1. Ctclink steering committee May 22, 2018
Christy Campbell, Facilitator ctcLink Project Director

2. STEERING COMMITTEE Agenda
Approval of minutes
Steering Committee Charter: Review, Approve, Sign
Steering Committee Chair Nomination
Project Status
Meeting Closure

3. PROJECT DASHBOARD

5. Deployment 2: PeopleSoft upgrade + Clark College and State board office
PeopleTools 8.56 with “Fluid”
Campus Solutions 9.2
Kicked off the Deployment 2 activities with Global Design Review Sessions (May 14-18, May 21-25)
All colleges participating
Next step:
June 6 – Start Deployment Bi-Weekly Meetings / Kick-Off
Business Process Fit/Gap Sessions
Deployment 2 only (Spokane, Tacoma, Clark, SBCTC)
Conversion – Data Clean-Up & Bio Demo

7. ctclink status Update: top risks
Deployment Group 2 Timeline Impacts (example: Chart of Accounts)
Mitigation: ctcLink Project Director has socialized Go-Live date options with D2. GDR Chart of Accounts Session successfully completed on May 14.
Key Project Staffing (62 Positions) 6 Open, 4 On Hold
Mitigation: Most critical roles have been filled. Remaining open and on-hold roles are prioritized for impact to ctcLink. Our goal is to have the positions filled by end of June.
Staffing Constraints Due To Support of FirstLink Colleges (FLCs)
Mitigation: Manage workload and requests coming from ERP Support team to project team to ensure that project work does not get impacted. If necessary additional resources may be needed to mitigate resource constraints and keep critical path of project work on time utilizing contingency dollars.

8. ctclink status Update: top ISSUES
Deployment 2 Engagement & Communication
Mitigation: ctcLink PMO and key leads will begin meeting with key D2 project team members on a bi-weekly basis.
ctcLink New Governance Model Momentum
Mitigation: As we conclude GDR sessions next week, we will meet on a regular schedule and build our momentum.
Upgrade Project Plan
Mitigation: ctcLink Project Plan Manager is working on consolidating duplicating tasks and making this plan as solid and clear for D2.
Proactive ctcLink Communications
Mitigation: The ctcLink Communications team will socialize the communications activities spreadsheet with the ctcLink team to identify the upcoming communications needs to develop a detailed plan that includes target dates to push communications out to the colleges in advance.

9. Internal QA Process
for Implementation Readiness

10. Deployment 3 – qa readiness timeline
1. ctcLink Steering Committee reviews recommendation college readiness
2. CtcLink Steering Committee approves college readiness to being implementation phase.
NOVEMBER
1. QA Lead complete final inventory of deliverables 2. QA Lead create and present deployment colleges readiness report
3. ctcLink working group review and provide recommendation to ctcLink Steering Committee.
OCTOBER
1. QA Lead complete 30 day inventory of deliverables
2. Colleges necessary reviews and complete approvals for deliverables
3. Colleges post deliverables to cDR
SEPTEMBER
1. QA Lead complete 60 day inventory of deliverables
AUGUST
1. QA lead complete 90 day inventory of deliverables
JULY
1. Provide list of milestone deliverables
JUNE

11. Project phases Initiation Structure Construct Transition Deployment
- Project Planning - Environment Prep
- Deployment Group Kick-Off Prep - College Planning, Resourcing - Legacy Business Process Maps - Change Impact Analysis, Plans, Execution - Supplemental Systems - Data Cleanse
Structure
- Global Design Adoption
- Business Process FIT/GAP [OCM Confirm/CAP Review]
- Local Configuration – Homework Assignments
- Functional Test
- Material Updates
Construct
- Technical Development
- Conversion Execution
- Data Validation
- System/Integration Test
- Security Matrix Mapping
- Parallel Test
Transition
- Ready OCM Transition
- Plan Production Cutover
- Train Regional Trainers
- Train End Users [Pre-UAT]
- User Acceptance Test
- Train End Users [College]
- College Change Action Plan Execution
- Performance Test
- Go/No Go Decision
Deployment
- Production Environment Prep
- Production Cutover
- Milestone Sign-Off
- Lessons Learned
* Blue = College Work Packages

12. DEPLOYMENT APPROACH & TIMELINE
2018
2019
2020
2021
2022
JAN
APR
JUL
OCT
TCC, CCS
Clark
SBCTC
Deployment 2
Upgrade Project
We are here
College Prep Work
Deployment 3
6 Colleges
College Prep Work
Deployment 4
8 Colleges
College Prep Work
Deployment 5
8 Colleges
College Prep Work
8 Colleges
Deployment 6
College Prep Work
Contingency
Deployment
TBD 12

13. College Alignment to deployment groups#
Deployment 3
Jan-Feb 2020
Deployment 4
Oct 2020
Deployment 5
Jan-Feb 2021
Deployment 6
Oct 2021 1
Peninsula College
Columbia Basin College
Green River College
Walla Walla Community College 2
Cascadia College
Wenatchee Valley College
Shoreline Community College
Renton Technical College 3
Lower Columbia College
Centrailia College
Grays Harbor College
Bates Technical College 4
Olympic College
Highline College
Skagit Valley College
South Puget Sound Community 5
Pierce College District (2)
Bellevue College
Big Bend Community College
Lake Washington Institute of Technology 6
Edmonds Community College
Bellingham Technical College
Clover Park Technical College 7
Seattle College District (3)
Whatcom Community College
Yakima Valley College 8
Everett Community College
Total 9
Identify Deployment Criteria with input from IWP Work Group PMs
Present agreed-upon criteria & process to WACTC-Tech for review & approval
Present proposal to WACTC-Tech for Moran to develop criteria and alignment process
Moran presents criteria to project leadership for approval
Moran presents analysis recommendation to ctcLink ELC for vote

14. DEPLOYMENT 2 – Upgrade Project
2018
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
2019
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DE C
GLOBAL
DESIGN
REVIEW
BUSINESS PROCESS
FIT/GAP
We are here
CONVERSION
SYSTEM INTEGRATION TESTING
USER
ACCEPTANCE
TESTING
END USER
TRAINING
GO-LIVE 14

15. Other in-scope items Physical Inventory Software RFP
Purchasing Affairs Commission developed RFP
RFP reviewed, approved by project staff, SBCTC Finance staff
WACTC-Tech approved RFP for posting
RFP posted 5/21/18
Online Admissions Application
WSSSC identified members to participate with SBCTC in a subcommittee to review and finalize requirements.
Next Step: Subcommittee will finalize requirements and submit to WSSSC for approval before developing an RFP.
Continuing Education Requirements / RFP
Sub-committee finalized requirements (technical and functional) 5/17/18
Final requirements will need to be reviewed by WSSSC and IC to approve and request RFP development from ctcLink governance.

16. Other in-Scope Items Planning and Budgeting Tool (Hyperion)
BAC has recommended to de-scope Hyperion due to process and data complexity, maintenance and college costs.
SBCTC is working with Oracle to review its Cloud solution to help colleges with planning and budgeting.
Oracle is building a prototype based upon Peninsula, Pierce, Spokane and State Board configurations. Presentation of Prototype is 5/24/18.
Dashboards and Analytics / OBIA
Prior implementation was not configured for SBCTC requirements.
New SBCTC IT and ctcLink Project staff have expertise to re-implement.
Working with Amazon Web Services/Managed Services provider to understand technical landscape.
All RFPs will go through appropriate commission/council review and new governance structure for approval
Accessibility requirements will be included in RFPs

17. Out of scope items (budget)
Accessibility in ctcLink/PeopleSoft
Grey Heller offering a second, more detailed demo.
Meeting at Clark, May 29
System-wide demo, May 30
Testing Automation Tool
Delivered PeopleSoft Testing Framework (non-automated)
Vendors and Tools being evaluated (Including those to automate PeopleSoft Testing Framework)

18. Questions?