1. ctcLink Project Overall Status – September 28, 2018G
Program is on track and making expected progress
Key activities are being executed per the timeline and budget
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 has been baselined but will need a second baseline once training activities are defined
Budget
ctcLink Budget currently tracking under budget:
Delayed hiring
Timing of re-implementation of solutions (Con Ed, OAA, Budget)
Executive Summary
The project is currently tracking per schedule and under budget. Review and definition of scope for each deployment is still underway due to the rework of key solutions.
Deployment Group 2 (DG2) is in the Structure Phase, focused on Local Configuration and Conversion activities. The Global Design/ Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. The DG2 Go-Live is scheduled for October 2019, based upon DG2 college agreement per existing business activities and academic calendars. Analysis has begun on ctcLink project resource overlap between DG2 and DG3 activities. A PM Summit is scheduled for Nov. 1-2, followed by a DG3 Pre-kickoff the afternoon of Nov. 2.
Remediation work continues to be a priority working in parallel with the Deployment activities.
Risks
Mitigating Actions Y
SBCTC - Year-end completion impacting homework completion, SBCTC’s ctcLink efforts.
Staff is currently working extra hours to maintain state and SBCTC Agency effort.
Spokane - (Reported this Risk In Production Support Status Report) FWL Tickets need to be addressed quickly so we can generate accurate contracts and pay faculty.
CCS is updating format when opening critical FWL contract tickets. Providing more detailed information and pay due dates.
SBCTC Production Support has recently hired an HCM team member with expertise in FWL. G
ctcLink FIN/HCM- Security Redesign work is requiring more function ream resources.
Working with ctcLink PMO to update DG2 schedule with more detailed Security Redesign activities.
Issues
Mitigating Actions Y
Spokane - CCS staff requesting testing environment with CS 9.2 and Fluid UI changes.
ctcLink team is in the process of setting up a Sandbox Environment after Cycle 2B. A Fluid workshop will be scheduled for the November time frame.
Clark - Staff burnout and frustration.
Project Manager will conduct more individual check-in meetings.
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 - 09/25
Closed Tab – 0/07
Faculty Workload
Delayed due to AWS migration, date – 9/30/2018
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 finalized, Fit/Gap with ctcLink
Continuing Education Solution
RFP draft in final review

2. ctcLink Budget Status – as of August 31, 2018

3. Moran Technology Quality Assurance Report
Report Recommendations as of September 2018 G
Status/QA#
Findings
ctcLink Responses 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 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.
OCIO Investment Plan Conditions – September 2018 G
Condition
Status Y 6
OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
Planned 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live

4. Deployment Group 2 Timeline (High Level Phases)
Overall Timeline (All Deployments)

5. Pillar Status – September 17 to 28, 2018 Human Capital Management
Campus Solutions G
Accomplished this period
Cycle 1B data validation query development for College validation
Schedule Cycle 1B data validation with DG2 Colleges
Collect review and configure BPFG assignments
Progressing through configurations and Setup manager
Dual Processing planning (FA/SF Plan B) with functional, technical and Legacy teams
Security redesign planning
Planned for next period
Continue configuration build-out and functional testing in FNC
Continue to collect and review BPFG assignments
Dual Processing Testing
Update Setup Manager
Update Functional Test Scripts
Planned, but not completed
N/A
*If status is yellow or red, describe why.
Human Capital Management Y
Accomplished this period
Completed Conversion cycle 1 Data Validation material build
Continued configuration build-out and functional testing in FNC environment
Began Conversion Cycle 2A environment prep and validation activities
Began Security Redesign matrix review based on updated schedule
Planned for next period
Continue configuration build-out in FNC environment
Prepare for Conversion Cycle 2A functional validation
Begin preparing data validation materials for Conversion Cycle 2
Continue Security Redesign matrix review
Continue mapping local configuration items to Functional Test Scripts
Collect final BPFG session homework items
Planned, but not completed
Missing assignments for TAM and Faculty Workload
Complete mapping local configuration items to Functional Test Scripts
*If status is yellow or red, describe why.
DG2 work progressing on schedule but team resources continue to be involved in Production support activities.
Tier 1 & Tier 2 support requests from functional ERP Support team, Tier 1 & Tier 2 support requests directly from FirstLink college system end-users.
Financial Services Y
Accomplished this period
Continued configuration build-out (including Chart of Accounts) in FNC environment
Continued collecting college homework assignments from BPFG sessions
Began Conversion Cycle 2A environment prep and validation activities
Began Security Redesign matrix review based on updated schedule
Planned for next period
Continue configuration build-out (including Chart of Accounts) in FNC environment
Complete mapping local configuration items to Functional Test Scripts
Prepare for Conversion Cycle 2A functional validation
Begin preparing data validation materials for Conversion Cycle 2
Continue Security Redesign matrix review
Planned, but not completed
Collect final BPFG session homework items
New due date provided for FirstLink colleges
Only missing mapping for Travel & Expense module; mapping for all other modules completed
*If status is yellow or red, describe why.
DG2 work progressing on schedule but team resources continue to be involved in Production support activities.
FirstLink closing/reconciliation support requests from SBCTC, Tier 1 & Tier 2 support requests from functional ERP Support team, Tier 1 & Tier 2 support requests directly from FirstLink college system end-users.
Pillar Status – as of 6/8/2018

6. Workstream Status – September 17 to 28, 2018
Communications G
Accomplished this period
Finalized Project Charter for Steering Committee review and cELC approval
Drafted and finalized Data Validation kickoff communications
cELC meeting prep and minutes
Planned for next period
Update project communications work plan activities
Finalize OCM Readiness Survey draft in SurveyMonkey
Draft internal communications process/tools
Planned, but not completed
Update college OCM checklist with agency brand
Technical G
Accomplished this period
Established CS 9.0 Demo Image 50 environment.
Applied Image 27 to HCDMO and HCDEV, restoring missing delivered objects to those environments through Image 27
Applied Image 28 to FSDMO and FSDEV, restoring missing delivered objects to those environments through Image 28
Completed extracts of Production and CS9.2 upgrade in CTS as part of Conversion Cycle 2A
Installed Highpoint mobile project for CS9.2 into CSDEV
Created initial proposed approach for Integration Broker deployment to colleges and socialized with project leadership and SBCTC CIO
Planned for next period
Execute conversion programs for Cycle 2A
Complete retrofit activities for CS9.2
Capture actual durations for key conversion steps to establish a baseline timeframe for cutover
Confirm all relevant CEMLIs are present in DEV environments
Planned, but not completed
Finalize CS 9.2 retrofit changes—CS 9.0 Demo required to complete this
Testing G
Accomplished this period
Developed method to track data validation issues in Oracle Testing Manager (OTM), updated issue template to support validation, created an OTM data validation user guide and sent communication to college PMs
Provided the UAT scope homework completion data to the PMO to create a dashboard to share with college PMs
Reviewed and approved year in close system integration test results, project was promoted to production
Planned for next period
Build functional test plan in OTM
Complete a UAT framework prototype using a Faculty Workload high level end-to-end-flow
Planned, but not completed
Build functional test plan in OTM. The functional analysts are still defining scope. Deadline to build the test plan is Nov. 13.
Organizational Change Management G
Accomplished this period
Worked with OCM Subgroup to develop template for college readiness survey.
Started regular meetings with the College CPW testing team, to troubleshoot issues, environments, and testing outcomes.
Sent out CPW testing process to ERP staff to compile feedback for the process.
Meet with CPW Facilitators and Project Functional Analyst and PMs to determine scope of upcoming Student Financial and Financial Aid sessions
Planned for next period
Continue to work with OCM subgroup to finalize templates for college use
Planned, but not completed
Continuous - working with communications and training on project schedule and timelines.
Training Y
Accomplished this period
Recruiting activities for three Trainer positions continues
Training approach 80% updated
Continued work on style guide for all training materials
Planned for next period
Completion of one pilot course. Coordination with Project FAs to vet materials created.
Continued work on Material Style Guide.
Planned, but not completed
Continued work on how to setup courses
Continued work to define training scope
*If status is yellow or red, describe why.
Concerns regarding resources needed for material development. Will need to determine number of hours and staff needed to develop remaining courses.

7. Deployment Group 2 Self-Reported Status – September 17 to 28, 2018
Clark College G
Accomplished this period
Reviewed 21 data validation files and identified issues that are not a concern. Cleaned up issues that could be cleaned
Finalized Readiness Plan and sent to SBCTC OCM Manager
Worked with IT to plan out a computer lab for future data validation and user acceptance testing
Began internal tracking of data validation
Meetings with SBCTC and Cascadia PM’s to answer PM questions about the project
Planned for next period
Set up computer lab
Finalize communication plan
Finalize Service Indicators
Planned, but not completed
update documents
SBCTC Agency Y
Accomplished this period
Completed Security Re-Design overview at SME meeting.
Working Group formed and has been meeting goals and objectives identified.
HCM Functional Leads working on TAM homework, UAT and HR Core Data Validation.
Planned for next period
Johnathan Rider to provide Security Re-Design overview to SMEs, Sept. 20
Reuth Kim to provide Risk Management overview to SMEs, Oct. 17
Continue homework completion
Planned, but not completed
Continue homework completion and submittal – in work, estimated completion date TBD
Meet to discuss how contracts will go into ctcLink and how different departments might do different parts of the work
Submit PS query samples/requests – More information needed for PM, estimated completion date TBD
Community Colleges of Spokane R
Accomplished this period
CSS review and comments for Remediation Closure Plan updates.
Planned for next period
Some BPFG homework due.
Planned, but not completed
Tacoma Community College G
Accomplished this period
Local SMEs attendee ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Planning and scheduling for Data Validation
Responded to HCM/Finance DG2 Configuration Homework items
Planned for next period
Participate in Data Validation meetings
Work on HCM/Finance DG2 Configuration Homework Items
Receive information from SBCTC on DG2 Configuration Homework items

8. ctcLink College Remediation Status Reports – September 17 to 28, 2018
Community Colleges of Spokane R
Accomplished this period
Continue work on balancing Student Financials Journal Entries
Closing Fiscal Years
Security role redesign.
Absence management for all employees. Needs to allow for leave accrual and use for part-time and adjunct faculty.
Accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types
Faculty Workload Improvements.
Student third party billing statements must be configured into a readable and accurate statement.
Planned for next period
Planned, but not completed
*If status is yellow or red, describe why.
We will be in Red status until the tools/reports and book to bank cash reconciliation training and documentation are provided so we can close FY 16, 17, & 18. SBCTC making progress on other Remediation Condition items detailed in status section below.
Tacoma Community College G
Accomplished this period
Reached out to local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491
Planned for next period
Receive updates on 3 HR remediation items: 29976, 20781, and 20491
*If status is yellow or red, describe why.
Project Team R
Accomplished this period
HCM - DRS redistribution decision
CS – Student Billing Template development
Planned for next period
Continuing Education RFP draft to be approved for Publish
Online Admissions Application requirements fit/gap to ctcLink
Communicate DRS decision to resolve issue
Planned, but not completed
AFRs Interface Testing

9. Deployment Group 3: Gate 1 Initiation Phase Progress – as of September 28, 2018
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget C NR
College Project Charter
Baselined MS Project Schedule IP
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

10. Other ctcLink Project Activities – Status as of September 28, 2018
New 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
RFP draft has been developed
Sub-Committee is currently reviewing the draft RFP
Need draft RFP approved by Governance for publish
10/1/2018
12/20/2018
Online Admissions Application
Sub-Committee finalized OAA requirements
Need Approval of requirements
Project Team is reviewing requirements and Fit/Gap against ctcLink functionality
RFP need will be evaluated based upon Fit/Gap
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 Appsian solution on ctcLink versions being discussed and coordinated.
N/A
TBD
Guided Pathways
CPW to define Guided Pathways business requirements
Proposal in evaluation by ctcLink Steering Committee