1. ctcLink Project Update ctcLink Executive Leadership Committee
December 13, 2018
Choi Halladay – District Vice President for Administrative Services, Pierce College, ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator 1. Welcome 2 Minutes
1. 
Welcome
2 Minutes
Joyce
2. 
Approval of Minutes
3 Minutes
3. 
ctcLink Program Status
- Remediation (CCS, TCC Updates)
- Deployment Group 2
- Deployment Group 3
- Deployment Group 4
20 Minutes
Christy
4. 
Staffing & Budget Status 5.
Governance Update (Working Group, Steering Committee)
5 minutes
Christy/Choi 6.
Review WACTC Report-Out Talking Points
Joyce/Choi 7.
Next Meeting Items & Adjourn

3. Ctclink Minutes – Approval
October 4, 2018
November 7, 2018

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

5. ctcLink College Remediation Status Reports – November 12 to 23, 2018
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years
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.
CCS FY 16 Closing Rules adjustments for Pass 11.
PC & CAPC journal process not run since Feb State Auditor questioning variance with Head Start grant revenue.
Security role redesign – Project pushed out from September 2018 to February Finance Security Roles matrix delivered to working group 11/14. CCS to review.
Absence management (adjunct & part time faculty) – Completion date still TBD.
DRS & PEBB – Completion date still TBD
Faculty Workload Improvements. Onsite HCM training completed on Oct. 18. Improvements to be implemented in December 2018.
Student third-party billing – SBCTC request to deliver now in January CCS continues to reformat invoices manually with a labor-intensive task. CCS agreed to January 2019 delivery.
*If status is yellow or red, describe why.
Was finally seeing SBCTC activity with CCS key remediation conditions, but over last two weeks, issues or delays seen now with all remediation items except for the FWL Package 2 which appears to be on track. No ‘complete by’ dates yet provided for all remaining remediation items. Remediation conditions were identified in December 2016.
Tacoma Community College G
Accomplished this period
Reached out to local SMEs for updates on 3 HR remediation items: 29976, 20781, and 20491
Planned for next period
Receive updates on 3 HR remediation items: 29976, 20781, and 20491
Participate in OAA redesign options ratings
See SBCTC update on 10 remediation items
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 – The Application Services migrate the project to PQA for 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.

6. Remediation summary – Appendix A
Date
Total Open
Agreement w/Plan
Needs Improvement
11/29/2017
111
101 10
12/13/2018 39 29
Issues without Detailed Plan (Needs Improvement)
Continuing Education Application
Online Admissions Application
Hyperion / Create Budget Application

7. REMEDIATION SUMMARY – APPENDIX A Open Items and Additional Critical Issues
Date
Total Open
Agreement w/Plan
Needs Improvement
11/29/2017
111
101 10
12/13/2018 39 29
College Remediation Acceptance Conditions
Financial books for fiscal years 2016 and 2017
CCS Security Audit / proper system internal controls 
Absence Management Framework
Accurate reporting to the Department of Retirement Services (DRS) and the Public Employee Benefit Board (PEBB)
Faculty Workload
Student account and student third party billing statements must be configured into an easily readable and accurate statement
Chart of Account Re-design
Task Based Security Re-design
Absence – No Proration / xfer jobs will not automatically xfer balances, two accruals for classified and for multiple jobs, the colleges have to manually track and update to ensure accuracy.

8. REMEDIATION SUMMARY – APPENDIX A Closed Items Agreement with Solution
Date
Total Closed
Agreement w/Solution
Needs Improvement
Needed Clarification
11/29/2017
264
180 52 32
12/13/2018
262 2
Issues closed where college did not agree with solution (Categories of those issues that “Need Improvement”)
Need clarifications (Not understanding requirement/solution)
Request additional training
Enhancement requests
Open ERP Support Service Desk tickets

9. 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

10. Project Overall Status – November 12 to 23, 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 gearing up as 2018 winds down: Peer Review Readiness, Dec. 5-6; Pre Kick-Off, Dec Individual College DG3 Kick-offs will be mid-January 2019 and official DG3 Kick-Off is Jan. 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
Waiting on migration to begin UAT
Security Audit Controls
Incorporated into Security Redesign
Student Billing
FDD/TDD is complete and development work in progress
Budget Planning Solution
Begin sub-committee in Jan 2019 to review and finalize requirements
Online Admissions Solution
OAA workgroup to begin reviewing other OAA options
Continuing Education Solution
RFP closed, proposals under review. Team responding to questions to shortlist vendors, schedule demos for work group.
Risks
Mitigating Actions H
ctcLink PMO – Guided Pathways (GP) Impact to Academic Structure
If there’s a requirement to reconfigure the Program Plan structure, there could be a scope/budget/timeline impact. Continue to monitor GP requirements gathering via future workshop. 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. C
Clark - Global Implementation Led by SBCTC
Governance at multiple levels at Clark has been implemented. Better reporting on status is helping. Clark has suggested ctcLink use existing listservs for the pillars regarding decisions made at SBCTC. This information has been shared with ctcLink Communications team.
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
Meeting with Student Financials (SF) team, Legacy and Technical resources on Nov. 14 to discuss and review SF extract logic for conversion.
Clark – CS Conversion of Sensitive Data
Cycle #2 data – sexual orientation and gender identity are being converted into service indicators, which makes this information available to all that are validating data. CS team did try to resolve this by getting security added to this. In the future, this should not be viewable during data validation or should be uploaded for a small test group or during Cycle #5. H M L 10

11. Deployment Group 2 Self-Reported Status – November 12 to 23, 2018
Clark College G
Accomplished this period
Held 90-minute validation overview sessions to demonstrate to validators how Clark is conducting validation, where to find information, and basic PeopleSoft navigation. About 30 staff attended.
Creating data validation files for staff to validate and track their work.
Data Validation Labs – 11 hours of labs over 3 days have been held.
Change Action Plans with FM teams
Planned for next period
Continue data validation
Continue meetings to complete Change Action Plans
Schedule CS meetings requested by project staff
Planned, but not completed
Update Communication Plan
SBCTC Agency G
Accomplished this period
SBCTC Liaisons & Governance meeting held (1 of 2) 11/16
HCM & FIN Data Validation Introduction meetings attended 11/14-15
Data Validation completed for “Purchasing Orders” and “Vouchers”
Planned for next period
Complete one last piece of UAT Homework ECD no later than 12/7
Completion of HCM and FIN Data Validation effort 11/16-12/11
Working Group charter approved ECD 12/7
SBCTC Liaisons & Governance meeting (2 of 2) 11/27
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
1 Finance resources focused on end of month and FY Close tasks.
2 Initial planning meeting for Chart of Accounts
Planned for next period
Identify and follow up on any outstanding CCS BPFG homework.
Review of Finance Security Roles Matrix
Create CCS Chart of Accounts Plan
Create CCS Security Redesign Plan
Planned, but not completed
*If status is yellow or red, describe why.
SBCTC progress was being made on Remediation Conditions and Items, but delays and issues have cropped up.
FY Close making progress but at Risk with no book to cash detailed reconciliation report or process.
Security Redesign slipped out to February. College implementation and mapping will be time intensive impacting all departments
Tacoma Community College G
Accomplished this period
Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Participated in Data Validation
Attended PM Summit
Participated in PM training (Ivy Brent)
Planned for next period
Participate in Conversion Cycle 2 Data Validation
1099 BPFG Sessions
Planned, but not completed

12. Deployment Group 3 – DG3 Completed DG3 Pre-Kick-Off – Nov. 2, 2018
Began bi-weekly DG3 meetings – Nov. 7, 2018
Peer Review meetings for readiness – Dec. 5-6, 2018
College Pre-Kick-Off meetings – Dec , 2018
College Leadership Discussion
College ctcLink Project Team
Additional Pre-Kick-Off meetings – January 2019
DG3 Official Kick-Off – Jan. 28, 2019

13. Deployment Group 3: Gate 1 Initiation Phase Progress - as of Dec
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

14. Deployment Group 4 – DG4 College Initiation Plans Built – Complete
Begin percent-complete tracking in plan (PWA) – In progress
Begin dashboard reporting for DG4 readiness – January 2019

15. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 Y
Status/QA#
Findings
ctcLink Responses R
QA 0132
Agency Financial Reporting System (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 SBCTC 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. SBCTC 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.
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.

16. Moran Technology Quality Assurance Report
Report Recommendations as of October 2018 – cont’d Y
Status/QA#
Findings
ctcLink Responses Y
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.
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 Y 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live

17. staffing update Employees - Open Roles
1 Student Financials Analyst - posted
2 Finance Analysts - posted
1 Applications Configuration Management – posted

18. Budget Status – as of October 31, 2018
Christy

19. Ctclink Governance Update
ctcLink Steering Committee (SC)
ctcLink Working Group (WG)
ctcLink SC Charter reviewed, updated, sign-off
ctcLink WG Charter reviewed, updated, sign-off
Decisions / Recommendations
Deployment Group 2 – Timeline
Global Framework
FSCM/HCM GDR - Approved
CS GDR – Pending review
CPW Processes
New Hire
Grants Management
Absence Management
Benefits Lifecycle
Course Management
Manage Beginning of Term
Class Scheduling
Financial Aid ISIR
Guided Pathways Proposal
Decisions / Recommendations to SC
CS GDR – Approved
Enhancement Requests
Additional Actions
Better and more efficient presentation of decision materials
Prep time for SC
Create Template for items to be presented to WG
Define which and how items come to WG

20. Questions?

21. 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.

22. 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

23. 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

24. 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)

25. 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).