1. ctcLink Project Update ctcLink Steering Committee
January 29, 2019
Choi Halladay - Pierce College District Vice President for Administrative Services, ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator 1. Welcome 2 Minutes
Christy 2.
Approval of Minutes
3 Minutes
Choi 3.
Continuing Education Replacement Solution (RFP Award)
Discussion
Decision/Recommendation
45 Minutes 4.
Recap of DG3 Alternate Decision
5 Minutes 5.
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
20 Minutes 6.
Moran Quality Assurance Report
Paul 7.
Other Discussion Items
Charter Discussion / Membership
Christy/Choi 8.
Next Meeting Items & Adjourn
Janelle

3. Ctclink Minutes – Approval
January 15, 2019

4. Continuing Education Replacement Solution (RFP Award)
Discussion
Decision/Recommendation

5. Recap of DG3 Alternate College
cELC Co-Chairs discussion

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

7. 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

8. Other ctcLink Project Activities – Status as of Jan. 18, 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
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
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
Delayed to evaluate new functionality within PS
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

9. Overall Timeline (All Deployments)
Project Overall Status – January 7 to 18, 2019
Overall Y
Program is on track, per timeline, scope, budget
DG2 Training content development and UAT framework are behind and at risk
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
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 (DG2) is in the Construct Phase, focused on Local Configuration and Conversion activities and prep for UAT and UAT Training. DG3 Initiation Phase/Gate 1 is complete and Steering Committee accepted the college to move to Structure Phase/Gate 2. DG3 official kickoff is January 28.
Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education solution awarded on 1/24/19 and will be reviewed and approved in the Steering Committee on 1/29/19. Work on the OAA solution is underway.
Overall Status Summary per Deployment Group
DG#
Status
Comments
Risks/Issues Reported
DG2 Y
DG2 Training content development and UAT framework are behind and at risk
Chart of Accounts implementation and SME adoption.
DG3 G
DG3 Colleges all participated in a Pre-Kick Off to educate College teams on key implementation deliverables
Important for SMEs to engage in first project activity after kick-off, Global Design Adoption.
DG4
DG4 will begin status reporting of the ctcLink Initiation Phase Dashboards
Initiation Phase – PMs working on deliverables for Gate 1.
Overall Timeline (All Deployments)
LEGEND: High Medium Low

10. Deployment Group 2 – DG2

11. Deployment Group 2 Self-Reported Status – January 7 to 18, 2019
Clark College G
Accomplished this period
Held Lunchebration (lunch and celebration) to celebrate our successes in data validation, collect lessons learned, and discuss a plan for Cycle 3.
90-minute presentation to Guided Pathways Pillar 3 group about ctcLink and how it supports Guided Pathways.
Continue meetings to complete Change Action Plans
Continue adding Change ction plans into a work plan document.
Met with faculty to work on communication plan
Completed as much as we could for UAT
Planned for next period
Finalize Communication Plan
Data Validation schedule for February
Planned, but not completed
3C’c homework
SBCTC Agency G
Accomplished this period
SBCTC Agency Crosswalk and homework completed, Jan. 18
HR completed Change Impact Analysis & Planning on New Hire, Employee Change and Separation, and Leave w/o Pay processes, Jan. 16
FIN completed Change Impact Analysis & Planning on Cash Management and three Grants’ processes, Jan. 17
Report out on change readiness assessment sent to all SBCTC staff with meetings underway to set up information sessions based on survey result, Jan. 14
Planned for next period
Completion/approval of agency graphical representation of all work needed for project success. Estimated completion date, Jan. 7.
PM/OCM providing drafted roadmap to Executive Sponsor week of Jan. 7, reviewed by SMEs Jan. 11, Ready for final review with project team schedule dates by Feb. 1.
Additional ADKAR training to be scheduled by Jan. 18. Update: sent to Deputy Executive Directors for approval before sending to all staff, 1/16/19
Planned, but not completed
Completion of 5 remaining UAT Homework items. PM will SMEs with remaining UAT week of (w/o) 1/21/19
Community Colleges of Spokane R
Accomplished this period
Planning/Strategy meetings in progress for Chart of Accounts
CoA Kickoff meeting scheduled for 1/31 in Spokane
Planned for next period
Security Role Redesign:
Waiting for Finance Matrix with Business Processes added. Due end of Jan.
Matt Connelly to develop process/plan and schedule for completing this work.
Chart of Accounts Redesign:
CCS finalize new CoA structure
Communicate structure/strategy at Jan. 31 kickoff meeting.
Work on Organizational Change Management Plan
Confirm SBCTC tasks vs. college tasks
Start building schedule/timeline with SBCTC
*If status is yellow or red, describe why.
Remediation Conditions in progress. Completion dates or UAT dates still not provided.
FY 16, 17 & 18 Closed by SBCTC. CCS needs to make Journal Entry adjustments for 16, 1 & 18 to address $18,000,000 variance.
CCS nearing completion of defining new Chart of Accounts structure/strategy.
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
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

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

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

14. 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 (Included in next Status Report and SC Report)

15. Budget Status – as of December 31, 2018

16. ctcLink Quality Assurance Scorecard
Moran Technology Consulting Report: December 2018
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.
Program 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. Will know more once solutions are selected.
Schedule Status
SBCTC closed the FY years for FLCS on 11/30/18, additional adjustments will be made in FY2019. New Chart of Accounts scheduled for July DG 2 and DG 3 schedule overlap. R
Training
Content Development is behind schedule. PMO is taking appropriate actions (reallocating resources and working with a vendor on development support) to recover the schedule.
Testing
DG 2 Testing work stream relies heavily on availability of functional project staff and the impact of resources with DG 2 and DG 3 overlap during specific phases.
Configurations / Data Conversion
DG 2 Colleges are beginning to work in Data Conversion Cycle #3. The new standard Chart of Accounts has been configured and vetted with system-wide finance groups. FLCs will need to take ownership of the new Chart of Accounts.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG 2 and DG 3 colleges ready for deployment. Kickoff for DG3 is scheduled for January 28, 2019.
Project Staffing
Staffing is okay at this time. Overlap of DG 2 and DG 3 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 2019
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.

17. Other Discussion Items
Charter Discussion / Membership

18. Questions?

19. 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.

20. 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

21. 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

22. 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)

23. 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).