1. Project Overall Status – October 12, 2018 Structure Phase MilestonesG
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 (Continuing Education, Online Admissions Application, 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. The Steering Committee approved the Continuing Education RFP and it has been posted to the Department of Enterprise Services bid opportunities website.
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. G
ctcLink HCM/FIN - Security Redesign work is requiring more functional team resources than anticipated and there is significant activity and resource need overlap.
Project Schedule has been updated to better reflect the redesign’s activities and effort requirements. Functional team activities are currently on track.
ctcLink Technical - Delays in applying updates to HCM & FIN Production preclude application of updates to key project environments, hindering functional team’s ability to plan and execute configuration workshops and other efforts.
Draft schedule for updating all project environments by end of year has been created. Once vetted by functional teams to avoid conflicts with their activities, we will begin executing.
Issues
Status Update G
Clark - Concerned about HCM  data validation which uses a generic login for everyone and provides access to employee SSN’s (full 9 digits).
This is tied to the data validation environment. HCM team is looking in to this for future data validation cycles and login process. Y
Spokane – CCS staff requesting testing environment with CS 9.2 and Fluid UI changes.
ctcLink team setting up Sandbox Environment after cycle 2B. Fluid workshop set for November.
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. Budget Status – as of September 30, 2018

3. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 G
Status/QA#
Findings
ctcLink Responses R
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 the State Board 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. The State Board 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. 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 – October 2018 Y
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 – October 1 to 12, 2018 Human Capital Management
Campus Solutions G
Accomplished this period
Held Cycle 1B data validation workshop with DG2 Colleges
Progressing through configurations and Set-Up manager
Dual Processing testing initiation with functional, technical and Legacy teams (first stages of loading are complete)
Security redesign matrix build and review
Planned for next period
Update Set-Up Manager
Update Functional Test Scripts
Work on SAP remediation Items
Work on SF remediation Items
Project Team to analyze OAA Workgroup requirements for fit/gap
Dual processing testing
Planned, but not completed
N/A
Human Capital Management Y
Accomplished this period
Held Conversion Cycle 1 HCM Bio/Demo Data Validation Kickoff
Continued configuration build out and functional testing in FNC environment
Began preparing data validation materials for Conversion Cycle 2
Continued Security Redesign matrix review based on updated schedule
Planned for next period
Continue configuration build-out in FNC environment
Complete Conversion Cycle 2B dependent configuration
Continue preparing data validation materials for Conversion Cycle 2
Continue Security Redesign matrix review
Complete mapping local configuration items to Functional Test Scripts
Planned, but not completed
Collect final BPFG session homework items
Due date for Faculty Workload assignment extended to November
*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:
Primary DG2 Work: Continuing configuration buildout and functional testing, supporting conversion prep and validation activities, security redesign review work
Additional Production Work: 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
Completed mapping local configuration items to Functional Test Scripts
Began preparing data validation materials for Conversion Cycle 2
Continued Security Redesign matrix review based on updated schedule
Planned for next period
Continue configuration build out (including Chart of Accounts) in FNC environment
Complete Conversion Cycle 2B dependent configuration
Continue preparing data validation materials for Conversion Cycle 2
Continue Security Redesign matrix review
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:
Primary DG2 Work: Continuing configuration buildout and functional testing, supporting conversion prep and validation activities, security redesign review work
Additional Production Work: 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 – October 1 to 12, 2018
Communications G
Accomplished this period
Edited, posted Steering Committee meeting materials
Finalized OCM Readiness Survey draft in Survey Monkey
Implemented internal communications process/tool
New project charter finalized and approved by cELC
Prepared, posted monthly project status for OCIO dashboard
Solicited Steering Committee approval of Continuing Ed RFP
Planned for next period
PM Summit presentation materials
Training Approach visuals
Update project communications templates
Planned, but not completed
Update college OCM checklist with agency brand
Update project communications work plan activities
Technical G
Accomplished this period
Presented to IT and project leadership the strategy and architecture for deploying Integration Broker to the colleges via a modern, API-based approach leveraging Component Interfaces (CIs).
Applied HCM Image 27 to key project environments, restoring missing delivered objects to those environments through Image 27.
Applied Financials Image 28 to key project environments, restoring missing delivered objects to those environments through Image 28.
Completed execution of conversion programs for Conversion Cycle 2A
Captured actual durations for key conversion steps to establish a baseline timeframe for cutover.
Onboarded a new contractor to focus on cross-pillar, technical architecture and Integration Broker aspects of the project
Completed CEMLI retrofit activities for CS 9.2
Planned for next period
Institute data checks and corrections to address issues encountered in Conversion Cycle 2A, in advance if Cycle 2B execution
Stand up a CS 9.2 Image 10 PUM instance and apply Image 10 to CSDEV
Review crosswalk framework to determine if Financials Image 28 can be applied to FNC.
Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort.
Planned, but not completed
None
Testing G
Accomplished this period
Completed PeopleSoft Enterprise Test Automation (PETA) Statement of Work review and submitted to SBCTC contracts officer
Created slides for testing presentation at fall PM Summit
Began creating an automated load test in Progress Test Studio
Planned for next period
Build functional test plan in OTM
Complete UAT framework prototype using a Faculty Workload high-level end-to-end-flow
Continue to update SBCTC Test Plan with UAT approach and tool template changes
Planned, but not completed
Build functional test plan in OTM. The functional analysts are still defining scope.
Complete a UAT framework prototype using a Faculty Workload high level end-to-end-flow
Training Y
Accomplished this period
Offer for Student Financials position accepted; new trainer to begin on Oct. 22, 2018
Final trainer position (HCM) near offer; reviewing final reference and will make a decision this week
Continued work on pilot courses. Redirected trainers to work together on one course in order to complete.
Training approach 90% updated
Continued work on style guide for all training materials
Planned for next period
Completion of videos for one pilot course. Coordination with Project functional analysts to vet materials created.
Continued work on Material Style Guide
Planned, but not completed
Finalize format for Canvas Course layout. Meetings held; will continue to work on how courses will be set up.
*If status is yellow or red, describe why.
Concerns regarding resources needed for material development.
Organizational Change Management G
Accomplished this period
Met with the College CPW testing team to troubleshoot issues, environments, and testing outcomes.
Worked with college PMs and PMO to plan the PM Summit.
Assisted in facilitating OCM training with outside vendor.
Worked with CPW Facilitators and Functional Analysts to hold the Selective Admissions Workshop.
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.

7. Community Colleges of Spokane Tacoma Community College
Deployment Group 2 Self-Reported Status – October 1 to 12, 2018
Clark College G
Accomplished this period
Computer Lab has been set up by IT Services and is ready for Data Validation by groups Oct
Tracking system in place and validation lists prepared
Finalized Service Indicators
PowerPoints and draft of two presentations at November PM Summit
Completed OCM training
Met with a team and agreed on general education course lists
Planned for next period
Update communication plan
Data validation for CS and HCM
Planned, but not completed
SBCTC Agency Y
Accomplished this period
A plan forward was made for Accounts Receivable data to accurately pull data in Cycle #3 Oct. 8
A new HR consultant was hired and will help support upcoming efforts as of Oct. 1
Planned for next period
Reuth Kim to provide Risk Management overview to SMEs Oct. 17
HCM Bio-Demo Data Validation week of Oct
Continue HCM and FIN homework completion
Continue UAT scenario 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.
*If status is yellow or red, describe why.
Accounts Receivable data was in a format different than expected and therefore not pulled in the 9/14 snapshot. It will be updated for Cycle #3
Community Colleges of Spokane R
Accomplished this period
CSS handed off review of Remediation Closure Work Plan to Christy Campbell.
Planned for next period
Attend Final BPFG – Treasury Cash Management.
Planned, but not completed
*If status is yellow or red, describe why.
SBCTC work in progress on all Remediation Conditions and items in Remediation Closure Work Plan. Pending final complete by dates from SBCTC after 10/12.
Progress on FY 16 Closing Rules. Book to Bank reconciliation process and documentation still outstanding.
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
Participated in OCM training
Planned for next period
Connect with Grant Rodeheaver about production support check-in meetings
Meet with TouchNet vendor on cashier credit card capabilities
Attend Information Technology Commission meeting in Everett in October
Receive info for New Financials Image 28 deployment date
Planned, but not completed

8. ctcLink College Remediation Status Reports – October 1 to 12, 2018
Community Colleges of Spokane R
Continue work on balancing Student Financials Journal Entries, working with Teri Sexton. All prior accounting periods closed, impacting completing journal entry work.
Closing Fiscal Years
Financial books for FY 16/17 must be validated, reconciled and properly closed. SBCTC communicated that CCS needs to complete data entry and reconciliation by Nov 30, All prior accounting periods closed by SBCTC impacting ability to close FY 16.
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. No response
Closing Rules with valid/accurate data not provided. Tracking to Finalize closing rules Data adjustments/fixes will continue to be addressed/updated.
Security role redesign. Final Security Roles draft delayed. CCS will be able to review security roles in 3-4 weeks. CCS participants - Rod Larse, Sarah Sullivan, Nan Spear, Matt Connelly.
Absence management for all employees. Needs to allow for leave accrual and use for part-time and adjunct faculty. Sept. 21 Update from Brian L. Leave Accrual – Project Development is completed, we are waiting ERP to finish SIT testing. Target complete date, week of Sept. 24. Next steps is to start scheduling UAT testing with Spokane and Tacoma.
Accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types. Near completion.
Faculty Workload Improvements. FWL Package 2 Contract Types and Assignment Type Coding changes Review WebEx completed Sept.14. HCM training scheduled for Oct. 18. Improvements to be implemented in December 2018.
Student third party billing statements must be configured into a readable and accurate statement. Sept. 26 Approved by working group. Progress being made on Functional Spec. Working with technical resource.
*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 now on all other Remediation Condition items detailed in status report.
Tacoma Community College G
See SBCTC list of 10 remediation items.
Accomplished this period
Reached out to local SMEs for updates on three HR remediation items: 29976, 20781, and 20491
Online Student Enrollment for Continuing Education (OSECE) password reset issue deployed
Planned for next period
Receive updates on three HR remediation items: 29976, 20781, and 20491
Project Team R
Accomplished this period
Absence management for all employees. Will Confirm with Spokane
Accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types. Will Confirm with Spokane
Faculty Workload Improvements. FWL Package 2 Contract Types and Assignment Type Coding changes Review WebEx completed Sept.14. HCM training scheduled for Oct. 18. Improvements to be implemented in December 2018.
Student third party billing statements must be configured into a readable and accurate statement. Sept. 26 Approved by working group. Progress
Planned for next period
OAA – Fit/Gap
Review Portal Design
Continue on Student Billing, Faculty Workload, DRS, and Absence Management items to work with Spokane to close out.
Planned, but not completed
AFRS Integration and Reporting
*Work has been delayed due to many factors but team continues to close out remediation items and outstanding solutions are making progress.

9. Deployment Group 3: Gate 1 Initiation Phase Progress – as of October 12, 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 October 12, 2018
New Solution
Status
RFP Publish
Solution Decision
Physical Inventory (Asset Tracking)
Vendor Solutions evaluation delayed
Evaluation 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 published on October 15, 2018
Vendor proposals due November 15, 2018
Sub-committee to evaluate results and review solutions
10/15/2018
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