1. ctcLink Project Update ctcLink Steering Committee
February 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 Minute
1. 
Welcome
2 Minute
Christy
2. 
Approval of Minutes
2 Minutes
Choi
3. 
Recap of DG3 Alternate Decision (from 1/29/19 agenda)
5 Minutes
4. 
Continuing Education Replacement Solution – Motion for Implementation Approach & Integration
20 Minutes 5 
College ctcLink Roles/Responsibilities Alignment Document
15 Minutes
Christy/Dani
6. 
Accessibility – Discussion and Next Steps
10 Minutes
7. 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
Deployment Group 5 & 6
30 Minutes
8. 
Action Items Review and Agenda Items for Future Meeting
Online Admissions Application Solution
Moran Report
Steering Committee Charter/Membership
Christy/Janelle
9. 
Meeting Closure
1 Minute

3. Ctclink Minutes – Approval
January 29, 2019

4. DG3 Alternate College Decision (recap)
cELC Co-Chairs discussion

5. Continuing Education Follow-Up
Discussion (Implementation Approach/Integration)
Decision

6. College ctcLink Roles/Responsibilities Alignment Document
Discussion
Feedback
Next Steps – Present to WACTC

7. accessibility Problem (College Concerns)
Appsian vs Accessibility Testing Vendors
Approach
Findings Options (Solutions)
Internal Fix
Appsian Product

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

9. Pilot remediation overview & status
Date
Total Open Items
Open Items With a Plan to Complete
(Appendix A)
Open Items Needing a Replacement Solution (Appendix A)
Open Items That Were Closed, but Reopened in Remediation Agreement
(Appendix B)
2016, 2017, 2018 Financial Books
Security Role Redesign 
Absence Management
DRS Redistribution
Faculty Workload
Student Invoice & Third-Party Billing
Continuing Education
Online Admissions
Budget Planning
Financial Aid Customizations
11/29/17
195
101 10 84
12/13/18 41 29 2
DRS – Department of Retirement Systems

10. 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.

11. 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

12. 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

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

14. 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

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

16. Deployment Group 3 – DG3 Completed DG3 Pre-Kick-Off – Nov. 2, 2018
Began bi-weekly DG3 meetings – Nov. 7, 2018
Peer Review meetings for readiness – Dec. 5-6, 2018
College Pre-Kick-Off meetings – Dec , 2018
College Leadership Discussion
College ctcLink Project Team
Olympic Pre-Kick-Off meeting – Jan 25, 2019
DG3 Official Kick-Off – Jan. 28, pm-1:30pm
Colleges taking GDA in preparation of BPFG Sessions

17. Deployment Group 4 Dashboard Reports – Feb. 7, 2019
Gate 1 - 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

18. INITIATION SCHEDULE HIGHLIGHTS
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 Work
Download, copy, create schedule 18 months prior to implementation
Feb 2018
March 2018
July 2018
March 2019
Start Dashboard Reporting
10 months prior to Implementation
Dec 2018
Jan 2019
Nov 2019
Peer Review for Initiation Gate
July 2019
Oct 2019
July 2020
Implementation Starts
Sept 2019
Jan 2020
Sept 2020
Go-Live
Feb 2020
Oct 2020
Feb 2021
Oct 2021
*DG3 column updated to reflect actual dates

19. Other Discussion Items
Online Admissions Application Solution
January Moran Report
Steering Committee Charter/Membership

20. Questions?