1. ctcLink Project Update ctcLink Steering Committee
April 23, 2019
Choi Halladay - District Vice President for Administrative Services Pierce College, ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director
Rev. 4/22/2019

2. Agenda Item Description Duration Facilitator 1 . Welcome Christy 2.
1 .
Welcome
Christy
2. 
Approval of Minutes
2 Minutes
Choi
3. 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG. Data Validation)
Deployment Group 4 (Initiation)
Deployment Group 5 (Early Visits/Reporting)
 PM Summit, May 6-7; May 8 for DG5 & DG6
30 Minutes 4.
Deployment Group Alignment Decision for Shoreline CC
15 Minutes 5.
Revisit CPW Approvals by Governance (HRMC Request)
10 Minutes 6.
RFP Updates:
Continuing Education (Negotiations, New Requests)
OAA (Discuss Approach to complete
20 Minutes
Dennis
7. 
Moran Update
5 Minutes
Paul 8.
Action Items Review and Agenda Items for Future Meeting
Executive Sponsor Engagement
cELC/President Engagement
SC Charter – Executive Sponsor Role
8 Minutes
Christy/Janelle/Reuth
9. 
Meeting Closure

3. Ctclink Minutes – Approval
April 9, 2019

4. Ctclink program status
Remediation (CCS, TCC Updates)
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG, Data Validation)
Deployment Group 4 (Initiation)
Deployment Group 5 (Early Visits/Reporting)
PM Summit:
2 Days - Focused on College Implementation Activities
1/2 Day - Focused on College Initiation Activities

5. 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
Absence Management (DG2)
DRS Redistribution (In Testing)
Continuing Education
Online Admissions
Budget Planning
Financial Aid Customizations
11/29/17
195
101 10 84
12/13/18 41 29 2
4/01/19 23 11
DRS – Department of Retirement Systems
*FirstLink (pilot) colleges are validating open and closed items/numbers

6. ctcLink Remediation Status Reports – April 1 to 12, 2019
Solution
Status
Due Date
Campus Solutions
10 of 45 remain open
DG3
Financial Management
5 of 39 remain open
DG2
Human Capital Management
6 of 25 remain open
Faculty Workload
Complete
March 2019
DRS Redistribution
Preparing for UAT
April 2019
Absence Management
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/Third-Party Billing
April 2019
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
Governance
Continuing Education
Vendor Negotiations
Chart of Accounts
Due/Finish
Status
TCC Chart of Accounts Adoption Kickoff
Dec. 12, 2018
Complete
CCs Chart of Accounts Adoption Kickoff
Feb. 1, 2019
Foundational Chartfield Configuration
March 22, 2019
College Configuration Review and Updates
May 3, 2019
In Progress
Functional and System Integration Testing
May 10, 2019
User Acceptance Testing
May 10 - June 3, 2019
Not Started
Readiness Gate / Go-No Go Decision
June 10, 2019
Production Cutover
July 2019
Community Colleges of Spokane R
Remediation Items progress this period
Student Billing – UAT held Wed 4/11. CCS found two issues.
Security Audit Controls – In progress. Bank Statement se
Accurate Reporting for DRS & PEBB - Ready now for System Integration Testing. New SBCTC ticket created to address DRS redistribution
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 three cash accounts making up our $18-million 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. Can’t close FY 16,17,18 without reconciling cash accounts.
*If status is yellow or red, describe why.
Absence management passed UAT, but CCS validating some calculations.
Student Billing UAT complete, CCS had a couple issues.
Third-Party Billing & DRS pending UATs.
Unable to close FY16, 17 & 18 until cash reconciliation is completed.
39 open remediation tickets.
Tacoma Community College G
Remediation Items progress 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. First requested March 27; follow-up April 12.
TCC SMEs participate in Budget Planning Tool workgroup.

7. Project Status – April 1 to 12, 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 making good progress
Security Mapping activities impacting UAT
Schedule
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 DG2 System Integration Testing (SIT) and conversions. Conversations are underway to set go-live dates.
DG3 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 colleges have begun Initiation Phase and are learning the public status reporting process. DG5’s first report is included in this status update.
DG6 will soon begin initiation phase and reporting process.
The spring 2019 Project Managers Summit will be held at Wenatchee Valley College, with May 6-7 focused on overall Implementation Phase activities for all colleges and May 8 focused on the Initiation Phase for DG5 and DG6.
Contract negotiations are underway for a new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement. The Budget Planning Tool work group is reviewing and finalizing business and technical requirements.
Overall Status Summary per Deployment Group
DG#
Status
Comments
DG2 Y
Significant progress in the build of Training content and UAT Framework
Security Mapping activities impacting UAT
DG3 G
College resources have been engaged in BPFG Workshops
Conversion cycles have began
DG4
DG5
DG 4 - College teams working on Initiation Phase activities
DG 5 - Started tracking college Initiation and incorporated in status reports
Christy
Overall Timeline (All Deployments)

8. Budget Status – as of March 31, 2019

9. Deployment Group 2 Self-Reported Status – April 1 to 12, 2019
Clark College R
Accomplished this period
Continued to work on course catalog cleanup.
Completed 7.5 hours of webex to review data validation materials for cycle 4.
Prepared all materials for cycle 4 data validation.
Financial Aid has planned out deadlines and system shut down for the Oct 28 Go Live.
Planned for next period
Continue to assign people and timelines to Change action work plan.
Create an user group for current legacy users.
Planned, but not completed
*If status is yell or red, describe why.
College is trending red due to discussion of date change for Go-Live. This has caused skepticism and uncertainty by SMEs and staff. UAT training plan also impacts college flexibility and schedule. Y
SBCTC Agency Y
Accomplished this period
HR (non Payroll) business processes reviewed for change impacts 4/10
“Awareness” Overview for the agency conducted 4/3
Working with Bill Welch and Johnathan Rider on security mapping. The plan is to use elevated permissions for the first UAT Sprint. 4/11
Risk Management team formed completing initial meeting 4/1
Planned for next period
Completion of Data Validation cycle #4 4/26 for HCM, 4/24 for FIN
Follow-up ADKAR overview 4/22
Planned, but not completed
n/a
*If status is yellow or red, describe why.
The Awareness overview has revealed a number of areas of opportunities to close gaps.
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts Redesign
CCS Budget/Finance reviewing/validating mapping spreadsheets. 4/5 thru 4/19. In progress.
FY Close – CCS continues to adjust journal entries.
Uploaded schedule/Q&A/Check list to Box folder
UAT’s for Student Billing, POI security issues, and SSN new query security tree.
Planned for next period
Security Role Redesign
Security Issues
*If status is yellow or red, describe why.
Remediation Conditions involving Absence Management UAT and open items.
FY16, 17 & 18 unable to close until cash reconciliation is completed.
CoA Activities – reviewing local mapping files.
Urgent Security Issues – sensitive financial and employee query data available across all FLCs.
Security Role Redesign: waiting on documents to assist with role mapping, and cutover/implementation process. Concerns with newly communicated plan to test new security roles.
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.
Provided UAT testers to SBCTC.
Attempted to reserve a dedicated ctcLink room for DG2 at Tacoma.
Participated Cycle 1 Data validation meeting.
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
Local SME attend Chart of Accounts meetings

10. Deployment Group 3 Self-Reported Status – April 1 to 12, 2019
Cascadia College G
Accomplished this period
Attended all BPFG sessions to date
Completed all but 2 BPFG homework assignments due this period
Initiated CS and HCM data validation
Planned for next period
Continue data validation & OTM issue input for Cycle #1
Initiate DG3 Cycle #2 data error extract cleanup
Continue BPFG attendance and homework completion
Planned, but not completed
Late completing 2 Finance BPFG homework assignments, Finance working with SBCTC CS Pillar PM to complete prior to 4/16/19
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
Onboarded LCC query developer team and started designing tracking mechanisms for query management
Started work in Cycle 1 conversion validation work.
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.
Complete Cycle 1 conversation validation and start prep for Cycle 2.
Peninsula College G
Accomplished this period
Continued to participate in BPFG sessions.
Submitted BPFG homework assignments per BPFG session requirements.
Organizing Data Validation efforts to meet April 24 deadline
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.
Complete Bio/Demo data validation for both CS and HCM.
Pierce College District G
Accomplished this period
FIN & HCM SMEs participated in BPFG sessions.
SMEs participated in Data Validation WebEx sessions.
SMEs participated in CPW kick-off
Completed all homework to date.
Planned for next period
SMEs complete data validation.
SMEs attend/participate in BPFG sessions in person and via WebEx.
SMEs complete homework assignments
Planned, but not completed
Complete additional Change Impact Analyses (CIAs).
Review applicants for project positions.
Onboarding of newly hired project employees.
Review and update internal Training Plan with college Training Team.
Olympic College G
Accomplished this period
Attended BPFGs
Submitted BPFG Homework
Continued Data Cleansing
Started Data Validation Cycle
Planned for next period
Homework
Data Cleansing
Attend BPFGs
Hire third Analyst
Data Validation
Planned, but not completed
Additional CIA Workshops

11. Deployment Group 4 Dashboard Reports – April 1 to 12, 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 April 12, 2019
Centralia College
38%
Edmonds Community College
60%
Highline College
52%
Seattle Colleges (3)
47%
Wenatchee Valley College
45%
DG4 Pre-Implementation and General Timeline G

12. Deployment Group 5 Dashboard Reports – April 1 to 12, 2019
DG5 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 April 12, 2019
Bellevue College
No Data Reported
Bellingham Technical College
14%
Big Bend Community College
11%
Everett Community College 6%
Grays Harbor College
19%
Green River College
Skagit Valley College 9%
Whatcom Community College
17%
DG5 Pre-Implementation and General Timeline G

13. PM summit Agenda Prep (Collaboration with College from each DG) Dates:
May 6 & 7 – All Colleges (Implementation Activities)
May 8 - DG5 & DG6 (DG4 optional) focused on Getting Ready for Implementation (Initiation Activities)
Location: Wenatchee Valley College

14. DEPLOYMENT GROUPS AND TIMELINE
Deployment Changes:
Bellevue: DG4 to DG5
Columbia Basin: DG4 to DG6
Shoreline: DG5 to DG6 requested

15. 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 time is now for all colleges to be engaged in ctcLink.
Revised 2/20/2019

16. DEPLOYMENT GROUP ALIGNMENT
Background
Shoreline Community College requests to move from Deployment Group 5 to Deployment Group 6.
Discuss the impacts of adding a college to DG6 or leaving DG5 as is.
Pros/Reasons for moving to DG6
Considerations
Lack of readiness or participation in past and current PM/OCM activities
Peer Review for DG5 colleges to enter implementation phase is only five months away
Resource challenged with new interim PM
Better for DG5 overall, because DG5 is the first deployment group with a technical college
Risk to DG5 due to lack of readiness
Reduces impact to DG6
At nine colleges, this makes DG6 the largest
Resource strain on project staff for large DG6
Recommendations
The ctcLink Project Management Office recommends granting Shoreline Community College’s request in order to minimize impact to both DG5 and DG6.
To ensure college readiness, no further college movements are recommended within the deployment groups.

17. Online Admissions (OAA) Update
OAA Quick Wins (Current Improvements to Application in Production for FLC’s)
Final Interviews with Colleges and Universities
OAA Work Group feedback
OAA Work Group Recommendation

18. Continuing Education Update
Negotiations Update
Questions
Global Approach for consistent student experience
Pricing aligned based upon college size and enrollment
Integration for ctcLink CampusCE baseline

19. Y ctcLink Quality Assurance Scorecard Overall Status
Moran Technology Consulting Report: March 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. Meetings are held according to schedule, with materials distributed beforehand, and decisions made at the appropriate level.
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/DG3/DG4 schedules and resource constraints now directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to tasks.
Training
The decisions and actions taken by PMO have enabled recovery of this key work stream. The external contractor supporting delivery of training materials has made good progress with the Finance and HCM pillars. PMO has decided to coincide just-in-time targeted training with UAT Sprints which achieves a number of positive benefits.
Testing
This work stream is yellow, but is now trending green due to changes made by the PMO. The PMO has added another PS experienced key resource for this work stream. DG2 Testing work stream relies heavily on availability and expertise of functional project staff.
Configurations / Data Conversion
Technical work for DG2 System Configurations and Data Conversion Cycle 4 is underway with good results reported.
Organizational Change Management (OCM)
PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. QA concerned that PMO focus remains on the DG2 schedule.
Project Staffing
Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. QA and the PMO remain concerned that the overlap of DG2/DG3/DG4 may require additional project and contractor resources. Project leadership and staff morale is positive given schedule pressures.
Technical Environment
Future PS updates/bundles and 3rd party software installation and support work is being managed by the IT Division outside of the project responsibility. Overall planning of these changes needs to be tightly integrated with the ctcLink DG2/DG3/DG4 schedules. This becomes more challenging with the overlap in implementation schedules.
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.

20. Other Discussion Items
-Executive Sponsor Engagement
-cELC/President Engagement
-SC Charter – Executive Sponsor Role
Subgroup to review Steering Committee Charter
Recommendations for addressing colleges in post- production that may no longer have an Executive Sponsor
Executive Sponsor title is currently a requirement for nominee to serve on ctcLink Steering Committee

21. Questions?

22. Remediation Open – Finance#
Item #
Description
Status
Planned Date
Adjusted Date 1
19057
Ability for each organizational unit to develop and modify a budget at any level of the organizational structure and at any level of the program structure, throughout the budget development process.
Open
DG3
2/1/2020
Needs RFP 2
19297
Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student.
Closed
8/1/2018
Updated Training Content 3
19299
Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. 4
19304
Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level.
1/1/2018
7/1/2019
New COA Design 5
19323
Supports GL account verification across applications.
2/1/2018
TBD
FY Deliverable 6
19342
Support vendor payment advance process based on user-defined criteria (e.g., each college is authorized to draw an advance against the State Treasurer, with the amount equal to 17% of preceding biennium's monthly allocation).
12/1/2017
SB Process Provided 7
19382
Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.

23. Remediation Open – Finance, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 8
19454
Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual colleges.
Closed
8/1/2018
Updated Training Content 9
19633
Enable reconciliation process based on user-defined business rules (e.g., able to identify transaction source).
Open
1/1/2018
TBD
FY Deliverables 10
19747
Calculate and report indirect costs based on user-defined criteria.
2/1/2019
ERP Support 11
19968
Track grants separately from G/L Chart of Accounts and reconcile the two. 12
20212
Comparison of Actual to Budget (Revenues/Receipts and Expenditures)
12/29/2017
2/1/2020
Need RFP 13
N/A - 39
Must configure system to utilize correspondence to vendors for all PO’s.
1/1/2019 14
N/A - 41
College needs a budget development system that allows for adequate budget building process.
DG3 15
19713
Dispose of financial and non-financial assets.
DG2

24. Remediation Open – Human Resources#
Item #
Description
Status
Plan Date
Adjusted Date 1
20596
Faculty Workload to generate and modify documents and pay for adjunct faculty based on user-defined criteria (4 Phases to resolve / 2 Phases remaining)
Closed
3/1/2018
Package /31/2018
Package 2 – 3/1/2019 2
29976
Develop and Re-run the ESD report
12/1/2017
TBD - TCC to Test 3
37532
Bio-Demo data values not aligned with CS and HCM
12/31/2018 4
20753
Establish contract pay based on user-defined criteria.
Open
1/1/2019
TBD - Needs CPW 5
20573
Need ability to report on department budgets
TBD
Needs Budget Tool 6
N/A - 0
DRS Redistribution
4/30/2019
4/30/2019 – ERP SIT 7
N/A - 27
Step Movement / Needs CEMLI
DG2 - 10/24/2019
In Development 8
N/A - 29
Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module.
DG2
4/29/2019 9
N/A - 31
Migrate ctcLink framework to Wave 1 framework (related to Absence Management) 10
N/A - 32
Create “day” definition / Absence Management and Time & Labor issue 11
N/A - 34
Provide list of employees missing area codes / Legacy Data Issue
9/14/2018

25. Remediation Open – Campus Solutions#
Item #
Description
Status
Planned Date
Adjusted Date 1
20797
Support continuing education registration process where student can browse courses without logging on
Open
DG3
2/1/2020
In Negotiations 2
20901
Provide the ability for continuing education students to enroll directly in classes (i.e., application is not required). 3
21359
Allow payment online for continuing education based on user name and password. 4
21505
Perform third-party billing based on user-defined criteria (e.g., by student, consolidated) .
Closed
5/1/2018
10/24/2019
GDR Approved 5
20814 6
21293
Support streamlined admissions processing and user interface. (Online Admissions Application)
Evaluation 7
N/A - 13
Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating
12/1/2017
TBD 8
N/A - 15
Reconciliation queries haven’t worked correctly or accurately since Go Live.
3/1/2018
5/30/2019
FY Deliverable 9
N/A - 22
Error/exception report identifying discrepancies between financial aid system and the general ledger (2nd Journal Set)

26. Remediation Open – Campus Solutions, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 10
N/A – 12
SAP Setup Effective Dating doesn’t work (Oracle Bug ID )
Open
6/1/2018
TBD
Waiting on fix from Oracle
Workaround in place 11
N/A – 17
Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy.
5/30/2019
FY Deliverable 12
N/A – 18
Reports to reconcile student financial transactions for a given day to the general ledger by item type, chartstring and fund.
5/1/2018 13
N/A – 19
Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc.
9/30/2018 14
21451
Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria
Closed
N/A 15
21338
Track satisfactory academic progress (SAP).