1. ctcLink Project Update ctcLink Executive Leadership Committee
October 4, 2018
Choi Halladay –Vice President for Administrative Services, Pierce College District and ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator 1. Welcome 2 Minutes Jan
1. 
Welcome
2 Minutes
Jan
2. 
Approval of Minutes
Joyce
3. 
Updated Project Charter Approval (action item)
10 Minutes
Joyce/Christy
4. 
ctcLink Program Status
Remediation
Deployment Group 2
Deployment Group 3
20 Minutes
Christy
5. 
Budget Status
4 Minutes
6. 
Governance Update
5 minutes
Christy/Choi
7. 
Adjournment, Next Meeting
2 minutes
Jan/Joyce

3. 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

4. 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 Appsian solution on ctcLink versions being discussed and coordinated.
N/A
TBD
Guided Pathways
CPW to define Guided Pathways business requirements

5. 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

6. Deployment group 2 – upgrade project

7. Moran Technology Quality Assurance Report
Report Recommendations as of August 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

8. DG3 Gate 1 Initiation Phase Progress – as of October 1, 2018
DEPLOYMENT GROUP 3 (DG3)
Baseline DG3 schedule – Early October 2018
DG3 Pre Kick-Off – Friday, Nov. 2, 2018, 12:30 to 2:30 p.m., Pierce College Fort Steilacoom
Begin Bi-Weekly DG3 Meetings – Wednesday, Nov. 7, 2018
DG3 Gate 1 Initiation Phase Progress – as of October 1, 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 posted to cDR | C: Complete, final deliverable posted to cDR

9. Budget Status – as of August 31, 2018

10. Ctclink Governance Update
ctcLink Steering Committee
Global Frameworks Approved
Financial Supply Chain Management (FSCM) GDR
Human Capital Management (HCM) GDR
Campus Solutions (CS GDR
Common Process Status
Completed Common Process Workshops: 24
Approved common processes: 7
In progress: 14
Additional Discussion and Actions
Approved hiring vendor to assist in validating/testing accessible technology solution
Guided Pathways CPW out for further discussion

11. Upcoming PM/OCM Events
Project & Organizational Change Management (PM/OCM Training)
Organizational Change Management training at SBCTC - One-day Session – Oct. 9 or 10, 2018
Project Management training at SBCTC - Two-day session – Oct , 2018
Next Project Manager (PM) Summit
Project Management Summit at Pierce College Fort Steilacoom – one-and-a-half days, Nov. 1-2, 2018
Deployment Group 3 Pre Kick-Off
Meeting at Pierce College Fort Steilacoom – Friday, Nov. 2, 2018, 12:30 to 2:30 p.m.

12. Questions?

13. 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.

14. 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

15. 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

16. 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)

17. 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).