1. Project Overall Status – July 8 to 19, 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 approved
Allotment for Gate 4 funding has been submitted
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, focused on Conversion and Data Validation. DG3 Testing/Training road shows are underway.
DG4 is in the Initiation Phase, with all colleges 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 was implemented in July for Spokane and Tacoma. 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 working on finalizing 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
Spokane R
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 19, 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 were completed on July 10.  Final configuration (Phase 3)  completed the week of July 15.  College SMEs  and Emmett are continuing to work through and troubleshoot issues
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
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, Colleges will validate by 8/9.
Susan Maxwell, Clark College PM
DG2 Impacted, Risk Date: 2/1/2019
Risks #50, #51, #52
John Henry Whatley, Emmett Folk, Chandan Goel
ctcLink Team: The GL & SF Conversion logic/ requirements for the Go Live term has still not finalized. If not addressed soon, it creates a risk of not being made available for colleges validation and meeting the timeline for Cycle 4B. 
Update: Finance team met with Student Financials team to discuss AR (Accounts Receivable) items and alignment in data conversion activities. Additional discussion are needed to further define the process.
John Henry Whatley
DG2 Impacted, Risk Date: 7/8/2019
Risk #71
John Henry Whatley, Christyanna Dawson
Top Issues Reported – as of July 19, 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: #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
2/2020 6
DG4 – Transition & Deploy Phase
DG5 – Construct Phase
DG6 – Initiation & Structure Phase
10/2020 7
DG5 – Transition & Deploy Phase
DG6 – Construct Phase
2/2021 8
DG6 – Transition & Deploy Phase
10/2021 9
Contingency Deployment
N/A
2/2022
Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018.

5. Budget Status – as of June 30, 2019

6. Human Capital Management
Pillar Status – July 8 to 19, 2019
Campus Solutions G
Accomplished this period
Clark Dual Processing SIT end to end (100% complete)
Provide scheduling parameters to Legacy team for DG2 Cycle 4b
Hand-Off DG3 Cycle 3 College Optional Files to Legacy Team
Continue reviewing requirements for Guided Pathways system configuration
FAST Work Group meeting (SAP work)
Review DG2 Cycle 4b crosswalks
Clark Transfer Credit Rule Go Live Workshop Prep
Review DG3 assignment submissions for configuration
DG2 Sprint 3 CS UAT
Continue DG3 FIT
Continue DG2 SIT
Continue UAT material planning/build
Planned for next period
Hold Clark Transfer Credit Rule Go Live Workshop
Continue to review requirements for Guided Pathways system configuration
Validate DG2 Cycle 4b conversion
Support Security Redesign activities
Support UAT for DG2 Colleges
FA Parallel Testing – Dual Processing
Prep for Parallel Testing – Tuition Calculation
Plan for EMPL ID conversion to PRD
Human Capital Management Y
Accomplished this period
Collected DG3 Cycle 3 Data Files
Continued DG3 Cycle 3 Prep Activities
Continued review of Security Redesign Role/Permission List Definitions
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 and DG3 configuration build-out in FNC environment
Planned for next period
Begin DG4 BPFG session planning
Continue DG3 Cycle 3 Prep Activities
Continue review of Security Redesign Role/Permission List Definitions
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 and 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. The concurrent DG2 and DG3 activities are causing the team to prioritize externally-/client-facing activities and deadlines/starts for certain internal tasks continue to get missed.
Financial Services Y
Accomplished this period
Collected DG3 Cycle 3 Data Files
Continued DG3 Cycle 3 Prep Activities
Continued review of Security Redesign Role/Permission List Definitions
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 and DG3 configuration build-out in FNC environment
Planned for next period
Begin DG4 BPFG session planning
Continue DG3 Cycle 3 Prep Activities
Continue review of Security Redesign Role/Permission List Definitions
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 and 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. The concurrent DG2 and DG3 activities are causing the team to prioritize externally-/client-facing activities and deadlines/starts for certain internal tasks continue to get missed.
Pillar Status – as of 6/8/2018

7. Workstream Status – July 8 to 19, 2019
Communications G
Accomplished this period
cELC committee transitional planning and communications
Continued planning for Executive Sponsor Seminar on 7/30
Communications by Phase/Countdown meeting planning with DG3 PMs and Comms staff
DG2 Go/No-Go decision package timeline options
Accessibility update blog re vendor process, testing, prioritization
Steering Committee meeting materials developed, distributed
Planned for next period
Support July 30 Exec Sponsor Seminar
Hold Comms by Phase Planning meeting on July 31
Accessibility blog post, phase 2
Continue Comms Advisory Committee planning
Communications Office scope/activities
Templates work (including Critical Communications Template)
Technical G
CONVERSION
Accomplished this period
DG2: Conversion Issues review/resolution.
DG2: Establish the timeline for Cycle 4B.
DG2: Successfully migrated objects to Conversion Environment (CTS).
DG2: Successfully moved all tested configurations to date into the CTS.
Planned for next period
DG2: Conversion Issues resolution. – In Progress
DG2: SF Parallel Test activities.
DG3: Cycle 3 Conversion Activities.
DEVELOPMENT
Support and work on Service Desk, FIT, SIT & UAT tickets for CS, HCM & FS pillars.
Migrated the retrofit project (for HCM PUM 31) to HCDEV & HCTST environments.
Remediation development for HCM for CEMLI R-266.
Unit Test completed for OAA Application Fee waiver code
Unit Testing Nelnet Retrofit
ENVIRONMENTS
Coordinated PUM Image Update in Project environments.
Coordinated Load Testing Project work.
DG2 cycle4b environment refresh.
Fluid Migration strategy.
Prepare STAT trainings for Functional Team.
STAT trainings
DG3 cycle 3 and DG3 Cycle4B environment support.
Testing Y
Accomplished this period
Continued system integration testing (SIT): Finance 100% complete, HCM over 80% complete, CS 60% complete
Completed Sprint 4 UAT
Provided metrics on SIT and UAT status
Continued to build UAT materials for final sprints
Supported Sprint Closure for 1-3, UAT 4 execution
Began Parallel Testing: Payroll nearing completion, Financial Aid Dual Processing began, Student Financials preparing to start next week
Planned for next period
Prepare for UAT Sprint 5 and 6 execution
Continue to build UAT materials, System Integration Testing, UAT support, UAT/SIT metrics
Continuation of Load Testing
Reviewing PUM Image releases for regression testing in Sprint 6
*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
Meet with DG2 PM’s to discuss how change management activities are going with their teams
Continued planning DG4 Peer Review
Started meeting with DG3 colleges about testing, training, and life after go-live.
Conducted onboarding with new college PMs
Continued planning DG6 Road Show around Initiation Deliverables in October
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 DG3, DG4, DG5 and DG6
Continue development on schedule of events with PMO and all Deployment Groups
Training Y
Accomplished this period
Currently at 75% for Sprint 5 and 25% for sprint 6
Started working in all pillars on development of End User Training Courses
At 25% for all End User Training Canvas Courses
Worked with vendor on HCM UAT 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
Continue to work on End User Training courses
*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 – July 8 to 19, 2019
Clark College G
Accomplished this period
Began Sprint 4 of UAT
Payroll Parallel testing underway
Final review of Courses in production
Assessing training schedule to plan for locations. Mondays have up to four sessions simultaneously.
Dates and deadlines related to Go-Live sent to campus
Planned for next period
Query 101 training July 25
Host project team 7/29-8/1 for transfer course equivalencies
Finalize Go Ready checklist
Finalize student communications and graphics
Planned, but not completed
More progress on AARs and documentation – ongoing slowly
Community Colleges of Spokane R
Accomplished this period
Continue to work through post CoA issues/cleanup
Security Role meetings to complete mapping guide template for CCS to begin validating new security roles. Matt C working with SBCTC on best way to map Old to New.
FY Close –DG2 UATs – Wrapped up Sprint 4. Sprint 5 starts 7/29
Finance team delivered new CoA Projects spreadsheets required to SBCTC
Planned for next period
Chart of Accounts Redesign: Work in progress on CoA manual conversion work required post CoA rollout
EOY/EOM: Complete tasks prior to YE July 24 close date. Finalize Closing of FY16, 17, 18.
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: Pending new Security Role spreadsheets from SBCTC so we can start validation exercise.
*If status is yellow or red, describe why.
FY Close activities for 16, 17, 18 & 19 at risk.
CCS Chart of Accounts – Continue to work through blocking issues in Finance. SBCTC addressing issues but CCS continues to be impacted by new blocking issues as of 7/23. Coming up to Year End 7/24 Close date.
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 post-CoA cutover and Security Role mapping/validation.
SBCTC Agency Y
Accomplished this period
WAPAY now in production! 7/17. Celebration held 7/18
Travel & Expense Open Houses completed 7/10 and 7/17. Approximately 80 attendees between three June and July sessions!
Change Readiness Survey #3 sent to agency all-staff by Executive Sponsor John Boesenberg. 7/17
Planned for next period
HR Leave and Self-Service ctcLink Open House Demo Only 7/29
UAT Sprint 5 – “End-to-end” regression testing 7/29-8/6
Planned, but not completed
Status is needed regarding completing a list of all supplemental systems.
*If status is yellow or red, describe why.
FIN and HR are on track. Payroll is making great progress in UAT Sprint 3. Open Houses are giving all-staff opportunities to see and “touch” the ctcLink system for Travel & Expenses with plans underway for HR Self-Service. However, manageable issues remain in completing Payroll testing, including UAT Sprint 3. Issues remain regarding security and approval work flow engine (AWE).
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, monitor and communicate UAT status
Received Training info from SBCTC
Started coordinating Training
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
Participate in UAT
Work with SMEs, Pillar Leads, TCC Leadership to get better participation in the project
Plan and execute OCM for DG2 project
Monitor UAT status

10. Deployment Group 3 Timeline (High Level Phases)

11. Deployment Group 3 Self-Reported Status – July 8 to 19, 2019
Cascadia College G
Accomplished this period
Completed all data validation requirements for cycle #2
CS pillar completed final optional assignments (due 6/28/19)
Finance completed all cycle #3 homework assignments due 7/17/19
Payroll attended VC12b CPW, July 17-19
CS and FIN completed data cross-walk activities
Planned for next period
Internal Training Management planning
Internal Testing Management planning
Preparing for Reporting & Query Management Plan
Pierce College District G
Accomplished this period
SMEs completed/submitted Cycle 3 conversion files.
College Leadership, Implementation Team and SMEs participated in six-month follow-up session with SBCTC project team.
SMEs participated in follow-up WebEx sessions regarding Cycle 3 conversion.
HCM SMEs participated in Time & Labor Administrative Tasks CPW.
Planned for next period
Schedule/plan follow-up meeting with College Leadership, Implementation Team and SMEs – planning next 6 months.
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.
Lower Columbia College G
Accomplished this period
Completed all data validation requirements for cycle #2.
SME’s completed/submitted Cycle 3 conversion files.
College leadership, Alignment Team and SME’s participated in the follow up session with SBCTC project team at LCC.
CS and FIN completed data cross-walk activities.
Onboarding activities completed for new project manager.
Planned for next period
Reporting lead and SME’s will attend query development workshop at Clark College.
Continue on campus messaging and communication about ctcLink.
Continue to develop forecasting tools to track staff workload and project hours.
Identify UAT/Training Space
Peninsula College G
Accomplished this period
HCM Completed FWL assignments
SME’s continue to meet with project to fix errors
Attended Time & Labor CPW
Planned for next period
Preparing next round of Validation, bringing on more SME’s
Olympic College G
Accomplished this period
Continued work on ATD/ctcLink Teams for Residency, Choosing Academic Plan, Changing Academic Plan
Completed cycle 2 validation lessons learned
Re-started Change Impact Analysis planning
Planned for next period
Restart Change Impact Analysis Workshops
Planned, but not completed
Additional CIA Workshops

12. Deployment Group 4 Dashboard Reports – July 8 to 19, 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 19, 2019
Centralia College
65%
Edmonds Community College
60%
Highline College
63%
Seattle Colleges (3)
57%
Wenatchee Valley College
68%
DG4 Pre-Implementation and General Timeline G

13. Deployment Group 5 Dashboard Reports – July 8 to 19, 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 19, 2019
Target Percentage for July 2019 *
Bellevue College
10%
35%
Bellingham Technical College
24%
Big Bend Community College
22%
Everett Community College
Grays Harbor College
30%
Green River College
31%
Skagit Valley College
18%
Whatcom Community College
DG5 Pre-Implementation and General Timeline G

14. ctcLink Remediation Status Reports – July 8 to 19, 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
Progress made on overall remediation conditions over the past five months, but remains Red with FY 16, 17, 18 Close and delay of Security Role Redesign rollout.
Delay of new Security Roles mapping availability and the overlap of projects (post CoA manual work and blocking issues, EOY tasks, DG2 UAT Training/Testing, FY Closing of 16, 17, & 18) are all impacting college staff and normal operations now through October 2019.
Security Role Redesign: Scope for validating security role mapping validation exercise has now grown substantially as SBCTC was not able to provide us the mapping helper guides as initially communicated. As of 7/23, we have not received any Security Role spreadsheets to even began validation.
Chart of Accounts: CoA conversion also resulted in substantial manual work; some planned and some unplanned work. SBCTC providing money for resources to assist, but that impacts existing resource time as well.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist.
Accomplished this period
Participate in Budget Tool planning.
Monitored remediation items progress and communicate to local stakeholders

15. Other ctcLink Project Activities – Status as of July 19, 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
Vendor contracts awarded
SOW for Accessibility Testing underway
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 Tool
Committee formed to review, finalize, approve Budgeting requirements
Budget Planning Tool Work Group meetings underway 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
New PS Functionality will provide integration for asset tracking scanners directly with ctcLink and is ready for DG2
5/21/2018
DG2