1. ctcLink Project Update ctcLink Executive Leadership Committee
February 14, 2018
Jan Yoshiwara – SBCTC Executive Director, ctcLink Executive Sponsor & cELC Co-Chair
Joyce Loveday – Clover Park Technical College President & cELC Co-Chair
Grant Rodeheaver – SBCTC Deputy Executive Director of IT and ctcLink Project Sponsor
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. 2. 3. 4. 5. 6. 7.
1. 
Welcome
1 Minute
Joyce
2. 
Approval of Minutes
2 Minutes
3. 
Remediation
Status
Continuing Education
OAA Quick Fix Solutions
Online Admissions Application Solution
Chart of Accounts
Security Re-design
Accessibility
20 Minutes
Christy/Choi 4.
Production Support
Ramp-up Plan for Upcoming Deployment Groups 
SLA progress
Critical Open Item - Query Security
15 Minutes
Grant 5.
ctcLink Program Status
Deployment Group 2
Deployment Group 3
Status Reporting Deployment Group 4
Initiation Phase for DG5 and DG6
Christy 6.
Key Messages for WACTC Business Meeting
5 minutes 7.
Next Meeting Items, Adjourn
2 minutes

3. Ctclink Minutes – Approval
October 4, 2018
November 7, 2018
December 13, 2018

4. Ctclink Remediation status
Continuing Education
OAA Quick Fix Solutions
Online Admissions Application Solution
Chart of Accounts
Security Re-design
Accessibility

5. Pilot remediation overview & status
Date
Total Open Items
Open Items With a Plan to Complete
(Appendix A)
Open Items Needing a Replacement Solution (Appendix A)
Open Items That Were Closed, but Reopened in Remediation Agreement
(Appendix B)
2016, 2017, 2018 Financial Books
Security Role Redesign 
Absence Management
DRS Redistribution
Faculty Workload
Student Invoice & Third-Party Billing
Continuing Education
Online Admissions
Budget Planning
Financial Aid Customizations
11/29/17
195
101 10 84
12/13/18 41 29 2
DRS – Department of Retirement Systems

6. ctcLink Remediation Status Reports – Jan. 21 to Feb. 1, 2019
Remediation/Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
The date will be driven by replacement solutions still TBD
Financial Management
14 of 39 remain open
Human Capital Management
9 of 25 remain open
Faculty Workload
Package 2 postponed due to calculations issues discovered during testing, work in progress to resolve.
March 2019
DRS Redistribution
Waiting on approval of formula from SBCTC and then can complete the development.
Absence Management
ERP Support SIT and then college UAT
Feb 28, 2019
Security Audit Controls
Incorporated into Security Redesign
Begin Security Mapping in March
Student Billing
Student Billing Feb 28, 2019 / 3rd Party Invoice March 2019
Budget Planning
Sub-committee began Jan 2019 to review, finalize requirements
Decision for utilization of PBCS or need for RFP March 2019
Online Admissions Application
OAA workgroup reviewing other OAA options. Discussions, demos with preferred college solutions.
Decision for Custom Solution or need for RFP February 2019
Continuing Education
RFP closed, proposals evaluated and vendor demos completed. Recommendation by work group to Governance pending.
Vendor and Solution Approved February 2019
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years - SBCTC closed FY 16,17, 18 on 11/30/18. SBCTC opened 3 periods for us in 2019.
Security role redesign – Security roles matrix final drafts for CS and HCM handed off to working group for review. Waiting on Finance matrix with business processes added.
Absence management (adjunct & part-time faculty). Testing complete. UAT scheduled for week of 2/11.
DRS & PEBB - Back in development. Calculations rejected by SBCTC. SBCTC working on revising calculations.
Faculty Workload Improvements. In test. UAT targeting 3rd week of March. Need by March 1 for Spring contracts.
Student third-party billing – Student Billing – SBCTC issues migrating into PST environment. 3rd Party billing – dev complete by 2/8. Then into project and SIT testing.
*If status is yellow or red, describe why.
Remediation Conditions making recent progress, but waiting for UATs to be scheduled/held.
SBCTC making progress, starting to schedule UATs, but waiting for invites.
Impact of delayed UATs/Training overlapping with CoA, Security redesign work, audits, and EOY tasks.
Tacoma Community College G
Accomplished this period
Participated in OAA “Quick Wins” review
Planned for next period
Retrieve status documentation and details from SBCTC on remediation for review.

7. Continuing Education Approach ctclink Steering Committee unanimously approved on Feb. 12, 2019
A global standard and common baseline of CampusCE will be developed for all colleges.
Current CampusCE colleges that choose to continue using it must implement and adopt the new standard baseline product, and may choose to pay the vendor for additional functionality as desired.
Colleges must work with the vendor directly for any customizations or functionality beyond the approved baseline/standard.
Colleges may opt out of using CampusCE, and not pay. Any CE data from another source/solution required to be reported (e.g. financial data) will be the responsibility of each college to manually enter into ctcLink/PeopleSoft.
As the successful vendor/product, CampusCE will be the only 3rd-party CE solution with automated integration between ctcLink/PeopleSoft, at this time.  
Agreed-upon baseline product costs and initial implementation/re-implementation costs are included and supported by SBCTC as part of the ctcLink implementation schedule.
Any college choosing to implement/re-implement CampusCE outside of its scheduled ctcLink implementation may incur separate and/or additional costs (e.g. integration with Legacy)
SBCTC will negotiate annual costs per college for the approved common baseline implementation.
Customizations and changes beyond the approved standard baseline are the responsibility of each college.

8. Online Admissions Application
OAA Quick Wins for FirstLink colleges
OAA Replacement Solution

9. OAA Quick Wins for firstlink colleges#
Description
Complete Date 1.
Change “Optional” section wording to “Additional” to encourage response
4/15/2019 2.
Add “Next” button to help guide applicants through application more easily 3.
Eliminate citizenship data double-entry for international applicants 4.
Remove Citizenship and Visa sections from non-international templates 5.
Restore floating help text icon functionality (not working since AWS migration) 6.
Update help text content dynamically based on applicant selections 7.
Improve help text for Academic Program and Admit Type selections 8.
Fix dropdown menu, header alignment on Academic Data Selection page 9.
Don’t require “Academic Career” or “Campus” on Academic Data Selection page
10.
Automatically re-direct to “Submit” page when required sections are complete
11.
Modernize font styles and colors throughout
12.
Add functionality to allow Academic Plan code exclusions to be a local configuration (currently global)
13.
Update default values passed from OAA to student’s External Education record in Campus Solutions
14.
Sort list of Admit Terms chronologically; not alphabetically

10. Online admissions replacement
Review of other top-scoring system solutions
College or University
Home Grown
Third Party Solution
Comparable System Implementation?
Rochester Institute of Technology, NY No
Yes: Slate
No, Single instance
Florida State College, Jacksonville
Yes
Not Comparable
Maricopa Community Colleges, Arizona
Comparable
City University of NY
Central Washington University
Lone Star College
No (Texas Common)

11. Chart of accounts Completed In Progress Upcoming Activities
Chart of Accounts re-design
Chart of Accounts prototype and build for DG2
Chart of Accounts Functional Unit Testing
FLC workshops for user understanding and adoption
In Progress
FLC Department re-design (CCS)
Upcoming Activities
ctcLink System Integration Testing
DG2 – UAT Training and Testing
DG2 – End-User Training

12. Security re-design Completed
College Roles/Permission List have been designed and built
In Progress
ERP Support and SBCTC IT roles design and build
Query Security Trees design and build
Security Mapping Framework for college assignments

13. accessibility Vendors Appsian/Grey Heller – Usability issues
Level Access – Accessibility testing
Deque Systems – Accessibility testing
Next Steps
Working with procurement to identify whether RFP is required or if we can move forward with an accessibility testing vendor

14. Production support Ramp-up Plan for Upcoming Deployment Groups
SLA Communications / Progress
Critical Open Item - Query Security

15. Overall Timeline (All Deployments)
Project Status – Jan. 21 to Feb. 1, 2019
Overall Project Status Summary
Category
Status
Comments
Overall Y
Program is on track, per timeline, scope and budget
DG2 Training content development and UAT framework are behind and at risk
Schedule
Analyzing overlap between DG2 and DG3 tasks
Monitoring scope and timing of Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations
Scope
RTM needs to be updated to validate original RFP requirements have been implemented, tested, and end users trained on the processes and functionality
Budget G
Currently tracking under budget due to 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 is in the Construct Phase, focused on Functional Unit Testing of Configuration and delta changes, Data Conversion, and prep for UAT and UAT Training.
Deployment Group 3 colleges completed the Initiation Phase/Gate 1 and have entered the Structure Phase/Gate 2 – Implementation Cycle, focused on self-paced Global Adoption (GDA) coursework in preparation for upcoming Business Process Fit/Gap sessions (BPFG).
Contract negotiations are in progress for the new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement, while also implementing some interim fixes to the current OAA tool. 
Overall Status Summary per Deployment Group
DG#
Status
Comments
DG2 Y
DG2 Training content development and UAT framework are behind and at risk
DG3 G
DG3 Colleges all participated in the DG3 Kick Off meeting
College resources have begun the GDA Courses in preparation of the BPFG Workshops.
DG4
DG4 status reporting begins for the ctcLink Initiation Phase Dashboards
Overall Timeline (All Deployments)
LEGEND: High Medium Low

16. ctcLink Quality Assurance Scorecard
Moran Technology Consulting Report: December 2018
Overall Status Y
ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018
STATUS
PROJECT AREA
DESCRIPTION / NOTES G
SBCTC/Governance
Governance framework continues to work as expected.
Program Management
Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. Y
Phase Scope
QA concerned about implementation schedules for replacement solutions. Will know more once solutions are selected.
Schedule Status
SBCTC closed the FY years for FLCS on 11/30/18, additional adjustments will be made in FY2019. New Chart of Accounts scheduled for July DG 2 and DG 3 schedule overlap. R
Training
Content Development is behind schedule. PMO is taking appropriate actions (reallocating resources and working with a vendor on development support) to recover the schedule.
Testing
DG 2 Testing work stream relies heavily on availability of functional project staff and the impact of resources with DG 2 and DG 3 overlap during specific phases.
Configurations / Data Conversion
DG 2 Colleges are beginning to work in Data Conversion Cycle #3. The new standard Chart of Accounts has been configured and vetted with system-wide finance groups. FLCs will need to take ownership of the new Chart of Accounts.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG 2 and DG 3 colleges ready for deployment. Kickoff for DG3 is scheduled for January 28, 2019.
Project Staffing
Staffing is okay at this time. Overlap of DG 2 and DG 3 may require additional resources.
Technical Environment
SBCTC continues to monitor system performance; there have been no outages since early September 2018 and then early January 2019
Paul: Cover any items not already discussed.
LEGEND
GREEN
YELLOW
RED
Risk Description
Low risks may be encountered.
NO immediate action needed
Moderate risks may be encountered. Serious deficiency and action item recommended.
High risks may be encountered.
Needs to be escalated and can impact project effort or cost.

17. Budget Status – as of Jan. 31, 2019

18. Ctclink budget review
From Dec. 1, 2017 WACTC minutes: ctcLink Investment Plan funding
It was moved and seconded that WACTC approve to fund the updated ctcLink Investment Plan, including the 10 percent contingency fund, through:
Use of funds provided by the State Board to address the fiscal year 2019 cash flow issue.
Increasing the funds sent to the State Board for the project by 1 percent of operating fees for fiscal years 2020, 2021, 2022, for a total of 4 percent during that time period.
Decreasing the rate to 3 percent of operating fees for fiscal year 2023 and to 1 percent of operating fees in fiscal year through fiscal year 2028.
WACTC further moved and seconded that the State Board bill districts for the additional 1 percent, allowing colleges to locally determine how to pay the additional amount. 
Voting: Yes No - 2 Absent - 3 MOTION PASSED

19. Deployment Group 2 Self-Reported Status – Jan. 21 to Feb. 1, 2019
Clark College G
Accomplished this period
Completed 100% of Change Action Plans
Presented information to Pillar 2 of guided pathways about the functionality of advising, academic progress, and MyPlanner
Scheduled Validation sessions for February and working on training materials
Continued work on communication plan
Planned for next period
Finalize Communication Plan
Assign people and timelines to Change action work plan
SBCTC Agency G
Accomplished this period
SBCTC Agency January homework completed
Change Impact Analysis and Planning underway with over 10 business processes completed.
FIN and Payroll UAT effort completed
Executive Sponsor approved design of 2019 plan
Planned for next period
Complete HCM UAT Homework, Feb. 15, 2019
SBCTC Working Group charter to be revised based on 2019 plan, new estimated completion date, Feb. 15, 2019
Complete adding detail to the 2019 plan for deputy executive director review, Feb. 15, 2019
Additional ADKAR training to be scheduled by Feb. 15, 2019
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts – kickoff meeting (OCM), and department ID mapping exercise, 80% complete.
CCS budget/finance team near completion with finalizing new dept IDs and programs.
Planned for next period
Security Role Redesign:
Waiting for Finance Matrix with Business Processes added. Due end of January.
Matt Connelly to develop process/plan and schedule for completing this work.
Chart of Accounts Redesign:
CCS finalize new CoA structure
CCS complete mapping remaining 20% of existing Dept IDs
Work on Organizational Change Management Plan
Confirm SBCTC tasks vs. college tasks
Start building schedule/timeline with SBCTC
*If status is yellow or red, describe why.
Remediation Conditions in progress. SBCTC making progress, but “RED” until UATs scheduled.
FY 16, 17 & 18 closed by SBCTC on 11/30/18. CCS needs to make Journal Entry adjustments for FY 16, 17 & 18 to address $18,000,000 variance. 1/31/19 requested completion date.
CCS nearing completion of defining new Chart of Accounts structure/strategy.
Urgent Security issues with query data access still unresolved. Pending status/update from SBCTC.
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 ctcLink Security redesign activities
Planned for next period
Participate in Conversion Cycle 3 Data Validation as needed
Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings

20. 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
Olympic Pre-Kick-Off meeting – Jan 25, 2019
DG3 Official Kick-Off – Jan. 28, 2019
Colleges taking GDA in preparation of BPFG Sessions

21. Deployment Group 4 Dashboard Reports – Feb. 7, 2019
Gate 1 - DG4 Initiation Phase Completion Summary
Percentage of deliverables completed and tracked in Project Web App (PWA) by each college:
College Orientation & Resourcing
College Project Planning (from templates)
Conduct Initial Data Cleansing
Document Current Legacy Business Processes
Supplemental Systems Analysis
Change Impact Analysis & Action Plan Development
College/District
As of Feb. 7, 2019
Bellevue College
No data
Centralia College
25%
Columbia Basin College
12%
Edmonds Community College
52%
Highline College
35%
Seattle Colleges (3)
47%
Wenatchee Valley College
28%
DG4 Pre-Implementation and General Timeline G

22. Deployment Groups & Timeline

23. College INITIATION engagement schedule
This chart shows when each deployment group (DG) begins its first phase (initiation) and estimated Go-Live date. Dates subject to adjustment.
Activity
DG3 *
DG4
DG5
DG6
Begin Initiation Phase Work
(Identify project manager, create project schedule, begin readiness efforts)
Feb 2018
March 2018
July 2018
March 2019
Start Public Reporting
(status reports, risks & issues)
Dec 2018
Jan 2019
Nov 2019
Gate 1: Implementation Readiness
July 2019
Oct 2019
July 2020
Implementation Phase Begins
Sept 2019
Jan 2020
Sept 2020
Go-Live
Feb 2020
Oct 2020
Feb 2021
Oct 2021

24. Questions?