1. ctcLink Steering Committee
August 13, 2019
Choi Halladay - ctcLink Steering Committee Chair, Vice President for Administrative Services, Pierce College District
Christy Campbell – ctcLink Project Director

2. agenda Item Description Minutes Facilitator 1 1
Welcome and Agenda Overview 3
Christy  2
Approval of Minutes, July 30, 2019 2
Choi  3
Executive Sponsor Seminar Follow-Up Activities
Work groups 10  4
DG4 Initiation Phase Peer Review Recap
Kristy/Ligia  5
ctcLink Executive Leadership Committee Preview
Christy/Choi  6
Chart of Accounts Update from FirstLink Colleges & SBCTC 5
CCS, TCC, SBCTC  7
ctcLink Scope Change Form/Process Draft 25 8
ctcLink Program Status
Program Risk
Implementation Colleges
Pre-Implementation Colleges 9
Remediation: Replacement Solutions Update
Security Mapping
Accessibility Testing
Campus CE Negotiations
Online Admissions Application RFI
Budgeting Tool Next Steps
Christy/Others
 10
Action Items Review and Agenda Items for Future Meetings
All
 11
Meeting Closure

3. Meeting Minutes – Approval
July 30, 2019

4. Executive sponsor follow-up

5. Dg4 peer review recap

6. Celc 2019-2020 preview New WACTC-Tech/cELC members
Chris Bailey, Lower Columbia College, WACTC-Tech Chair
Kevin Brockbank, Spokane Community College president (returning)
Amy Morrison, Lake Washington Institute of Technology president
Shouan Pan, Seattle Colleges chancellor
Julie White, Pierce College Fort Steilacoom president
Past WACTC-Tech/cELC members
Joyce Loveday, Clover Park Technical College
Marty Cavaluzzi, Olympic College
Ivan Harrell, Tacoma
Deidre Soileau, Pierce

7. Chart of accounts UPDATE
Status Update
Tacoma Community College
Community Colleges of Spokane
SBCTC

8. ctcLink scope change process
Review
Feedback

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

10. Top Risks Reported – as of August 2, 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-Phase 3 completed. The last major milestone for the new CoA deployment will be configuration of the FY19 Closing Rules in PeopleSoft and the execution of the “Request Ledger Close” process for FY19. This process is what creates the beginning balance entries for FY20 in PeopleSoft. 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 have been discussed with Clark. Cycle 4B is planned to mitigate risks. Follow-up to be scheduled with Clark’s PM after Cycle 4B. Cycle 4B is scheduled for July 12, Colleges will validate by Aug 9, 2019.
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 being unavailable for college validation and meeting Cycle 4B timeline. 
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 August 2, 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 the UAT cycles.  SBCTC – Security mapping is not complete and doesn’t reflect roles/job. Correction of security set-up needs to be available to end-users for re-testing prior to Go-Live
ctcLink PMO submitted for ctcLink CS, HCM, FIN Team
DG2 Impacted, Issue Date: 4/16/2019
*also issue #37 submitted by Evelyn Williams, SBCTC on 6/26/19.
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 first round of information to Level Access (vendor) in early August.
Susan Maxwell, Clark College PM
DG2 Impacted, Issue Dates: 6/27/2019
Issues: #39-48
Owners TBD 10

11. ctcLink Quality Assurance Scorecard / Moran Technology Consulting Report July 2019
Overall Status Y
ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018
STATUS
PROJECT AREA
DESCRIPTION / NOTES G
SBCTC/Governance
Steering Committee made Go/No-Go decision for FLC implementation of new Chart of Accounts, which was critical for the DG2 schedule. The ctcLink Executive Leadership Committee voting membership has changed as of July 1, 2019 with newly appointed WACTC-Tech 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 started development of the Readiness Template for intended use with DG2. Y
Phase Scope
QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS functionality. Based on the latest status of replacement solutions, the only definitive scope is Physical Inventory for DG2. Accessibility testing will begin in early August for DG2.
Schedule Status
The DG2 schedule is now three months from Go-Live. Some components are already in ctcLink production. The DG2 schedule was dependent on successful Chart of Accounts (CoA) implementation for CCS and TCC. The new CoA went live in July. The implementation of enhanced role security for ctcLink is a major Project and QA schedule risk concern and is an area of critical focus by the PMO at this time. Priority continues to be focused on DG2 project and college readiness. The ctcLink PMO is reviewing implementation plans and schedules for DG3 and DG4 based on experience with DG2.
Training
Training material development to support remaining Sprints was ongoing in July for targeted UAT training in August. Training team and consultants continue work preparing materials for the remaining Sprints. Training materials for UAT Sprint #5 are 100% complete and Sprint #6 is 75% complete. QA continues to be concerned that considerable development work still remains for the 57 courses to support end-user training. Plan and schedule for development of these courses pending at end of July.
Testing
DG2 UAT Sprints were underway in June with good participation. UAT identified configuration and process errors which have been resolved. 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 (payroll, financial aid, and tuition calculation).
Configurations / Data Conversion
Technical support work for the CoA implementation in production was underway in July. This major effort required the ctcLink Project teams to work closely with the ERP support staff. These problems were jointly addressed by Legacy support team and Project staff. Technical staff executed a DG2 cycle 4B conversion for additional data validation by Clark and SBCTC. Technical team also preparing DG3 cycle 3 conversions. Data conversion and production implementation of Bio-Demo data for Clark College and SBCTC waiting for an August schedule Go-live date. DG2 Go-live production cutover planning sessions continued in July.
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 PMO and project/college staff efforts to provide timely communications and prevent false messages.
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. 11

12. Project Overall Status – July 22 to August 2, 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 were held in July.
DG4 is in the Initiation Phase, with all colleges past the halfway mark on deliverables. Gate 1 Initiation Phase Peer Review was held July at Highline College. DG4 Implementation Phase kick-off slated for November.
DG5 colleges are in the Initiation Phase and have begun Initiation Deliverables 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 continue 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. 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. Contracts signed with Level Access, accessibility testing vendor, which will begin testing on Monday, Aug. 5 and is expected to take four weeks.
The Executive Sponsor Seminar was held July 30 at Highline College with 23 attending: 16 executive sponsors (of 31), seven alternates.
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 12

13. Deployment Group 4 Dashboard Reports – July 22 to August 2, 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
* Contact DG4 PMs for information about percent completion.
College/District
As of Aug. 2, 2019*
Centralia College
68%
Edmonds Community College
60%
Highline College
63%
Seattle Colleges (3)
59%
Wenatchee Valley College
DG4 Pre-Implementation and General Timeline G

14. Deployment Group 5 Dashboard Reports – July 22 to August 2, 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
* August target is 45%. This period represents only two days in August.
College/District
As of
Aug. 2, 2019
Target Percentage for July 2019 *
Bellevue College
16%
35%
Bellingham Technical College
24%
Big Bend Community College
22%
Everett Community College
Grays Harbor College
32%
Green River College
Skagit Valley College
23%
Whatcom Community College
36%
DG5 Pre-Implementation and General Timeline G

15. Replacement solutions update
Security Mapping
Accessibility Testing
Campus CE Negotiations
Online Admissions Application RFI
Budgeting Tool Next Steps

16. Other ctcLink Project Activities – Status as of August 2, 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
Statement of Work completed
Phase 1 Accessibility Testing has begun (Student & Employee Self-Service
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
Oracle/Mythics building Prototype of PBCS Solution with templates from
(Peninsula, Pierce, Spokane, and SBCTC)
Work Group will recommend to ctcLink Governance if PBCS will meet requirements or If an RFP will need to be develop
Work Group Kick Off
Members reviewing Original RFP Budget Requirements

17. Budget planning tool Work Group
Activities
Clark
Tacoma
RTC
Peninsula
Clover
Park
SBCTC
Pierce
Yakima
Bellevue
Highline
Spokane
Work Group Participant (Volunteer)
Yes
Budget Requirements Review and Feedback No
Participate in Review Session #1
Participate in Review Session #2
Finalize and Recommend Approval of Requirements
N/A
Audit
Audit*
Feedback will be provided)

18. Budget planning tool Work Group Next Steps
Steering Committee approval – August 2019
Oracle/Mythics - September
Send final and approved requirements
Build Prototype PBCS  Planning and Budgeting Cloud Service  based on: (1.) Requirements, and (2.) Sample organizations based on prior templates for Pierce, Peninsula, Spokane, and SBCTC
Present prototype to Budget Planning Work Group
Budget Planning Tool Work Group – September
Recommend PBCS or RFP to ctcLink Governance

19. Action Items Review & Agenda Items for Future Meetings