1. ctcLink Project Update ctcLink Steering Committee
April 9, 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 1 Minute
1. 
Welcome
1 Minute
Christy
2. 
Approval of Minutes
2 Minutes
Choi
3. 
cELC Update (Roles/Alignment Document)
10 Minutes
4. 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2
Deployment Group 3
Deployment Group 4
PM Summit - May 6-7; DG5 & DG6 focus – May 8
20 Minutes
5. 
Deployment Group Alignment Decision for Shoreline CC
6. 
Online Admissions Application Solution Update
Dennis
7. 
Continuing Education RFP Update
Abraham  
8. 
Subgroup Update for Steering Committee Charter/Membership
5 Minutes
Subgroup Members
9. 
Action Items Review and Agenda Items for Future Meeting
- Executive Sponsor Next Steps
Janelle/Reuth
10. 
Meeting Closure

3. Ctclink Minutes – Approval
March 12, 2019

4. cELC Update
College Roles & Alignment Document

5. Ctclink program status
Remediation
Deployment Group 2
Deployment Group 3
Deployment Group 4

6. ctcLink Remediation Status Reports – March 18 to 29, 2019
Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
DG3
Financial Management
14 of 39 remain open
DG2
Human Capital Management
9 of 25 remain open
Faculty Workload
Package 2 Testing.
Complete
DRS Redistribution
Development in Progress
April 2019
Absence Management
College UAT
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/-Party Billing
April 2019
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
Governance
Continuing Education
Vendor Negotiations
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
In Progress
Complete College Configuration Review Sessions
Not Started
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 R
Remediation Items progress this period
Security Audit Controls – Urgent Security Issues not addressed; request sent 12/13/ security issues UATs are in process of being scheduled.
Accurate Reporting for DRS & PEBB - Ready now for System Integration Testing. New SBCTC ticket created to address DRS redistribution
Student Billing – Code overwritten in test environment. Now back in QA process. Pending UAT
Third Party billing – Failing System Integration Testing. UAT TBD.
FY Close – see previous slides.
Book to Bank - Cash Reconciliation - Focus now is on reconciling the 3 cash accounts making up our 18-million-dollar variance (same accounts for TCC). SBCTC Project team working on providing reports/workflow of behind the scenes ctcLink processing of the transactions going into these accounts. CCS request to be engaged on the strategy/tools planning for reconciling cash moving forward.
*If status is yellow or red, describe why.
Absence Management (PT & Adjunct) completed!! All remaining remediation conditions pending test validation and UATs. 39 open remediation tickets.
Tacoma Community College G
Accomplished this period
See SBCTC status update for Remediation items, tickets, and worklist.
Planned for next period
Receive detail for open and closed remediation tickets from Christy and team.
TCC SMEs participate in Budget Planning Tool workgroup.

7. Project Status – March 18 to 29, 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 mitigations in place to reduce 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
Requirements Traceability Matrix (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
New Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding
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.
Each Deployment Group (DG) is now engaged in the project at some level.
DG2 is in the Construct Phase and the ctcLink project team is performing System Integration Testing (SIT). DG 3 is in the Structure Phase, focused on Business Process Fit/Gap sessions (BPFG) through May. DG4 is in the Initiation Phase, with most colleges nearing the halfway mark on deliverables. DG5 is also in the Initiation Phase. Project managers are learning the public status reporting process. DG6 will soon begin those activities.
Contract negotiations are in progress for the new Continuing Education solution and the Online Admissions Application (OAA) work group is actively pursuing an OAA replacement.  The Budget Planning work group is reconvening to start the review and finalization of business and technical requirements.
Overall Status Summary per Deployment Group
DG#
Status
Comments
DG2 Y
Significant progress in the build of Training content
UAT framework and content being developed
DG3 G
College resources have been engaged in BPFG Workshops
Conversion cycles have began
DG4
College teams working on Initiation Phase activities
Overall Timeline (All Deployments)

8. UAT SPRINTS TRAINING CONTENT DEVELOPMENT
Sprint 1 Training Materials, 95% complete - March 29, 2019
117 Quick Reference Guides created/updated
3 Overview videos created for FIN
49 PowerPoints created
15 Instructor-Led Training scripts created
Sprint 1 Canvas shell complete
Sprint 1
95%
Apr 29 - May 10
71 days
Sprint 2
40%
May 20 - Jun 3
15 days
Sprint 3
35%
Jun 11 - Jun 24
14 days
Sprint 4
10%
Jul 2 - Jul 15
14 days
Sprint 5
10%
Jul 29 - Aug 9
12 days
Sprint 6
10%
Aug 19 - Aug 30
12 days
2019
Mar
Apr
May
Jun
Jul
Aug
2019
2019
Today
What is a Sprint?
Each Sprint may be considered a “project” (no more than one month in length during which a completed, useable and/or releasable deliverable increment is created. A Sprint includes: goal of what is to be built, design and flexible plan to guide building, the work itself, the deliverable/product
A new Sprint starts immediately after the conclusion of the previous. Sprints limit risk to one calendar month, enable predictability and ensure inspection/adaptation of progress toward specific goals in short time increments.

9. Deployment Group 2 Self-Reported Status – March 18 to 29, 2019
Clark College G
Accomplished this period
Full week of course catalog cleanup.
Met with Bill, security role contractor and provided information for security roles
SBCTC provided a demonstration of OSECE so we know what we are planning for.
Business processes continue to be documented
Planned for next period
Continue to assign people and timelines to Change Action work plan
UAT testers are being assigned
Create an group for all PeopleSoft users
SBCTC Agency Y
Accomplished this period
“Awareness” Overview for the agency – planning with project team completed 3/20
ADKAR Change Management Overview #3 and #4 completed 3/19, and 3/25
HCM CIA/CAP sessions completed for FMLA, Work-shifts, Reasonable Accommodations, and Establish Salary via Formula 3/27
Planned for next period
Conduct and attend “Awareness” Overview for the agency scheduled for 4/3
9-10:30am in Cascade A/B
Planned, but not completed
Planning additional opportunities for agency employees to view / learn more about ctcLink prior to training
*If status is yellow or red, describe why.
SBCTC has completed cycle #4 homework and ready for Data Validation cycle #4 (DV4). We have some issues, but under control so far.
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts Redesign
Execution meeting CCS Budget/Finance to begin reviewing/validating mapping spreadsheets starting April 5.
Recommunicated CCS critical/urgent issues to SBCTC leadership. Lack of clear status from issues we communicated Dec. 13 and 28.
FY Close – CCS continues to adjust journal entries.
Planned for next period
Security Role Redesign
Waiting on support/process documents from SBCTC before we can plan and execute mapping exercise and validation.
4/5/19 - Budget/finance to start reviewing/adjusting mapping spreadsheets
Need to build/confirm list of all areas impacted by new department IDs and programs.
*If status is yellow or red, describe why.
FY 16, 17, & 18. CCS is nearing completion of reconciling journal entry adjustments. CCS now targeting 4/15/19. Not able to start cash reconciliation until tools, process documentation provided by SBCTC.
Urgent Security issues with sensitive financial and employee query data access available across all FLCs.
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
Participated Chart of Accounts meetings.
Received Chart of Accounts adoption schedule.
Planned for next period
Participate in Conversion Cycle 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

10. Deployment Group 3 Self-Reported Status – March 18 to 29, 2019
Cascadia College G
Accomplished this period
Pillars finalizing all GDA canvas courses for BPFG attendance
Attended all BPFG sessions to date
Completed all Pillar BPFG homework assignments due this period
Submitted Cascadia College Roles to SBCTC (minus Go-Live Team)
Planned for next period
Preparing for Data Validation Cycle #1
Continue scheduling attendance to BPFGs and complete homework
Olympic College Y
Accomplished this period
Attended BPFGs in all pillars
Submitted BPFG Homework
Continued Data Cleansing
Created Faculty Change Agent Network Contracts
Planned for next period
Homework
Data Cleansing
Attend BPFGs
Hire third Analyst
Planned, but not completed
Additional Change impact Assessment Workshops
Peninsula College G
Accomplished this period
Continued to participate in BPFG sessions.
Submitted BPFG homework assignments per BPFG session requirements.
Participated in conversation with Peninsula College Steering Committee, DG3 PMs and SB staff regarding a BPFG schedule change option presented by SB. PC voted unanimously to stay with the current schedule.
Planned for next period
SMEs continue to participate in BPFG Sessions.
Continue to coordinate and submit BPFG homework assignments
Continue conversation regarding Go Live date.
Pierce College District G
Accomplished this period
SMEs attended/participated in BPFG sessions.
Completed all homework to date.
SMEs completed GDA courses (all Pillars).
Internal communications – intranet site is live and will continue to update as needed.
Planned for next period
SMEs continue GDA course completion.
SMEs attend/participate in BPFG sessions SMEs complete homework assignments.
Planned, but not completed
Complete additional Change Impact Analyses.
Review applicants for project positions.
Onboarding of newly hired project employees.
Review and update internal Training Plan with college Training Team.
Lower Columbia College G
Accomplished this period
Work with Alignment Team to complete current BPFG sessions and homework
Complete onboarding critical staff through PS fundamentals
Work with staff to assemble training requirements and logistics for project team
Hosted Several BPFG sessions on campus.
Planned for next period
Continue SME participation in all GDA and BPFG sessions as needed. This includes completion of Change Impact Assessments 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 – March 18 to 29, 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 29, 2019
Centralia College
34%
Edmonds Community College
57%
Highline College
47%
Seattle Colleges (3)
Wenatchee Valley College
44%
DG4 Pre-Implementation and General Timeline G

12. Spring 2019 PM summit Agenda Prep Dates
In collaboration with college from each DG
Dates
May 6 & 7 – All colleges
May 8 – DG5 and DG6 focus on initiation activities to get ready for implementation (DG4 participation optional)
Location: Wenatchee Valley College

13. Deployment group alignment
Deployment Changes:
Bellevue: DG4 to DG5
Columbia Basin: DG4 to DG6
Shoreline: DG5 to DG6 requested

14. 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 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
The message to college presidents meeting (WACTC) in February is that ALL COLLEGES are to be engaged in the project at some level.
The time is now for all colleges to be engaged in ctcLink.
Revised 2/20/2019

15. Online Admissions (OAA) Update
OAA Quick Wins (current improvements to application in production for FLCs)
Final interviews with colleges and universities
OAA Work Group feedback
OAA Work Group recommendation

16. Continuing Education Update
Negotiations update
Questions
Global approach for consistent student experience
Pricing aligned based on college size and enrollment
Integration for ctcLink CampusCE baseline

17. Steering committee Charter
Steering Committee Charter Review Subgroup update on progress
Recommendations for addressing colleges post- production that may no longer have an Executive Sponsor: which title is required for nomination to serve on ctcLink Steering Committee?

18. Other Discussion Items
Executive Sponsor Next Steps

19. Questions?