1. ctcLink Project Update ctcLink Executive Leadership Committee
March 21, 2019
Jan Yoshiwara – SBCTC Executive Director, ctcLink Executive Sponsor & cELC Co-Chair
Joyce Loveday – Clover Park Technical College President & cELC Co-Chair
Grant Rodeheaver – SBCTC Deputy Executive Director of IT and ctcLink Project Sponsor
Choi Halladay – District Vice President for Administrative Services, Pierce College, ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Minutes Facilitator 1. Welcome Joyce 2.
1. 
Welcome
Joyce
2. 
Approval of Minutes & Quorum Discussion 5 3.
Steering Committee Decisions & Governance Update
Deployment Group Alignment
Continuing Education Approach
Training Approach
Security Redesign
ctcLink College Roles Recommendations 15
Choi 4.
ctcLink Program Status
Budget
Top Program Risks
Moran QA Report
OCIO Conditions / Technology Pool Status 20
Christy
5. 
Remediation & Deployment Group Status
Remediation (CCS, TCC Updates)
Replacement Solutions
Deployment Group 2
Deployment Group 3
Deployment Group 4
Deployment Group 5/6 6.
Key Messages for WACTC Business Meeting 7.
Adjourn

3. celc Minutes – Approval
October 4, 2018
November 7, 2018
December 13, 2018
February 14, 2019
October, November and December minutes were tabled at past meetings due to lack of quorum.

4. steering committee decisions & governance update
Deployment Group Alignment
Continuing Education Approach
Training Approach
Security Redesign
ctcLink College Roles Recommendations

5. ctcLink college Roles & Alignment
The ctcLink Steering Committee:
Adopts the College ctcLink Roles Alignment document (with the agreed-upon changes) as the recommendation to Washington State Community and Technical Colleges for the roles necessary to successfully implement ctcLink as well as the required ongoing personnel needs once the ctcLink system is in place.
Requests that the cELC recommend to all WACTC Presidents that the necessary roles as outlined in the ctcLink Roles Alignment document are in place at their college prior to their college's DG implementation, and sustained post-GoLive.
Steering committee approved on 3/12/19

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

7. “Wait and see” phase is over

8. ctcLink Program Status
Budget
Top Program Risks
Moran QA Report
OCIO Conditions

9. Budget Status – as of Feb. 28, 2019

10. Top Risks # Risk Description Mitigation Deployment Focused 1.
College Project Manager/Executive Sponsor Engagement
Hire a Project Manager
Identify Engaged and Supportive Executive Sponsor
Deployment Group 5
Deployment Group 6 2.
College Resource Availability
Other College and System wide Initiatives
Daily Operations
Staff Retention (Retirement/Role Changes)
Create ctcLink resource plan
Backfill or add additional staff as needed for your College
All Deployment Groups 3.
College leadership understanding of ctcLink project methodology and resource participation requirements
Pre-implementation
Implementation
Post Implementation
ctcLink Project Management Office to provide detailed resource plan to Colleges for implementation
College Project Managers need to account for additional College tasks

11. Y ctcLink Quality Assurance Scorecard Overall Status
Moran Technology Consulting Report: February 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. On 2/28 Steering Committee approved moving two colleges from DG 4 to later deployment groups.
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. R
Training
This work stream is red, but is trending yellow. PMO taking appropriate actions (reallocating leadership 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 and expertise of functional project staff.
Configurations / Data Conversion
DG2 colleges have completed Cycle 3. Cycle 4 planning and technical preparation are in progress. Chart of Accounts has 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 for completion by August 2019.
Project Staffing
Staffing is adequate at this time, contract scope has been extended for all 3 pillars. Overlap of DG2, DG3 and DG4 may require additional resources.
Technical Environment
A number of recent problems with the environments have surfaced that impact the DG2 project schedule and are currently being addressed.
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.

12. 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
ctcLink Technology Pool
Gate#
Status G
Pre-IT Pool
Implementation, Stability & Remediation
Approved 1
Planning & Remediation
1/1/2018 2
DG2 – Initiation & Structure Phase 3
DG2 – Construct Phase
DG3 - Initiation & Structure Phase
In Progress
1/1/2019 4
DG2 – Transition & Deploy Phase
DG3 – Construct Phase
DG4 - Initiation & Structure Phase
Future
7/1/2019 5
DG3 – Transition & Deploy Phase
DG4 – Construct Phase
DG5 - Initiation & Structure Phase
1/1/2020 6
DG4 – Transition & Deploy Phase
DG5 – Construct Phase
DG6 - Initiation & Structure Phase
7/1/2020 7
DG5 – Transition & Deploy Phase
DG6 – Construct Phase
1/1/2021 8
DG6 - Transition & Deploy Phase
7/1/2021 9
Contingency Deployment
N/A
1/1/2022
Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018.
Updated: 2/26/2019

13. Ctclink Remediation status
Remediation (CCS, TCC Updates)
Replacement Solutions
Online Admissions Application
Budget Planning Solution
Asset Tracking Solution
Accessibility Testing
Chart of Accounts
Other

14. ctcLink Remediation Status Reports – March 1, 2019
Solution
Status
Due Date
Campus Solutions
13 of 45 remain open
Dependent on OAA/CE
Financial Management
14 of 39 remain open
Dependent on FY
Human Capital Management
9 of 25 remain open
TBD
Faculty Workload
Migrated to Production
Complete
DRS Redistribution
Development in Progress
March 2019
Absence Management
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Statement
QA – SIT
Third Party Billing
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
With 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
New Solution
Status
RFP Publish
Solution Decision
Continuing Education
Vendor has been contacted to begin Negotiations to Contract
10/15/2018
Subgroup assisting with final negotiations
Online Admissions Application
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)

15. Overall Project Status – 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)

16. Deployment groups 5 and 6 Mitigation to Engage Later Deployments
Colleges to Hire Project Managers
Colleges to begin the pre-work prior to implementation
ctcLink Project Team to schedule OCM and Readiness campus visits
May PM Summit to have a day focused on Deployment Group 5 and 6 pre-work activites

17. Questions & WRAP-UP

18. 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

19. 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