1. Project Overall Status – June 24 to July 5, 2019
Program is on track, per timeline, scope and budget
Security Mapping activities impacting completion of 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 Budget required by OFM/OCIO has been submitted and waiting on approval before new allotment for Gate 4 can be requested
Executive Summary
The project is tracking per schedule and under budget. Scope review and definition for each deployment continues due to rework of key solutions. Each Deployment Group (DG) is engaged and all colleges now have an Initiation or Implementation Work Plan:
DG2 is in the Transition Phase. Colleges and SBCTC are engaged in User Acceptance Testing sprints. ctcLink will be offline for the DG2 upgrade Oct and again for cutover activities Oct  
DG3 is in the Construct Phase and recently completed Business Process Fit/Gap sessions. DG3 Testing/Training road shows are underway.
DG4 is in the Initiation Phase, with most colleges just past the halfway mark on deliverables. Gate 1 Initiation Phase Peer Review will be July at Highline College.
DG5 colleges are in the Initiation Phase and have begun Initiation Deliverables public status reporting. PMO team visited colleges in June for Initiation road show.
DG6 is in the Initiation Phase and will start public status reporting this fall. The Initiation Phase Road Show will be in Oct
Planning meetings have begun with technical colleges to capture differences between technical and community college business practices. The new Chart of Accounts implementation is underway, following a “go” decision (with conditions) by the Steering Committee. Final contract negotiations continue for a new Continuing Education solution. An RFI is being developed for the Online Admissions Application (OAA), in parallel with additional improvements to the current OAA solution. The Budget Planning Tool work group is reconvening to finalize business and technical requirements.
Many college PMs will participate in the Prosci 3-day training in August in Centralia and Wenatchee to learn organizational change management principles.
Overall Status Summary per Deployment Group
DG#
PMO- Reported Status
Comments
College/ Agency
Self-Reported Status
DG2 Y
Security Production Mapping is in progress and production security must be tested to complete UAT
Clark G
SBCTC R
Spokane
Tacoma
DG3
College Configuration in progress
Conversion cycles have begun
Cascadia
LCC
Olympic
Peninsula
Pierce
DG4
College teams working on Initiation Phase activities
Implementation begins Nov. 2019
DG5
Implementation begins March 2020
DG6
Implementation begins Nov 2020 1

2. Top Risks Reported – as of July 5, 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: Phase 1 cutover activities completed. Phase 2 and sub-ledger closing activities are in progress and are scheduled to be completed on July 10. Final configuration (Phase 3) is now scheduled for the week of July 15.
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 10/23/2018
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 July 22, If this happens, requires manual or automated workarounds to correct issues as they occur; will require SBCTC staff resources to support.
Update: SBCTC, ctcLink FIN leads, ERP FIN lead will continue to meet to clarify roles for year-end close and their role in old chart of accounts. Next round ̶̶ when SBCTC is on the new chart of accounts ̶ their resources will be impacted. Discussions also occurred for how ERP will support the new chart of account issues.
Evelyn Williams, SBCTC PM
DG2 Impacted, Risk Date: 5/3/2019
Emmett Folk & Christyanna Dawson
Clark: Student Financials – Clark submitted three risks.
Update: Items related to Student Financials, Financial Aid, General Ledger and coordination between Student Financials and Finance. These items have been discussed with Clark. Cycle 4B is planned to mitigate these risks. A follow-up will be scheduled with Clark’s PM after Cycle 4B. Cycle 4B is scheduled for July 12, 2019.
Susan Maxwell, Clark College PM
DG2 Impacted, Risk Date: 2/1/2019
Risks #50, #51, #52
John Henry Whatley, Emmett Folk, Chandan Goel
Top Issues Reported – as of July 5, 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 SBCTC 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 M
Clark – Accessibility Items
Clark has submitted issues around accessibility items they have identified. We are tracking these items and will provide this information to the vendors to review and test when they are onboard (estimated for August).
Susan Maxwell, Clark College PM
DG2 Impacted, Issue Dates: 6/27/2019
Issues: #36, #39-48
Owners TBD 2

3. ctcLink Quality Assurance Scorecard / Moran Technology Consulting Report June 2019
Overall Status Y
ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018
STATUS
PROJECT AREA
DESCRIPTION / NOTES G
SBCTC/Governance
Go-No Go Decision for FLC implementation of new Chart of Accounts was made by Steering Committee. The ctcLink Executive Leadership Committee will have a change to voting members with the new WACTC-Tech appointed college presidents.
Project Management
Project Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. PMO has hired a PM to manage Schedules (individual starts in July). Y
Phase Scope
QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality. Based on the May status of replacement solutions, it does not seem possible that these will be decided upon and readied for DG2 scope inclusion.
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. DG2 schedule is dependent on CoA implementation at CCS and TCC colleges. Priority must continue to be focused on DG2 project and college readiness. QA recognizes that the high level of DG2 related activities leading up to Go-live will be stressful to the ctcLink project staff. QA is also concerned that the ctcLink Project staff and ERP support team will be stressed for a number of months once DG2 is live, with anticipation of a higher volume of new support tickets.
Training
Development of Training materials to support remaining Sprints was underway in June. Training team and consultants are working on preparing materials for Sprints 4/5/6. QA continues to be concerned that considerable development work still remains for the courses to support end-user training.
Testing
DG2 UAT)Sprints, were underway in June. Good sprint participation by the DG2 colleges. UAT has identified configuration and process errors that have been resolved. Consultant contracted to fill Testing Manager role was delayed on-site and (expected to start in July). The DG2 Testing workstream remains a major QA concern since it requires continued active DG2 end-user participation. QA is also concerned about the execution of dual parallel testing for payroll, financial-aid, and tuition calculation.
Configurations / Data Conversion
Technical work for beginning CoA implementation started in June once Go-live decision was made by Governance. This work required the ctcLink Project team working closely with the ERP support team. CoA implementation Steps 1 and 2 were completed as scheduled. Conversion and Production implementation of the Bio-Demo data for Clark College and SBCTC is scheduled for July. DG2 Go-live production cutover planning sessions began in June.
Organizational Change Management
PMO/OCM is actively engaged with all colleges now involved with their DGs.QA is concerned that PMO remains focused on the DG2 schedule/priority activities. The project is aware that effective communications and messaging is important to success of the project. QA supports the efforts the project is undertaking to prevent false messages from being sent.
Project Staffing
Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. PMO is recruiting for open positions. PMO to begin using off-shore technical resources to perform and augment systems integration testing work.
Technical Environment
The IT division continues addressing processes and critical staffing. The ERP Change Management Board is being re-implemented to improve coordination and scheduling of changes. IT is reviewing staffing models at other PeopleSoft ERP community college systems for staff and budget sizing. The development/implementation of security roles for the colleges has now become a critical issue and is being addressed by the ctcLink PMO. Service Level Agreement has been distributed to 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 July 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
1/1/2019 4
DG2 – Transition & Deploy Phase
DG3 – Construct Phase
DG4 – Initiation & Structure Phase
Pending Approval
7/1/2019 5
DG3 – Transition & Deploy Phase
DG4 – Construct Phase
DG5 – Initiation & Structure Phase
Future
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.

5. Budget Status – as of June 30, 2019

6. Pillar Status – June 24 to July 5, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
Receive DG3 College Optional Files for Cycle 3
Support DG3 Cycle 2 data validation
Began reviewing requirements for Guided Pathways system configuration
Clark Transfer Credit Rule Go-Live Workshop prep
Review DG3 assignment submissions for configuration
Clark Dual Processing SIT end-to-end (45% complete)
DG2 Sprint 3 CS UAT
Continue DG3 FIT
Continue DG2 SIT
Continue UAT material planning/build
Planned for next period
Hand-Off DG3 Cycle 3 College Optional Files to Legacy Team
Prep for DG2 4B conversion
Continue to review requirements for Guided Pathways system configuration
Support Security Redesign activities
Support UAT for DG2 Colleges
Prep for Parallel Testing – Dual Processing
Prep for Parallel Testing – Tuition Calculation
Plan for FAST Work Group meeting (SAP work)
Planned, but not completed
Clark Dual Processing SIT end-to-end (further progress)
Human Capital Management Y
Accomplished this period
Began DG3 Cycle 3 prep activities
Continued review of Security Redesign Role/Permission List Definition
Continued Payroll Parallel Testing activities
Continued UAT support activities
Continued DG2 UAT diagram/scenario updates
Continued DG2 UAT supporting 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
Collect DG3 Cycle 3 Data Files
Continue DG3 Cycle 3 Prep Activities
Continue review of Security Redesign Role/Permission List Definition
Continue Payroll Parallel Testing Activities
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
Began DG3 Cycle 3 Prep Activities
Continued review of Security Redesign Role/Permission List Definition
Continued DG2 UAT support activities
Continued DG2 SIT Test execution
Continued DG2 UAT supporting 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
Collect DG3 Cycle 3 Data Files
Continue DG3 Cycle 3 Prep Activities
Continue review of Security Redesign Role/Permission List Definition
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
Pillar Status – as of 6/8/2018

7. Workstream Status – June 24 to July 5, 2019
Communications G
Accomplished this period
Chart of Accounts Week 1 go-live communications to governance groups and PMs
Continued planning for Executive Sponsor special meeting in July
ctcLink Project Liaisons for Commissions/Councils meetings - develop spreadsheet, website and process; distribute to PMs, Project Team and SBCTC reps/liaisons
Communications Advisory Committee planning
Planned for next period
Continue Comms Advisory Committee planning
Communications Office scope/activities
Templates work (including Critical Communications Template)
Accessibility update re vendor process, testing, prioritization
Technical G
CONVERSION
Accomplished this period
DG2: Conversion Issues review/ resolution
DG2: Establish the timeline for Cycle 4B
Re-executed SF conversion with Go-Live logic to assist Parallel Test activities
DG3: Cycle 2 Conversion Issues review/ resolution
Planned for next period
DG2: Conversion Issues resolution. – In Progress
DG2: SF Parallel Test activities
DEVELOPMENT
Support and work on Service Desk, SIT & UAT tickets for CS, HCM & FS pillars
Migrated the retrofit projects (for FSCM PUM 32) to FSPLA, FSPLB, FSPLC, FSUAT,FSTRA & FSTRD environments
Remediation development for HCM for CEMLI R-266
Continue to support on Service Desk, SIT & UAT tickets for CS, HCM & FS pillars
Nelnet Retrofit
ENVIRONMENTS
Coordinated PUM Image Update in Project environments
Coordinated Load Testing Project work
DG3 cycle 3 environment refresh
STAT Project gather questions and feedback from team
DG3 cycle 3 environment support
Testing Y
Accomplished this period
Continued system integration testing (SIT)
Began Sprint 4 UAT
Provided metrics on SIT status
Continued to build UAT materials for final sprints
Supported Sprint Closure for 1 & 2, and execution for 3 UAT
Provided metrics on UAT status
Ensured Proper Security Staging for Load Testing
Executed Initial Rounds of Load Testing
Planned for next period
Prepare for UAT sprint 5 execution
Continue to build UAT materials
Continue system integration testing
Continue supporting UAT
Provide metrics for UAT and SIT
*If status is yellow or red, describe why.
Overlapping project tasks that utilize the same resources may impact testing
Organizational Change Management G
Accomplished this period
Completed DG5 road show around Initiation Deliverables
Meet with DG2 PM’s to discuss how change management activities are going with their teams
Continued planning DG4 Peer Review
Continued planning DG3 Road Show around upcoming Testing/Training
Assisted in onboarding new college PMs
Started planning next meeting with all technical colleges to discuss the differences between how they do business and other colleges.
Continued planning DG6 Road Show around Initiation road show
Planned for next period
Continue to work with CPW Facilitators and Functional Teams to determine scope for upcoming sessions
Training Y
Accomplished this period
Finalized schedule and materials for Sprint 3
Made modifications on training delivery via lessons learned
Currently at 25% with content for Sprint 4
Completed sprint 4 through 6 schedules
Continue to work with vendor on Finance, HCM, and CS training deliverables
Restructured Training Team and associated job descriptions and tasks
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

8. Deployment Group 2 Timeline (High Level Phases)

9. Deployment Group 2 Self-Reported Status – June 24 to July 5, 2019
Clark College G
Accomplished this period
Began Sprint 4 of UAT.
Payroll Parallel testing underway.
Fall class schedule 90% completed in production. Waiting for access to add instructors and fees.
Collated all 6 sprints into one document with all UAT users.
Planned for next period
Query training for query developers by 6/11 QDLC online – then Paula McDonald will come to Clark for PS Query 101 training in July.
Refine Training plan and schedule
Planned, but not completed
More progress on AARs and documentation – ongoing slowly
Community Colleges of Spokane R
Accomplished this period
Working through post CoA issues/cleanup.
Security Role meetings to complete a mapping guide template for CCS to began validating new security roles. Matt C working with SBCTC on best way to map old to new.
FY Close – DG2 UATs – Wrapped up Sprint 3. Sprint 4 started 7/2.
Planned for next period
Chart of Accounts Redesign: Complete all CoA manual conversion worked required post CoA rollout. Complete pushing through invoices with old CoA values by 7/8.
End of Year/End of Month: Complete EOY/EOM tasks prior to sub module closing for June.
Security Issues: CCS to complete validating roles assigned to non-sensitive data vs sensitive data. SBCTC preparing to remove all old query roles.
Security Role Redesign: Hope to receive new Security Roles from SBCTC so we can start validation exercise.
*If status is yellow or red, describe why.
FY 16, 17, & 18. CCS still correcting journal entries; unable to reconcile cash account with $18 million variance.  
CCS Chart of Accounts – Continue to work through blocking issues in Finance. SBCTC addressing issues but continue to be impacted by new blocking issues as of 7/8. We are also impacted by the 7/8 closing of sub modules, and the 7/8 deactivating of old chart of accounts.
Security Role Redesign – CCS still waiting for SBCTC to provide us any spreadsheets with the new security roles, so we can begin validating and assigning correct security roles. SBCTC was not able to provide us the Role Mapping Guidance spreadsheet as originally communicated.
Scope of work has grown substantially for both CoA and the Security Role mapping/validation. Changing scope to Red.
SBCTC Agency R
Accomplished this period
17 attendees first ctcLink Travel & Expense Open House held 6/27
UAT Sprint 2 100% complete!
New communications are going out from Executive Sponsor John Boesenberg.
UAT Sprint 1 99% complete! Will be completed before 7/15
WAPAY is in User Acceptance Testing (UAT)
Security mapping validation has begun for FIN 7/3
Risk Management Team updates:
Risk #65 Security Mapping moved to Issue #37, 6/27
Risk #67 Approval Workflow Engine (AWE) moved to Issue #38, 6/27 (these moves are corrections and being worked by the project team)
Risk #39 HCM Resources closed in PWA tool. Resources remain an internal SBCTC “Watch Item.”
Planned for next period
Documentation of an internal Payroll resource Issue is needed. We have one resource, Sharon Kinberg, who is doing her daily work and also responsible for Payroll Parallel testing and UAT. We have a new person coming on board as the new Payroll Coordinator 7/15. However, there will be a learning curve.
Planned, but not completed
Status is needed regarding completing a list of all supplemental systems.
*If status is yellow or red, describe why.
From a pillar perspective, FIN is on track. However, we are behind with one resource for Payroll UAT, Payroll Parallel Testing, HCM Security Mapping validation, upcoming Data Validation
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 and activities
Participate in UAT
Started OCM planning and execution for DG2 project
Monitor and communicate UAT status
Planned for next period
Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings
Chart of Accounts meetings & work activities
Work with SMEs, Pillar Leads, TCC Leadership to get better participation in the project
Plan and execute OCM
Monitor UAT status

10. Deployment Group 3 Timeline (High Level Phases)

11. Deployment Group 3 Self-Reported Status – June 24 to July 5, 2019
Pierce College District G
Accomplished this period
SMEs completed Cycle 2 data validation
SMEs completed/submitted optional homework assignments
Completed planning for SBCTC July 10th follow-up session
Completed planning for OCM activity – SMEs appreciation lunch
Planned for next period
Identify Training Lead
Participate in upcoming Common Process Workshops
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
Cascadia College G
Accomplished this period
All pillars completed majority of their data validation requirements for cycle #2
CS pillar completed all but one “optional” Canvas homework assignments due 6/28/19
Finance completed all three “optional” homework assignments initially due 5/9/19
Planned for next period
FIN complete cycle #3 homework assignments due July 17
CS complete “optional” Test Score Cycle #3 homework assignment
Conduct data crosswalk cycle #3
Attend VC12b CPW, July 17-19
Planned, but not completed
CS pillar was unable to perform data validation in four areas ̶ Degree Honors, Transcript Text, Enrollment and Grades, Transfer Credit and Transcript Classes) ̶ due to heavy workload activities for end of spring quarter, graduation, start of summer quarter.
FA pillar was not able to validate data due to known conversion error issues (same as Cycle #1)
CS Test Score Cycle #3 optional homework
Peninsula College G
Accomplished this period
Completed validation activities
SMEs are responding to error correction requests
Planned for next period
HCM SMEs will work on FWL assignments that are available.
Olympic College G
Accomplished this period
Recognized BPFG participants with a celebration lunch
Continued work on ATD/ctcLink Teams for Residency, Choosing Academic Plan, Changing Academic Plan
Completed Data Cycle 2 Validation
Planned for next period
Lessons learned on Cycle 2 Validation
Restart Change Impact Analysis Workshops
Planned, but not completed
Additional CIA Workshops
Lower Columbia College G
Accomplished this period
Work in Cycle 2 conversion validation
Review legacy reports for future remapping to ctcLink
Work through transition activities for new PM and Alignment Team
Start campus messaging and communication around fall training requirements for faculty and staff
Resolved ctcLink/Navigate implementation issues
Planned for next period
Continue on campus messaging and communication about ctcLink
Continue to develop forecasting tools to track staff workload and project hours

12. Deployment Group 4 Dashboard Reports – June 24 to July 5, 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
DG4 target percentages will be added in August 2019.
College/District
As of July 5, 2019
Centralia College
63%
Edmonds Community College
60%
Highline College
59%
Seattle Colleges (3)
57%
Wenatchee Valley College
66%
DG4 Pre-Implementation and General Timeline G

13. Deployment Group 5 Dashboard Reports – June 24 to July 5, 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 July 5, 2019
Target Percentage for July 2019 *
Bellevue College
10%
25%
Bellingham Technical College
18%
Big Bend Community College
21%
Everett Community College
Grays Harbor College
29%
Green River College
30%
Skagit Valley College
15%
Whatcom Community College
31%
DG5 Pre-Implementation and General Timeline G

14. ctcLink Remediation Status Reports – June 24 to July 5, 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
FLC / DG2
Student Billing/Third-Party Billing
Budget Planning
Work Group Finalize Requirements
Jan 2020
Online Admissions App
RFI Being Developed
Continuing Education
Contract Finalization
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
College Readiness Gate / Go-No Go Discussions
June 12-14, 2019
Readiness Gate / Go-No Go Decision
June 18, 2019
Community Colleges of Spokane R
Remediation Items progress this period
Continue progress made on post absence management UAT tickets.
Query Security Audit Controls – In progress. SBCTC preparing for removing old queries. Bank Statement security fix to be addressed with DG 2 release (Oct 2019).
Security Role Redesign - CCS still waiting for SBCTC to provide us any spreadsheets with the new security roles, so we can begin validating and assigning correct security roles. SBCTC was not able to provide us the Role Mapping Guidance spreadsheet as originally communicated.
*If status is yellow or red, describe why.
Progress made over the past 5 months, but remains Red with FY 16, 17, 18 Close and delay of Security Role Redesign rollout.
FY 16, 17, & 18.  CCS still correcting journal entries; unable to reconcile cash account with $18 million variance. 
Absence management - SBCTC making progress on post UAT issues.
Security Role Redesign – Delayed rollout continues. CCS still waiting for SBCTC to provide spreadsheets with new security roles, so we can begin validating, assigning correct security roles. SBCTC was not able to provide us the Role Mapping Guidance spreadsheet as originally communicated.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist.
Participate in budgeting tool workgroup.
Planned for next period
Receive remediation detail with responses based on December 2018 feedback
Participate in budgeting tool workgroup

15. Other ctcLink Project Activities – Status as of July 5, 2019
Solution
Status
RFP Publish
Solution Decision
Accessibility
Develop and published RFP
Work Group engaged to evaluate RFP Responses
Final Decision on Vendors to be awarded
Begin awarded Vendors Contract
Begin SOW for Accessibility Testing
5/10/2019
Testing Prior to DG2 (October 2019)
Continuing Education
RFP was developed and approved by Governance
RFP proposals were due November 15, 2018
3 Vendors responded and subgroup is evaluating solution
Governance approved procurement and decision of Vendor
Vendor Contract being finalized for scope and cost
10/15/2018
Contract Draft Complete
Overall Pricing in 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
RFI to understand possible solutions and costs before final decision on RFP or custom solution
Continue to enhance current OAA based on requirements for RFI
TBD
RFI requested
Current ctcLink OAA requirements being prioritized prior to continue improvements
Budget Planning
Committee formed to review, finalize, approve Budgeting requirements
Budget Work Group to finalize requirements and vet Oracle PBCS Solution
If needed, develop RFP
Work Group Kick Off
Members reviewing Original RFP Budget 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)