1. Project Overall Status – November 26 to December 7, 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. DG3 is engaged in peer review and pre-kickoff activities, with an official DG3 Kick-off scheduled for January 28, 2019.
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
Package 2 postponed until Spring Quarter due to calculations issues discovered during testing, work in progress to resolve
DRS
Waiting on approval of the formula from SBCTC and then can complete the development.
Absence Management
ERP Support SIT and then college UAT
Security Audit Controls
Incorporated into Security Redesign
Student Billing
FDD/TDD is complete and development work in progress
Budget Planning Solution
Sub-committee begins Jan 2019 to review, finalize requirements
Online Admissions Solution
OAA workgroup reviewing other OAA options and scoring
Continuing Education Solution
RFP closed, proposals under review. Team responding to questions to shortlist vendors, schedule demos for work group.
Risks
Mitigating Actions H
Spokane - Significant time & resources will be needed to prepare for COA (Chart of Accounts) rollout.
Create schedule and WBS by end of year 2018. M
ctcLink Campus Solutions – Student Experience in 9.2
CS team has expressed concern about how students will execute transactions in 9.2. More FLUID development may be needed or create tiles to re-direct. CS team has been working with ctcLink Tech team.
Clark – Lack of Compliance with WA Rules for Accessibility
PeopleSoft with current tools has many accessibility issues (for screen readers). A review of the upgrade version for accessibility and a fit gap needs to be conducted. ctcLink PMO – currently talking to vendors about testing for accessibility.
LEGEND: Critical High Moderate Low C H M L
LEGEND: High Medium Low
Issues LEGEND: High Medium Low
Status Update H
ctcLink CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Transfers
Student Financials (SF) team, Legacy and Technical resources are currently monitoring and reviewing extract logic for conversion in cycle 2B and cycle 3.
ctcLink Training – The development of the Training Content is behind schedule due to the alignment of the training team and new approach to Training delivery.
The training scope content is being defined and we have training vendors to help address the delay in the buildout of training content in preparations of training delivery for DG2 colleges and the State Board. H M L 1

2. Budget Status – as of November 30, 2018
Christy

3. Moran Technology Quality Assurance Report
Report Recommendations as of November 2018 Y
Status/QA#
Findings
ctcLink Responses Y
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.
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.
QA 0147
The current status of Testing UAT Framework and schedule is another major area of QA concern. The concept for UAT addresses lessons learned with FLC implementation. It incorporates on-line training components for use by college staffs involved with UAT tasks. QA views this very positive; however delivery of the training materials now is linked to this Testing Framework. QA team would like to review the detailed schedule for UAT activities and planned Project staffing workload to support the enhanced training scope.
The detailed schedule for UAT activities is being developed. When the schedule and planned project staffing workload is completed this will be communicated and shared out.

4. OCIO Investment Plan Conditions – November 2018G
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 – Project Overall Status – Nov. 26 to Dec. 7, 2018
Campus Solutions G
Accomplished this period
Satisfactory Academic Progress (SAP) CPW follow-up WebEx with all colleges
Continue work on SAP Modification
Continue work on Student Financials (SF) Third-Party Billing/Invoice
DG3 Business Process Fit/Gap session planning
UAT material build
CPW Planning for Financial Aid session Jan and Core session Jan
GDA planning/prep in Canvas
Review and provide feedback for PS Fundamentals course
Planned for next period
Continue SAP CPW modification work
Continue SF remediation work
Continued Dual Processing testing
SF conversion logic review
Site visit at Clark College for Communications and Admissions
Gather and configure FA Item Types from Clark
Post job requisition for CS Core vacancy
Planned, but not completed
n/a
*If status is yellow or red, describe why.
Human Capital Management Y
Accomplished this period
Held first and second weeks of Conversion Cycle 2 conversion validation support WebEx sessions
Completed DG3 BPFG Session Schedule
Continue DGA content development
Continued Functional Testing and updating/creating FNC Test scripts
Continued review of Training content structure and materials
Planned for next period
Common Process Workshop for “Employee Changes & Separation” at Edmonds Community College
Continue Functional Testing and updating/creating FNC Test scripts
Continue review of Training content structure and materials
Planned, but not completed
Began review of preliminary security matrix for Faculty Workload
Have not received preliminary FWL security matrix from SpearMC yet
*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 December.
Financials Y
Accomplished this period
Held first and second weeks of Conversion Cycle 2 conversion validation support WebEx sessions
Completed DG3 BPFG Session Schedule
Began DGA content development
Continued Functional Testing and updating/creating FNC Test scripts
Began review of Training content structure and materials
Planned for next period
Hold on-site TCC Chart of Accounts Adoption Kickoff Week at TCC
Hold follow up process/configuration review sessions for 1099 Processing and PCard Processing
Continue DGA content development
Begin preparation and documentation updates for Conv Cycle 3
Continue Functional Testing and updating/creating FNC Test scripts
Planned, but not completed
Provide Security Redesign Matrix information to Finance ERP Support leadership for review
*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

7. Workstream Status – Nov. 26 to Dec. 7, 2018
Communications G
Accomplished this period
Created and published photo and art banner for YouTube Training channel
Updated web content for Steering Committee and ctcLink Executive Leadership committee
Supported executive team on various time-sensitive and internal communications
Edited, revised DG3 pre-kickoff roadshow presentation.
Created communications for the Online Admissions Application review/committee process
Began work on internal communications processes/strategies
Planned for next period
ctcLink Connect blog post
Steering Committee prep
Status Report content-tracking updates based on college feedback
Work on Communications Work Stream in PWA
Technical G
Accomplished this period
Completed the application of image updates to the Financials pillar to align with image versions in Production by year-end
Completed the application of image updates to HCDEV and CSDEV and created retrofit projects for each pillar
Completed conversion and functional/college validation of Cycle 2B with the exception of Student Financials
Planned the application of the PeopleTools update to the project environments
Created new environments for CEMLI and configuration system testing, parallel test planning, and training development
Planned for next period
Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort
Refresh GLD environments from updated CTS environments; this will update GLD with latest changes from Production and latest Project development changes
Complete Student Financials conversion for Cycle 2B
Map baseline of conversion program execution times to end-to-end cutover weekend activities
Planned, but not completed
Identify delivered CI’s that are candidates for inclusion into the Integration Broker pilot effort—reprioritized for other efforts
Map baseline of conversion program execution times to end-to-end cutover weekend activities—Student Financials conversion for Cycle 2B still in progress
Testing G
Accomplished this period
Met to discuss, verify functional test scope and the usability of the functional test plan in OTM
Reviewed the PETA preparation activities and deployment plan with Kastech
Met with Kastech to develop implementation plan, timeline
Continued to build the UAT framework prototype
Planned for next period
Finalize the 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
Finalize the FWL end-to-end flow used for the UAT framework prototype so it can be vetted with internal staff and college PMs
Organizational Change Management G
Accomplished this period
Distributed College Readiness Survey to DG2, DG3, and DG4
Completed Peer Review Process with DG3 colleges to review all Initiation Phase Deliverables
Met with the OCM subgroup
OCM/Communications Specialist Kristy Snow started Dec. 3
Worked with College Relations Manager to develop ideas around DG3 Roadshows
Planned for next period
DG3 Road Show presentations
Holding CPW HCM session prior to upcoming workshop
Continued development on college repeatable schedule
Completing Roles and Alignment document
Planned, but not completed
Continuous - working with communications and training on project schedule and timelines.
Training Y
Accomplished this period
Strong push to define scope, work assignments, activity
Built Global Design Adoption (GDA) Canvas course shells
Onboarding two new resources
Worked with Angela and Kaci to build out custom list to manage training inventory in SharePoint
Reconciliation of 9.0 content to 9.2 content in ctcLink Reference Center
Planned for next period
Continue strong push to define training scope, work assignments, activity durations, and dependencies
Continue work with Angela and Kaci to build custom list
New resource onboarding
Planned, but not completed
Finalize Training Scope
Contract with vendor to build self paced training scope
*If status is yellow or red, describe why:
Material build time estimate still being conducted, which has impacted ability to determine scope.

8. Deployment Group 2 Self-Reported Status – Nov. 26 to Dec. 7, 2018
Clark College G
Accomplished this period
Created validation spreadsheets
Validation work sessions 6 hours daily
Planned for next period
Continue data validation
Continue meetings to complete Change Action Plans
Update Communication Plan
Schedule CS meetings requested by project staff
Provide documentation of ways to improve data validation for colleges
Planned, but not completed
Update communication plan
Change actions plans – postponed meeting to work on data validation
SBCTC Agency G
Accomplished this period
HCM & FIN Data Validation Introduction meetings attended 11/14-15
Data Validation completed for “Purchasing Orders” and “Vouchers”
SBCTC Liaisons & Governance meeting (2 of 2) held 11/27
ctcLink reboot / kickoff at All-Staff held 12/3
Change management – ADKAR training open to all-staff held 12/3
HCM-HR and Payroll meeting held determining shared processes 12/7
Planned for next period
Complete one last piece of UAT Homework ECD 12/21
Completion of HCM and FIN Data Validation effort 11/16-12/11
Working Group charter approved ECD 12/21
Planned, but not completed
Completion/approval of agency work breakdown structure to graphically represent all work needed for success, ECD 12/21/18
Meet to discuss how contracts will go into ctcLink and how different departments might do different parts of the work (new PM will inquire with Working Group on this) ECD 12/21/18
Submit PS query samples/requests – (new PM will inquire with Working Group on this) ECD 12/21/18
Community Colleges of Spokane R
Accomplished this period
Reviewed final draft of Finance Security Roles matrix but unable to provide feedback without business processes/tasks data
Planning meetings is progress for Chart of Accounts
Planned for next period
Begin review of Security role matrixes for Fin, CS, and HCM
Began building CoA project plan and WBS for schedule
Began building Security Redesign rollout project plan and identify WBS for schedule
*If status is yellow or red, describe why:
All Remediation Conditions delayed; Pending new completion dates from SBCTC.
FY 16, 17 & 18 Closed by SBCTC. Our proposed solution to reconcile journal adjustments in an automated fashion was denied. We are unable to produce financial statements that will pass an audit to continue as a community college in good standing.
Tacoma Community College G
Accomplished this period
Local SMEs attended ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Participated in Data Validation
1099 BPFG Sessions
Planned for Chart of Accounts Redesign
Planned for next period
Participate in Conversion Cycle 2 Data Validation
Chart of Accounts Redesign Sessions
P-Card BPFG Session

9. ctcLink College Remediation Status Reports – Nov. 26 to Dec. 7, 2018
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years – SBCTC closed FY 16,17, 18 with large variance and no avenue now for CCS to reconcile accounts.
Security Role Redesign – Project pushed out from September to February Finance Security Roles matrix delivered to working group 11/14 but didn’t have business process/tasks so CCS couldn’t provide feedback.
Absence management (adjunct & part time faculty) – Completion date still TBD.
DRS & PEBB – Completion date still TBD
Faculty Workload Improvements – Delayed until 2019.
Student Third-Party Billing – SBCTC request to deliver now in January This was pushed out assuming all above items were to be addressed in December Request to SBCTC to reconfirm completion date for this task.
Accomplished this period
N/A
*If status is yellow or red, describe why.
All Remediation Conditions delayed; Pending new completion dates from SBCTC.
Tacoma Community College G
Remediation Items progress this period
N/A
Accomplished this period
Received updates from local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491
Participated in OAA redesign options ratings
Project Team R
Accomplished this period
Absence Management - Completed development and testing of all the absence balance remediation fixes. We have packaged the absence balance fixes to the CEMLI SE-231 and have migrated the CEMLI to PTS for ERP to System Integration Testing (SIT).
Third-Party Billing – Completed 9.0 FDD/TDD and began development work effort
Planned for next period
Absence Management – ERP Support SIT Testing, they Colleges to UAT Test
DRS - We are waiting on approval of the formula from SBCTC and then can complete the development.
Faculty Workload - Package 2 postponed until spring quarter due to calculations issues discovered during testing; work in progress to resolve
Security Role Design – Continue to finalize new role and permission list model.
Student Third-Party Billing – Complete development and begin Functional Unit Testing and then begin System Integration Testing.
Fiscal Year – Continue to work with FY team and Reporting team on end-to-end Checklist, Queries, and Reporting needed for Month End and Year End close.
*If status is yellow or red, describe why.
The ctcLink project team in partnership with the FLC’s agreed upon solution plans and completion dates for most of the remaining remediation. A number of the 40 plus remaining remediation items have missed the planned completion dates due to GDR timing, policy decisions as well as impacts from AWS migration and environmental issues.

10. Deployment Group 3: Gate 1 Initiation Phase Progress - as of December 7, 2018
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget C
College Project Charter
Baselined MS-Project Schedule
OCM Plan
Communication Plan
Local College Training Plan NR
Risk Management Plan
Data Cleansing Plan
Legacy Business Process Mapping IP
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 Dec. 7, 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 and approved by Governance
RFP proposals due November 15, 2018
3 Vendors responded and subgroup is evaluating solution
Vendor demos scheduled for December 19, 2018
Solution presented to Governance for approval in January
10/15/2018
January 2019
Online Admissions Application
Sub-Committee finalized OAA requirements
Project Team performed Fit/Gap of ctcLink functionality
OAA workgroup evaluated select solutions currently in use at other PeopleSoft Universities and Colleges
OAA workgroup developing a short list of best/possible solutions to identify those solutions
If needed, develop RFP
TBD
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution
February 2019
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Accessibility Vendor to assist with testing of ctcLink
Validation approach using Appsian solution on ctcLink versions being discussed and coordinated.
N/A
DG2 System Integration Testing – March 2019
Guided Pathways
Steering Committee approved approach for gathering business requirements for Guided Pathways
March – June 2019