1. ctcLink Steering Committee
July 16, 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 1 Minute
1. 
Welcome
1 Minute
Christy 2.
Approval of Minutes
Tim 3.
Chart of Accounts Update from FirstLink Colleges & SBCTC
15 Minutes
CCS, TCC, SBCTC 4.
ctcLink Program Status
Program Risk
Implementation Colleges
Pre-Implementation Colleges
20 Minutes 5.
SBCTC Readiness (Operations and Support) Discussion
10 Minutes
Grant/John/Carli 6.
Remediation: Replacement Solutions Update
Security Mapping
Accessibility Contracts & SBCTC Accessibility Plan
CampusCE Negotiations
OAA Next Steps
Budget Tool Next Steps
Physical Inventory Tracking
25 Minutes
Christy/Others 7.
July 30 Executive Sponsor Meeting Planning
*Discuss July 30 Steering Committee Meeting Schedule
All 8.
Action Items Review and Agenda Items for Future Meetings
5 Minutes 9.
Meeting Closure
3 Minutes

3. Meeting Minutes – Approval
June 18, 2019

4. Chart of accounts
Status Update
Tacoma
Spokane
SBCTC

5. Ctclink program status
Program Risk
Implementation Colleges
Pre-Implementation Colleges

6. 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 6

7. 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. 7

8. 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 8

9. 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

10. 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

11. Replacement solutions update
Security Mapping
Accessibility Contracts (& SBCTC Accessibility Plan)
CampusCE Negotiations
OAA Next Steps
Budget Tool Next Steps
Physical Inventory Tracking

12. 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)

13. SBCTC Readiness Discussion
What are the college questions about SBCTC Readiness
What are the areas of concern?
What are the plans to address these concerns?

14. Executive sponsors meeting
College Executive Sponsors Meeting
Initial engagement meeting based on survey results
Tuesday, July 30, 2019, 9 a.m. to 1 p.m. at Highline
Agenda to include group discussion on roles, responsibilities, expectations, challenges, tips and lessons learned from “veteran” executive sponsors
All executive sponsors to discuss/determine structure for ongoing support and collaboration

15. July 30 steering committee meeting
Hold meeting at Highline directly after Executive Sponsors Meeting?
1:30 – 2:30 to allow time between meetings?

16. Questions?