1. ctcLink Project Update ctcLink Executive Leadership Committee
November 7, 2018
Choi Halladay - District Vice President for Administrative Services
Pierce College, ctcLink SC Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator Welcome 2 minutes Jan 2.
Welcome
2 minutes
Jan
2. 
Approval of Minutes
Kevin
3. 
ctcLink Program Status
-Remediation
-Deployment Group 2
-Deployment Group 3
20 minutes
Christy
4. 
Budget Status
3 minutes 5.
PM Summit Summary, Outcomes, Discussion
10 minutes
6. 
Governance Update (Working Group, Steering Committee)
5 minutes
Christy/Choi
7. 
Review WACTC Business Meeting Report-Out Talking Points
Kevin/ Christy
8. 
Next Meeting Items & Adjourn

3. Ctclink Minutes – October 23, 2018
Approval

4. Ctclink program status
Remediation
Deployment Group 2
Deployment Group 3

5. 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

6. Other ctcLink Project Activities – Status as of October 26, 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
TBD
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
Guided Pathways
Steering Committee approved approach for gathering business requirements for Guided Pathways

7. Project Overall Status – October 26, 2018G
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)
LEGEND: On track Some issues, under control Significant issues, not under control G Y R
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. 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 Continuing Education RFP was released on Oct. 15.
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
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 posted. Proposals due Nov.15, 2018.
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.
Clark - Financial Aid - lack of understanding of dual processing.
May need to consider additional staffing, but this is dependent on understanding of the new business processes. Initial meeting with project staff to understand options and express any concerns. C
SBCTC - HCM's limited resources could cause delays.
Two HRGs in the agency. One staff member started recently so training efforts are taking place while managing day-to-day work to stay on schedule and complete data validation efforts.
LEGEND: Critical High Moderate Low C H M L
Issues
Status Update M
Clark - Plan Code Homework – for future deployments, would be much easier if colleges had EPC (Educational Program Code) as one of the fields.
This issue has been assigned to the CS team to consider for future deployment groups. H
SBCTC - Year end completion impacting homework completion, SBCTC ctcLink efforts.
Staff is currently working extra hours to maintain state and SBCTC Agency effort.
LEGEND: High Medium Low H M L

9. Deployment Group 3 – DG3 Completed DG3 Pre-Kick-Off – Nov. 2, 2018
Begin bi-weekly DG3 meetings – Nov. 7, 2018
Begin Peer Review meetings for readiness – TBD
College requested Pre-Kick Off meetings (Dec. 2018)
College Leadership Discussion
College ctcLink Project Team
College Individual Kick-Off meetings (Jan. 2019)
DG3 Kick-Off – Jan. 28, 2019

10. Deployment Group 3: Gate 1 Initiation Phase Progress – as of October 26, 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. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 Y
Status/QA#
Findings
ctcLink Responses Y
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.
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 G
Condition
Status G 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

12. Budget Status – as of September 30, 2018

13. Staffing update Employee - Open Roles
1 Student Financials Analyst - Posted
2 Finance Analysts - Posted
1 Applications Configuration Management – Posted
1 Communications/OCM Shared Role - Interviewing

14. Ctclink Governance Update
ctcLink Steering Committee (SC)
ctcLink Working Group (WG)
ctcLink SC Charter reviewed, updated, and sign-off
Updated ctcLink Project Charter - Reviewed
ctcLink WG Charter reviewed, updated, and sign-off
Decisions / Recommendations to SC
Deployment Group 2 – Timeline
Global Framework
FSCM/HCM GDR - Approved
CS GDR – In Process
CPW Processes
New Hire
Grants Management
Absence Management (Partial approved)
Benefits Lifecycle
Course Management
Class Scheduling
Financial Aid ISIR
Managing Beginning of Term
Guided Pathways Requirements Gathering
Under Review: Committee Selection Process
CS GDR – Approved
Admissions
Absence Management

15. Recent PM/OCM Events
Project & Organizational Change Management (PM/OCM Training
Project Management Training – 23 College and ctcLink PM participants
Organizational Change Management Training – 27 College and ctcLink PM/OCM participants
Project Manager (PM) Summit
26 College PM/OCM participated in person
4 College PM/OCM participated remotely
High Level Discussions
Schedule and Status Reporting
Quality Management
Organizational Change Management / College Roles & Alignment
Life After Go-Live
Conversion/Data Validation
End User Training
User Acceptance Testing
Security Redesign

16. Questions?

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).