1. 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 1

2. 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 2

3. 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. 3

4. WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight as of May 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 Status and 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. 4

5. Budget Status – as of April 30, 20195

6. Pillar Status – May 13 to May 24, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
DG2 Sprint 2 CS UAT
Held FA Parallel Processing WebEx with Clark
Clark Class Building and AAR Go Live Workshop (5/13-5/17)
Present CS GDR recommendations to ctcLink Steering Committee
DG3 BPFG Sessions for Core, SF and FA
Continue DG3 FIT
Continue DG2 SIT
Continue work on SAP Modification with FAST Group
Continue UAT material planning/build
Review DG3 assignment submissions for configuration
HighPoint Mobile framework for Clark built in Mobile1 and Mobile 2 environments.
Planned for next period
9.2 Fluid presentation to Working Group
Prep for a possible 4b conversion
Support UAT for DG2 Colleges
Prep for Parallel Testing – Dual Processing
Prep for Parallel Testing – Tuition Calculation
Continue SAP CPW modification work
Dual Processing testing (end to end with all 10 interfaces)
FA Authorization/Disbursement/Reconciliation CPW preparations
Finalize HighPoint Mobile configuration for Clark in Mobile1 and Mobile 2 environments after assignment submission due 5/28.
Human Capital Management Y
Accomplished this period
Completed DG3 Cycle 3 Configuration Migrations to GLD
Began Payroll Parallel Testing Activities
Began DG3 Cycle 3 Validation Material Development
Continued UAT support activities
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Continued DG3 configuration build out in FNC environment
Planned for next period
Continue Payroll Parallel Testing Activities
Continue DG3 Cycle 3 Validation Material Development
Continue UAT support activities
Continue DG2 UAT diagram/scenario updates
Continue DG2 UAT supporting content build
Continue review of DG2 Training content structure and materials
Continue DG2 configuration build out in FNC environment
Continue DG3 configuration build out in FNC environment
*If status is yellow or red, describe why.
DG2 UAT and pre-UAT training supporting materials are being provided on a just in time basis.
Financial Services Y
Accomplished this period
Completed DG3 Cycle 2 Configuration Migrations to GLD
Began DG3 Cycle 3 Validation Material Development
Continued DG2 UAT support activities
Continued DG2 SIT Test Execution
Continued DG2 UAT diagram/scenario updates and content build
Continued review of DG2 Training content structure and materials
Continued DG2 configuration build out in FNC environment
Continued DG3 configuration build out in FNC environment
Planned for next period
Continue DG3 Cycle 3 Validation Material Development
Continue DG2 UAT support activities
Continue DG2 SIT Test Execution
Continue DG2 UAT supporting content build
Continue review of DG2 Training content structure and materials
Continue DG2 configuration build out in FNC environment
Continue DG3 configuration build out in FNC environment
*If status is yellow or red, describe why.
DG2 UAT and pre-UAT training supporting materials are being provided on a just in time basis; behind in DG2 SIT execution.
Pillar Status – as of 6/8/2018 6

7. Workstream Status – May 13 to May 24, 2019
Communications G
Accomplished this period
Steering Committee minutes, meeting prep, meeting packet, meeting support
Steering Committee Charter Subgroup: charter updates, meeting planning and support
Troubleshoot ctcLink logo replacement (for Upgrade) with Campus Solutions team
Blog post re Clark College live on Campus Solutions catalog and other modules
ctcLink Governance updates communication
Planned for next period
Communications Office scope/activities
ctcLink at Commissions/Councils spreadsheet and process
Templates work (including Critical Communications Template)
Begin Comms Advisory Committee planning
Technical G
CONVERSION
Accomplished this period
Bulk upload of configurations in FNC environment to support DG3 Cycle 2
Successfully migrated delta configurations from Functional Test to Gold/ SIT/ UAT environments
Begin Migration process of configurations to support Go-Live Class setup activities in Production (DG2)
Planned for next period
Conversion Issues resolution (DG2/ DG3) – In Progress
Finalize approach to establish DG2 EMPLID in Production – In Progress
DEVELOPMENT
Support and work on Service Desk, SIT & UAT tickets for CS, HCM & FS pillars
Migrated the retrofit projects (for CS PUM 13, HCM PUM 29 & FSCM PUM 31) to UAT, SIT, TRD, SVL, COA & GDR environments
Continue to support SIT & UAT tickets for CS, HCM and FS pillars
ENVIRONMENTS
Coordinated PUM Image Update in Project environments.
Coordinated Load Testing Project work.
DG3 cycle 2 environment support.
Accessibility setup in PROJ Environments in progress
STAT project
STAT Project – In Progress
Coordinate PUM image updates
Testing Y
Accomplished this period
Continued system integration testing (SIT)
Provided metrics on SIT status
Continued to build UAT materials
Supported Sprint 1 and 2 UAT
Completed installation and configuration of PETA (PeopleSoft Enterprise Test Automation)
Began PETA training
Provided metric on UAT status
Planned for next period
Continue to build UAT materials
Continue system integration testing
Continue supporting UAT
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing.
Training Y
Accomplished this period
Finalized and executed sprint 2 materials and training sessions
Made modifications on training delivery via lessons learned
Currently at 75% with content for Sprint 3
Completed, disbursed Sprint 3 schedule to PMs
Continue to work with vendor on Finance and HCM training deliverables
Continued work to define training scope, work assignments, activity durations, and dependencies
Planned for next period
Continue to work on Pre-UAT training materials
*If status is yellow or red, describe why.
Large amount of materials needed with upcoming timelines.
Organizational Change Management G
Accomplished this period
Completed BPFG Sessions
Met with DG2 (Clark) to work on Cutover Planning
Met with Clark to discuss student financials and dual processing for Financial Aid
Continued discussions with DG5 colleges around Initiation deliverables
Continued planning the DG5 Initiation Road Show
Continued planning DG4 Peer Review
Assisted in onboarding new college PMs
Planned for next period
Continue to work with CPW Facilitators and Functional Teams to determine scope for upcoming sessions
Continue College Relations/OCM Check-ins with DG4 and DG5 7

8. Deployment Group 2 Timeline (High Level Phases)8

9. Deployment Group 2 Self-Reported Status – May 13 to 24, 2019
Clark College Y
Accomplished this period
Completed assigning change action tasks to key staff. Over 600 tasks to review, complete.
Workshop with SBCTC staff to build AAR’s.
Workshop with SBCTC staff to schedule fall and winter classes.
Completed Sprint 1 UAT
Planned for next period
Query training for query developers by 6/11 first course
Complete UAT Spring 2
*If status is yellow or red, describe why.
Building in production going well, but slow. People are learning lots in UAT. Some challenges with approvals of vouchers.
Community Colleges of Spokane R
Accomplished this period
Chart of Accounts Redesign
Received all initial Finance cutover plans
Reviewed UAT test plans and process (5/28).
Requesting UAT plans for CS/HCM/FWL. Delayed.
FWL Pkg 2. SBCTC provided WebEx for FWL admins on new contract types.
FY Close – CCS continues to adjust journal entries. Pending cash accounts reconciliation and FY Closing rules for 16,17,18 & 19.
DG2 UATs – wrapping up Sprint 2. Requesting testers for sprint 3.
Planned for next period
Start Finance UAT testing 5/29 thru 5/31.
Review CS/FA/SF/FWL cutover plans; need to communicate UAT process to CS leadership prior to UAT start 6/3 to 6/5.
Communicate cutover plans to all pillar leads.
Security Issues
CCS to validate roles assigned to non-sensitive data vs sensitive data. SBCTC preparing to remove all old query roles. Meeting week of 5/28.
Finance
CCS continues to adjust journal entries.
Review latest SBCTC reconciliation of key cash accounts to determine cause of 18 million dollar variances
*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 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.
CCS Chart of Accounts – High risk as SBCTC cutover plans still in progress. Finance plans completed but CS/SF/FA & FWL plans not completed as of 5/24.
Urgent Security issues - SBCTC preparing for removing old queries. Bank Statement security fix to be addressed with DG 2 release (Oct. 2019).
Security Role Redesign – Delayed rollout. CCS now saying UAT mapping/testing may happen late July/early August. Pending rollout of auditing reporting and separation of duties.
SBCTC Agency G
Accomplished this period
FIN testing for Create and Modify Capital Projects
FIN training and testing for Requisition Processing
HCM training and testing for Entering Processing Absence, Manage Time & Labor Enrollments, Manage Benefits Enrollments, Entering/Processing Time.”
Executive Sponsor John Boesenberg attended PM Summit May 6-7
New Rick #63 - Risk of losing grant money due to federal fiscal year-end
Planned for next period
Risk Management Team to add risk regarding Grant conversion, and review WAPAY status update, Global Account Level Cross-Walk rework, and HCM/FIN Security. 5/24 – 6/7
ADKAR “Knowledge” Info-Session TBD in June
FIN scanner being tested, a go/no go may be determined during this time.
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.
Participate in UAT/pre-UAT meetings
Started OCM planning and execution for DG2 project
Planned for next period
Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Local SME attend Chart of Accounts meetings
Work with SMEs, Pillar Leads, TCC Leadership to get better participation in project
Plan and execute OCM for DG2 project 9

10. Deployment Group 3 Timeline (High Level Phases)10

11. Deployment Group 3 Self-Reported Status – May 13 to 24, 2019
Cascadia College G
Accomplished this period
Attended the five remaining BPFG follow-up WebEx sessions
Submitted CS and HCM homework assignments on time
Completed CS data validation crosswalks
Planned for next period
Finish all late SF and FIN BPFG assignments
Complete all remaining CS and HCM homework assignments
Prepare for Data Conversion Cycle #3 and Validation
Planned, but not completed
Could not complete one SF item crosswalk validation in this cycle
Could not complete 12 SF and 15 BPFG homework assignments by due date – working closely with SBCTC Pillar staff to complete in May
Pierce College District G
Accomplished this period
SMEs participated in BPFG WebEx sessions.
SMEs completed/submitted homework assignments.
SMEs prepared for Cycle 2 Validation.
Planned for next period
SMEs participate in CPW’s.
SMEs participate/complete Cycle 2 Validation.
OCM activity – plan appreciation lunch for SMEs.
Reporting Lead discussion with SBCTC.
Identify Training Lead
Planned, but not completed
Review applicants for project positions.
Review and update Communications Plan
Review and update internal Training Plan with college Training Team.
Identify/establish training space.
Peninsula College G
Accomplished this period
Submitted all CS & FIN homework assignment due this period
Attended final BPFG sessions
Completed crosswalk validation
Attended CPW: Banking & Reconciliation
Created Communications Workgroup
Planned for next period
Continue to complete and submit BPFG assignments.
Attend upcoming CPW workshops
Prepare for Cycle 2 validation
Planned, but not completed
FWL assignments: Issues with faculty workload configuration. SBCTC staff are having to configure us differently, which has put us behind on completing assignments.
Lower Columbia College G
Accomplished this period
Work with Alignment Team to plan for Cycle 2 Conversion/Validation Work
Work with Alignment Team to plan testing and training activities
Completed BPFG activities
Planned for next period
Work with Alignment team to plan testing and training activities
Work with Alignment team to plan Cycle 2 Configuration activities
Continue to develop forecasting tools to track staff workload and project hours.
Olympic College G
Accomplished this period
Attended remaining BPFGs
Submitted BPFG Homework
Began training third Project Analyst
Continued work on ATD/ctcLink Teams for Residency, Choosing Academic Plan, Changing Academic Plan
Planned for next period
BPFG Homework
Continue training third Project Analyst
Prepare for Cycle 2 Data Validation
Planned, but not completed
Additional CIA Workshops 11

12. Deployment Group 4 Dashboard Reports – May 13 to 24, 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 May 24, 2019
Centralia College
49%
Edmonds Community College
60%
Highline College
53%
Seattle Colleges (3)
48%
Wenatchee Valley College
52%
DG4 Pre-Implementation and General Timeline G 12

13. Deployment Group 5 Dashboard Reports – May 13 to 24, 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 May 24, 2019
Bellevue College
0% (No Update)
Bellingham Technical College
17%
Big Bend Community College
15%
Everett Community College
14%
Grays Harbor College
23%
Green River College
Skagit Valley College
12%
Whatcom Community College
25%
DG5 Pre-Implementation and General Timeline G 13

14. 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. 14

15. Other ctcLink Project Activities – Status as of May 24, 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
Governance approved procurement and decision of Vendor
Vendor has been contacted to begin Negotiations to Contract
10/15/2018
Negotiations subgroup assisting with final negotiations
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
Work Group to Review feedback from College discussions to provide recommendation Commission to provide recommendation to Governance.
TBD
Waiting for recommendation to Governance for Decision
Budget Planning
Committee to be formed to review, finalize and approve Budgeting requirements
Review requirements against Oracle PBCS Solution
If needed, develop RFP
Waiting on Budget work group to meet and vet requirements
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)
Accessibility
Continued discussions with Appsian (formerly Grey Heller)
Identify accessibility vendor to assist with testing of ctcLink
Develop RFP / Publish RFP
Work Group will be engaged post publish to allow for feedback and amendment
5/10/2019
Testing Prior to DG2 (October 2019) 15