1. ctclink steering committee
Christy Campbell, facilitator
June 19, 2018

2. STEERING COMMITTEE AGENDA
Item
Description
Duration
Facilitator
Welcome
3 Minutes
Christy
2. 
Approval of Minutes
2 Minutes
3. 
Project Status:
Overall Program Status
Budget Status
Deployment Status
Decisions
Issues / Risks
Additional Discussion
20 Minutes
4. 
Common Process Workshops Recommendations:
Review 3 Processes
Vote to Approve or Request additional information
45 Minutes
Ligia
5. 
Global Design Review Recommendations
ctcLink Global Template Approval
Emmett / Joe
6. 
Meeting Closure – Action Items
5 Minutes

3. ctcLink Project Overall Program Status – as of 6/8/2018=
Primary work focused on preparing for Business Process Fit/Gap (BPFG) Sessions with Deployment Group(DG)2 colleges.
DG2 work progressing on schedule but project resources continue to be involved in Production support activities
Scope
No change.
Schedule
Go-Live date decision needed. Some dates are not well-defined on the project schedule yet but not critical tasks that impact the overall project.
Budget
Currently Budget is tracking 3.3M under budget due to 1) Delays in hiring resources in the original plan and 2) Scope for replacement solutions has been delayed to finalize requirements.
Executive Summary
Held HR Core Self-Service Common Process Workshop scope definition meeting.
Initiated work on alignment of communications, training, CoP and OCM tasks and timelines.
Determined BPFG session scope, including cross-pillar sessions between Student Financials and the Finance pillar
Entered configuration assignments into Canvas to be tracked as part of the BPFG sessions
Held Faculty Workload (FWL) Common Process Workshop kickoff meeting
Accessibility compliance work (project documents, recordings)
Continue to work with CPW teams to define session parameters and timelines
Risks and Issues
Risks Y
Mitigating Actions
FirstLink college involvement with GDR/Fit-Gap activities may be impacted by peak financial workload
FIN sessions with FirstLink colleges scheduled for August to accommodate involvement.
Bio/Demo conversion start date in flux—awaiting additional trumping rules
Holding Sessions for discussing trumping rules
Issues O
Project resource assigned to Production support activities – impacting progress on scheduled Project work.
Needs mitigation approach from ERP group.
FirstLink college conversion to new Chart of Accounts has unresolved complexity that may impact cutover.
Developing conversion/cutover plan for new Chart of Accounts.
All Risks and Issues are under Control
Overall Timeline (All Deployments)
Remediation Progress
Status
Date
Structure Phase Milestones
Status
Date
Global Design Review
Completed
5/25/2018
Updated Bus. Proc. Flow Diagram
Updated Deployment Group Local
Prior Deployment Group/transition Readiness
Col. Resource Plan and Budget Allocation
Col. Execution Plans
Legacy Bus. Proc. mapping
Bus. Proc. Fit/Gap
Initial Supplemental Systems Assessment
Legacy Data Cleansing Activities
Legend: : on track : some issues/under control : some issues/needs attention : significant issues/not under control
= No change from last period  Improved from last reporting period  Downgrade from last Period

4. Budget Status – as of 5/31/2018
Budget G =

5. Pillar Status – as of 6/8/2018 = = Campus SolutionG 
Accomplished this period (Last 2 weeks)
Determined BPFG session scope, including cross-pillar sessions between Student Financials and the Finance pillar
Entered configuration assignments into Canvas to be tracked as part of the BPFG sessions
Held Faculty Workload (FWL) Common Process Workshop kickoff meeting
Continued to refine go-live strategies for the Student Financials conversion and Financial Aid legacy-to-PS transition period
Planned for next period (Next 2 weeks)
Continue to develop presentation materials and stage data for BPFG sessions, with a focus on Student Financials Item Types
In collaboration with ERP Support, complete proof of concept for new Gainful Employment and student borrowing notification statutes
Complete CS and CS/HCM cross-pillar GDR recaps for presentation to the Working Group on 6/20/2018
Human Capital Management G =
Accomplished this period (Last 2 weeks)
Conducted sample BPFG presentation walkthrough with the FIN and HCM Teams
Documented all GDR Decision items for review by Governance Working Group
Rescheduled HR Core BPFG session to avoid BPFG schedule conflict
Held Faculty Workload (FWL) Common Process Workshop kickoff meeting
Held HR Core Self-Service Common Process Workshop scope definition meeting.
Planned for next period (Next 2 Weeks)
NWHEUG presentation on Absence Management Framework
Finalize content for HR Core, Time & Labor, and Benefits BPFG sessions
Continue prep for later BPFG sessions
Financial Services G 
Accomplished this period (Last 2 weeks)
Conducted sample BPFG presentation walkthrough with the FIN and HCM Teams
Documented all GDR Decision items for review by Governance Working Group
Rescheduled SBCTC Grants/Contracts/Project Costing session to avoid BPFG schedule conflict
Met with project Technical Team members to identify necessary changes to FIN conversion programs/extracts
Planned for next period (Next 2 Weeks)
Conduct BPFG Sessions
Finalize BPFG session content for Purchasing/AP, Grants/Contracts/Project Costing, Billing/AR sessions to be held at Clark College
BPFG session follow up activities for GM/CA/PC, GL, and AM sessions
Continue prep for later BPFG sessions
Decision Log Highlight - This Reporting Period Y  ID
Description
Status
Assigned To
Decision Paper needed
SME Role/Name
Decision Made
Working Group
Decision Logged
Escalated
Exec. Leadership
Deployment Group 2 Timeline (High Level Phases) G =
Total business related decisions logged :
Total business related decisions made :

6. Pillar Status – as of 6/8/2018 = = Campus SolutionG 
Accomplished this period (Last 2 weeks)
Determined BPFG session scope, including cross-pillar sessions between Student Financials and the Finance pillar
Entered configuration assignments into Canvas to be tracked as part of the BPFG sessions
Held Faculty Workload (FWL) Common Process Workshop kickoff meeting
Continued to refine go-live strategies for the Student Financials conversion and Financial Aid legacy-to-PS transition period
Planned for next period (Next 2 weeks)
Continue to develop presentation materials and stage data for BPFG sessions, with a focus on Student Financials Item Types
In collaboration with ERP Support, complete proof of concept for new Gainful Employment and student borrowing notification statutes
Complete CS and CS/HCM cross-pillar GDR recaps for presentation to the Working Group on 6/20/2018
Human Capital Management G =
Accomplished this period (Last 2 weeks)
Conducted sample BPFG presentation walkthroughs
Documented all GDR Decision items for review by Governance Working Group
Rescheduled HR Core BPFG session to avoid BPFG schedule conflict
Held Faculty Workload (FWL) Common Process Workshop kickoff meeting
Held HR Core Self-Service Common Process Workshop scope definition meeting.
Planned for next period (Next 2 Weeks)
NWHEUG presentation on Absence Management Framework
Finalization of content for HR Core, Time & Labor, and Benefits BPFG sessions
Continue prep for later BPFG sessions
Financial Services G 
Accomplished this period (Last 2 weeks)
Conducted sample BPFG presentation walkthroughs
Documented all GDR Decision items for review by Governance Working Group
Rescheduled SBCTC Grants/Contracts/Project Costing session to avoid BPFG schedule conflict
Met with project Technical Team members to identify necessary changes to FIN conversion programs/extracts
Planned for next period (Next 2 Weeks)
Conduct BPFG Sessions
Finalize BPFG session content for Purchasing/AP, Grants/Contracts/Project Costing, Billing/AR sessions to be held at Clark College
BPFG session follow up activities for GM/CA/PC, GL, and AM sessions
Continue prep for later BPFG sessions
Deployment Group 2 Timeline (High Level Phases) G =
Decision Log Highlight - This Reporting Period Y  ID
Description
Status
Assigned To
Decision Paper needed
SME Role/Name
Decision Made
Working Group
Decision Logged
Escalated
Exec. Leadership
Total business related decisions logged :
Total business related decisions made :

7. Workstream Status – as of 6/8/2018 Organizational Change Management
Testing G =
Accomplished this period (Last 2 weeks)
AWS Testing status: Test Scripts Executed: 100% (includes passed, failed, and blocked scripts) . Tests Passed: 99.7%
Co-ordinated confidence test and functional verification once the AWS production environment was live
Welcomed new Test Automation Engineer Sakura Thompson. Began documenting Automated Environment Shakedown Test plan and developing Test Tool.
Began creating slide content for UAT slides that will be used during the business process/Fit/Gap sessions.
Began developing a template prototype to collect UAT data scenarios and error conditions during the business process/Fit/Gap sessions
Triaged all issues that were entered during AWS testing, reviewed priority and assigned them to the appropriate person for resolution
Planned for next period (Next 2 Weeks)
Complete slide content for UAT slides
Complete prototype
Training G =
Accomplished this period (Last 2 weeks)
Drafted proposal for additional resources.
Training proposal submitted to PMO for review/approval. We will revisit the proposal once we have new Project go-live date
Discussed Regional Trainer approach, material development status.
Continued work on outcomes and objectives for CS and HCM.
Outcomes and inventory for FIN submitted to Project FIN FAs to begin vetting and outcome creation process.
Continued work on creation of new QRGs
Continued work on updating Training Content Inventory
Creation of training video in Storyline to update the team’s effort estimation.
Planned for next period (Next 2 Weeks)
Develop Communication for college PMs regarding Regional Trainer Training,
Continue work on outcomes and assessments.
Organizational Change Management G =
Accomplished this period (Last 2 weeks)
Distributed OCM documents completed by Subgroup for entry into cDR.
Assisted in securing locations, webex, and canvas updates for BPFG sessions.
Met with Subgroup to complete checklist items and deliverables to colleges.
Worked with communications, training and CoP to align project schedule activities, tasks and timelines.
Met with CPW team to define schedule, scope and timeline for future sessions.
Planned for next period (Next 2 Weeks)
Meet with sub group to wrap up checklist items.
Work on Change Action Plan templates in preparation for BPFG sessions.
Meet with CPW team and ctcLink Functional Analyst to determine scope of HCM session.
Continue to work with communications, training, and CoP on project schedule and timelines.
Remediation G 
Accomplished this period (Last 2 weeks)
Began functional design for the Student Financials Third Party Billing Invoice and Student Account Statement templates based on requirements gathered during GDR
Prepared recap of Student Self-Service Enrollment GDR for presentation to the Working Group on 6/20/2018
 Planned for next period (Next 2 Weeks)
Finalize training documents for Financial Aid/Student Records cross-modular solution session
Hand-off Student Financials invoice/statement templates to the technical team for development
Technical G =
Accomplished this period (Last 2 weeks)
Located AR conversion program from the FirstLink go-live; began analysis to identify any required changes
Financial Aid Plan B requirements identified and socialized
Provided support to Production Support team in advance of AWS migration of Production environments
Determined the order of operations for conversion, which will allow the firm commitment of conversion dates
Identified decisions outstanding regarding CoA design and impact on conversion
Planned for next period (Next 2 weeks)
Introductory meeting with Burgundy to establish communication channels and methods and facilitate bidirectional knowledge sharing
Facilitate Retain/Retire analysis for Campus Solutions to identify scope of retrofit efforts.
Phire Application Change Management demo
Communication G 
Accomplished this period (Last 2 weeks)
Developed framework, set up platform for new ctcLink blog
Supported content development and communications items for BPFGs
Developed, distributed BPFG announcement for DG2 colleges
Developed, distributed CPW update message from WACTC-Tech chair
Developed, disseminated communications plan for ctcLink Downtime and AWS Migration
ctcLink SBCTC webpages updated with new governance structure
Updated governance group charters, finalized signatures for SC charter
Supported governance groups communications, staffed cELC
Posted monthly status info to OCIO Dashboard
Collaborated with OCM on project schedule updates
Setting priorities and re-aligning deadlines accordingly. Some deliverables behind intended schedule, but not risk to overall project
Planned for next period (Next 2 weeks)
Blog posts on new blog site
Complete communications activities line items in project schedule
Update project communications work plan activities
Draft new internal communications process / tools for team
Post governance meetings documents on SBCTC ctcLink website
Add communications documents to cDR

8. Common Process Review/Approval
Grants Management Process - Approval
New Hire Process – Approval
Admissions Process - Review
Presenter: Ligia Cicos

9. Global Design Review/Approval
Finance / HCM Global Template – Approval
Presenter: Emmett Folk