1. 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)

2. Top Risks Reported – as of Feb. 15, 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: FirstLink Adoption/OCM Workshops and CoA environment build completed.
Upcoming: Spokane will be updating their Departments and using the Program Chartfield as part of the CoA adoption.
*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
Inclement weather impact on project schedule
February 2019 – we have experienced winter weather that may impact the team’s ability to deliver project activities as scheduled. Example: BPFG schedule considerations for makeup sessions.
ctcLink PMO
DG3 Impacted, Risk Date 02/12/2019
*Similar issue submitted by Scott McKean, Cascadia PM
Serena Hansen, Tara Keen
ctcLink Technical – Third-party integration retrofits for products released and managed by ERP Support and Application Services
Working with ERP Support and Application Services to determine which application interfaces that require retrofit work and the necessary steps to complete for unit and Functional Testing.
Tara Keen, ctcLink Assistant Project Director
DG2 Impacted, Risk Date: 1/8/2019
Tara Keen, Chandan Goel, Sandy Main
Top Issues Reported – as of Feb. 15, 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:11/9/2018and Issue Date:12/19/2018
Dennis Colgan
ctcLink SF (Student Financials) – Extract Logic for conversion needs to be reviewed for Cycle 3.
Data services provided crosswalks to new fee codes, SF functional team have configured the new fee codes, SF conversion will run in a test instance this week.
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: 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.

4. WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight as of February 2019
Overall Status Y
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
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.

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

6. Human Capital Management
Pillar Status – Feb. 4 to 15, 2019
Campus Solutions G
Accomplished this period
Publish DG3 BPFG Canvas courses
Dual Processing Parallel Test approach
DG2 Cycle 3 Data Validation handoff
DG2 Fluid Navigation collection development
Begin OAA Quick Win development
DG3 Manage Student Personal Info Session
Continue work on SAP Modification
Continue work on SF Third-Party Billing/Invoice
Continue UAT material planning/build
Review of Training materials
Planned for next period
Hold CS Core, SF and FA DG3 BPFG Sessions
Provide Legacy Team optional files for DG2 Cycle4 conversion 2/28/2019
Provide Legacy Team optional files for DG3 Cycle1 conversion 2/21/2019
Define SIT Scope
Continue SAP CPW modification work
Complete SF remediation item (Third-Party Billing)
Continued Dual Processing testing
Complete FIT testing
Clark SF Conversion
Complete Local Configuration Guides
Planned, but not completed
Hold interviews for vacant CS Core Functional Analyst
Human Capital Management G
Accomplished this period
Completed preparation and documentation updates for DG2 Conv. Cycle 3
Completed DG2 SIT Scope documentation
Started DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and related content build
Continued DG2 Functional Testing and updating/creating FNC Test scripts
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 Functional Testing and updating/creating FNC Test scripts
Hold DG3 BPFG Sessions for HR Core Business Process Review and HR Core Configuration Workshop
Continue DG3 BPFG Material Build
Continue review of DG2 Training content structure and materials
Continue DG2 UAT diagram/scenario updates and related content build
Continue DG2 configuration build out in FNC environment
Financial Services G
Accomplished this period
Completed preparation and documentation updates for DG2 Conv Cycle 3
Started DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and related content build
Continued DG2 Functional Testing and updating/creating FNC Test scripts
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 SIT Scope Documentation
Complete DG2 Functional Testing and updating/creating FNC Test scripts
Hold DG3 BPFG Sessions for GL Business Process Review and GL Configuration Workshop
Hold DG3 BPFG Sessions for KK Business Process Review and KK Configuration Workshop
Continue DG3 BPFG material build
Continue review of DG2 Training content structure and materials
Continue DG2 UAT diagram/scenario updates and related content build
Continue DG2 configuration build out in FNC environment
Planned, but not completed
Pillar Status – as of 6/8/2018

7. Workstream Status – Feb. 4 to 15, 2019
Communications G
Accomplished this period
Steering Committee meeting materials prep, support and attendance
Edited, formatted team documents: Training Approach, College Roles/Alignment, College SME Definitions
DG4 dashboard review meetings and process
Planned for next period
Begin ctcLink Glossary revision process
Meet to begin Training web pages overhaul
Technical G
CONVERSION
Accomplished this period
DG2 Cycle 3 Conversion activities completed
Successfully moved all tested configurations to date into the Conversion (CTS) environment
Planned for next period
DG2: Prepare to establish Course Catalog in Production
DG3: Cycle 1 Conversion Activities
DEVELOPMENT
Delivered the Third-Party Corporate invoice billing changes (R-192).
Retrofit complete for CyberSource.
Development complete for SE-234 Pay Check Leave Balances.
Retrofit work for HighPoint.
Complete the functional CyberSource retrofit testing.
ENVIRONMENTS
SIT/UAT/SVL Environments built and refreshed from DG2 Cycle 3.
CVL refreshed from CTS.
DG3 environments list finalized and published to Managed services.
Missing OBJECTS issue in FS (Project environments).
STAT project plan discussions.
Testing Y
Accomplished this period
Continued completing data requests to support PETA (PeopleSoft Enterprise Test Automation)
Continued to build UAT framework (to be used by the functional analysts to build UAT materials) in the reference center
Functional analysts performed functional testing
Planned for next period
Continue completing data requests to support the PETA implementation
Get approval of updated UAT test plan in prototype in Oracle Test Manager from project team
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing task completion.
Organizational Change Management G
Accomplished this period
Refined schedule, canvas courses, registration sheets and secured locations for all BPFG sessions for DG3
Finalized the communications Gives and Gets for all project schedules
Received confirmation for College Relations/OCM check-in dates with 5 out of 7 colleges/districts
OCM Manager started transition of duties to take on Training Manager role
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
Continued Planning for the next PM Summit and College Relations/OCM check-in with DG4
Training R
Accomplished this period
Hosted vendor onsite for training definition and clarification of FIN training development and delivery.
Worked with Angela, Kaci and Corinne to build out custom list to manage training inventory in SharePoint
Started transition of duties to new Training Manager
Planned for next period
Continue work with Angela and Kaci to build custom list in SharePoint
New resource onboarding
Planned, but not completed
Finalize training scope
*If status is yellow or red, describe why.
Quantity of needed materials as well as build time.
Potential of missing targeted dates in the Project Schedule.

8. Deployment Group 2 Timeline (High Level Phases)

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 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

11. 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

12. 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.

13. 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