process.
Open
DG3
2/1/2020
Needs RFP 2
19297
Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student.
8/1/2018
10/24/2019
Training Materials 3
19299
Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. 4
19304
Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level.
1/1/2018
7/1/2019
New COA 5
19323
Supports GL account verification across applications.
2/1/2018
TBD
FY Deliverable 6
19342
Support vendor payment advance process based on user-defined criteria (e.g., each college is authorized to draw an advance against the State Treasurer, with the amount equal to 17% of preceding biennium's monthly allocation).
12/1/2017
Need SB Process 7
19382
Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.

22. Remediation Open – Finance, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 8
19454
Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual colleges.
Open
8/1/2018
10/24/2019
Training Materials 9
19633
Enable reconciliation process based on user-defined business rules (e.g., able to identify transaction source).
1/1/2018
TBD
FY Deliverables 10
19747
Calculate and report indirect costs based on user-defined criteria.
2/1/2019
ERP Support 11
19968
Track grants separately from G/L Chart of Accounts and reconcile the two. 12
20212
Comparison of Actual to Budget (Revenues/Receipts and Expenditures)
12/29/2017
2/1/2020
Need RFP 13
N/A - 39
Must configure system to utilize correspondence to vendors for all PO’s.
1/1/2019 14
N/A - 41
College needs a budget development system that allows for adequate budget building process.
DG3 15
19713
Dispose of financial and non-financial assets.
Closed
DG2

23. Remediation Open – Human Resources#
Item #
Description
Status
Planned Date
Adjusted Date 1
20596
Faculty Workload to generate and modify documents and pay for adjunct faculty based on user-defined criteria (4 Phases to resolve / 2 Phases remaining)
Open
3/1/2018
Package /30/2018
Package /20/2018 2
29976
Develop and Re-run the ESD report
12/1/2017
TBD
TCC to Test 3
37532/ 55698
Bio-Demo data values not aligned with CS and HCM
Closed
ERP in Progress 4
20753
Establish contract pay based on user-defined criteria.
1/1/2019
10/24/2019
Needs CPW 5
20573
Need ability to report on department budgets
Needs Budget Tool 6
N/A - 27
Step Movement / Needs CEMLI 7
N/A - 29
Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module.
DG2 8
N/A - 31
Migrate ctcLink framework to Wave 1 framework (related to Absence Management) 9
N/A - 32
Create “day” definition / Absence Management and Time & Labor issue 10
N/A - 34
Provide list of employees missing area codes / Legacy Data Issue
9/14/2018

24. Remediation Open – Campus Solutions#
Item #
Description
Status
Planned Date
Adjusted Date 1
20797
Support continuing education registration process where student can browse courses without logging on
Open
DG3
2/1/2020
Needs RFP 2
20901
Provide the ability for continuing education students to enroll directly in classes (i.e., application is not required). 3
21359
Allow payment online for continuing education based on user name and password. 4
21505
Perform third-party billing based on user-defined criteria (e.g., by student, consolidated) .
5/1/2018
10/24/2019
GDR Approved 5
20814 6
21293
Support streamlined admissions processing and user interface. (Online Admissions Application) 7
N/A - 13
Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating
12/1/2017
TBD 8
N/A - 15
Reconciliation queries haven’t worked correctly or accurately since Go Live.
3/1/2018
FY Deliverable 9
N/A - 22
Error/exception report identifying discrepancies between financial aid system and the general ledger (2nd Journal Set)

25. Remediation Open – Campus Solutions, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 10
N/A – 12
SAP Setup Effective Dating doesn’t work (Oracle Bug ID )
Open
6/1/2018
TBD 11
N/A – 17
Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy.
FY Deliverable 12
N/A – 18
Reports to reconcile student financial transactions for a given day to the general ledger by item type, chartstring and fund.
5/1/2018 13
N/A – 19
Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc.
9/30/2018 14
21451
Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria
Closed
N/A 15
21338
Track satisfactory academic progress (SAP).

26. New Solutions status Solution Status RFP Publish Solution Decision
Physical Inventory (Asset Tracking)
Vendor Solutions being evaluated
New PS Functionality that will provide integration for asset tracking scanners directly with ctcLink
5/21/2018
Delayed to evaluate new functionality within PS
Continuing Education
Sub-Committee is currently being identified to review and develop an RFP and evaluate vendor responses and solutions
RFP Draft has been developed
10/1/2018
12/20/2018
Online Admissions Application
Committee formed to review, finalize and approve OAA requirements
11/1/2018
1/20/2019
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution. If needed, Develop RFP.
12/1/2018
*Dependent on FLC FY Activities to be complete
2/20/2019
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Validation approach using Grey Heller solution on ctcLink versions being discussed and coordinated.
N/A
TBD
Guided Pathways
CPW to define Guided Pathways business requirements