1. ctcLink Project Update Steering committee
October 23, 2018
Choi Halladay, Pierce College District Vice President for Administrative Services, ctcLink Steering Committee Chair
Christy Campbell, SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator Welcome 3 Minutes Christy
Welcome
3 Minutes
Christy 2.
Approval of Minutes
2 Minutes
Choi 3.
CPW – Common Process Workshops
Managing Beginning of Term
15 Minutes
Ligia
4. 
Guided Pathways Proposal 5.
Status Update
30 Minutes 6.
Steering Committee Charter and Membership
10 Minutes
7. 
College PM Request for Discussion:
QA Interviews with Colleges on ctcLink
New Gartner IV&V
8. 
Meeting Closure – Action Items
5 Minutes
Date needs to be confirmed due to Guided Pathways Technology Summit

3. Approval of minutes – 9/25/2018
Discussion
Approval

4. Common process workshops Managing Beginning of Term
Discussion
Approval

5. Guided Pathways Proposal for Facilitation
Discussion
Approval

6. Status Update
Remediation Status
DG2 Status
DG3 Status

7. Remediation Status

8. 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

9. Deployment Group 2 - Status

10. 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

11. 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

12. 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 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.
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

13. Budget Status – as of September 30, 2018

14. Deployment Group 3 - status

15. DG3 Gate 1 Initiation Phase Progress – as of October 1, 2018
DEPLOYMENT GROUP 3 (DG3)
Baseline DG3 schedule –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

16. Discussion Items Steering Committee Charter & Membership
College PM Request for Discussion:
QA Interviews with Colleges on ctcLink
New Gartner IV&V

17. Open discussion

18. Questions? 18

19. 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.

20. 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

21. 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

22. 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)

23. 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).

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