1. Overall Timeline (All Deployments)
Project Status – March 4 to 15, Revised slides 2, 3, 11, 3/26/2019
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 mitigations in place to reduce risk to delivery
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
New Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding
Executive Summary
The project is tracking per schedule and under budget. Review and definition of scope for each deployment continues due to the rework of key solutions.
Each Deployment Group (DG) is now engaged in the project at some level.
DG2 is in the Construct Phase. The ctcLink project team completed the Functional Testing phase in preparation for System Integration Testing (SIT). DG 3 is in the Structure Phase, focused on Business Process Fit/Gap sessions (BPFG) through May. DG4 is in the Initiation Phase and has begun public status reporting on the Initiation Phase activities and deliverables. DG5 is also in the Initiation Phase, with project managers getting trained soon on the public status reporting process and DG6 is close behind to begin those activities.
Contract negotiations are in progress for the new Continuing Education solution and the Online Admissions Application (OAA) work group is actively pursuing an OAA replacement.  The Budget Planning work group is reconvening to start the review and finalization of business and technical requirements.
Overall Status Summary per Deployment Group
DG#
Status
Comments
DG2 Y
Training content development and UAT framework are behind and mitigations in place to reduce risk to delivery
DG3 G
College resources have been engaged in GDA Courses and BPFG Workshops. PMs have started reporting their college status
DG4
DG4 status reporting has begun with the ctcLink Initiation Phase
OCM Readiness Roadshow successful college visits
Overall Timeline (All Deployments)

2. Top Risks Reported – as of March 1, 2019
LEGEND: Critical High Moderate Low C H L M
Risk Level
Risk Description
Mitigating Actions
Submitted by (name, org/college), Deployment Group & Date
Risk Owner (s) H
Chart of Accounts (CoA) – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group (DG) 2 timeline.
Update: FIN team will build out a MS Project Plan for CoA and distribute to the colleges. CCS also hired resources to help out staff to free them up to focus and work on CoA.
*Refer to CoA milestones tracking in this report.
Emmett Folk, ctcLink PM for FIN & HCM Team
DG2 Impacted, Risk Date: 10/12/2018
Emmett Folk
ctcLink Technical – Third-party integration retrofits for products released and managed by ERP Support and Application Services
Update: CyberSource, Highpoint and Clean Address: retrofit and unit testing complete. Nelnet and 25 Live in review status. Schedule for FIT testing are in progress.
Tara Keen, ctcLink Assistant Project Director
DG2 Impacted, Risk Date: 1/8/2019
Tara Keen, Chandan Goel, Sandy Main
Testing – Functional testing may not be completed by the due date in the project schedule.
Scheduled to be completed by 2/19/19. Functional analysts have many overlapping tasks that they are working on.
Update: Risk was closed, deadline was met.
Tami Whitney, Test Manager
D2 Impacted, Risk Date: 1/23/2019
Tara Keen, Serena Hansen
Top Issues Reported – as of March 1, 2019
LEGEND: High Moderate Low H L M
Issue Level
Issue Description
Status Update
Submitted by (name, org/college), Deployment Group & Date
Issue Owner (s) H
ctcLink Training - The development of the Training content is behind schedule due to the alignment of the training team and new approach to Training delivery.
The training scope content is being defined and we are currently working with a vendor to help address the delay in the buildout of training content in preparations of training delivery for DG2 colleges and SBCTC.
Dani Bundy, ctcLink OCM & Training Manager
DG2 Impacted, Tied to Risk Date:11/9/2018 and Issue Date:12/19/2018
Dennis Colgan
ctcLink SF (Student Financials) – Extract Logic for conversion needs to be reviewed for Cycle 3.
Update: SF Conversion extract logic has been modified to resolve the negative number issue encountered during Cycle #3. The number of errors have been significantly reduced.
John Henry Whatley, ctcLink PM for CS Team
DG2 Impacted, Issue Date:11/12/2018
Chandan Goel 2

3. Y ctcLink Quality Assurance Scorecard Overall Status
Moran Technology Consulting Report: February 2019
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. On 2/28 Steering Committee approved moving two colleges from DG 4 to later deployment groups.
Project 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. Impacts to scope and schedule for DG2 and DG3 will be more defined once solutions are selected.
Schedule Status
DG2/DG3/DG4 schedules and resource constraints now directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to tasks. R
Training
This work stream is red, but is trending yellow. PMO taking appropriate actions (reallocating leadership and working with vendor on development support) to recover the schedule.
Testing
This work stream is yellow, but is now trending green due to changes made by the PMO. DG2 Testing work stream relies heavily on availability and expertise of functional project staff.
Configurations / Data Conversion
DG2 colleges have completed Cycle 3. Cycle 4 planning and technical preparation are in progress. Chart of Accounts has been configured. FirstLink colleges (FLCs) need to take ownership over their data management.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG2 and DG3 colleges ready for deployment. DG4 preliminary activities have started and remaining Common Process Workshops (CPWs) are scheduled for completion by August 2019.
Project Staffing
Staffing is adequate at this time, contract scope has been extended for all 3 pillars. Overlap of DG2, DG3 and DG4 may require additional resources.
Technical Environment
A number of recent problems with the environments have surfaced that impact the DG2 project schedule and are currently being addressed.
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.

4. WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight as of March 2019
Overall Status Y
WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight
OCIO Conditions to new ctcLink Investment Plan Approval
Status G 1
Project must remain in line with SBCTC and OCIO policies
Ongoing 2
QA (Moran) to report to ctcLink executive sponsor and State CIO
Complete 3
Follow pre-determined OFM funding gates and approvals 4
Monthly status reporting 5
Continue reporting on Remediation items in Integrated Work Plan Y 6
OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
In Progress 7
OCIO must be notified prior to use of contingency funds
N/A 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live
Planned as Activities in Project Work Plans 9
Process and timeline for filling the SBCTC CIO position by 1/31/2018
ctcLink Technology Pool Status and Gate #
Status G --
Pre-IT Pool Implementation, Stability & Remediation
Approved 1
Planning & Remediation
1/1/2018 2
DG2 – Initiation & Structure Phase 3
DG2 – Construct Phase
DG3 – Initiation & Structure Phase
In Progress
1/1/2019 4
DG2 – Transition & Deploy Phase
DG3 – Construct Phase
DG4 – Initiation & Structure Phase
Future
7/1/2019 5
DG3 – Transition & Deploy Phase
DG4 – Construct Phase
DG5 – Initiation & Structure Phase
1/1/2020 6
DG4 – Transition & Deploy Phase
DG5 – Construct Phase
DG6 – Initiation & Structure Phase
7/1/2020 7
DG5 – Transition & Deploy Phase
DG6 – Construct Phase
1/1/2021 8
DG6 – Transition & Deploy Phase
7/1/2021 9
Contingency Deployment
N/A
1/1/2022
Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018.

5. Budget Status – as of Feb. 28, 2019

6. Pillar Status – March 4 to 15, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
DG3 BPFG Sessions for CS Core, SF and FA
DG2 Cycle 3 Data Validation Handoff
SF CPW - Cashiering
Begin DG3 FIT
Begin DG2 SIT
Begin DG2 Cycle 4 Crosswalk activities
Complete DG2 Cycle 3 Data Validation
Third-Party Retrofit Testing
DG3 BPFG Assignment Follow Ups (WebEx)
DG2 Fluid Navigation Collection Development
Continue OAA Quick Win development
Continue work on SAP Modification
Continue work on SF Third-Party Billing/Invoice
Continue UAT material planning/build
Review of Training materials
Interviews held – CS Core vacant position
Alliance Conference
Planned for next period
Hold CS Core, SF and FA DG3 BPFG Sessions
DG2 SAP Conversion (Clark)
DG2 Cycle #4 crosswalks
Continue SAP CPW modification work
Complete SF remediation item (Third-Party Billing)
Continued Dual Processing testing
Planned, but not completed
Clark SF Conversion
Clark SAP Conversion
Human Capital Management G
Accomplished this period
Held DG3 BPFG Sessions for HR Core Business Process Review and HR Core Configuration Workshop
Held DG3 BPFG Session for Faculty Workload Business Process Review
Held DG3 BPFG Session for Absence Management Business Process Review
Began DG2 SIT Test Execution
Continued DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 Conversion Cycle 4 Configuration Updates in Gold Environment
Hold DG3 BPFG Session for Payroll Business Process Review
Hold DG3 BPFG Session for Talent Acquisition Management Business Process Review
Complete DG3 Functional Test Scope Updates
Continue DG3 BPFG Material Build
Complete DG2 UAT diagram/scenario updates
Continue DG2 UAT supporting content build
Continue review of DG2 Training content structure and materials
Financial Services G
Accomplished this period
Completed DG2 Conversion Cycle 4 Crosswalk Updates
Held DG3 BPFG Session for Purchasing Business Process Review
Held DG3 BPFG Accounts Payable Business Process Review
Began DG2 SIT Test Execution
Continued DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 Conversion Cycle 4 Configuration Updates in Gold Environment
Hold DG3 BPFG Session for T&E Business Process Review
Hold DG3 BPFG Session for Grants/Contracts/Project Costing Business Process Review
Hold DG3 BPFG Session for Billing Business Process Review
Hold DG3 BPFG Session for AR Business Process Review
Hold DG3 BPFG Session for Treasury Business Process Review
Pillar Status – as of 6/8/2018

7. Workstream Status – March 4 to 15, 2019
Communications G
Accomplished this period
Prepared ctcLink Roles Alignment executive summary for ctcLink Executive Committee
Prepared draft, finalized GDA follow-up survey tool and created cover communication to send
Communications templates and activities planning with OCM subgroup
Working Group meeting prep and support
Planned for next period
DG4 check-in follow-up communications
Draft internal ctcLink team survey
Technical G
CONVERSION
Accomplished this period
DG2: Successfully migrated Tech PS objects to Conversion environment.
DG2: Successfully re-executed Course Catalog conversion after issue resolution.
DG3: Cycle 1 Successfully moved all configurations to date into the Conversion environment.
Planned for next period
DG2: Prepare to establish Course Catalog in Production. – In Progress.
DG3: Cycle 1 Conversion Activités.
DEVELOPMENT
FWL Package2 deployed to PROD.
Retrofit work for True-up the SVL to PROD complete
Development complete for OAA Quick-Win changes
Retrofit work for Nelnet
R-258 Transcript modification
ENVIRONMENTS
People Tools patch apply to all project environments except FNC.
Completed Load testing questionnaire
Completed TRA/TRB/TRC Environment builds
People Tools patch
STAT project Initiation
Testing Y
Accomplished this period
Built SIT test plan by sprint in OTM
Built initial DG3 functional test plan in OTM
Began system integration testing
Planned for next period
Continue completing data requests to support the PETA (PeopleSoft Enterprise Test Automation) implementation
Continue to build UAT materials
Planned, but not completed
Update test plan
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing.
Training Y
Accomplished this period
Worked with vendor on Finance training deliverables
Completed 19 FIN overview scripts – currently at 46 % complete for script development
Created UAT course and defined deliverables per trainer
On boarded 2 new resources for HCM Pillar
Planned for next period
Continue to work on Pre-UAT training materials
Continue work with Angela and Kaci to build custom list in SharePoint
Planned, but not completed
Build of Training content activities
*If status is yellow or red, describe why.
Large amount of materials needed with upcoming timelines.
Organizational Change Management G
Accomplished this period
Completed College Relations and OCM Check in’s with DG4 colleges
Continued work facilitating BPFG sessions, logistics, registration sheets, webex sessions, etc.
Created and sent GDA Survey for DG3 participants
Planned for next period
Continue to work with CPW Facilitators and Functional Teams to determine scope for upcoming sessions
Continued planning for Guided Pathways Requirements Gathering Workshops

8. Deployment Group 2 Timeline (High Level Phases)

9. Deployment Group 2 Self-Reported Status – March 4 to 15, 2019
Clark College G
Accomplished this period
Winter quarter meetings held – Economic and Community Development, and Instructional Council
Cycle 3 Data Validation completed. Created a number of queries to assist with 100% validation.
Executive Sponsor second to campus
Reviewed plan with IT-Services for all work in their area.
Clark training courses needed – list together
Planned for next period
Continue to assign people and timelines to Change action work plan
UAT testers being assigned
SBCTC Agency Y
Accomplished this period
ADKAR Change Management Overview #2 completed March 8
Completion of approximately 80% of Data Validation for Cycle #3 March 15 – Cleared to begin Cycle #4
Cycle 4 Homework completed March 15
Planned for next period
Planning an “Awareness” Overview for the agency – working with project team ECD March 18
Conversion Cycle #4 Data Validation preparation ECD 3/29
Planned, but not completed
Planning additional opportunities for agency employees to view / learn more about ctcLink prior to training
Looking for ways to gain efficiencies in next Data Validation cycle
*If status is yellow or red, describe why.
SBCTC completed approximately 80% for Cycle #3 Data Validation. Standing down on DV3 was fundamentally because data for DV4 will be similar or identical to DV3 due to many factors.
Agreement made with Emmett Folk, Project Manager, to use remaining time prior to Cycle #4 Data Validation to be well prepared and caught up with daily work to engage in DV4.
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts – Budget/Fin team handed off initial draft 99% complete to SBCTC on March 15. Matt C requested weekly status meetings with Emmett Folk.
Configuration, reviews and testing now through May 2.
Planned for next period
Security Role Redesign
Waiting on documents from SBCTC
Chart of Accounts Redesign
College will start reviewing and testing new configurations
Need to build/confirm list of all areas impacted by new department IDs and programs
College ctcLink Roles – working on building out plan and responsibilities to support these college ctcLink roles.
*If status is yellow or red, describe why.
Remediation Conditions. CCS does not have a single point of contact for Remediation Conditions and I am referred to numerous SBCTC folks depending on the state of the fix.
FY 16, 17, & 18. CCS still has to reconcile all accounts.
Urgent Security issues with sensitive financial and employee query data access available across all FLCs.
CCS CoA on track, but tight schedule.
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
Participated in Chart of Accounts meetings.
Received Chart of Accounts adoption schedule.
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
Local SME participate in CE negotiations
Local SME attend Chart of Accounts meetings

10. Deployment Group 3 Self-Reported Status – March 4 to 15, 2019
Cascadia College G
Accomplished this period
Pillars finalizing all GDA canvas courses for BPFG attendance
Attended all BPFG sessions to date
Completed all Pillar BPFG homework assignments due this period
Planned for next period
Newly identified BPFG attendees to complete GDA courses
Continue scheduling BPFG’s and complete homework
Planned, but not completed
Did not submit Cascadia College Role membership for “Go-Live Team” members to SBCTC. Will submit following receipt of Go-Live Team responsibility description from SBCTC.
Pierce College District G
Accomplished this period
SMEs attended/participated in BPFG sessions (all Pillars).
Created process for managing and tracking homework.
SMEs completed homework from BPFG sessions (all Pillars).
SMEs completed GDA courses (all Pillars).
Continued work with Communications Team on updating communications for internal and external stakeholders.
Planned for next period
SMEs continue GDA course completion.
SMEs attend/participate in BPFG sessions in person and via WebEx.
SMEs complete homework assignments.
Continue working on communications plan and activities.
Planned, but not completed
Complete additional Change Impact Analyses (CIAs).
Review applicants for project positions.
Review and update internal Training Plan with college Training Team.
Peninsula College G
Accomplished this period
Continued to participate in BPFG sessions.
Submitted BPFG homework assignments per BPFG session requirements.
Planned for next period
SMEs continue to participate in BPFG Sessions.
Continue to coordinate and submit BPFG homework assignments
Participate in discussion to resolve conflict among Guided Pathways initiative in Spokane and scheduled BPFG sessions.
Continue conversation regarding Go Live date.
Olympic College G
Accomplished this period
Attended BPFGs in all pillars
Worked BPFG Homework
Completed 2 Change impact Analysis Workshops
Continued Data Cleansing
Planned for next period
Homework
Data Cleansing
Planned, but not completed
Job Position Homework
Lower Columbia College G
Accomplished this period
Work with Alignment Team to complete current BPFG sessions and homework
Complete onboarding critical staff through PS fundamentals
Work with staff to assemble training requirements and logistics for project team
Hosted Several BPFG sessions on campus.
Planned for next period
Continue SME participation in all GDA and BPFG sessions as needed. This includes completion of CIA work as an outcome of BPFG.
Continue on campus messaging and communication about ctcLink

11. Deployment Group 4 Dashboard Reports – March 4 to 15, 2019
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
College/District
As of March 15, 2019
Centralia College
29%
Edmonds Community College
57%
Highline College
45%
Seattle Colleges (3)
47%
Wenatchee Valley College
40%
DG4 Pre-Implementation and General Timeline G

12. ctcLink Remediation Status Reports – March 4 to 15, 2019
Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
TBD
Financial Management
14 of 39 remain open
Human Capital Management
9 of 25 remain open
Faculty Workload
Package 2 Testing.
Complete
DRS Redistribution
Development in Progress
March 2019
Absence Management
College UAT
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/-Party Billing
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
Governance
DG2
Continuing Education
Vendor Negotiations
DG3
Chart of Accounts
Due Date
Status
FirstLink Adoption / OCM Workshops
Jan. 31, 2019
Complete
Establish New CoA Development Environment
Jan. 31, 2019
New Departments/Programs and old department mapping from CCS
Feb. 15, 2019
Configuration Complete / Functional Unit Testing
Feb. 28, 2019
System Integration Testing / Parallel Close
April 12, 2019
Not Started
Complete College Configuration Review Sessions
COA Training
April 22, 2019
Configure Remaining CoA Related Updates in the CoA Development Environment
April 30, 2019
User Acceptance Testing
May 1, 2019
Readiness Gate / Go-No Go Decision
June 1, 2019
Production Cutover
July 1, 2019
Community Colleges of Spokane R
Remediation Items progress this period
Security Audit Controls – Urgent Security Issues not addressed; request sent 12/13/18.
Absence Management (PT & Adjunct)
Requesting confirmation that all components for this fix has been checked into Production. Pending response.
Faculty Workload PKG 2
Incomplete release just prior to Spring contracts being done. New uncommunicated and unacceptable approval workflow released.
Accurate Reporting for DRS & PEBB
Scope of original DRS remediation item has grown, but not communicated to CCS leadership. TBD
Student Billing – Pending UAT and Implementation. Pending status.
Third-Party billing – Pending UAT and Implementation. Pending status.
FY Close – see previous slide.
*If status is yellow or red, describe why.
Remediation Conditions making recent progress, but waiting for successful UAT’s and implementation.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist

13. Other ctcLink Project Activities – Status as of March 15, 2019
New Solution
Status
RFP Publish
Solution Decision
Continuing Education
RFP was developed and approved by Governance
RFP proposals due November 15, 2018
3 Vendors responded and subgroup is evaluating solution
Governance approved procurement and decision of Vendor
Vendor has been contacted to begin Negotiations to Contract.
10/15/2018
In Negotiations
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 on 2/12/2019
Work Group to Review feedback from College discussions to provide recommendation to Governance.
TBD
January 2019
February 2019
March 2019
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution
If needed, develop RFP
Physical Inventory (Asset Tracking)
Vendor Solutions being evaluated
Evaluate new PS Functionality that will provide integration for asset tracking scanners directly with ctcLink
5/21/2018
DG3 (February 2020)
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Identify accessibility vendor to assist with testing of ctcLink
RFP is required
Develop RFP
DG2 (October 2019)