1. Overall Timeline (All Deployments)
Project Status – Jan. 21 to Feb. 1, 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
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, focused on Functional Unit Testing of Configuration and delta changes, Data Conversion, and prep for UAT and UAT Training.
Deployment Group 3 colleges completed the Initiation Phase/Gate 1 and have entered the Structure Phase/Gate 2 – Implementation Cycle, focused on self-paced Global Adoption (GDA) coursework in preparation for upcoming Business Process Fit/Gap sessions (BPFG).
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
DG3 G
DG3 Colleges all participated in the DG3 Kick Off meeting
College resources have begun the GDA Courses in preparation of the BPFG Workshops.
DG4
DG4 status reporting begins for the ctcLink Initiation Phase Dashboards
Overall Timeline (All Deployments)
LEGEND: High Medium Low

2. Top Risks Reported – as of Feb. 1, 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
Chart of Accounts (CoA) – 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 CoA re-design.This information is instrumental in helping SMEs adopt the new Chart of Accounts and its associated business processes. FIN PM met with Spokane end of January for CoA workshops.
Emmett Folk, ctcLink PM for FIN & HCM Team
DG 2 Impacted, Risk Date 10/12/18
Clark – Student Financials (SF) and Finance (FIN) Coordination.
Clark would like to have better coordination between the two areas and one point of contact. It is especially important for the configuration homework be coordinated to ensure all transactions are linked to FIN and GL (General Ledger).
Susan Maxwell, Clark College PM
All DGs Impacted, Risk Date 2/18/19
John Henry Whatley, ctcLink PM for CS and
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 Feb. 1, 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. 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 DG 2 and DG 3 will be more defined once solutions are selected.
Schedule Status
DG 2 Go-Live date targeted for October 2019; overlap of schedules and resource constraints impacts all deployment groups. Focus on work streams for DG 2 while supporting DG 3 and DG 4 activities (schedule compression and complex allocation of key project resources). R
Training
This work stream is red, but is now trending yellow. PMO is taking appropriate actions (reallocating resources and working with a vendor on development support) to recover the schedule.
Testing
This work stream is yellow, but is now trending green given changes made by the PMO. 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. Assignment of technical lead roles were made by the PMO to improve control over the work stream.
Chart of Accounts has now been configured; FLCs need to take ownership over their data management.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG 2 and DG 3 colleges ready for deployment. DG 4 preliminary activities have started and remaining CPWs (Common Process Workshops) are scheduled.
Project Staffing
Staffing is okay at this time. Overlap of DG 2, DG 3 and DG 4 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
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.

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

6. Deployment Group 2 Timeline (High Level Phases)

7. Pillar Status – Jan. 21 to Feb. 1, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
OAA Quick Wins WebEx with SBCTC to finalize Enhancement Request
Configurations for Cycle 3
Continue work on SAP Modification
Continue work on SF 3rd Party Billing/Invoice
Continue UAT material planning/build
Review of Training materials
Planned for next period
Cycle 3 Data Validation with Clark
Begin OAA Quick Win development and testing
Define SIT Scope
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
Interviews for vacant CS Core Functional Analyst position
Human Capital Management G
Accomplished this period
Continue 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
Complete preparation and documentation updates for Conv. Cycle 3
Complete DG2 SIT Scope documentation
Continue Functional Testing and updating/creating FNC Test scripts
Continue review of Training content structure and materials
Continue configuration build out in FNC environment
Financial Services G
Accomplished this period
Continued 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
Complete preparation and documentation updates for Conv Cycle 3
Complete DG2 SIT Scope Documentation
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
Pillar Status – as of 6/8/2018

8. Workstream Status – Jan. 21 to Feb. 1, 2019
Communications G
Accomplished this period
ctcLink presentation at Public Information Commission, Jan. 23
DG3 Kickoff presentation development, meeting support, Jan. 28
Developed new biweekly status report incorporating DG2, DG3 timelines and DG4 dashboards
Draft Executive Sponsor engagement survey
Updated OCIO IT Projects Dashboard for January
Reviewed/updated communications “Give and Gets” in DG3 schedule
Production Issues Communications Plan update with Andy
Planned for next period
DG4 dashboard review meetings
Begin ctcLink Glossary revision process
Edit, format Training Approach document
Testing Y
Accomplished this period
Continued completing data requests to support PETA (PeopleSoft Enterprise Test Automation)
Continued to build the UAT framework in the reference center that will be used by the functional analysts to build UAT materials
Functional analysts performed functional testing
Resourced UAT material build project plan for campus community student financials and financial aid
Complete the system integration scope definition spreadsheet that will be used to define scope
Updated remediation software development lifecycle flow and distributed it to the ERP support and project team
Created a UAT test plan prototype in OTM
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
Continue to build the UAT framework in the reference center that will be used by the functional analysts to build UAT materials
Continue functional testing
Define SIT scope
Create SIT test plan in OTM
Build the CS-FA UAT material build section of the project plan
Finalize UAT Material build section of the project plan
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing task completion.
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 due to change in key technical roles.
Training R
Accomplished this period
Uploaded, captioned and posted GDA content into 6 pillar GDA Canvas courses. Performed QA analysis prior to delivery.
Worked with Angela, Kaci, Corinne to build custom SharePoint list to manage training inventory
Met with vendor regarding build and delivery of “just in time” training for Pre-UAT training for the Finance Pillar. SOW signed and onboarding forms completed for six vendor resources
Onboarding two new resources
Continued work to define training scope, work assignments, activity durations, and dependencies
Planned for next period
Work with Functional Team to continue strong push to define training scope, work assignments, activity durations, and 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.
Quantity of needed materials as well as build time. Shift in scope definition due to GDA and Pre-UAT training.
Potential of missing targeted dates in Project Schedule
Training scope definition shifted to “just in time” Pre-UAT training. This will be accomplished by late January to mid - February.
Organizational Change Management G
Accomplished this period
Worked with PMO and Communications teams to finalize tasks on college repeatable schedule
Refined schedule, canvas courses, registration sheets and secured locations for all of the BPFG sessions for DG3
Held a CS End of Term CPW 2 day session
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

9. Deployment Group 2 Self-Reported Status – Jan. 21 to Feb. 1, 2019
Clark College G
Accomplished this period
Completed 100% of Change Action Plans
Presented information to Pillar 2 of guided pathways about the functionality of advising, academic progress, and MyPlanner
Scheduled Validation sessions for February and working on training materials
Continued work on communication plan
Planned for next period
Finalize Communication Plan
Assign people and timelines to Change action work plan
SBCTC Agency G
Accomplished this period
SBCTC Agency January homework completed
Change Impact Analysis and Planning underway with over 10 business processes completed.
FIN and Payroll UAT effort completed
Executive Sponsor approved design of 2019 plan
Planned for next period
Complete HCM UAT Homework, Feb. 15, 2019
SBCTC Working Group charter to be revised based on 2019 plan, new estimated completion date, Feb. 15, 2019
Complete adding detail to the 2019 plan for deputy executive director review, Feb. 15, 2019
Additional ADKAR training to be scheduled by Feb. 15, 2019
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts – kickoff meeting (OCM), and department ID mapping exercise, 80% complete.
CCS budget/finance team near completion with finalizing new dept IDs and programs.
Planned for next period
Security Role Redesign:
Waiting for Finance Matrix with Business Processes added. Due end of January.
Matt Connelly to develop process/plan and schedule for completing this work.
Chart of Accounts Redesign:
CCS finalize new CoA structure
CCS complete mapping remaining 20% of existing Dept IDs
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. SBCTC making progress, but “RED” until UATs scheduled.
FY 16, 17 & 18 closed by SBCTC on 11/30/18. CCS needs to make Journal Entry adjustments for FY 16, 17 & 18 to address $18,000,000 variance. 1/31/19 requested completion date.
CCS nearing completion of defining new Chart of Accounts structure/strategy.
Urgent Security issues with query data access still unresolved. Pending status/update from SBCTC.
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. Deployment Group 4 Dashboard Reports – Feb. 7, 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
Change Impact Analysis & Action Plan Development
College/District
As of Feb. 7, 2019
Bellevue College
No data
Centralia College
25%
Columbia Basin College
12%
Edmonds Community College
52%
Highline College
35%
Seattle Colleges (3)
47%
Wenatchee Valley College
28%
DG4 Pre-Implementation and General Timeline G

11. ctcLink Remediation Status Reports – Jan. 21 to Feb. 1, 2019
Remediation/Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
The date will be driven by replacement solutions still TBD
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.
March 2019
DRS Redistribution
Waiting on approval of formula from SBCTC and then can complete the development.
Absence Management
ERP Support SIT and then college UAT
Feb 28, 2019
Security Audit Controls
Incorporated into Security Redesign
Begin Security Mapping in March
Student Billing
Student Billing Feb 28, 2019 / 3rd Party Invoice March 2019
Budget Planning
Sub-committee began Jan 2019 to review, finalize requirements
Decision for utilization of PBCS or need for RFP March 2019
Online Admissions Application
OAA workgroup reviewing other OAA options. Discussions, demos with preferred college solutions.
Decision for Custom Solution or need for RFP February 2019
Continuing Education
RFP closed, proposals evaluated and vendor demos completed. Recommendation by work group to Governance pending.
Vendor and Solution Approved February 2019
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. UAT scheduled for week of 2/11.
DRS & PEBB - Back in development. Calculations rejected by SBCTC. SBCTC working on revising calculations.
Faculty Workload Improvements. In test. UAT targeting 3rd week of March. Need by March 1 for Spring contracts.
Student third-party billing – Student Billing – SBCTC issues migrating into PST environment. 3rd Party billing – dev complete by 2/8. Then into project and SIT testing.
*If status is yellow or red, describe why.
Remediation Conditions making recent progress, but waiting for UATs to be scheduled/held.
SBCTC making progress, starting to schedule UATs, but waiting for invites.
Impact of delayed UATs/Training overlapping with CoA, Security redesign work, audits, and EOY tasks.
Tacoma Community College G
Accomplished this period
Participated in OAA “Quick Wins” review
Planned for next period
Retrieve status documentation and details from SBCTC on remediation for review.

12. Other ctcLink Project Activities – Status as of Feb. 1, 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
Delayed to evaluate new functionality within PS
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Identify accessibility vendor to assist with testing of ctcLink
Work with procurement to understand if RFP is required
N/A
DG2 System Integration Testing – March 2019