Presentation is loading. Please wait.

Presentation is loading. Please wait.

Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019

Similar presentations


Presentation on theme: "Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019"— Presentation transcript:

1 Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019
Y 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 1

2 Budget Status – as of December 31, 2018

3 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.

4 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.

5 Deployment Group 2 Timeline (High Level Phases)
Overall Timeline (All Deployments)

6 Pillar Status – Dec. 24, 2018 to Jan. 4, 2019 Human Capital Management
Campus Solutions G Accomplished this period Received and loaded Cycle 3 optional files for Clark Scheduled FA CPW for Feb. 6-8 at North Seattle College Filled new SF Functional Analyst position Back filled CS Core Contractor Position Post vacant CS Core Functional Analyst Position Continue work on SAP Modification Continue work on SF Third Party Billing/Invoice Continue UAT material planning/build Continue GDA development and recording Planned for next period Continue SAP CPW modification work Continue SF remediation item (Third Party Billing) Continued Dual Processing testing Continue FIT testing SF conversion logic review Work on Global and Local Configuration Guides GDA Material Build Scope definition and planning for FA CPW Plan interview schedule for vacant CS Core Functional Analyst position Planned, but not completed SF remediation item Third Party Billing Human Capital Management Y Accomplished this period Held first and second weeks of Conversion Cycle 2 conversion validation support WebEx sessions Completed DG3 BPFG Session Schedule Continue GDA content development Continued Functional Testing and updating/creating FNC Test scripts Continued review of Training content structure and materials Completed review of preliminary security matrix for “HR Core and Base User Security” Began review of preliminary security matrix for TAM continued Planned for next period Common Process Workshop for “Employee Changes & Separation” at Edmonds Community College Continue Functional Testing and updating/creating FNC Test scripts Continue review of Training content structure and materials Planned, but not completed Begin review of preliminary security matrix for Faculty Workload *If status is yellow or red, describe why. DG2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates. Delay in review materials for Security Redesign will also put strain on activities as that work extends into December. Financial Services Y Accomplished this period Continued GDA content development Continued preparation and documentation updates for Conversion Cycle 3 Continued Functional Testing and updating/creating FNC Test scripts Continued review of Training content structure and materials Continued configuration build out (including Chart of Accounts) in FNC environment Planned for next period Continue GDA content development Continue preparation and documentation updates for Conversion Cycle 3 Continue Functional Testing and updating/creating FNC Test scripts Continue review of Training content structure and materials Continue configuration build out (including Chart of Accounts) in FNC environment Planned, but not completed n/a *If status is yellow or red, describe why. DG2 implementation work progressing on schedule but team resources continue to be involved in Production support activities, which is putting stress on implementation work due dates Pillar Status – as of 6/8/2018

7 Workstream Status – Dec. 24, 2018 to Jan. 4, 2019
Communications G Accomplished this period Plan presentation and prep materials for Jan. 10 Technology Services Board (TSB) Portfolio/Policy subcommittee meeting Met with OCM and Project Scheduler to plan early DG3 communications activities Revised governance web pages to reflect meeting schedule change, updated governance framework image Reviewed and revised cDR document naming conventions Status Report compilation for Dec. 21 edition Updated Steering Committee web content, archived 2018 meetings Planned for next period Revise Deployment Group format in Status Report content-tracking updates based on college feedback Global Design Approach communications prep BPFG communications prep planning Technical G Accomplished this period Refreshed GLD, CNV, GDR environments from updated CTS environments for CS; this will update these environments with latest changes from Production and latest Project development changes. Established technical testing (TST), parallel testing prep (PLA), and training development (TRD) environments for CS as refreshes from CSCTS. Applied Image 11 to all CS environments Initiated DG2 Cycle 3 conversion process with snapshots of legacy and PS production environments. Planned for next period Map baseline of conversion program execution times to end-to-end cutover weekend activities Refresh CTS environments from PRD for all pillars as part of the DG2 Cycle 3 conversion process Upgrade CSCTS to version 9.2 Image 11 as part of the DG2 Cycle 3 conversion process Establish full Demo environments for all pillars to resolve missing delivered object issues Planned, but not completed Map baseline of conversion program execution times to end-to-end cutover weekend activities — Student Financials conversion for Cycle 2B still in progress Testing Y Accomplished this period Began reviewing data requests to support PETA (PeopleSoft Enterprise Test Automation) implementation Planned for next period Complete a UAT framework prototype so it can be vetted with internal staff and college PMs. Finalize UAT Material build section of the project plan. Create a UAT test plan prototype in OTM. Define when the college test lead needs to engage in testing activities. Planned, but not completed Finalize the UAT test plan prototype in OTM. Training R Accomplished this period Strong push to define training scope, work assignments, activity and assessments Worked with Angela and Kaci to build out custom list to manage training inventory in SharePoint Uploaded, captioned and posted GDA content into pillar GDA Canvas courses Planned for next period Continue strong push to define training scope, work assignments, activity durations, and dependencies New resource onboarding Meet with vendor regarding build of self paced training scope Planned, but not completed Finalize Training Scope *If status is yellow or red, describe why. Material build time estimate still being conducted; has impacted ability to determine scope. Organizational Change Management G Accomplished this period Worked on feedback received from PMs on College Roles, Alignment and Organizational Changes document Completed Peer Review Summary Worked with Guided Pathways team to develop scope of Requirements Gathering Workshops Worked on 5 yr schedule of events with PMO and all Deployment Groups Worked with PMO to update college repeatable schedule Planned for next period Continued development on college repeatable schedule Continue to work with CPW Facilitators and functional teams to schedule upcoming Continued planning for Guided Pathways Requirements Gathering workshops

8 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.

9 Community Colleges of Spokane Tacoma Community College
ctcLink College Remediation Status Reports – Dec. 24, 2018 to Jan. 4, 2019 Community Colleges of Spokane R No activities reported for this period. Tacoma Community College G Accomplished this period Participated in OAA redesign options ratings Reviewed SBCTC plans for OAA “Quick Wins” Rated OSECE RFPs Project Team R Accomplished this period Absence Management – Followed up with testing, ERP Support has completed testing and now preparing for UAT with FLC’s. DRS – Received approval of the formula from SBCTC, Completed Development Working. Third-Party Billing – continued development work effort Planned for next period Absence Management –Colleges UAT Testing DRS – ERP Support to develop a test plan and then begin SIT. Faculty Workload - Package 2 postponed until spring quarter due to calculations issues discovered during testing; work in progress to resolve. To meet with ERP Support to discuss Testing. Security Role Design – Continue to finalize new role and permission list model. Student Third-Party Billing – Complete development and begin Functional Unit Testing and then begin System Integration Testing. Fiscal Year – Continue to work with FY team and Reporting team on end-to-end Checklist, Queries, and Reporting needed for Month End and Year End close. *If status is yellow or red, describe why. The ctcLink project team in partnership with the FLC’s agreed upon solution plans and completion dates for most of the remaining remediation. A number of the 40 plus remaining remediation items have missed the planned completion dates due to GDR timing, policy decisions as well as impacts from AWS migration and environmental issues.

10 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

11 Other ctcLink Project Activities – Status as of Jan. 4, 2019
New Solution Status RFP Publish Solution Decision Physical Inventory (Asset Tracking) Vendor Solutions being evaluated New PS Functionality that will provide integration for asset tracking scanners directly with ctcLink 5/21/2018 Delayed to evaluate new functionality within PS 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 10/15/2018 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 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 Accessibility Continued discussions with Appsian (formerly Grey Heller) Accessibility vendor to assist with testing of ctcLink Validation approach using Appsian solution on ctcLink versions being discussed and coordinated N/A DG2 System Integration Testing – March 2019 Guided Pathways Steering Committee approved approach for gathering business requirements for Guided Pathways March – June 2019


Download ppt "Project Overall Status – Dec. 24, 2018 to Jan. 4, 2019"

Similar presentations


Ads by Google