1. ctcLink Steering Committee
June 4, 2019
Choi Halladay - ctcLink Steering Committee Chair, Vice President for Administrative Services, Pierce College District
Christy Campbell – ctcLink Project Director

2. AGENDA Item Description Duration Facilitator 1. Welcome Christy 2.
Christy 2.
Approval of Minutes
1 Minute
Choi 3.
Proposed Amendments to SC Charter – Action Item
20 Minutes
All 4.
Chart of Accounts Go/No-Go Decision at June 18 SC meeting
Update on Chart of Accounts Implementation Schedule
Discuss process and any materials needed for 6/18 meeting
15 Minutes 6.
Remediation Update (Including Replacement Solutions)
Remediation Overview (CCS, TCC Updates)
CampusCE Contract
Update on request to the colleges for CE metrics
Next Steps
Online Admissions Application
Feedback from discussion with WSSSC Chair – Choi
Next Steps – Dennis/Christy/All
Security Redesign – Mapping
Accessibility RFP Update
Budgeting Tool
30 Minutes 8.
ctcLink Program Status
Deployment Group 2 (UAT Training/Testing, Security Mapping)
Deployment Group 3 (BPFG complete, Data Validation)
Deployment Group 4 (Initiation; Peer Review in July)
Deployment Group 5 (Initiation Phase prep visits in June)
9. 
Action Items Review and Agenda Items for Future Meetings
4 Minutes
10.
Meeting Closure

3. Meeting Minutes – Approval
May 21, 2019

4. Steering committee Charter: proposed amendments (in red text)
Committee Composition: Voting Members subsection:
Six college Executive Sponsors: The senior college executive assigned to ctcLink oversight (selected, for minimum two years, can be staggered terms)
Committee Composition: Non-voting Members subsection:
Two college project managers or ctcLink functional/business analysts (selected, for minimum two years, can be staggered terms)
Addition to Committee Member Selection section:
An individual may only serve as a voting member at one level of ctcLink governance; however, the individual may participate concurrently as a non-voting member at other levels of ctcLink governance.

5. Chart of accounts go/no-go decision
Update on Implementation Schedule
Overview of decision process
Information/materials needed for June 18 decision discussion?

6. 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
Close and Reconciliation Framework
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* 22 11 1
*FirstLink (pilot) colleges are validating open and closed items/numbers

7. ctcLink Remediation Status Reports – May 13 to May 24, 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
May 2019
Absence Management
April 2019
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/Third-Party Billing
In UAT
Budget Planning
Form Work Group
Jan 2020
Online Admissions App
Governance
Continuing Education
Vendor Negotiations
Chart of Accounts (revised)
Due/Finish
Status
Tacoma CC Chart of Accounts Adoption Kickoff
Dec. 12, 2018
Complete
CCs of Spokane Chart of Accounts Adoption Kickoff
Feb. 1, 2019
Foundational Chartfield Configuration
March 22, 2019
College Configuration Review and Updates
May 3, 2019
Functional and System Integration Testing
May 10, 2019
User Acceptance Testing
May 10 - June 3, 2019
May 28 – June 14, 2019
In Progress
College Readiness Gate / Go-No Go Discussions
June 12-14, 2019
Not Started
Readiness Gate / Go-No Go Decision
June 18, 2019
Production Cutover
July 2019
Community Colleges of Spokane R
Remediation Items progress this period
Student Statements – Pending 2nd SIT/UAT – Passed, ready for Production. Need to validate in production before checking off.
Security Audit Controls – In progress. SBCTC preparing for removing old queries. Bank Statement security fix to be addressed with DG 2 release (Oct 2019).
Accurate Reporting for DRS & PEBB – Passed UAT, pending actual availability in Production.
Third Party billing – Pending SIT/UAT. Failed 5/21 UAT. Pending fix in test environment.
FY Close – see previous slides.
Book to Bank - Cash Reconciliation. Focus now is on reconciliating the three cash accounts making up our $18 million dollar variance (same accounts for TCC). Received one T-Account; pending analysis for six key accounts.
*If status is yellow or red, describe why.
Remediation Conditions. Student statements 2nd UAT passed; ready for Production. DRS passed UAT, implementation date TBD. Absence management passed UAT, but CCS validating some incorrect calculations. Third party billing failed UAT 5/ open remediation tickets.
FY 16, 17, & 18. CCS continues to reconcile journal entry adjustments. CCS cannot close FY 16, 17, & 18 until cash reconciliation is completed for , , & (large variances in these accounts for CCS and TCC). Pending detailed T-Accounts and transaction process flow for these accounts. Need closing rules for 16, 17, & 18. One T-account analysis done (balanced, no variance found). 6 key/high volume accounts pending open remediation tickets.
Security Role Redesign – Delayed rollout continues. CCS now saying UAT mapping/testing may happen late July/early Aug. Pending rollout of auditing reporting and separation of duties.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist.
Received responses to TCC’s December 2018 remediation response, however TCC’s feedback did not seem to be acted upon.
Planned for next period
Receive remediation detail with responses based on December 2018 feedback
Planned, but not completed
*If status is yellow or red, describe why. 7

8. Replacement Solutions
Continuing Education – Contract Progress
Accessibility – RFP Status
Budget Planning Sub Group – Request to BAR
Online Admissions Application - Recommendation

9. Online Admissions Application (OAA) request from wsssc
“The Student Services Commission (WSSSC) is asking that we move forward with a formal RFP process that will seek to identify vendors who might provide an online admissions application that more fully addresses the 45 prioritized criteria defined by the OAA Workgroup.
Ultimately, we felt that the options that emerged from the initial research, as well as the “quick fixes” did not sufficiently address the needs identified by the Workgroup and affirmed by the Commission.” 
~ Matt Campbell, president,
Washington State Student Services Commission, May 16, 2019

10. Top Risks Reported – as of May 24, 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 2 (DG2) timeline.
Update: ctcLink has shifted resources to focus on CoA. Spokane engagement is strong. Emmett met with TCC SMEs on 5/24/2019 to gauge engagement level and support needed. UAT begins week of 5/28/2019. *Refer to CoA milestones tracking in this report.
Emmett Folk, ctcLink PM for FIN & HCM Team
DG2 Impacted, Risk Date:10/12/2018
*also Risk submitted by Matt Connelly, Spokane District PM on 10/23/18
Emmett Folk C
SBCTC: Risk of resource diversion due to CoA adoption. Combination editing rules will be revised in tandem with additional chartfield use. Impacts FirstLink Colleges’ (FLCs) ability to post many transactions prior to effective date. Cutover is planned to complete on 7/22/2019. If this happens, requires manual or automated workarounds to correct issues as they occur; will require SBCTC staff resources to support.
If manual work is required, SBCTC Agency go-live activities could be impacted by the diversion of SBCTC staff resource. SBCTC researching all potentially impacted areas to test what could happen and determine mitigation steps.
Evelyn Williams
DG2 Impacted, Risk Date: 5/3/2019
Emmett Folk, Christyanna Dawson
Clark: Impact to college Continuing Education (CE) program. seems likely Clark will start with OSECE and possibly move to CampusCE. Decisions are dependent on cost for CampusCE, support for OSECE and impact to students.
Update: ctcLink team met to discuss options for OSECE and CampusCE. Preparing to deploy OSECE and waiting on vendor contract negotiations. CampusCE request for enrollment information sent to campus Continuing/Corporate Education directors. PMs were asked to follow up locally with their CE directors to help meet June 1 deadline.
Susan Maxwell, Clark PM
DG2 Impacted, Risk Date: 3/15/2019
John Henry Whatley, Dennis Colgan
Top Issues Reported – as of May 24, 2019
LEGEND: High Moderate Low H M L
Issue Level
Issue Description
Status Update
Submitted by (name, org/college), Deployment Group & Date
Issue Owner (s) H
Security Mapping activities to mitigate UAT timeline, have not addressed the new Security Design Production user access.
Update: The ctcLink team is highly concerned about the Production Security Mapping for DG2 Colleges and entering new Security into one of the UAT cycles.  Although there are no other options due to the schedule, this will be a challenge for the DG Colleges and SB as well as potential impact to the remaining UAT cycles. 
ctcLink PMO submitted for ctcLink CS, HCM, FIN Team
DG2 Impacted, Issue Date: 4/16/2019
Tara Keen, Security Team
DG3 Cycle 2 Student Financials (SF) Conversion – Configuration was not accurate or completed to execute conversion as of 5/20/19.
SF will attempt to update and complete configuration, execute conversion 5/30/19 with SF Functional validation thereafter. College validation impact can be minimized or not impacted at all (college validation dates 6/12-7/2/19).
John Henry Whatley, ctcLink PM for CS Team
DG3 Impacted, Issue Date: 5/23/19
Chandan Goel & John Henry Whatley 10

11. Y ctcLink Quality Assurance Scorecard Overall Status
Moran Technology Consulting Report: April 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 remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality and that timing and resource availability could negatively impact DG2/DG3 scope and schedule. 
Schedule Status
DG2/DG3/DG4 schedule overlap and resource constraints directly impact all deployment groups. Schedule compression and key project resources are heavily allocated to multiple DG2 workstreams and supporting DG3 tasks. 
Training
This work stream is yellow, but is trending green due to the decisions and actions taken by PMO which have enabled recovery of this key workstream. DG2 success dependent on active end-user participation, assessments and college follow-up.
Testing
This work stream is yellow, but trending green due to changes made by the PMO.  DG2 UAT Sprints supported by training materials began in April and run through August.  DG2 testing workstream remains a concerns since it relies heavily on availability and expertise of functional project staff.
Configurations / Data Conversion
Technical work for DG2 System Configurations and Data Conversion Cycle 4 continues with good results reported. QA considers it an important achievement that Clark College is now live in the ctcLink Production Environment with user maintenance of their course catalog.
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.  PMO is recruiting for seven open positions. 
Technical Environment
Future PS updates/bundles and third-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. Draft SLA agreement has been distributed to the colleges.
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. 11

12. Ctclink program status
Deployment Group 2 (UAT Training/Testing, Security Mapping, End User Training Build, Deployment)
Deployment Group 3 (BPFGs Complete, Data Validation)
Deployment Group 4 (Initiation/Reporting)
Deployment Group 5 (June Visits/Reporting/Initiation)
Deployment Group 6 (Fall Visits, Initiation Schedule)

13. Project Overall Status – May 13-24, 2019
Program is on track, per timeline, scope and budget
Security Mapping activities impacting UAT
Current DG2 Schedule has no “Float” remaining in timeline
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
Schedule
Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations
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 and all colleges now have an Initiation or Implementation Work Plan in place:
DG2 is in the Construct Phase. Colleges and SBCTC are engaged in User Acceptance Testing sprints – training in the morning, testing in the afternoon. ctcLink governance approved the DG2 Go-Live schedule. ctcLink will be offline for the upgrade Oct and again for cutover activities Oct  
DG3 is in the Structure Phase and recently completed Business Process Fit/Gap sessions.
DG4 is in the Initiation Phase, with most colleges just past the halfway mark on deliverables. Gate 1 Peer Review will be in late July.
DG5 colleges have begun Initiation Phase and are learning the public status reporting process.
DG6 has begun the initiation phase and will start the public reporting process this fall.
The new Chart of Accounts is scheduled to be implemented in July for Spokane and Tacoma, following a go/no-go governance decision process in June.
Final contract negotiations continue 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#
PMO- Reported Status
Comments
College/ Agency
Self-Reported Status
DG2 Y
Security Production Mapping is still pending
Clark
SBCTC G
Spokane R
Tacoma
DG3
BPFG Workshops Complete
Conversion cycles have begun
Cascadia
LCC
Olympic
Peninsula
Pierce
DG4
College teams working on Initiation Phase activities
Implementation reporting begins Nov. 2019
DG5
Implementation reporting begins March 2020
DG6
Implementation reporting begins Nov 2020 13

14. Additional Discussion

15. Questions?