1. ctcLink Project Update ctcLink Steering Committee
January 15, 2019
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
Christy
2. 
Approval of Minutes
3 Minutes
Choi 3.
DG3 Activities
Gate 1 – Initiation Phase/Peer Review - Decision
Alternate College Discussion - Decision
30 Minutes
4. 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
5. 
Governance Update (cELC)
10 Minutes 6.
Other Discussion Items
Charter Discussion / Membership
Christy/Choi 7.
Next Meeting Items & Adjourn
5 Minutes
Janelle

3. Ctclink Minutes – Approval
December 18, 2018

4. DG3 Activities Gate 1 – Initiation Phase/Peer Review - Decision
Alternate College Discussion - Decision

5. Quality gate 1 initiation phase
Deployment Group 3 (DG3) peer review sessions were held Dec. 3-4, 2018 at SBCTC to assess required Initiation Phase deliverables.
Peer review process and ctcLink governance evaluates each college’s readiness to enter a deployment group
DG3 Project Managers (PMs) from Cascadia, Lower Columbia, Olympic, Peninsula, and Pierce each presented and discussed how their college created its plans, budgets, business process maps, and other deliverables.

6. PEER REVIEW OUTCOMES & LESSONS
Peer review sessions and rubric-based evaluation process were successful and allowed for in-depth discussions, feedback and enhanced the DG3 PM cohort’s synergy.
DG3 Initiation Phase deliverables were determined to be ready for Steering Committee consideration for the Implementation Phase.
Lessons Learned
It is critical PMs thoroughly know and use the Initiation Phase project schedule.
Deliverables, even if considered complete, will continue to evolve during subsequent project phases.

7. Ctclink methodology & quality MILESTONES
Criteria for college entrance into deployment group is evaluated by ctcLink governance and peer review process.

8. Deployment Group 3: Gate 1 Initiation Phase Progress - as of Jan
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget S
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
S: Submitted, final deliverable posted to cDR

9. Initiation Phase SUMMARY
Summarized scoring chart based on peer review conducted by three project managers. Peninsula College refrained from scoring deliverables. See rubric tally sheets for details.
Deliverable
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Project Charter +   
Allocated Resource Plan & Budget *
College Project Execution Plans
Legacy Business Process Mapping  +
Change Impact Assessment ̶  ̶
Supplemental Systems Assessment
 *
ctcLink Project Management Office Comments
Mitigating challenges with some leadership buy-in
Starting Change Impact Analysis
Continual development of training plan
Focus on Change Impact Assessment and begin Change Impact Analysis vs business process mapping
Starting Change impact analysis
LEGEND
 Met all criteria
+ Additional support needed
 ̶ Not received or deliverable did not meet criteria
* See consolidated rubric for comments

10. DG3 Additional or Alternate College
Background
Following the Peer Review process as well as the initial kick off meetings, Edmonds was approached to see if they would be interested in a role on DG3 if another college was to decide to move to a later deployment.
Consideration/Ask
Discuss the positive as well as negative in adding an additional college at this time.
Discuss perspective from Edmonds, ctcLink PMO, and DG3 colleges feedback.

11. Edmonds CC as DG3 Backup - Analysis
Benefits/Risk Reduction for Project Overall
Pros for Edmonds Community College
Geographic proximity to other DG3 Cohort members will support collaboration
DG3 cohort: we are geographically close to Cascadia, Olympic and we can help each other. Working with Pierce (good plan for GP/Starfish). Lower Columbia, Peninsula and Pierce were Wave1. They have done a lot of the work and can help the group from that experience. We also think we can help DG3 be successful.
Potentially reduce number of DG4 colleges
Six schools in DG3 vs. nine in DG4. Edmonds doing project tasks along with DG3 will help later if Edmonds goes live at same time as DG4. We can be a bridge school.
Edmonds will mitigate Payroll risks involving Bellevue
Payroll proof of concept with Bellevue. Edmonds ready to bring Payroll in-house as needed to mitigate any risks here.
Edmonds has committed project resources and the capacity to help other colleges if needed
Edmonds wants to continue to be in a leadership position and help other schools. It is critical that DG3 is successful. Edmonds has taken a leadership role and demonstrated commitment to success of the Project as a whole and can bring that to DG3 (and beyond).
Edmonds has been working on getting ready for a long time
The work we have done on readiness and engagement will pay off sooner; people are more willing to change when there is a sense of urgency. The longer the delay, the harder to get/keep the commitment.
Common Process investment that benefits the entire system
Investment in common process and learning about the new system and processes will not be lost (which will happen the longer we wait)
Edmonds leadership was already committed to DG3 early on
We voted to be part of DG3 from the beginning because we feel we are ready.
Project budget in place / approved
We have an adequate budget to do this project.
Resources are engaged and ready to go
We have the needed project resources in place and committed, along with a strong project Steering Committee and supportive leadership

12. Edmonds CC in DG3 – PMO/PM review
Question
Recommendation/Vote
DG3 PMs
Do the DG3 College PMs approve making a recommendation to the Steering Committee to add Edmonds to DG3?
No – 3 (Pierce, LCC, Peninsula)
*LCC – Not until “alternate” is defined
Yes – 2 (Olympic, Cascadia-follow up call) –
*OC - Will add value and expertise to DG *CC - EdCC will need to go through DG3 Peer Review process and Pre-Kick off prior to DG3 Kick-Off
*Discussion/concern regarding “alternate” definition. If DG3 is ready and Edmonds is ready, what happens?
*Concerns re resource strain on project team
ctcLink PMO
Weighing the risks and opportunities, does the ctcLink PMO recommend adding Edmonds to DG3?
PROS
Reduce DG4 size (9 to 8)
PM/OCM expertise added to cohort
EdCC Leadership ready and committed resources for success
Edmonds Initiation Phase readiness
CONS
Resource strain on project staff
Bellevue does EdCC payroll
Lack of visibility into SME readiness, past and current OCM activities

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

14. 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

15. ctcLink Replacement Solutions – Status as of December 2018
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
Solution presented to Governance for approval in January
10/15/18
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
Physical Inventory (Asset Tracking)
Vendor Solutions being evaluated
New PeopleSoft functionality that will provide integration for asset tracking scanners directly with ctcLink
5/21/18
Delayed to evaluate new functionality in PeopleSoft

16. Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019Y
Program is on track and making expected progress
Key activities for UAT testing and training are behind schedule
Scope
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 G
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 Construct Phase, focused on Local Configuration, Conversion activities and Project Team Functional and Technical Unit Testing. DG2 Go-Live is scheduled for October DG3 is engaged in peer review and pre-kickoff activities, with an official DG3 Kick-off scheduled for January 28, DG4 will begin tracking Initiation Phase activities in January.
Remediation work continues to be a priority, working in parallel with the Deployment activities. Following vendor demos in December, the Continuing Education workgroup expects a recommendation for ctcLink governance in January. The OAA workgroup reviewed online admission solutions in use at other colleges and is developing a short list of solutions for further evaluation.
Remediation
Status
Campus Solutions
13 of 45 remain open
Closed Tab – 2 of 13 remain open
Financial Management
14 of 39 remain open
Closed Tab – 1 of 35 remain open
Human Capital Management
9 of 25 remain open
Closed Tab – 0 of 7 remain open
Faculty Workload
Package 2 postponed due to calculations issues discovered during testing, work in progress to resolve.
DRS Redistribution
Waiting on approval of formula from SBCTC and then can complete the development.
Absence Management
ERP Support SIT and then college UAT
Security Audit Controls
Incorporated into Security Redesign
Student Billing
Budget Planning Solution
Sub-committee begins Jan 2019 to review, finalize requirements
Online Admissions Solution
OAA workgroup reviewing other OAA options. Discussions and demos with OAA preferred college solutions.
Continuing Education Solution
RFP closed, proposals evaluated, vendor demos completed. Recommendation by work group to Governance pending.
Risks
Mitigating Actions H
First large deployment DG3 and repeatable approach.
This will be the largest deployment group for our project to engage with and manage. We plan to monitor our approach so that it is repeatable for future deployment groups.
Security Re-Design – delayed from vendor, expected in February or March 2019.
A Security Framework will be built to allow for College understanding and application of the PeopleSoft Security. Colleges will need adequate time to review, assign users to roles and test their user security roles. M
OCM: Business Transformation – most critical for Finance department is user adoption of the new Chart of Accounts (COA).
In November 2018, the FIN Team has developed and provided Finance SMEs (specially for Tacoma CC and Spokane District) with documentation and workshops regarding the new Chart of Accounts re-design. This information is instrumental in helping SMEs adopt the new Chart of Accounts and its associated business processes.
LEGEND: Critical High Moderate Low C H M L
LEGEND: High Medium Low
Issues LEGEND: High Medium Low
Status Update 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 have training vendors to help address the delay in the buildout of training content in preparations of training delivery for DG2 colleges and SBCTC. M
ctcLink User Acceptance Testing (UAT) Framework – The UAT framework is behind schedule due to formalizing the approach for college use and organizational change management adoption
The UAT testing framework is being finalized and test scripts and supporting documentation for UAT is being developed for DG2 colleges and SBCTC. H M L 16

17. Community Colleges of Spokane Tacoma Community College
Deployment Group 2 Self-Reported Status – Dec. 24, 2018 to Jan. 4, 2019
Clark College G
Accomplished this period
Over 49,000 records validated (the bulk being the General Ledger) in 40 validation files. This work involved 46 staff.
Provided Data Validation Lessons Learned to Christy Campbell.
Reached out to faculty about a communication plan.
Christy Campbell met with Steering Team to discuss updates to the project.
Planned for next period
Continue meetings to complete Change Action Plans
Change action plans into a work plan document.
Update Communication Plan
Planned, but not completed
Update communication plan
Change actions plans – postponed meeting to work on data validation
*If status is yellow or red, describe why.
SBCTC Agency G
Accomplished this period
SBCTC Agency Data Cleansing complete, Jan. 3, 2019
SBCTC Work Group co-developed the agency Change Impact Analysis and Planning spreadsheet, Jan. 2, 2019
SBCTC Work Group sub-team (3 members, including HR, completed first business process review from current state to future state noting changes and planned actions Jan. 2, 2019)
Planned for next period
Complete UAT Homework, estimated completion date Jan.4, 2019
SBCTC Work Group charter to be revised based on 2019 plan
Additional ADKAR training to be scheduled by 1/18/19
Planned, but not completed
Meet to discuss how SBCTC contracts will go into ctcLink and how different departments might do different parts of the work
Community Colleges of Spokane R
No activities reported for this period.
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 Data Validation
P-Card BPFG Sessions
Chart of Accounts Redesign Session Kickoff
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
Planned, but not completed
*If status is yellow or red, describe why.

18. Deployment Group 2 – DG2

19. 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 College Pre-Kick-Off meeting – Jan. 25, 2019
DG3 Official Kick-Off – Jan. 28, 2019, 2 –3:30 p.m.

20. 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

21. Budget Status – as of December 31, 2018

22. ctcLink Quality Assurance Scorecard
Moran Technology Consulting | November 2018
Overall: Y
ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018
RISK STATUS
PROJECT AREA
DESCRIPTION/NOTES G
SBCTC/Governance
Governance framework continues to work as expected.
Program Management
Project Management Office (PMO) is fully staffed. Morale good. Y
Phase Scope
QA concerned about implementation schedules for replacement solutions. Will know more once solutions are selected.
Schedule Status
QA concerns re: overlap of schedules and resource constraints.
Testing
New automated testing software will add value/benefit, but requires resources up front.
Training
Development behind schedule. PMO is taking appropriate actions to recover the schedule.
Configurations/Data Conversion
The new standard Chart of Accounts has been configured and vetted with system-wide finance groups.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG2 and DG3 colleges ready for deployment.
Project Staffing
Staffing is good. Overlap of Deployment Groups 2 and 3 may require additional resources.
Technical Environment
SBCTC continues to monitor system performance but there have been no outages since early September 2018.
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.

23. WA State Office of the Chief Information Officer (OCIO) Oversight
Overall: Y
WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight
OCIO’s Conditions to new ctcLink Investment Plan Approval
Status G 1
Project must remain in-line with SBCTC and OCIO policies
Complete 2
QA (Moran) to report to ctcLink executive sponsor and State CIO 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 3 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
Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018.

24. 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

25. Questions?

26. 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.

27. 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

28. 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

29. 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)

30. 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).