1. 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)

2. Top Risks Reported – as of March 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) H
Chart of Accounts (CoA) – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group (DG) 2 timeline.
Update: FIN team will build out an MS-Project Plan for CoA and distribute to the colleges. CCS also hired resources to help out staff to free them up to focus and work on CoA.
*Refer to CoA milestones tracking in this report.
Emmett Folk, ctcLink PM for FIN & HCM Team
DG2 Impacted, Risk Date: 10/12/2018
Emmett Folk
ctcLink Technical – Third-party integration retrofits for products released and managed by ERP Support and Application Services
Update: CyberSource, Highpoint and Clean Address retrofit and unit testing complete
Nelnet and 25 Live in review status. Schedule for FIT testing is in progress.
Tara Keen, ctcLink Assistant Project Director
DG2 Impacted, Risk Date: 1/8/2019
Tara Keen, Chandan Goel, Sandy Main
Testing – Functional testing may not be completed by the due date in the project schedule.
Scheduled to be completed by 2/19/19. Functional analysts have many overlapping tasks they are working on.
Update: Risk was closed, deadline was met.
Tami Whitney, Test Manager
D2 Impacted, Risk Date: 1/23/2019
Tara Keen, Serena Hansen
Top Issues Reported – as of March 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) H
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 currently 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.
Dani Bundy, ctcLink OCM & Training Manager
DG2 Impacted, Tied to Risk Date:11/9/2018 and Issue Date:12/19/2018
Dennis Colgan
ctcLink Student Financials (SF) – Extract Logic for conversion needs to be reviewed for Cycle 3.
Update: SF Conversion extract logic has been modified to resolve the negative number issue encountered during Cycle #3. The number of errors have been significantly reduced.
John Henry Whatley, ctcLink PM for CS Team
DG2 Impacted, Issue Date:11/12/2018
Chandan Goel 2

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 DG2 and DG3 will be more defined once solutions are selected.
Schedule Status
DG2 Go-Live date targeted for October 2019; overlap of schedules and resource constraints impacts all deployment groups. Focus on work streams for DG2 while supporting DG3 and DG4 activities (schedule compression and complex allocation of key project resources). R
Training
This work stream is red, but is trending yellow. PMO taking appropriate actions (reallocating resources and working with vendor on development support) to recover the schedule.
Testing
This work stream is yellow, but is now trending green due to changes made by the PMO. DG2 Testing work stream relies heavily on availability of functional project staff and the impact of resources with DG2 and DG3 overlap during specific phases.
Configurations / Data Conversion
DG2 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. FirstLink colleges (FLCs) need to take ownership over their data management.
Organizational Change Management (OCM)
OCM is actively engaged in multiple areas, all focused on getting DG2 and DG3 colleges ready for deployment. DG4 preliminary activities have started and remaining Common Process Workshops (CPWs) are scheduled.
Project Staffing
Staffing is okay at this time. Overlap of DG2, DG3 and DG4 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
WA State Office of the Chief Information Officer (OCIO) Oversight as of March 2019
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
Ongoing 2
QA (Moran) to report to ctcLink executive sponsor and State CIO
Complete 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 4 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.
Updated: 2/26/2019

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

6. Pillar Status – Feb. 18 to March 1, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
DG2 BPFG Sessions for Core, Student Financials, and Financial Aid
DG2 Cycle 3 Data Validation Handoff
Define SIT Scope
Complete FIT Testing
Compiled configuration items for Clark SAP conversion (New)
Provide Legacy Team optional files for DG2 Cycle4 conversion, Feb. 28
Provide Legacy Team optional files for DG3 Cycle1 conversion, Feb. 21
DG2 Fluid Navigation Collection Development
Continue OAA Quick Win development
Continue work on SAP Modification
Continue work on SF Third-Party Billing/Invoice
Continue UAT material planning/build
Review of Training materials
Planned for next period
Hold CS Core, SF and FA DG3 BPFG Sessions
Provide Legacy Team optional files for DG2 Cycle4 conversion 2/28
Provide Legacy Team optional files for DG3 Cycle1 conversion 2/21
Begin SIT Testing
DG2 SAP Conversion (Clark)
DG2 Cycle #4 crosswalks
DG3 BPFG assignment follow-ups (WebEx)
Planned, but not completed
Complete SF Remediation (Third-Party Billing)
Clark SF Conversion
Human Capital Management G
Accomplished this period
Completed DG2 Functional Testing and updating/creating FNC Test scripts
Held DG3 BPFG Sessions for HR Core Business Process Review and HR Core Configuration Workshop
Held DG3 BPFG Session for Benefits Business Process Review
Held DG3 BPFG Session for Time & Labor (T&L) Business Process Review
Continued DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 Conversion Cycle 4 Configuration Updates in Gold Environment
Hold DG3 BPFG Session for Faculty Workload Business Process Review
Hold DG3 BPFG Session for Absence Management Business Process Review
Continue DG3 BPFG Material Build
Continue review of DG2 Training content structure and materials
Continue DG2 UAT diagram/scenario updates and content build
Continue DG2 configuration build out in FNC environment
Financial Services G
Accomplished this period
Completed DG2 SIT scope documentation
Completed DG2 Functional Testing and updating/creating FNC Test scripts
Held DG3 BPFG Sessions for GL Business Process Review and GL Configuration Workshop
Held DG3 BPFG Sessions for Commitment Control (KK) Business Process Review and KK Configuration Workshop
Continued DG3 BPFG material build
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 training content structure and materials
Continued DG2 configuration build out in FNC environment
Planned for next period
Complete DG2 Conversion Cycle 4 Crosswalk Updates
Complete DG2 Conversion Cycle 4 Configuration Updates in Gold Environment
Hold DG3 BPFG Session for Purchasing Business Process Review
Hold DG3 BPFG Session for Accounts Payable Business Process Review
Continue DG3 BPFG material build
Continue review of DG2 Training content structure and materials
Continue DG2 UAT diagram/scenario updates and content build
Continue DG2 configuration build out in FNC environment
Pillar Status – as of 6/8/2018

7. Workstream Status – Feb. 18 to March 1, 2019
Communications G
Accomplished this period
Reviewed/revised DG4 introduction to initiation phase roadshow deck
Steering Committee meeting materials prep, support and attendance
Revamped Enhancement Request Process slides (for BAC, IC)
Met to discuss communications activities for data validation, GDA wrap-up, BPFG wrap-up, SIT testing, parallel testing
Support Deployment Group revision communications to governance groups, college leaders, PMs, executive sponsors; timeline and website updates
Planned for next period
Update DG timelines, web content, materials
Communications templates, activities planning by DG with OCM/Comms subgroup
Technical G
CONVERSION
Accomplished this period
DG2 Cycle 3 Conversion Activities completed.
Documented timeline of technical activities for Cycle 3 including the execution time.
Issues encountered by technical team logged on the Conversion issue log
Planned for next period
DG2: Prepare to establish Course Catalog in Production. – In Progress.
DG3: Cycle 1 Conversion Activities
DEVELOPMENT
Retrofit work for True-up the CTS to PROD complete
Retrofit complete for Highpoint & Mobile application
Modification complete for CEMLI I-024 DRS Redistribution
Schedule FIT testing plan for Third-Party applications
Retrofit work for Nelnet & 25Live
OAA Quick Wins modification
ENVIRONMENTS
SIT and SVL released for functional validation.
DB Compares and copy missing and custom objects CTS and SIT/SVL
Missing OBJECTS issue resolved in FSCM(Project environments).
People Tools patch validation and apply to next environments.
STAT project plan discussions.
Testing Y
Accomplished this period
Completed HR Core and Absence Management data request to support the PETA (PeopleSoft Enterprise Test Automation) implementation
Created template to gather information for the UAT material build in the reference center
Completed functional testing
Planned for next period
Continue completing data requests to support PeopleSoft Enterprise Test Automation (PETA) implementation
Continue to build SIT test plan by sprint in OTM
Continue to build UAT materials
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing task completion.
Training R
Accomplished this period
Worked with vendor on Finance training deliverables
Completed following overview scripts: Billing, Contracts, Financials Overview, Commitment Control, and Expenses
Created UAT course and defined deliverables per trainer
More than 80 QRGs created and/or updated to 9.2
Planned for next period
Continue to work on Pre-UAT training materials
Continue work with Angela and Kaci to build custom list in SharePoint
New resources onboarding
*If status is yellow or red, describe why.
Large amount of materials needed with upcoming timelines.
Organizational Change Management G
Accomplished this period
Received approval on the College Roles & Alignment document by Steering Committee
Held Guided Pathways Requirements Gathering Kick-off meeting
Completed College Relations and OCM Check in presentation for DG4 colleges
OCM Manager continued transition of duties to take on Training Manager role
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

8. Deployment Group 2 Timeline (High Level Phases)

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 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.

11. 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

12. 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.

13. 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)