1. ctcLink Steering Committee
May 21, 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.
Steering Committee Charter Subgroup Update
10 Minutes
All 4.
Campus Solutions Global Design Review (GDR) – Discussion, Approval
John Henry 5.
Project Manager (PM) Summit – Outcomes
5 Minutes
Reuth 6.
Remediation Update (including Replacement Solutions)
Remediation Overview (CCS, TCC Updates)
Chart of Accounts
Security Redesign – Mapping
Online Admissions Application (OAA)– Tentative recommendation from WSSC to ctcLink Governance
Continuing Education – Update from 5/20 vendor meeting
Accessibility RFP Update
Budgeting Tool
30 Minutes 7.
Risks / Moran QA Report – April 2019
Reuth/Paul 8.
ctcLink Program Status
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG, Data Validation)
Deployment Group 4 (Initiation)
Deployment Group 5 (Half Day PM Summit/Early Visits)
20 Minutes
9. 
Action Items Review and Agenda Items for Future Meetings
4 Minutes
10.
Meeting Closure

3. Meeting Minutes – Approval
May 7, 2019

4. Steering Committee Charter Review
SC Charter – Subgroup Update for progress
Executive Sponsor Role
Project Manager Role
Alignment of all Governance Charters to include verbiage to not allow individuals to be voting members of two governance groups

5. Campus Solutions Global Design
Overview Summary
Discussion
Approval

6. Spring PM summit Held May 6-8 at Wenatchee Valley College Outcomes
May 6-7: All Colleges (implementation activities)
May 8: DG5 & DG6 (DG4 optional) focused on Getting Ready for Implementation (Initiation Activities)
Outcomes
All colleges now have an implementation schedule.
All colleges have a clear understanding of all work packages required to complete prior to implementation.
Some colleges do not have a dedicated Project Manager, but this does not mean they are on hold.

7. 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

8. ctcLink Remediation Status Reports – April 29 to May 10, 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
May 2019
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
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 Statements – Pending second SIT/UAT – scheduled for 5/21.
Security Audit Controls – In progress. CCS to review/validate users/security roles for new query tree design for non-sensitive data.
Accurate Reporting for DRS & PEBB – Pending SIT/UAT, scheduled for 5/13.
Third-Party billing – Pending SIT/UAT – scheduled for 5/21.
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). Pending 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.
FY Close Can’t close FY 16, 17, 18 without reconciling cash accounts , , & Still waiting for SBCTC on reports/workflow into these the 3 cash accounts. High level T-Account flow presented last week inadequate. This work is critical to CCS closing FY.
Security Role Redesign - Waiting on final documents to assist with role mapping and cutover/implementation process for from SBCTC. Waiting on process documentation and rollout of audit reporting and separation of duties.
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. 1st requested March 27, follow-up April 12; second follow-up May 10

9. Other ctcLink Project Activities – Status as of May 10, 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 (WSSSC) 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
January 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)

10. Top Risks Reported – as of May 10, 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: In progress for college configuration review and updates, functional and system integration testing.
*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
Clark: Financial Aid (FA) Data Validation – not well validated. First time seeing FA data is in cycle #4.  
Clark requested to test and validate data in cycle# 4B. ctcLink team has discussed this with FA SMEs, this will be taken care of in cycle #4B.  
Susan Maxwell, Clark PM
DG2 Impacted, Risk Date: 4/17/19
John Henry Whatley, Chandan Goel C
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 has met to discuss options for OSECE and CampusCE. We are preparing to deploy OSECE and waiting on contract negotiations for CampusCE RFP. CampusCE group is meeting next week.  
DG2 Impacted, Risk Date: 3/15/2019
John Henry Whatley, Dennis Colgan
Top Issues Reported – as of May 10, 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 L
CS GDR (Global Design Review) Items – Six items listed in status update. Items were approved by Working Group and will go to Steering Committee next week for approval. These items need additional work.
Tracking GDR items: (statewide accounts, shared HCM/CS ethnicity codes, academic careers, academic program structure, student self-service & student self-service (instructor contact display).
John Henry Whatley
DG2 Impacted, Issue Dates: 5/15/19
CS Team & Further Analysis/Decisions with Commissions & Councils

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 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.

12. Ctclink program status
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG Homework, Data Validation)
Deployment Group 4 (Initiation/Reporting)
Deployment Group 5 (July Visits/Reporting/Initiation)
Deployment Group 6 (Fall Visits, Initiation Schedule)

13. Project Status – April 29 to May 10, 2019
Overall Project Status Summary
Category
Status
Comments
Overall Y
Program is on track, per timeline, scope and budget
Security Mapping activities impacting UAT
Current DG2 Schedule has no “Float” remaining in timeline
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:
DG2 is in the Construct Phase and colleges and SBCTC have begun User Acceptance Testing. 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, focused on Business Process Fit/Gap sessions (BPFG) through May.
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 spring 2019 Project Managers Summit was held May 6-8 at Wenatchee Valley College, with May 6-7 focused on overall Implementation Phase activities for all colleges and May 8 focused on DG5 and DG6 Initiation Phase. All Colleges now have an Initiation Work Plan or Implementation Work Plan.
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
Security Production Mapping is still pending
DG3 G
BPFG Workshops Complete
Conversion cycles have begun
DG4
College teams working on Initiation Phase activities
DG5
8 Colleges have downloaded Initiation Plan
DG6
9 Colleges have downloaded Initiation Plan
Overall Timeline (All Deployments)

14. Additional Discussion

15. Questions?

16. 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.

17. 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

18. 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
5/10/2019 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

19. 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)

20. 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).