1. Project Overall Status – November 9, 2018G
Program is on track and making expected progress
Key activities are being executed per 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 (Continuing Education, Online Admissions Application, Budget)
Executive Summary
The project is 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. DG2 Go-Live is scheduled for October The Global Design/Configuration Framework and previous Common Process Workshops (CPW) recommendations continue to move through governance for approval. Analysis has begun on ctcLink project resource overlap between DG2 and DG3 activities. The PM Summit was held 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. The Continuing Education RFP closed Nov. 15 and work on the OAA solution is underway.
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 and code loss
date – 12/30/2018
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 completed, OAA workgroup to begin reviewing other OAA options
Continuing Education Solution
RFP posted. Proposals submitted. Team responding to vendor questions in preparations of shortlisting vendors and then demo’s to workgroup
Risks
Mitigating Actions H
ctcLink CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Transfers
Meeting with SF Team, Legacy and Technical resources on Nov. 14 to discuss and review SF extract logic for conversion.
Clark – Unmet expectations
End-users may have unrealistic expectations, or expectations based on early demonstrations and
information about what PeopleSoft can do.​ ctcLink OCM – noted this risk and will continue to follow up with Clark prior to go-live.
Spokane – Significant time and resources to prepare for Chart of Accounts (COA)
Create schedule and work-breakdown structure (WBS) by end of year 2018.
LEGEND: Critical High Moderate Low C H M L
Issues
Status Update M
ctcLink HCM – Security Matrix Review and Feedback Activities Delayed
Vendor has not provided all the preliminary Security Matrix designs for HCM. Will be working with vendor and Security team to accomplish this by the end of the month. H
ctcLink Training Team – Transition of New Roles
Former Training Manager has transitioned to College Relations role for PMO. Former Instructional Designer has transitioned to the Training Manager role. These transitions were in place on Nov. 1. Impact to vacancy in Instructional Designer duties/role. Will take time for onboarding in to new roles and responsibilities.
LEGEND: High Medium Low
LEGEND: High Medium Low H M L

2. Budget Status – as of October 31, 2018

3. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 G
Status/QA#
Findings
ctcLink Responses Y
QA 0132
Agency Financial Reporting System (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 the work is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018.
UPDATE: The team has made great progress, but has requested a separate testing environment to complete testing. The new timeline to complete testing and the migration to production is late October 2018.
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 0142
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.
QA 0143
During the FLC Phase Project, the status of CEMLI delivery and testing was problematic. Many of these CEMLIs were not delivered until 2 weeks before Go-live, were not tested, and resulted in many operational errors. QA team recommends that a list of all CEMLIs be made available for review and maintained, indicating the pillar and business process related to the CEMLI, the latest status of testing, and any issues that will impact software readiness. This list should be made the responsibility of the Pillar PM with periodic reviews with the Technical Lead responsible for CEMLIs. QA team would like to review this list monthly.
Deployment Group 2 implementation includes the retrofit development for all Campus CEMLIs (Customizations), The original list had not been consistently updated so the team has rebuilt the CEMLI Master document for Project and Support in parallel with the development retrofit.

4. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 – cont’d G
Status/QA#
Findings
ctcLink Responses
QA 0144
The current status of the Training Materials is a major area of QA concern. There are approximately 60 Courses to be developed for use with DG2 and DG3. QA recommends that a list of all planned Training Courses be made available for review and maintained, including the status of course components including Quick Reference Guides (QRGs), Step-wise Tutorials/Instructions, On-Line References materials linked to Business Processes, and Videos. QA team would like to review this list monthly.
Training is a critical area within the ctcLink project. There is a new training manager and training approach. The scope of courses, their mode of delivery, and actual content is being evaluated by the new manager. Once the scope has been finalized, the team will begin to develop the training content as well as we are preparing for a vendor to help with the self-paced training content.
QA 0145
11/2/2018: The schedule for development of Training Course materials required for DG2 has now become YELLOW and probably will be RED next month until the PMO has implemented a series of corrective actions to fully recover it. There are 60 courses to be developed. The pilot course was to be completed in September and is still not completed. QA recommends that the PMO expedite bringing on qualified contractors/consultants to recover the schedule.
QA 0146
The current delay in completing the new Security framework for the ctcLink could benefit from the colleges completing a work effort in parallel to completion of the security software. One approach could be to use a spreadsheet to collect information regarding business process/tasks, approval authorizations, and assign organizational roles.
The security redesign is currently underway and is scheduled to be completed on time in order to utilize it in UAT.
OCIO Investment Plan Conditions – October 2018 G
Condition
Status G 6
OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
Planned Y 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live

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

6. Pillar Status – October 29 to November 9, 2018
Campus Solutions G
Accomplished this period
Student Financials Tuition & Fees Common Process Workshop (CPW)
Hold Cycle 2B Data Validation for Campus Solutions
Continue work on SAP Modification
Continue work on Student Financials (SF) Third Party Billing/Invoice
DG3 Business Process Fit/Gap session planning
Planned for next period
Continue SAP CPW modification work
Continue SF remediation work
Dual Processing data staging/testing
Dual Processing Business Processing Guide development
Student Financials Conversion Logic review
Build high-level business process flow for end-to-end testing
Planned, but not completed
Test and validate R192 CEMLI (Invoices)
Human Capital Management Y
Accomplished this period
Continued configuration build-out in FNC environment
Completed Conversion Cycle 2B dependent configuration
Continued preparing data validation materials for Conversion Cycle 2
Planned for next period
Complete preparing data validation materials for Conversion Cycle 2
Hold Conversion Cycle 2 conversion kick off sessions on November 14
Continue configuration build out in FNC environment
Planned, but not completed
Complete preliminary Security Redesign Matrix review:
Vendor has not provided two preliminary matrix designs for HCM that need to be reviewed by the HCM Functional Team
*If status is yellow or red, describe why.
DG2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates. Delay in review materials for Security Redesign will also put strain on activities as that work extends into late November and December.
Financial Services Y
Accomplished this period
Completed preliminary Security Redesign matrix review
Began FirstLink College Chart of Accounts Redesign adoption planning with project and ERP Support stakeholders
Continued configuration build-out (including Chart of Accounts) in FNC environment
Continued preparing data validation materials for Conversion Cycle 2
Planned for next period
Hold FirstLink Chart of Accounts Redesign adoption kickoff planning sessions with TCC and CCS
Complete preparing data validation materials for Conversion Cycle 2
Hold Conversion Cycle 2 conversion kick-off sessions on November 15
Continue configuration build-out (including Chart of Accounts) in FNC environment
Planned, but not completed
n/a
*If status is yellow or red, describe why.
DG2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates
Pillar Status – as of 6/8/2018
LEGEND: On track Some issues, under control Significant issues, not under control G Y R

7. Workstream Status – October 29 to November 9, 2018
Communications G
Accomplished this period
Finalized PM Summit presentation materials
Attended PM Summit, Nov. 1-2, 2018
Meeting prep, materials and minutes for cELC and WACTC Tech meeting in Seattle, Nov. 7-8
cELC meeting follow-up
Data Validation workshops communications for CS, HCM, FIN
Post-summit review and action items
Planned for next period
ctcLink Connect blog post
All Hands presentation
Steering Committee prep
Status Report content-tracking updates based on college feedback
Start work on Communications Work Stream Schedule in PWA
Technical G
Accomplished this period
Reviewed and finalized object/data flow design between environments for DG2 go-live with functional and project leadership
Reviewed 12-month image update schedule and identified DG2 go-live versions.
Executed Conversion Cycle 2B with minimal errors.
Reconciled Burgundy architecture diagrams with our environments and updated proposed Integration Broker deployment diagram
Planned for next period
Create and socialize a single environment map across all deployment groups
Socialize the 12-month image update schedule with identified go-live versions
Apply updated images to CTS and CNV environments to align with image versions in Production by year-end
Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort
Review conversion program execution times to establish a baseline end-to-end duration for conversion to apply to cutover weekend
Planned, but not completed
Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort—reprioritized for other efforts
Testing G
Accomplished this period
Began building functional test plan in Oracle Test Manager (OTM). Test plan will be complete and ready to track progress and issues on Nov. 13.
PETA SOW is fully executed. First meeting with Kastech to develop the implementation is scheduled for Nov. 9.
Planned for next period
Finalize the Faculty Work Load (FWL) end-to-end flow used for the UAT framework prototype so it can be vetted with internal staff and college PMs
Finalize the UAT test plan prototype in OTM
Planned, but not completed
Enter data scenarios and error conditions for each business process in the FWL end-to-end flow used for the UAT framework prototype
Update SBCTC Test Plan with UAT approach and tool template changes
Organizational Change Management G
Accomplished this period
Participated in and assisted facilitating the PM Summit
Completed Peer Review documentation for DG Colleges
Interviewed candidates for the OCM/Communications Specialist position
Assisted in scheduling and creating WebEx meetings for Data Validation Cycles for HCM, FIN and CS
Planned for next period
Meeting with CPW Testing Team
Meeting with PM/OCM from SBCTC
Guided Pathways meeting
Completing Roles and Alignment document
Planned, but not completed
Ongoing work with communications and training on project schedule and timelines.
Training Y
Accomplished this period
Transitioned Training Manager roles
Updated QRGs from 9.0 to 9.2
Created and built videos for Payroll course
Established and shared out team policy and procedures
Planned for next period
Continued work to define training scope, work assignments, activity durations, and dependencies
Continued work on prototype of Payroll Course, including course build in Canvas
Planned, but not completed
Finalize Training Strategy/ Approach document
Finalize Training Scope
*If status is yellow or red, describe why.
Material build time estimate still being conducted; has impacted ability to determine scope.
LEGEND: On track Some issues, under control Significant issues, not under control G Y R

8. Community Colleges of Spokane Tacoma Community College
Deployment Group 2 Self-Reported Status – October 29 to November 9, 2018
Clark College G
Accomplished this period
Completed preliminary planning for Data Validation and workshops. Waiting for the guides to be published so we can do the rest of the work to prepare for validation.
Assessing and providing access to Legacy screens needed for data validation.
Completed additional Change Action Plans with groups.
Attend and present at PM Summit. Follow-up meeting with Clint from Olympic College.
Planned for next period
Conduct data validation
Continue meetings to complete Change Action Plans
Update Communication Plan
Planned, but not completed
Update communication plan
SBCTC Agency G
Accomplished this period
PM Summit Attendance complete 11/2
Working Group charter drafted – in circulation for approval 11/5
Agency Work Breakdown Structure (WBS) drafted – circulating for input began 11/7
Planned for next period
Continuing remaining FIN and HCM UAT Scenario homework, due 11/15 (with received extension)
Attending HCM and FIN Data Validation Introductions 11/14-15
SBCTC Liaisons & Governance and WBS Review/Add 11/16
HCM and FIN Data Validation effort 11/16 to 12/11
Planned, but not completed
Complete populating PWA with Risks & Issues
Completion and initial review of draft agency work breakdown structure to graphically represent all work needed for success
Community Colleges of Spokane R
Accomplished this period
Finance resources focused on end of month and FY Close tasks.
Planned for next period
Identify and follow up on any outstanding CCS BPFG homework.
*If status is yellow or red, describe why.
BCTC progress was being made on Remediation Conditions and Items, but delays and issues have cropped up. Also waiting on updated ‘Complete By’ dates for CCS Remediation Conditions. Details on Remediation Status slide.
FY Close making progress but at Risk with no book-to-cash detailed reconciliation report or a process to complete this.
Security Redesign slipped out to February. College implementation and mapping will be time-intensive, impacting all departments.
Tacoma Community College G
Accomplished this period
Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Participated in Data Validation
Participated in PM training (Ivy Brent)
Planned for next period
Attend PM Summit
Planned, but not completed
n/a
LEGEND: On track Some issues, under control Significant issues, not under control G Y R

9. Community Colleges of Spokane Tacoma Community College
ctcLink College Remediation Status Reports – October 29 to November 9, 2018
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years –
Absence of a book-to-bank reconciliation process impacting FY 16 Close. CCS still has an $18 million dollar variance in the “book” cash balance.
CCS FY 16 Closing Rules adjustments submitted Oct. 26. Pending review of updated results.
PC & CAPC journal process not run since Feb State Auditor questioning variance with Head Start grant revenue.
CCS re-entered 100+ dropped department codes due to system error. Had to enter all into October as prior accounting periods were closed. Oracle fix slated for Nov. 17 Image 28 update.
Security role redesign – Project pushed out from September 2018 to February Mapping security roles to user tasks will be very time intensive. Process for colleges to convert to new security roles not defined.
Absence management (adjunct & part time faculty) – Nov. 6 solution review meeting held. SBCTC needs testing date from ERP. Still some open issues. Completion date still TBD.
DRS & PEBB – Working on correct calculations now per DRS requirements. Completion date still TBD
Faculty Workload Improvements. Onsite HCM training completed on Oct. 18. Improvements to be implemented in December 2018.
Student third party billing – SBCTC request to deliver now in January CCS continues to reformat invoices manually with a labor intensive task. CCS agreed to January 2019 delivery.
Tacoma Community College G
Accomplished this period
See SBCTC update on 10 remediation items.
Planned for next period
Reached out to local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491
Planned, but not completed
Receive updates on 3 HR remediation items: 29976, 20781, and 20491
Project Team R
Accomplished this period
Faculty Workload 1.75 walkthrough with CCS and test plan
Continuing Education RFP / Procurement Process
Online Admissions Fit/Gap
Planned for next period
Online Admissions Sub-Committee Meeting to plan next steps
Continuing Education RFP / Procurement process and short list of vendor selection to allow for demo’s of those solutions that may be a good fit for ctcLink.
Distribute updated “Remediation Spreadsheet” with adjustments for status and timeline.
Planned, but not completed
Student Billing and Third Party Billing templates
Absence Management - Adjunct (UAT)
DRS Solution (Prototype)
Faculty Workload 2.0 Automation
Security Re-design
LEGEND: On track Some issues, under control Significant issues, not under control G Y R

10. Deployment Group 3: Gate 1 Initiation Phase Progress - as of November 13, 2018
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget C NR
College Project Charter
Baselined MS-Project Schedule
OCM Plan
Communication Plan
Local College Training Plan IP
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

11. Other ctcLink Project Activities – Status as of November 9, 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 was developed
Sub-committee reviewed draft and Governance approved RFP
RFP released October 15, 2018 with proposals due November 15, 2018
10/15/2018
1/1/2019
Online Admissions Application
Sub-Committee finalized OAA requirements
Need Approval of requirements
Project Team reviewed requirements to Fit/Gap against ctcLink functionality
OAA Work Group to review other US College/University Solutions
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)
Working with Accessibility testing vendors to test Appsian use cases against ctcLink.
N/A
Guided Pathways
Steering Committee approved approach for gathering business requirements for Guided Pathways