1. Overall Timeline (All Deployments)
Project Overall Status – January 7 to 18, 2019
Overall Y
Program is on track, per timeline, scope and 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

2. Top Risks Reported – as of Jan. 18, 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)
High
ctcLink Testing (QA) – Functional testing may not be completed by the due date in the project schedule of 2/19/19.
Functional analysts have many overlapping tasks and may need help from PMO to prioritize tasks or leveling of the Project Plan.
Tami Whitney, Testing Manager
DG 2 Impacted, Risk Date: 1/28/19
Tara Keen &
Serena Hansen
Chart of Accounts – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group (DG) 2 timeline.
In November 2018, the FIN Team has developed and provided FirstLink Colleges (Tacoma and Spokane District) with documentation 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.
Emmett Folk, ctcLink PM for FIN & HCM Team
DG 2 Impacted, Risk Date 5/1/19
ctcLink Technical – Third Party Integration Retrofits for Products Released and Managed by ERP Support / 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
DG 2 Impacted, Risk Date: 1/8/19
Tara Keen, Chandan Goel, Sandy Main
Top Issues Reported – as of Jan. 18, 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)
High
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 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.
Gretchen Fulmer, ctcLink Training Manager
DG 2 Impacted, Tied to Risk Date:11/9/18 and Issue Date:12/19/18
Dennis Colgan
ctcLink SF (Student Financials) –Extract Logic for conversion needs to be reviewed for Cycle 3.
Data services provided cross-walks 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
DG 2 Impacted, Issue Date:11/12/18
Chandan Goel

3. Budget Status – as of Dec. 31, 2019

4. 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
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.

5. WA State Office of the Chief Information Officer (OCIO) Oversight
Overall Status Y
WA State Office of the Chief Information Officer (OCIO) Oversight
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.

6. Deployment Group 2 Timeline (High Level Phases)

7. Pillar Status – January 7 to 18, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
Cycle 3 Crosswalk hand off with Clark
OAA Quick Wins WebEx with FLC
Return to Title IV (R2T4) info session with Clark
Clark follow-up WebEx for Application Fees & Deposits, Academic Plans, Dynamic Dates, Adjustment Calendar
Continue work on SAP Modification
Continue work on SF Third Party Billing/Invoice
Continue UAT material planning/build
Continue GDA development and recording
Review of Training Materials
Planned for next period
BPFG Material Build
Follow up OAA Quick Wins meeting with SBCTC (1/23/2019)
Begin OAA Quick Win development and testing
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 Local Configuration Guides
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
Clark equation build and testing
Human Capital Management G
Accomplished this period
Completed DGA content development
Began UAT diagram/scenario updates and related content build
Continued preparation and documentation updates for Conv. Cycle 3
Continued Functional Testing and updating/creating FNC Test scripts
Continued review of Training content structure and materials
Continued configuration build out in FNC environment
Planned for next period
Continue Functional Testing and updating/creating FNC Test scripts
Continue review of Training content structure and materials
Continue preparation and documentation updates for Conv. Cycle 3
Continue UAT diagram/scenario updates and related content build
Continue configuration build out in FNC environment
Planned, but not completed
n/a
Financial Services G
Accomplished this period
Completed DGA content development
Began UAT diagram/scenario updates and related content build
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 in FNC environment
Planned for next period
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 UAT diagram/scenario updates and related content build
Continue configuration build out in FNC environment
Planned, but not completed
n/a
Pillar Status – as of 6/8/2018

8. Workstream Status – January 7 to 18, 2019
Communications G
Accomplished this period
Supported ctcLink governance and agency leadership with meetings and additional planning/decision points
Final prep work and attendance at Technology Services Board meeting
Global Design Approach (GDA) and Business Process Fit/Gap (BPFG) communications prep
Drafted new Status Report compilation template
Revised DG3, DG2 and Overall Project timelines
Reformatted DG Peer Review rubric and peer review presentation compilation
Revamped ctcLink general slide deck for upcoming commission and council meetings
Planned for next period
Present to Public Information Commission, Jan. 23
DG3 kickoff prep
Develop comprehensive meetings list
Testing Y
Accomplished this period
Completed data requests to support PETA (PeopleSoft Enterprise Test Automation)
Developed project plan for the PETA implementation
Created a UAT test plan in prototype in Oracle Test Manager that will be vetted with the project team
Created UAT material build project plan for campus community student financials and financial aid
Complete Student Financials Tier 1 flows that will be used to build the UAT materials
Planned for next period
Continue completing data requests to support the PETA (PeopleSoft Enterprise Test Automation) implementation
Obtain approval of the UAT test plan in prototype in Oracle Test Manager from the project team
Resource UAT material build project plan for campus community student financials and financial aid
Continue to build the UAT framework in the reference center that will be used by the functional analysts to build UAT materials
Planned, but not completed
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
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing task completion. CS UAT scope definition homework submission is behind schedule.
Functional testing is currently behind schedule and may impact the start of system integration testing.
UAT material build scope definition is behind schedule.
Technical Y
No Report out for this period do to change in key technical roles.
*If status is yellow or red, describe why.
Training R
Accomplished this period
Met with all pillar areas to determine needs for “just in time” Pre-UAT training
Uploaded, captioned and posted GDA content into 6 pillar GDA Canvas courses. Performed QA analysis prior to delivery.
Worked with Angela, Kaci and Corinne to build out custom list to manage training inventory in SharePoint
Met with vendor regarding build and delivery of “just in time” training for Pre-UAT training for the Finance Pillar
Planned for next period
Work with Functional Team to continue strong push to define training scope, work assignments, activity durations, dependencies for Pre-UAT training delivery
Continue work with Angela and Kaci to build custom list in SharePoint
New resource onboarding
Planned, but not completed
Finalize training scope – Pre- UAT Training as well as long-term training with new approach
*If status is yellow or red, describe why.
Material build time estimate still being conducted; has impacted ability to determine scope. Shift in scope definition due to Pre-UAT training
Potential of missing targeted dates in the Project Schedule – will be able to determine when scope is defined.
Organizational Change Management G
Accomplished this period
Worked with PMO and functional teams to finalize tasks on college repeatable schedule
Worked with PMO and Risk Manager to identify lessons learned with the Peer Review process
Created schedule, canvas courses, registration sheets and secured locations for all of the BPFG sessions for DG3
Continued development on 5 yr schedule of events with PMO and all Deployment Groups
Collaborated with OCM Functional Liaison about providing “what is ctcLink” information sessions to SBCTC Agency staff
Planned for next period
Continue to work with CPW Facilitators and Functional Teams to schedule upcoming sessions
Continued planning for Guided Pathways Requirements Gathering Workshops
Continued work on the communication, registration and delivery of the upcoming GDA & BPFG courses

9. 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 action 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

10. ctcLink Remediation Status Reports – January 7 to 18, 2019
Remediation/Solution
Status
Campus Solutions
13 of 45 remain open
Financial Management
14 of 39 remain open
Human Capital Management
9 of 25 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
Sub-committee began Jan 2019 to review, finalize requirements
Online Admissions Application
OAA workgroup reviewing other OAA options. Discussions, demos with preferred college solutions.
Continuing Education
RFP closed, proposals evaluated and vendor demos completed. Recommendation by work group to Governance pending.
Tacoma Community College G
See SBCTC update on 10 remediation items.
Accomplished this period
Participated in OAA “Quick Wins” review
Planned for next period
Retrieve status documentation and details from SBCTC on remediation for review.
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years - SBCTC closed FY 16,17, 18 on 11/30/18. SBCTC opened 3 periods for us in 2019.
Security role redesign – Security roles matrix final drafts for CS and HCM handed off to working group for review. Waiting on Finance matrix with business processes added.
Absence management (adjunct & part-time faculty). Testing complete. Planning for UAT. Pending dates for UAT & Implementation.
DRS & PEBB - Back in development. Pending status/timeline from SBCTC.
Faculty Workload Improvements. In dev, ready for UAT by Mar 1st. Need for Spring contracts.
Student third party billing – Student Billing – Preparing for UAT. Third Party billing in development for creating a new query. Pending dates for UAT & Implementation.
*If status is yellow or red, describe why.
Remediation Conditions in progress. Still missing completion or UAT dates.
Completion dates unknown or continue to be delayed.
Security Redesign project not addressing all business control concerns or cross college data access issues. Not supporting multiple-IDs is a potential security risk.
Project Team R
Accomplished this period
Security Re-Design Continues
Chart of Accounts Adoption workshops scheduled with Spokane
Complete Third-Party Invoice for CS 9.0 Development
Planned for next period
Begin SIT of Third-Party Invoice for CS 9.0 Development
Complete ERP SIT and College UAT Testing of Student Invoice for CS 9.0
Complete ERP SIT and College UAT Absence Management and prepare for UAT
Continue Faculty Workload SIT
Continue work on DRS formula and begin testing
Planned, but not completed
ERP Testing of Student Invoice for CS 9.0 and prepare for UAT
ERP Testing of Absence Management and prepare for UAT
Continue Faculty Workload development adjustments discovered during SIT
*If status is yellow or red, describe why.
Agreed upon timelines have been missed for CCS conditions, work is in progress and need support of other teams at SBCTC to move work forward in production testing path.

11. 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