1. ctcLink Project Update ctcLink Steering Committee
March 12, 2019
Choi Halladay - District Vice President for Administrative Services Pierce College, 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.
ctcLink Program Status
Remediation (CCS, TCC updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
Deployment Group 5 & 6
30 Minutes 4.
College ctcLink Roles/Responsibilities Alignment Document
Action Item: Motion Discussion & Approval (if vote is still needed)
15 Minutes
Christy/Dani 5.
ctcLink Training Approach
Action Item: Discussion & Approval
10 Minutes
Dani 6.
Security Redesign
Johnathan 7.
Online Admissions Application Solution Update
5 Minutes
Dennis 8.
Propose Forming Subgroup for Steering Committee Charter/ Membership
Action: Who will lead the subgroup?
9. 
Action Items Review and Agenda Items for Future Meeting
Janelle

3. Ctclink Minutes – Approval
February 26, 2019

4. Ctclink program status
Remediation
Deployment Group 2
Deployment Group 3
Deployment Group 4
Deployment Groups 5 & 6

5. ctcLink Remediation Status Reports – Feb. 18 to March 1, 2019
Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
TBD
Financial Management
14 of 39 remain open
Human Capital Management
9 of 25 remain open
Faculty Workload
Package 2 Testing.
Complete
DRS Redistribution
Development in Progress
March 2019
Absence Management
College UAT
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/Third-Party Billing
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
Governance
DG2
Continuing Education
Vendor Negotiations
DG3
Chart of Accounts
Due Date
Status
FirstLink Adoption / OCM Workshops
Jan. 31, 2019
Complete
Establish New CoA Development Environment
Jan. 31, 2019
New Departments/Programs and old department mapping from CCS
Feb. 15, 2019
Configuration Complete / Functional Unit Testing
Feb. 28, 2019
System Integration Testing / Parallel Close
April 12, 2019
Not Started
Complete College Configuration Review Sessions
COA Training
April 22, 2019
Configure Remaining CoA Related Updates in the CoA Development Environment
April 30, 2019
User Acceptance Testing
May 1, 2019
Readiness Gate / Go-No Go Decision
June 1, 2019
Production Cutover
July 1, 2019
Community Colleges of Spokane Y
Remediation Items progress this period
Security Audit Controls – See previous slide
Absence Management (PT & Adjunct)
UAT held Feb. 28. UAT Passed, but scope did not include a fix for calculation error for FT Faculty – Personal Holiday
Faculty Workload PKG
UAT held March 4-5. Delayed due to Absence Management sign-off.
Accurate Reporting for DRS & PEBB
Pending UAT to be scheduled.
Student Billing – Pending UAT and Implementation
Third-Party billing – Dev work done Feb. 8. Need status update.
FY Close – See slide 9.
*If status is yellow or red, describe why.
Remediation Conditions making recent progress, but waiting for successful UATs and implementation.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items.
*If status is yellow or red, describe why.

6. Other ctcLink Project Activities – Status as of March 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
Governance approved procurement and decision of Vendor
Vendor has been contacted to begin Negotiations to Contract.
10/15/2018
Negotiations
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
Work Group to Review feedback from College discussions to provide recommendation to Governance.
TBD
January 2019
February 2019
March 2019
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution
If needed, develop RFP
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
DG3 (February 2020)
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Identify accessibility vendor to assist with testing of ctcLink
RFP is required
Develop RFP
DG2 (October 2019)

7. Project Status – Feb. 18 to March 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 to delivery
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 continues due to the rework of key solutions.
Deployment Group 2 is in the Construct Phase/Gate 3, focused on Functional Unit Testing of Configuration and delta changes, Data Conversion, and prep for SIT, UAT and UAT Training.
Deployment Group 3 colleges are in the Structure Phase/Gate 2, focused on Business Process Fit/Gap sessions (BPFG).
Deployment Group 4 is in the Initiation Phase/Gate 1 and is performing public status-reporting on Initiation Phase activities.
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 to delivery
DG3 G
College resources have been engaged in GDA Courses and BPFG Workshops. PMs have started reporting their college status
DG4
DG4 status reporting has begun with the ctcLink Initiation Phase
Overall Timeline (All Deployments)

8. Deployment Group 2 Timeline (High Level Phases)
Deployment Group 2 – DG2
Deployment Group 2 Timeline (High Level Phases) G

9. Deployment Group 2 Self-Reported Status – Feb. 18 to March 1, 2019
Clark College G
Accomplished this period
Winter quarter meetings held – Faculty Senate Leadership
Cycle 3 Data Validation.
Communication Plan finalized
Executive Cabinet approved a budget for to include funding for two new analyst positions.
Executive Sponsor to campus
Finalize staff needed for the five, week-long work sessions with SBCTC
Planned for next period
Continue to assign people and timelines to Change action work plan
SBCTC Agency G
Accomplished this period
ADKAR Change Management Overviews #1 completed March 1.
Assets for Data Validation. Estimated completion date Feb. 22.
SBCTC Agency intranet site completed Feb. 28.
Kanban board up and running on 4th floor near watercooler to track status in an agile fashion
Planned for next period
Conversion cycle #3 Data Validation effort continuing through March 8 – waiting for response on request for HR extension to March 16.
SBCTC Agency intranet site “published,” via . Estimated March 4.
Planned, but not completed
Planning an “Awareness” overview for the agency – working with project team
Planning additional opportunities for agency employees to view / learn more about ctcLink prior to training
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts – Budget/Fin team handed off initial draft 90% complete to SBCTC on Feb. 21. Weekly status meetings with Emmett Folk have been requested.
Reviewed new Training Approach and responded with feedback and questions.
Planned for next period
Security Role Redesign - Waiting on documents from SBCTC.
Chart of Accounts Redesign
College ctcLink Roles - Needs discussion with CCS cabinet members.
*If status is yellow or red, describe why.
Remediation Conditions in progress. SBCTC making progress.
FY 16, 17, & 18. CCS still has to reconcile all accounts
Urgent Security issues with query data access
Waiting on final documents for Security Role Redesign 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
Reviewed and submitted feedback for training approach
Furnished Assets to be loaded for Asset Conversion for Cycle 3
Requested status of Chart of Accounts
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
Local SME participate in CE negotiations
Local SME attend Chart of Accounts status call

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

11. Deployment Group 3 Self-Reported Status – Feb. 18 to March 1, 2019
Cascadia College G
Accomplished this period
Pillars working on completing GDA canvas courses for BPFG attendance
Completed data error extracts (quarterly and conversion #1)
Attended all BPFG sessions to date
International Programs completed/submitted homework assignments
Planned for next period
Continue completing GDA courses
Continue scheduling BPFGs and complete homework
Update/submit Cascadia College Roles (from SBCTC Template)
Pierce College District G
Accomplished this period
Continued SME/attendee identification and enrollment for BPFG sessions.
Continued work with Communications Team on updating communications for internal and external stakeholders.
SMEs attended/participated in CS, HCM and FIN BPFG sessions in person and via WebEx.
SMEs completed GDA courses.
Worked on Change Action Plans.
Clean-up Data Extract Error files.
Planned for next period
SMEs continue GDA course completion.
SMEs attend/participate in BPFG sessions in person and via WebEx.
Continue working on communications plan and activities.
Continue working on Change Action Plans.
Planned, but not completed
Develop timeline for review process of applicants for project positions.
Onboarding of newly hired project employees.
Review Training Plan with Training Team.
Olympic College G
Accomplished this period
Attended BPFGs in all pillars
Started BPFG homework
Created process to manage homework
Continued data cleansing
Started Faculty Change Agent Network
Started Executive Assistant Change Agent Network
Planned for next period
Homework
Data cleansing
Planned, but not completed
Additional Change Impact Analyses (CIAs)
Peninsula College G
Accomplished this period
The predominant effort during this period was to complete GDA courses and attend BPFG Session either onsite or via WebEx.
Continue to adjust BPFG Session attendee list and in-person/WebEx participation based on increasing understanding of session content and guidance from SBCTC.
SMEs have reviewed and updated Legacy where appropriate for Conversion Cycle #1/Data Extracts.
Planned for next period
SMEs continue with GDA courses
SMEs continue to participate in BPFG Sessions
Continue to coordinate and submit homework assignments from BPFG Sessions
Continue discussions around updating the Communications Plan
Lower Columbia College G
Accomplished this period
Work with Alignment Team to complete current BPFG sessions and homework
Complete onboarding critical staff through PeopleSoft fundamentals
Work with staff to assemble training requirements and logistics for project team
Planned for next period
Continue SME participation in all GDA and BPFG sessions as needed. This includes completion of CIA work as an outcome of BPFG.
Continue on campus messaging and communication about ctcLink
Continue to develop forecasting tools to track staff workload and project hours.

12. Deployment Group 4 Dashboard Reports – Feb. 18 to March 1, 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
College/District
As of March 1, 2019
Centralia College
27%
Edmonds Community College
57%
Highline College
40%
Seattle Colleges (3)
47%
Wenatchee Valley College
34%
DG4 Pre-Implementation and General Timeline G

13. College INITIATION engagement schedule
This chart shows when each deployment group (DG) begins its first phase (initiation) and estimated Go-Live date. Dates subject to adjustment.
Activity
DG3
DG4
DG5
DG6
Begin Initiation Phase Work
(Identify project manager, create project schedule, begin readiness efforts)
Feb 2018
March 2018
July 2018
March 2019
Start Public Reporting
(status reports, risks & issues)
Dec 2018
Jan 2019
Nov 2019
Gate 1: Implementation Readiness
July 2019
Oct 2019
July 2020
Implementation Phase
Jan 2019 – Feb 2020
(Depends on DG2 Go-Live)
Jan 2020
(Depends on DG3 Go-Live)
Sept 2020
(Depends on DG4 Go-Live)
Go-Live
Feb 2020
Oct 2020
Feb 2021
Oct 2021
Revised 2/20/2019

14. Deployment groups & timeline

15. Ctclink quality gates & milestones
INITIATION
STRUCTURE
CONSTRUCT
TRANSITION
DEPLOY
Project Planning (Checklists & Templates)
Global Design Adoption (GDA)
Determine Exception
Solutions
Production Cutover Planning
Go/No Go Decision
Business Process Fit/Gap (BPFG)
Update BP Flows
Production Environment Prep
Pre-User Acceptance Testing Training
Start Change Impact Analysis & Change Action Plan
Update BP Flows
Update CEMLIs
User Acceptance Testing
Production Cutover
Local Configuration
Update Configuration
Chart of Accounts Redesign (DG2 only)
End-User Training
Production Validation
Training Materials
Analysis/Build
Convert and
Validate Data
Build PeopleSoft Environments
Security Matrix
Mapping
UAT Test Definition
Performance Testing
Milestone Sign-Off
Functional Testing
Security Redesign (DG2 only)
UAT Materials Build
Legacy System Shutdown Procedures in Place
Finalize Local Configuration Guides
Prepare QA
Environment
Identify Exceptions
Organizational Change Management Assessments Begin
Prepare Parallel
Environment
Design Extensions
Cutover Mitigation Planning
GO LIVE
System Integration Testing
Prepare or Update
Test Scripts
GATE 1 PEER REVIEW
Production Go/No Decision
Map Supplemental Systems Data
Parallel Testing
Lessons
Learned
OCM Assessment, Activities & Deliverables for Colleges & SBCTC
College Project Charter
Resource Plan & Budget
Plan Deliverables
Legacy BP Mapping
Initial Supplemental Systems Analysis
Change Impact Analysis 25%
GDA and BPFG Participation
Supplemental Systems Data Mapping
Initial Config Guides Sign-Off
UAT Definition Sign-Off
Change Impact Analysis 50%
Design Requirements Sign-Off
Security Matrix Mapping
Data Validation Sign-Off
Change Impact Analysis 75%
OCM Readiness Checklist
UAT Sign-Off
End-User Training
Policy/Procedures Updated
Cutover Plans, Legacy Shutdown Procedures
Change Impact Analysis 100%
College Cutover Plan
Go/No Go Sign-Off
Milestone Sign-Off
Config Guides Sign-Off
College Lessons Learned
Rev

16. College ctcLink Roles/Responsibilities Alignment Document
Discussion and feedback
Approval
Next steps – present to WACTC

17. Training Approach
Discussion and feedback
Approval

18. Security Re-Design
Discussion and feedback
Approval

19. Online Admissions Application Solution update
Discovery update (PeopleSoft CS Customers)
Next steps

20. Steering committee Charter Update
Propose forming subgroup for Steering Committee Charter/Membership
Discuss membership requirements to include:
College leaders as part of ctcLink Project
College leader engagement post-ctcLink Project

21. Questions?