1. Project Overall Status – December 10 to 21, 2018Y
Program is on track and making expected progress
Most activities are being executed per timeline and budget
Training content development is 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 and Technical and Functional Unit Testing activities. 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
Open Tab - 13/45
Closed Tab – 2/13
Financial Management
Open Tab - 14/39
Closed Tab – 1/35
Human Capital Management
Open Tab - 09/25
Closed Tab – 0/07
Faculty Workload
Package 2 postponed due to calculations issues discovered during testing, work in progress to resolve
DRS
Waiting on approval of the 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 and scoring
Continuing Education Solution
RFP closed, proposals and vendor demos complete. Work Group to develop recommendation for Governance decision..
Risks
Mitigating Actions H
First Link Colleges - Significant time & resources will be needed to prepare for Chart of Accounts (COA) rollout.
Create schedule and WBS by end of year 2018. M
ctcLink Campus Solutions – Student Experience in 9.2
CS team has expressed concern about how students will execute transactions in 9.2. More FLUID development may be needed or create tiles to re-direct. CS team has been working with ctcLink Tech team.
Clark – Lack of Compliance with WA Rules for Accessibility
PeopleSoft with current tools has many accessibility issues (for screen readers). A review of the upgrade version for accessibility and a fit gap needs to be conducted. ctcLink PMO – currently talking to vendors about testing for accessibility.
LEGEND: Critical High Moderate Low C H M L
LEGEND: High Medium Low
Issues
Status Update H
ctcLink CS – Student Financials (SF) Conversion Logic – Negative Charges/Fee Code Transfers
Student Financials (SF) team, Legacy and Technical resources are currently monitoring and reviewing extract logic for conversion in cycle 2B and cycle 3.
ctcLink Training – Training content development is behind schedule due to realignment 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. 1

2. Budget Status – as of November 30, 2018
Christy

3. Moran Technology Quality Assurance Report Recommendations as of November 2018
Status/QA#
Findings
ctcLink Responses Y
QA 0143
During the FLC Phase Project, the status of CEMLI delivery and testing was problematic. Many of these CEMLIs were not delivered until 2 weeks before Go-live, were not tested, and resulted in many operational errors. QA team recommends that a list of all CEMLIs be made available for review and maintained, indicating the pillar and business process related to the CEMLI, the latest status of testing, and any issues that will impact software readiness. This list should be made the responsibility of the Pillar PM with periodic reviews with the Technical Lead responsible for CEMLIs. QA team would like to review this list monthly.
Deployment Group 2 implementation includes the retrofit development for all CEMLIs (Customizations). The original list had not been consistently updated so the team has rebuilt the CEMLI Master document for Project and Support in parallel with the development retrofit.
Based upon PeopleSoft compare reports, all development has been retrofitted. Developers are working to update functional/technical design. R
QA 0144
The current status of the Training Materials is a major area of QA concern. There are approximately 60 courses to be developed for use with DG2 and DG3. QA recommends that a list of all planned Training Courses be made available for review and maintained, including the status of course components including Quick Reference Guides (QRGs), Step-wise Tutorials/Instructions, On-Line References materials linked to Business Processes, and Videos. QA team would like to review this list monthly.
Training is a critical area within the ctcLink project. There is a new training manager and new training approach. The scope of courses and mode of delivery is being modified to a long-term training solution to allow colleges on ctcLink, new employee training, refresher training, and those moving to a new role. It also allows future colleges to see training content earlier to better understand ctcLink processes and functionality. The recent realignment of the training team and the new approach to Training delivery has affected timing of training material development. To mitigate risk, training vendors have been contracted to help with the self-paced training content.
QA 0145
11/2/2018: The schedule for development of Training Course materials required for DG2 has now become YELLOW and probably will be RED next month until the PMO has implemented a series of corrective actions to fully recover it. There are 60 courses to be developed. The pilot course was to be completed in September and is still not completed. QA recommends that the PMO expedite bringing on qualified contractors/consultants to recover the schedule.
QA 0146
The current delay in completing the new Security framework for the ctcLink could benefit from the colleges completing a work effort in parallel to completion of the security software. One approach could be to use a spreadsheet to collect information regarding business process/tasks, approval authorizations, and assign organizational roles.
The security redesign is currently underway and is scheduled to be completed by February for college mapping of new roles to their users. This timeline will allow colleges to validate security roles prior to college UAT and to be used during UAT.
QA 0147
The current status of Testing UAT Framework and schedule is another major area of QA concern. The concept for UAT addresses lessons learned with FLC implementation. It incorporates on-line training components for use by college staffs involved with UAT tasks. QA views this very positive; however delivery of the training materials now is linked to this Testing Framework. QA team would like to review the detailed schedule for UAT activities and planned Project staffing workload to support the enhanced training scope.
The detailed schedule for UAT activities is being developed. When the detailed framework, schedule and planned project staffing workload is completed, this will be communicated and shared out to the DG2 colleges.

4. OCIO Investment Plan Conditions – December 2018G
Condition
Status G 6
OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
Planned 8
Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live

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

6. Pillar Status – December 10 to 21, 2018 Human Capital Management
Campus Solutions G
Accomplished this period
Attended vendor demos for Continuing Ed application
Continued work on SAP Modification
Continued work on SF Third Party Billing/Invoice
Completed Student Statement Development
Completed a test run of SF cycle 2 conversion
Mini BPFG sessions at Clark
Continue UAT material planning/build
Continue GDA development and recording
Held Interviews for CS Consultant
Held interviews for SF vacancy
CS Pillar Navigation Collection walkthrough/training
Compiled and tallied OAA sub workgroup rubrics for OAA replacement
Held Cycle 3 optional files WebEx with Clark
Provided Error Clean Up Files to Clark via Canvas and cDR
Planned for next period
Continue SAP CPW modification work
Continue SF remediation work
Continued Dual Processing testing
SF conversion logic review
Work on Global and Local Configuration Guides
GDA Material Build
Schedule mini requirements WebEx with TCC and CCS for OAA quick fixes
Obtain Clark optional files for Cycle 3
Planned, but not completed
SF remediation item Third Party Billing
Human Capital Management Y
Accomplished this period
Held Common Process Workshop for “Employee Changes & Separation” at Edmonds CC
Continued DGA content development
Began 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
Common Process Workshop for “Employee Changes & Separation” at Edmonds CC
Continue DGA content development
Continue Functional Testing and updating/creating FNC Test scripts
Continue review of Training content structure and materials
Complete review of preliminary TAM security matrix
Continue preparation and documentation updates for Conversion Cycle 3
Continue configuration build out in FNC environment
Provided Security Redesign Matrix (less Faculty Workload) information to HCM ERP Support leadership for review
*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 January.
Financial Services Y
Accomplished this period
Held on-site TCC Chart of Accounts Adoption Kickoff Week at TCC
Held follow up process/configuration review sessions for 1099 Processing and PCard Processing
Continued DGA content development
Began 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 DGA 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
Provided Security Redesign Matrix information to Finance ERP Support leadership for review
*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 – December 10 to 21, 2018
Communications G
Accomplished this period
Started work on Communications Work Stream Schedule in PWA
Final edits on DG3 Pre-Kickoff Roadshow presentation
Revise Deployment Group format in Status Report content-tracking updates based on college feedback
Conference call with Susan Maxwell, Clark College, regarding system communication about ctcLink
Met with Andy Duckworth regarding ERP communications
ctcLink Executive Leadership Committee and WACTC-Tech agenda prep and meeting materials, attend meeting
Updated web content for Steering Committee and ctcLink Executive Leadership committee
Planned for next period
Status Report compilation for 12/21 edition
Technical G
Accomplished this period
Identified delivered CIs that are candidates for inclusion into the Integration Broker pilot effort.
Refreshed GLD, CNV, GDR environments from updated CTS environments for FS and HCM; this updated 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 FS and HCM as refreshes from their respective CTS environments.
Applied Image 27 to all HCM environments.
Applied Image 28 to all FS environments.
Planned for next period
Refresh 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.
Establish technical testing (TST), parallel testing prep (PLA), and training development (TRD) environments for CS as refreshes from CSCTS.
Apply Image 11 to all CS environments
Initiate DG2 Cycle 3 conversion process with snapshots of legacy and PS production environments.
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
Reviewed the functional test plan in OTM with functional analysts.
Began cross referencing boxes in the business process lucid charts to test scripts. This document will assist with SIT scope definition.
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.
Organizational Change Management G
Accomplished this period
Completed Roles and Alignment document for college PM’s
Presented to Deployment 3 colleges for Pre-kickoff meetings
Completed HCM Common Process Workshop
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
Planned, but not completed
Continuous - working with communications and training on project schedule and timelines.
*If status is yellow or red, describe why.
Training R
Accomplished this period
Strong push to define training scope, work assignments, activity
Worked with Angela and Kaci to build out custom list to manage training inventory in SharePoint
Contracted vendor to build self paced training scope
Reconciliation of 9.0 content to 9.2 content in ctcLink Reference Center
Planned for next period
Continue strong push to define training scope, work assignments, activity durations, and dependencies
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.

8. Deployment Group 2 Self-Reported Status – December 10 to 21, 2018
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, ctcLink Project Director
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
Provide optional files for C3
Homework
Planned, but not completed
Update communication plan
Change actions plans – postponed meeting to work on data validation.
SBCTC Agency G
Accomplished this period
HCM and FIN data validation effort completed 12/11/18
Payroll data validation completed 12/14/18
Planned for next period
Complete UAT homework. Estimated completion date (ECD) 1/4/19
Working Group charter approved. ECD to be revised based on 2019 plan, new ECD TBD
Planned, but not completed
Completion/approval of agency work breakdown structure to graphically represent all work needed for success. ECD was 12/31/18; new ECD for completing. This will be the draft roadmap for the agency for 2019
Meet to discuss how contracts will go into ctcLink and how different departments might do different parts of the work. New PM will inquire with Working Group on this. ed working group to inquire, new ECD 1/4/19
Submit PS query samples/requests. New PM will inquire with Working Group on this. ed working group to inquire, new ECD 1/4/19
Community Colleges of Spokane R
Accomplished this period
Security role matrix provided to Working Group for review; Matt C working on project plan, process, and schedule for reviewing and mapping roles to business processes.
Planning meetings is progress for Chart of Accounts.
Planned for next period
Draft of Security role project plan for mapping to business processes
Began building CoA project plan and WBS for schedule.
*If status is yellow or red, describe why.
All Remediation Conditions delayed; Still pending new completion dates from SBCTC.
FY 16, 17, & 18 closed by SBCTC. Our proposed solution to reconcile journal adjustments in an automated fashion was denied. We are unable to produce financial statements that will pass an audit to continue as a community college in good standing.
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
n/a

9. ctcLink College Remediation Status Reports – December 10 to 21, 2018
Community Colleges of Spokane R
Remediation Items progress this period
Closing Fiscal Years - SBCTC closed FY 16,17, 18 with large variance and no avenue now for CCS to reconcile accounts.
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) –. Completion date still TBD.
DRS & PEBB – Completion date still TBD
Faculty Workload Improvements. – Delayed until 2019.
Student third party billing – SBCTC request to deliver now in January This was pushed out assuming all above items were to be addressed in December Request to SBCTC to reconfirm completion date for this task.
*If status is yellow or red, describe why.
All remediation conditions now delayed. Pending SBCTC response for completion dates for all.
Tacoma Community College G
Accomplished this period
Discussed OAA workgroup and TCC’s interest to make sure OAA changes create a state-of-the-art User Interface for the admissions application
Planned for next period
n/a
Planned, but not completed
Project Team R
Accomplished this period
Student Invoice 9.0 moved to SIT for ERP Testing
Student Invoice 9.2 moved to DG2 Test
Third-Party Billing 9.2 moved to DG2 Test
Security Re-Design Continues
Chart of Accounts Adoption workshops completed with Tacoma
Planned for next period
Finalize Third-Party Invoice for CS 9.0
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
Continue work on DRS formula and begin testing
*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.

10. Deployment Group 3: Gate 1 Initiation Phase Progress - as of Dec
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget C
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
C: Complete, final deliverable posted to cDR

11. Other ctcLink Project Activities – Status as of Dec. 21, 2018
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