1. ctcLink Project Update ctcLink Steering Committee
February 26, 2019
Choi Halladay - ctcLink Steering Committee Chair, Pierce College District Vice President for Administrative Services
Christy Campbell – SBCTC ctcLink Project Director

2. agenda Item Description Duration Facilitator 1. Welcome 2 Minutes
1. 
Welcome
2 Minutes
Christy
2. 
Approval of Minutes
Choi
3. 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
30 Minutes
4. 
January QA Report - Moran
10 Minutes
Paul 5 
College-Requested Alignment Changes to Deployment Groups
Action Item: Discussion & Approval
6. 
College ctcLink Roles/Responsibilities Alignment Document
Action Item: Discussion on Messaging to WACTC & Approval
15 Minutes
Christy/Dani
7. 
ctcLink Training Approach
Dani
8. 
Action Items Review and Agenda Items for Future Meeting
Online Admissions Application Solution
Security Redesign Approval
Propose Forming Subgroup for Steering Committee Charter/Membership
Christy/Janelle
9. 
Meeting Closure
1 Minute

3. Ctclink Minutes – Approval
February 12, 2019

4. Ctclink program status
Remediation
Deployment Group 2
Deployment Group 3
Deployment Group 4
Deployment Groups 5 & 6

5. ctcLink Remediation Status Reports – Feb. 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.
March 2019
DRS Redistribution
Development in Progress
Absence Management
College UAT
Feb. 28, 2019
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/Third-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
In Progress
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 Y
Accomplished this period
Closing Fiscal Years - CCS needs to reconcile accounts for FY 16, 17, & 18 by 3/31/2019.
Security role redesign – pending updated Security Role Matrix spreadsheets from SBCTC and Security Role matrix to assist colleges with mapping exercise.
Absence management (adjunct & part time faculty). Testing complete. UAT scheduled for week of 2/21/2019
DRS & PEBB – In test, pending UAT to be scheduled.
Faculty Workload Improvements. In test. UAT targeting third week of March. Delayed a few days. Need by March 1 for Spring contracts.
Student third-party billing – Student Billing in test, pending UAT. Third-party billing – dev complete by 2/8. Then into project and SIT testing. UAT TBC.
*If status is yellow or red, describe why.
Remediation Conditions making recent progress, but waiting for successful UAT’s and implementation.
Not all Remediation Conditions have UAT scheduled (DRS & third-party billing).
Impact of delayed UATs/Training overlapping with CoA, Security redesign work, audits, and end-of-year tasks.
Tacoma Community College G
No remediation issues submitted for this time period.

6. Other ctcLink Project Activities – Status as of Feb. 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
Vendor demos scheduled for December 19, 2018
Governance approved procurement and decision of Vendor
Additional approval for Implementation Approach on 2/12/2019
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 on 2/12/2019
If needed, develop RFP
TBD
February 2019
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution
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
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Identify accessibility vendor to assist with testing of ctcLink
RFP is required, Develop RFP
DG2

7. Overall Timeline (All Deployments)
Project Status – Feb. 4 to 15, 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 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 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/Gate 3, focused on Functional Unit Testing of Configuration and delta changes, Data Conversion, and prep for UAT and UAT Training.
Deployment Group 3 colleges are in Structure Phase/Gate 2, focused on Business Process Fit/Gap sessions (BPFG).
Deployment Group 4 is in the Initiation Phase/Gate 1 and has begun public status-reporting on Initiation Phase activities.
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 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
Overall Timeline (All Deployments)

8. Deployment Group 2 Timeline (High Level Phases)
Deployment Group 2 (DG2)
Deployment Group 2 Timeline (High Level Phases) G

9. Deployment Group 2 Self-Reported Status – Feb. 4 to 15, 2019
Clark College G
Accomplished this period
Winter quarter meetings held – Overview of project, accomplishments to date and timelines: IT-Services
Preparing for Cycle 3 Data Validation. Attended Webex sessions, downloaded validation guides, ran all queries and downloaded data. Preparing validation files for lab work next week.
Prepared budget request for to include funding for new positions SBCTC has asked us to have
Planned for next period
Assign people and timelines to Change action work plan
Finalize staff needed for the 5, week-long work sessions with SBCTC
SBCTC Agency G
Accomplished this period
FIN, HR, and Payroll UAT effort completed 2/15/2019
SBCTC Agency 2019 plan completed and in final review – included a meeting with the project team to ensure schedule alignment 2/14/2019
SBCTC Working Team (changed from “Group” to Team) charter revised and in review 2/15/2019
Planned for next period
ADKAR Change Management Overviews to be scheduled, with the first one planned for 2/25/2019
Conversion cycle #3 Data Validation effort continuing through 3/8/2019
Planned, but not completed
SBCTC Agency intranet site in development on StaffNet
Community Colleges of Spokane R
Accomplished this period
Wrapping up initial draft of Chart of Accounts department IDs and programs
Reviewed new Training Approach and responded with feedback and questions
Planned for next period
Security Role Redesign
Waiting for Finance Matrix with Business Processes added. Due end of January. Delayed.
Develop process/plan and schedule for completing this work.
New Training Approach – Continue to look at Training approach and Training Lead role at CCS.
*If status is yellow or red, describe why.
Remediation Conditions in progress. SBCTC making progress. UATs scheduled except for DRS & Third-Party Billing.
FY 16, 17, & 18 Closed by SBCTC on 11/30/2018. CCS still has to reconcile all accounts, including many receivables and payables left to reconcile. CCS targeting 3/31/2019 completion date.
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
Signed staff up for Cashiering CPW
Disseminated info for Mobile BPFG session
Reviewed training approach
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
Submit feedback for training approach
*If status is yellow or red, describe why.

10. Deployment Group 3 Timeline (High Level Phases)
Deployment Group 3 (DG3)
Deployment Group 3 Timeline (High Level Phases) G

11. Deployment Group 3 Self-Reported Status – Feb. 4 to 15, 2019
This is the first bi-weekly status report from the DG3 colleges.
D3 colleges have moved through the Initiation Phase (Gate 1) and are now in the Structure Phase of the implementation cycle.
Cascadia College G
Accomplished this period
Pillars working on completing GDA canvas courses
Pillars cleaning up data error extracts (quarterly and conversion #1)
Attended CS BPFG session for Managing Student Person Information and are working with International Programs to complete homework assignments
Planned for next period
Continue completing GDA courses
Continue scheduling BPFG’s and complete homework
Complete conversion cycle #1 data cleanup assignments
Lower Columbia College G
Accomplished this period
Completed remapping over 100 business processes to VC structure. Total processes remapped are 357 of 534.
Convened Alignment Team and on boarded 37 staff for project activities in the coming months.
Started onboarding critical staff through PS fundamentals
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
Continue to develop forecasting tools to track staff workload and project hours.
Olympic College G
Accomplished this period
Created list of SMEs for BPFGs
Shared SME schedule with Supervisors
Attended Student Person BPFG
Created list of pre-requisites for SMEs/started GDAs
Planned for next period
Attend scheduled BPFGs
Work on GDAs
Start Faculty Change Agent Network
Complete additional CIA Workshops
Register SMEs for BPFGs
Peninsula College G
Accomplished this period
Steering Committee worked to create a BPFG Attendee List for all BPFG sessions
Based on BPFG Attendee List, GDA classes were identified and communication was sent on “How to Get Started”
SME BPFG Session participation was recorded on the SBCTC worksheets
Planned for next period
SMEs continue with GDA courses
SMEs continue to participate in BPFG Sessions
SMEs to coordinate and submit homework assignments from BPFG Sessions
Continue discussions regarding Communications via public website
Pierce College District G
Accomplished this period
Worked with Pillar Leads and Implementation Team to identify SMEs/attendees for BPFG sessions.
Worked with Communications Team on updating communications for internal and external stakeholders.
Registered SMEs for GDA courses and BPFG sessions.
Planned for next period
SMEs continue GDA course completion.
SMEs attend/participate in BPFG sessions.
Planned, but not completed
Onboarding of newly hired project employees.
Change Action Plans

12. Deployment Group 4 Dashboard Reports – Feb. 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 Feb. 15, 2019
Bellevue College
No data
Centralia College
27%
Columbia Basin College
19%
Edmonds Community College
57%
Highline College
35%
Seattle Colleges (3)
47%
Wenatchee Valley College
30%
DG4 Pre-Implementation and General Timeline G

13. 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
Jan 2019 – Feb 2020
(Depends on DG2 Go-Live)
Jan 2020
(Depends on DG3 Go-Live)
Sept 2020
(Depends on DG4 Go-Live)
Go-Live
Feb 2020
Oct 2020
Feb 2021
Oct 2021
Revised 2/20/2019

14. Y ctcLink Quality Assurance Scorecard Overall Status
Moran Technology Consulting Report: January 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.
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 Go-Live date targeted for October 2019; overlap of schedules and resource constraints impacts all deployment groups. Focus on work streams for DG2 while supporting DG3 and DG4 activities (schedule compression and complex allocation of key project resources). R
Training
This work stream is red, but is trending yellow. PMO taking appropriate actions (reallocating resources 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 of functional project staff and the impact of resources with DG2 and DG3 overlap during specific phases.
Configurations / Data Conversion
DG2 colleges are beginning to work in Data Conversion Cycle #3. Assignment of technical lead roles were made by the PMO to improve control over the work stream.
Chart of Accounts has now 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.
Project Staffing
Staffing is okay at this time. Overlap of DG2, DG3 and DG4 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 PETA (Testing Software) was acquired and will require project and support resources.
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.

15. Proposed dg alignment change

16. College ctcLink Roles/Responsibilities Alignment Document
Discussion
Feedback
Next Steps – Present to WACTC

17. Training Approach
Discussion
Approval

18. Other Discussion Items
Future agenda items
Security Redesign approval
Propose subgroup for Steering Committee Charter/Membership
Online Admissions Application solution proposal review
Review action items from today and/or past meetings
Include slides on OAA Quick Wins & OAA workgroup top- scoring replacement solutions
Other

19. Questions?

20. 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

21. Online admissions replacement Review of other top scoring system solutions
College or University
Score
(45 = Highest Possible)
Home Grown
3rd Party Solution
Comparable System Implementation?
Rochester Institute of Technology
34.1 No
Yes: Slate
No, Single instance
Florida International University
32.5
Yes: Oracle Online App
Not Comparable
Florida State College Jacksonville
31.2
Yes
Maricopa CCs
30.8
Comparable
City University NY
29.9
Central Wash. Univ.
29.8
Lone Star College
29.0
No (Texas Common)