1. Project Overall Status – August 5 to 16, 2019Y
Program is on track, per timeline, scope and budget
Security Mapping and Assignment is behind schedule and mitigation plan in place for DG2
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, and OBIA implementations
Budget G
Currently tracking under budget
Allotment for Gate 4 funding has been submitted, waiting on approval
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  (Go/No-Go decision is scheduled for the Sept. 24, 2019 Steering Committee agenda).
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 well 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. 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 work group has finalized business and technical requirements. Vendor (Level Access) is in progress of phase one (1) of Accessibility testing focusing on Student and Employee Self Service and Mobile.
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 August 16, 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. Solutions for long-term accounts receivable solution deployed in early August. Long-term General Ledger solution and rule/cross-walk updates for FY19 close to Production is slated to deploy end of August.
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: SF, FA, FIN , GL – Clark submitted these risks.
Update: Items related to Student Financials, Financial Aid, General Ledger and coordination between Student Financials and Finance. Follow-up to be scheduled with Clark’s PM after Cycle 4B validation to better understanding what is outstanding.
Susan Maxwell, Clark College PM
DG2 Impacted, Risk Date: 2/1/2019
Risks #50, #51, #52, #58
John Henry Whatley, Emmett Folk, Chandan Goel
ctcLink Team: The GL & SF Conversion logic/requirements for the Go-Live term has still not been finalized. If not addressed soon, it creates a risk of being unavailable for college validation and meeting Cycle 4B and future cycles.
Update: Finance and Student Financials team continues to meet to discuss AR (Accounts Receivable) items and alignment in data conversion activities and processes.
John Henry Whatley
DG2 Impacted, Risk Date: 7/8/2019
Risk #71
John Henry Whatley, Christyanna Dawson
Top Issues Reported – as of August 16, 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. SBCTC SMEs are working with FIN/HCM leads to test security for specific modules/roles that are ready.
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 have provided this first round of information to Level Access (vendor) in early August. Phase 1 testing by Level Access is complete. Phase 2 testing slated to begin in early September.
Susan Maxwell, Clark College PM
DG2 Impacted, Issue Dates: 6/27/2019
Issues: #39-48
Owners Assigned 2

3. 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. 3

4. WA State Office of the Chief Information Officer (OCIO) Oversight
WA State Office of the Chief Information Officer (OCIO) Oversight as of August 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 July 31, 2019

6. Pillar Status – August 5 to 16, 2019 Human Capital Management
Campus Solutions G
Accomplished this period
Review DG3 Cycle 3 conversion
Technical College collaboration meeting at Lake Washington Tech
Support DG2 Data Validation for Cycle 4b
Prepare for DG3 Cycle 3 data validation handoff (8/21)
Prepare for Guided Pathways system requirements session (8/19-8/20)
Prepare for DG3 Course Catalog Production Workshop (8/26-8/29)
DG2 Sprint 4 CS UAT
Continue DG3 FIT
Continue DG2 SIT
Continue UAT material planning/build
Planned for next period
Hold DG3 Cycle 3 data validation handoff (8/21)
Participate in Guided Pathways system requirements session (8/19-8/20)
Support Security Redesign activities
Hold DG3 Course Catalog Production Workshop (8/26-8/29)
Support UAT for DG2 Colleges
Hold Clark Parallel Testing – Tuition Calculation (8/19-8/23)
Plan for EMPL ID conversion to PRD
Human Capital Management Y
Accomplished this period
Began support for DG2 Cycle 4B validation activities
Began support for accessibility testing with Level Access
Completed DG3 Cycle 3 Prep Activities
Held DG2 Cycle 3 Data Validation workshops
Continued DG4 BPFG session planning
Continued review of Security Redesign Role/Permission List Definition
Continued Payroll Parallel Testing Activities
Continued DG2 UAT support activities
Continued DG2 UAT supporting content build
Continued review of DG2 Training content structure and materials
Continued DG2 and DG3 configuration buildout in FNC environment
Planned for next period
Continue support for testing with Level Access
Continue support for DG2 Cycle 4B validation
Continue DG4 BPFG session planning
Continue review of Security Redesign Role/Permission List Definitions
Continue Payroll Parallel Testing Activities
Continue DG2 UAT support activities
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- and client-facing activities while deadlines/starts for certain internal tasks continue to get missed.
Financial Services Y
Accomplished this period
Completed support for accessibility testing with Level Access
Began support of DG2 Cycle 4B validation activities
Continued DG3 Cycle 3 Prep Activities
Continued review of Security Redesign Role/Permission List Definitions
Continued DG2 UAT support activities
Continued DG2 UAT supporting content build
Continued review of DG2 Training content structure and materials
Continued DG2 and DG3 configuration buildout in FNC environment
Planned for next period
Complete DG3 Cycle 3 Prep Activities
Hold DG3 Cycle 3 Data Validation Workshops
Begin Support of DG3 Cycle 3 validation activities
Continue support of DG2 Cycle 4B validation
Continue DG4 BPFG session planning
Continue review of Security Redesign Role/Permission List Definitions
Continue DG2 UAT support activities
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- and client-facing activities while deadlines/starts for certain internal tasks continue to get missed.
Pillar Status – as of 6/8/2018

7. Workstream Status – August 5 to 16, 2019
Communications G
Accomplished this period
Completed follow-up activities for July 30 Exec Sponsor Seminar
NW HEUG participation blog post
Continued Comms Advisory Committee planning
Steering Committee meeting support, including scope decision template document
Customized logos for Clark business unit PS applications
Attended SBCTC ctcLink ADKAR session
Revised auto-response registration communications for Training
Revised ctcLink Canvas web page at sbctc.edu
Planned for next period
Accessibility Testing and Data Services blog posts
Continue Comms Advisory Committee planning
Communications Office scope/activities
Technical G
CONVERSION
Accomplished this period
DG2: Conversion Issues review/ resolution.
DG2: Re-executed GL Conversion Cycle 4B due to configuration issues.
DG3: Cycle 3 Successfully moved all tested configurations to date into the Conversion (CTX). environment.
Planned for next period
DG2: Establish Emplid in Production.
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, FS PUM 32 & CS PUM 14) to FNC, SIT, SVL, TRD & UAT environments.
Deployment & retrofit complete for Highpoint Mobile & Message Center.
Continue to support on Service Desk, FIT, SIT & UAT tickets for CS, HCM & FS pillars.
FTDD document updates for DG2 CEMLI’s.
FTDD document updates for CS 9.2 retrofits.
ENVIRONMENTS
Coordinated PUM Image Update in Project environments.
Coordinated Load Testing Project work.
Environment Support for ACCESSIBILITY testing.
DG3 cycle 3 Environment refreshes
DG3 Cycle 3 and DG2 Cycle4B environment support.
Support Accessibility Testing.
Testing Y
Accomplished this period
Continued system integration testing (SIT): Finance 100% Complete, HCM 99% Complete, CS 86% Complete
Completed Sprint 5 UAT
Provided metrics on SIT and UAT status
Continued to build UAT materials for final sprint
Supported Sprint Closure for 1-5 UAT
Continued Supported Testing for FWL
Planned for next period
Prepare for UAT sprint 6 execution
Continue to build UAT materials
Continue System Integration Testing
*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
Met with DG2 PM’s to discuss how change management activities are going with their teams
Completed road show meetings with DG3 colleges about testing, training, and life after go-live
Conducted onboarding with new college PMs
Held in-person meeting with all technical colleges to discuss the differences between how they do business and other colleges.
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 for 80% for sprint 6
Continued work on in all pillars on development of End User Training Courses
Currently at 30% for End User Training Canvas Courses
Onboarded 2 new contract trainers for FIN area
Continued to refine Instructor-Led Training schedule
Continued working with Digital Assets Manager to create registration for End User Training Courses in Trumba
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 – August 5 to 16, 2019
Clark College G
Accomplished this period
Data Validation cycle 4B – CS data
Training Plan for classes at Clark
MyClark ctcLink kickoff at Teaching and Learning Days – keynote presentation on What to Expect When we Go Live in ctcLink
UAT – Faculty workload making progress
Began security mapping
Planned for next period
Finalize Go Ready checklist
Finalize student communications and graphics
UAT Sprint 6
Web site update
Planned, but not completed
Finalize student communications and graphics - met with Communication & Marketing to discuss plan.
Community Colleges of Spokane R
Accomplished this period
As of 8/16, CCS continues to work through post-CoA blocking issues.
Contract staff continue work on post CoA planned work to fix errors due to old CoA values coming over after cutover.
CCS staff now adding/modifying new Program IDS/Dept IDs.
Security Role Redesign – CCS working on strategy for how to approve and assign security roles for highly sensitive data/pages.
Planned for next period
Continue work on post CoA manual conversion work to correct old CoA values.
Budget team to complete adding/modifying new Program ID’s now that we have access.
Initial FY19 Closing Rule updates provided to Emmett by end of day 8/21
Emmett/CCS staff meet to perform final Closing Rule updates and validate. Final Closing Rule updates provided to Emmett by end of day 8/28
*If status is yellow or red, describe why.
Please see ctcLink Remediation Slide #14 for reason status is red.
SBCTC Agency R
Accomplished this period
SBCTC Agency Tier 1 Contact completion – first level draft completed
ADKAR “Ability” information-session held 8/15
Starting budget for go-live updated into ctcLink
Planned for next period
HR Self-Service ctcLink Open House Demo and Practice 8/19 & 21
SBCTC Agency Training Plan completion – in work
SBCTC Agency Tier 1 Contact completion – details in work
Planned, but not completed
End-to-end testing planned once Security and AWE in place – in jeopardy without Security and AWE
*If status is yellow or red, describe why.
The SBCTC agency currently does not have access to Security and consequently Approval Workflow Engine (AWE) from the SBCTC project team to move forward at this time. These are known issues that need to be resolved before we can go-live.
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
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
Work with SMEs, Pillar Leads, TCC Leadership to get better participation in the project
Plan and execute OCM for DG2 project
Monitor UAT status
Continue rolling out End-user Training

10. Deployment Group 3 Timeline (High Level Phases)
Jan

11. Deployment Group 3 Self-Reported Status – August 5 to 16, 2019
Cascadia College G
Accomplished this period
CS & SF participated in ongoing cycle 3 configuration follow-up WebEx sessions
HCM participated in data validation cycle #3 handoff WebEx
Departments continued data error cleanup activities (2020Q1)
Participated in DG3 communications planning workshop
Participated in VC35 Payroll Processing/Post Processing CPW
Planned for next period
Continue internal Training Management planning
Continue internal Testing Management planning
Continue internal Reporting & Query Management planning
Pierce College District G
Accomplished this period
CS and SF SMEs participated in Cycle 3 follow-up WebEx sessions.
HCM SMEs participated in Cycle 3 data validation handoff session.
HCM SMEs participated in Payroll Processing/Post Processing Common Process Workshop.
SMEs continued quarterly data error clean-up efforts (2020Q1).
Planned for next period
Schedule/plan follow-up meeting with College Leadership, Implementation Team and SMEs – planning next 6 months.
Continue work on Communications Plan.
SMEs in CS, FA, SF and FIN participate in Cycle 3 data validation handoff WebEx sessions.
CS SMEs participate in CS Course Catalog Production kick-off workshop.
Participate in Guided Pathways Business Process Workshop #2.
Planned, but not completed
Review applicants for project positions.
Identify/establish training space.
Work on Training Plan.
Work on Testing Plan.
Peninsula College G
Accomplished this period
SMEs continue to meet with project team and/or respond to requests to fix errors
Completed missing FWL assignments
Participated in Payroll CPW
Planned for next period
Validation
Course/catalog workshop
Lower Columbia College G
Accomplished this period
CS and SF participated in cycle 3 configuration follow up WebEx sessions
Participated in VC35 Payroll Processing/Post Processing CPW
HCM participated in data validation Cycle #3 handoff WebEx
Continued quarterly data error clean-up efforts (2020Q1)
Planned for next period
Participate in CS, SF, FA and FIN data validation handoff sessions-Cycle 3
Begin data validation activities-Cycle 3
Participate in Guided Pathways Business Process Meeting #2
Participate in Course Catalog Production Workshop
Olympic College G
Accomplished this period
Continued Cycle 3 Data Validation Planning, based on lessons learned
Continued Change Impact Analysis planning
Re-started Faculty Workload Team
Completed first Grants Change Impact Analysis Workshop
Completed planning/reservations for 3 computer labs to support UAT/Training
Planned for next period
Start Cycle 3 Data Validation
Planned, but not completed
Additional CIA Workshops

12. Deployment Group 4 Dashboard Reports – August 5 to 16, 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
College/District
As of Aug. 16, 2019*
Centralia College
69%
Edmonds Community College
60%
Highline College
63%
Seattle Colleges (3)
59%
Wenatchee Valley College
68%
DG4 Pre-Implementation and General Timeline G

13. Deployment Group 5 Dashboard Reports – August 5 to 16, 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
Aug. 16, 2019
Target Percentage for August 2019
Bellevue College
18%
45%
Bellingham Technical College
28%
Big Bend Community College
22%
Everett Community College
24%
Grays Harbor College
35%
Green River College
34%
Skagit Valley College
33%
Whatcom Community College
37%
DG5 Pre-Implementation and General Timeline G

14. ctcLink Remediation Status Reports – August 5 to 16, 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
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
CCS/Matt C - Walkthrough/review of all remediation conditions and REM tickets in progress. Target completion date 8/23
Confirming outstanding tickets for Absence Management
Security Redesign workbooks and QRG Security Role crosswalks due to CCS Monday 8/19. All new roles in SVL environment for all pillars due Mon 9/18.
No updates on deliverables for Audit Logs and Separation of duties.
*If status is yellow or red, describe why.
Progress made on overall remediation conditions over past five months, but remains Red with delay of Security Role Redesign rollout and FY19 Close.
FY16, 17, 18,19 close activities: Fin/Budget team validating, updating closing rule results.
Chart of Accounts – Continue to work through blocking issues in Finance (Billing/AR). SBCTC addressing issues but CCS continues to be impacted by blocking issues as of 8/20. Staff hired to work on planned post CoA corrections. # of blocked Journals down to 16 from 50. GL close date extended.
Security Role Redesign – SBCTC to provide security crosswalk QRG content and workbooks with new security roles, so we can begin validating and assigning correct security roles. No progress delivering CCS process documentation for Audit Logs and Separation of Duties. No tool to CCS IT to add/remove bulk security roles efficiently. Currently, average staff assigned 30 security ctc_roles; in new design, employees will be assigned 900. Not feasible to do this manually for 2,500 employees.
Work has grown substantially for post CoA cutover and Security Role mapping/validation.
Should begin tracking to Yellow if all above are resolved/completed by end of August/September.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist.
Accomplished this period
Participated in Budget Tool planning.
Monitored remediation items progress and communicate to local stakeholders

15. Other ctcLink Project Activities – Status as of August 16, 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 and Mobile)
5/10/2019
Testing and Findings 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 developed
Requirements pending Steering Committee Approval