1. ctcLink Project Overall Program Status – August 6-17, 2018
Program is on track and making expected progress
Key activities are being executed per the timeline and budget
Scope Y
Monitoring scope and timing of Chart of Accounts, Budgeting Tool, Continuing Education, Online Admissions Application, and OBIA implementations
Schedule
Analyzing resource overlap between DG2 and DG3 tasks
Project Plan has been baselined but will need a second baseline once training activities are defined
Budget
ctcLink Budget currently tracking under budget:
Delayed hiring
Timing of re-implementation of solutions going through requirements gathering and RFP
Executive Summary
The project is currently tracking per schedule and under budget. We are continuing to review and define scope for each deployment due to the rework of key solutions.
Deployment Group 2 (DG2) is in the Structure Phase, focused on Business Process Fit/Gap, Local Configuration and Conversion activities. The Global Design/Configuration Framework recommendations and previous Common Process Workshops (CPW) are moving through governance for approval. The DG2 Go-Live has been approved for late October This timing was based upon DG2 college agreement based upon existing business activities and academic calendars. Analysis has begun on ctcLink project resource overlap between DG2 and DG3 activities.
Remediation work continues to be a priority working in parallel with the Deployment activities.
Risks
Mitigating Actions Y
FirstLink Colleges - Production Environment has had frequent periods of instability which impacts colleges’ work flow and effort.
TCC has escalated this through leadership at SBCTC. Approach needs to be developed so this does not impact future deployments. R
Spokane - SBCTC Staff working on FY close tasks, busy with BPFG Sessions.
SBCTC hired a contractor 100% dedicated to FY end activities and support. Additional ctcLink resources pulled in as needed.
ctcLink Resources – CS PM on extended leave. CS functional analyst, additional HCM and Student Financials trainers positions not filled.
Team is looking into bringing an interim CS PM. Training team has re-worded the job announcement to draw in additional applicants.
Issues
Status Update Y
SBCTC - Budgeting grants unique to SBCTC require an indirect/ F&A rate configuration.
Being worked on and continue to explore this issue internally and with Project Staff.
ctcLink PILLARS - Project resources assigned to Production support activities, impacting progress on scheduled project work.
The team is evaluating resource and knowledge needed to determine impact to ctcLink timeline prior to approving work.
Overall Timeline (All Deployments)
Remediation
Status
Campus Solutions
Open Tab - 13/45
Closed Tab – 2/13
Financial Management
Open Tab - 14/39
Closed Tab – 1/35
Human Capital Management
Open Tab - 10/25
Closed Tab – 0/07
Faculty Workload
Delayed due to AWS migration, date – 9/30/2018
DRS
ERP Support working with CCS
Absence Management
Full-Time EE resolved, Adjuncts in progress
Security Audit Controls
Incorporated into Security Redesign
Student Billing
GDR approved and work in progress
Budget Planning Solution
Requirements need to be created
Online Admissions Solution
Requirements activities have begun
Continuing Education Solution
RFP in development

2. Budget Status – as of July 31, 2018

3. Moran Technology Quality Assurance Report
July 2018 Report Recommendations G
Status/QA#
Findings
ctcLink Responses D
QA 0119
The Training Manager and team (being expanded with additional staff and contractors) does not currently report to the Project Director. This is another matrix management challenge and is within the IT organization. The updating of the Training materials and the delivery of new PeopleSoft training is a major workstream for this phase. The Training Manager and team should, at least, report on a dotted line to the Project Director and PMO for work related to planning and executing this project workstream.
The matrix management continues to be a challenge. The PD is working with the new Deputy Executive Director / CIO on the alignment of ctcLink Project Resources. UPDATE: Effective 8/16/2018, the Training Manager and Training Team will report to ctcLink Project Director.
QA 0120
The Chart of Accounts (COA) re-design (for system-wide standardization) is being tasked to a ctcLink Working Group sponsored by the WACTC Business Affairs Commission and supported by SBCTC Finance staff. The PMO does not have direct control over this work. The timeframe to accomplish this work is project-critical and needs visibility of status and issues. The QA team recommends the status of this activity be reported weekly to the Executive Level (tier 1) and to the Project Steering Committee (tier 2). Issues delaying this work will require immediate Governance action to maintain schedule.
Key individuals at SBCTC (both Project, Policy and Support ) were tasked to work with the colleges to define the new COA. The new COA was approved by BAC, vetted at GDR by all colleges, presented to Governance for final approval.
UPDATE: The new COA was approved by the colleges during GDR). It was reviewed by the Working Group, recommended to approve to ctcLink Steering Committee. The Steering Committee approved. New COA design was communicated to cELC. This recommendation is now complete.
QA 0123
The Project Director will need to brief the Executive Leadership (tier 1) when activities outside the control of the project are not meeting expectations and are falling behind schedule, impacting project schedules. The Executive Leadership will then need to intervene in these situations.
The cELC will receive monthly updates including status of project and budget, top risks and issues which address the comments, any decisions and the information and options for the decisions. Y
QA 0132
AFRS CEMLI Status is a QA concern. During the Remediation Project, due to resource constraints, this work was put on hold. Reporting to State OFM has now resurfaced and the ctcLink Project team needs to get this work completed and operational to meet SBCTC reporting requirements to the State OFM.
The AFRS CEMLI is a priority for SBCTC, including the ctcLink project. Resources are allocated to complete the AFRS CEMLI work. We will continue to track this work to make sure it is progressing. SBCTC has requested this work be complete by new Fiscal Year, July 2018.
UPDATE: The AFRS work plan has been impacted due to resource constraints as well as environment issues. There is now a work plan to complete AFRS and estimated timeline is 8/31/2018.
QA 0135
Since the Configuration/Data Conversion area is now an elevated risk, QA recommends that the PMO start routinely reporting on the status of this work and identify specific internal quality processes/measures for implementation.
The BPFG activities for DG2 are the initial gathering of each college’s local configurations required for conversion. These sessions are in progress, expected to be complete by 8/31/2018. Conversions are a key success factor for any implementation; new Technical PM is outlining key activities to begin reporting on conversion progress.
QA 0136
The possible re-scheduling of the Go-live Date for Deployment 2 has a ripple effect on scheduling all future planned deployments and risks need to be assessed as an overall program plan. It also may impact budget and project resources and contract staffing
PMO has been analyzing effect of DG2 timeline change. This has been discussed with the Steering Committee and approval has been received for DG2 October 2019 go-live date. To mitigate risk, Steering Committee agreed to extend contractors through DG3 with funds within the ctcLink budget. No budget impact at this time.
QA 0137
SBCTC PMO needs to reforecast the budget impact of any reset of the timeline for the Go-live date for Deployment Group 2 and also possible major budget impact to the overall project.
PMO has been reviewing the budget impact for the change of Deployment 2 timeline. The project would extend contractors through Deployment 3. The budget impact was discussed with the Steering Committee and they agreed to extend contractors to mitigate risk of overlapping deployments.

4. OCIO Investment Plan ConditionsG
Conditions
Status G 1
Project must remain in-line with SBCTC and OCIO policies
Complete 2
QA (Moran) to report to ctcLink executive sponsor and State CIO 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 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application
Planned 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 9
Process and timeline for filling the SBCTC CIO position by 1/31/2018

5. Pillar Status – August 6-17, 2018
Campus Solutions Y
Accomplished this period
Held BPFG sessions with Clark on Student Financials, Financial Aid and Student Records; assigned conversion tasks to Clark SMEs
Collect and review BPFG assignments
Review of 3rd party invoice and student statement templates with the ctcLink Working Group
Planned for next period
Continue to develop presentation materials and stage data for BPFG sessions for Student Financials
Continue configuration build out and functional testing in FNC
Continue to collect and review BPFG assignments
*Status at yellow due to extended leave of CS PM, project resource constraints due to involvement in production support, and Mobile BPFGs for 8/15 was cancelled and will be rescheduled when the Mobile application has a functioning environment.
Human Capital Management G
Accomplished this period
Completed and assigned homework for the Faculty Workload BPFG Session
Supported HCM Self-Service Common Process Workshop
Collected BPFG college homework assignments
Continued configuration build out and functional testing in FNC environment
Planned for next period
Aug – Talent Acquisition Manager (TAM) BPFG
Aug. 28 – Profile Management Configuration & Conversion BPFG Session
Perform Conversion Cycle 1 Functional Team validation
Begin Conversion Cycle 1 Data Validation material build
Continue configuration build out and functional testing in FNC environment.
Financial Services G
Accomplished this period
Continued configuration build-out and functional testing in FNC environment
Completed and assigned homework for Travel & Expense BPFG Session
Completed and assigned homework for Purchasing and Accounts Payable BPFG Sessions
Completed and assigned homework for Grants/Contracts/Project Costing BPFG Session
Completed and assigned homework for Billing and AR BPFG Session
Planned for next period
Collect college homework assignments from BPFG
Continue Chart of Account redesign build-out in FNC environment
Review Finance training curriculum and objectives .
Pillar Status – as of 6/8/2018
Structure Phase Milestones
Status
Date
Global Design Review
Complete
5/25/18
Bus. Proc. Flow Diagram
In Progress
DG Local Configuration
UAT Test Materials
Training Course Materials
College – Data Mapping for Supplemental Systems
N/A
College – Configuration Sign-off
College – UAT Test Definition Sign-off
 N/A
Deployment Group 2 Timeline (High Level Phases) G
Needs new timeline 4

6. Organizational Change Management
Workstream Status – August 6-17, 2018
Technical G
Accomplished this period
Completed Cycle 1a of the conversion process and made required adjustments for Cycle 1b.
Migrated CS CEMLIs into CSDEV and made required retrofit changes.
Completed reconciliation of the CEMLI Master for HCM.
Applied HCM Image 27 to HCDMO.
Updated and baselined the technical tasks on the master project plan.
Planned for next period
Work with Burgundy to deploy a CS 9.0 Demo environment—required to complete CS CEMLI retrofit.
Migrate missing CS CEMLIs into CSDEV and make final required retrofit changes.
Completed reconciliation of the CEMLI Master for CS and Finance.
Apply Financials Image 26 to FSGDR.
Develop master plan and schedule with Application Services to bring Production and Project code paths more closely in sync on image releases.
Training G
Accomplished this period
Vetted homework assignments in Canvas for BPFG Sessions for UAT & EUT
Met with Risk Management PM regarding potential training risks & issues
Adjusted priorities for training materials based on time to build and number of present resources
Updated Inventory with Activities/Assessment work effort numbers, updates/clean-up for Finance, HCM
Organized Reference Center QRGs to separate 9.2 updates from previous version
Identified and unpublished Fin Aid 9.0 QRGs that are published with missing screen shots, or data
Created 12 QRGs and two Course Outlines
Planned for next period
Identify UAT/EUT assignments in Canvas for post-BPFG session.
Organizational Change Management G
Accomplished this period
Assisted in facilitating Common Process Workshop for HCM Self Service
Worked with PMO to clarify DG3 deliverables, schedule and support
Planned for next period
Continue working with OCM sub-group to complete college readiness survey and templates
Communications G
Accomplished this period
Compiled one-year snapshot of ctcLink project highlights for executive director’s self-evaluation to the State Board.
Prepared presentation slides for project update at the Staff Training for Technical and Community Colleges (STTACC)
Support OCM readiness template and tool-kit with edits and review
Created draft training flow diagram for ctcLink U for review/revision
Published ctcLink Connect blog
Web page maintenance
Planned for next period
Edit and begin build-out of OCM Readiness Survey draft in SurveyMonkey
Update college OCM checklist with agency brand
Update project communications work plan activities
Draft internal communications process/tools
Add communications documents to cDR
Testing G
Accomplished this period
Completed the development of the framework that will be used for user acceptance testing for the end-to-end flows that have been identified. Functional Analysts are still creating additional flows.
Developed strategy to track functional testing progress
Continued updating existing system integration test (SIT) scripts to the new template. Approximately 950 templates have been updated out of the scripts
Planned for next period
Develop a method to track data validation activities in Oracle Test Manager (OTM)
Develop a presentation to share with colleges regarding the role of the College Test Coordinator during UAT

7. Community Colleges of Spokane Tacoma Community College
Deployment Group 2 College Reports – August 6-17, 2018
Clark College G
Accomplished this period
Ninety-one homework assignments completed and submitted.
ctcLink Orientation in Advising and Credentials and Sponsored Programs was provided on August 14th. Six staff who are new to the MyClark ctcLink project were in attendance.
Planned for next period
Plan for instruction of work to be done – provided draft, need more details on time and people – this is still in progress and is a prototype of what needs to come out of the Change Action Plans.
Dani has asked for a Readiness Plan.
SBCTC Agency G
Accomplished this period
Attended Expense, Accts Payable, Purchasing, Requisition & Commitment Control, Grants, HCM Self-Service, Asset Management, and AR/Billing BPFG sessions.
SMEs have completed homework related to Travel and Expense, and are working on Purchasing and A/P.
Planned for next period
Follow-up meeting with Project staff on use of depts. in HCM and Finance
Review and correction to previous assignments
Meet to finalize/submit commitment control assignments
Review missed Fit/Gap sessions
TAM meeting on 8/22-23; Profile Management on 8/28
Enter AR in Legacy to better match PeopleSoft for smoother transition.
Community Colleges of Spokane G
Accomplished this period
Attending BPFG sessions for Finance, CS, FA, and HCM SFCC hosted Academic Advising session.
CCS learning about new functionality in ctcLink at BPFG sessions..
CCS now engaged in Security Role Redesign project. Attended first meeting 8/14/18.
Planned for next period
CCS stakeholders to review draft Security Role matrix provided by SBCTC/SpearMC vendor
Attending BPFG sessions
Tacoma Community College G
Accomplished this period ( explain as much as you like to show what was accomplished by your team)
Working to assign attendees for BPFG sessions.
Local SMEs attendee ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups.
Bill Saraceno (VPA Tacoma) reached out to Grant Rodeheaver regarding ctcLink system stability.
Planned for Next Period
Continue sign-ups for BPFG sessions.
Attending current BPFG sessions.
Continue collecting feedback regarding remediation status.

8. Community Colleges of Spokane Tacoma Community College
ctcLink Remediation Status Reports – August 6-17, 2018
Community Colleges of Spokane R
Finance team’s time continues to be focused on FY Close tasks impacted and delayed by ctcLink issues. Student Financials Journal Entries not completed/balanced.
CCS Project Manager and Finance reviewing Remediation Conditions, tickets, and reviewing Christy Campbell's updated ‘Remediation_Closure_Work_Plan 12_6_17, Updated 7_24_18 xlsx’.
Implement ctcLink fix to allow for accurate absence management for all employees. Needs to allow for leave accrual and use for part-time and adjunct faculty. Not completed. Design meetings held.
ctcLink must provide accurate reporting for DRS & PEBB to reflect correct service hours and balances for all employee types. Design meetings held. Work in progress. Requesting completion date.
Faculty Workload contract process must be fixed and automated to allow for accurate pay benefit accrual for faculty. Not completed. Date TBD. FWL enhancements delayed.
Student third-party billing statements must be configured into a readable and accurate statement. Global Design Review completed, approved for working group to pursue. Technical design document in progress. Completion Date 8/31/18.
Security Redesign in ‘develop and validate phase’. CCS engaged. CCS waiting to review draft security role matrix.
SBCTC Remediation G
Accomplished this period
Remediation spreadsheet updated for each open and closed item as agreed upon during remediation conditional approval plan and sent to pilot colleges
Bi-weekly remediation meeting scheduled to ensure proper tracking and communicating of remediation progress
 Planned for next period
Track “progress” of the remaining remediation items that are not closed or complete.
Support development of Continuing Education RFP
Support requirements review and approval of Online Admissions Application
Identify sub-committee to participate in the Budget Planning requirements review and approval
Tacoma Community College G
Continued instability of ctcLink.
Lack of urgency on ctcLink inaccessibility via mobile devices - tickets and
Lack of visibility into ticket
Lack of up-to-date tracking of remediation ticket
Performance of the ctcLink system in terms of availability, capacity, response times.
Maximizing the overall effectiveness and value of the ERP service desk (present and future) and support team in terms of capacity, skill level, customer-service orientation and interactions, and existence of formal Service Level Agreements and Standard Operating Procedures.
Response time to FA tickets due to FA ERP support capacity.
Accessibility of ctcLink per SBCTC Accessible Technology Policy.

9. Deployment Group 3: Gate 1 Initiation Phase Progress – as of August 13, 2018
Initiation Phase Deliverables
Cascadia
Lower Columbia
Olympic
Peninsula
Pierce
Resource Plan and Budget
Not Received
In Progress
College Project Charter
Complete
Baselined MS Project Schedule
OCM Plan
Communication Plan
Local College Training Plan
Risk Management Plan
Data Cleansing Plan
Legacy Business Process Mapping
Supplemental Systems Assessment
Legend:
Not Received = Deliverable not posted to cDR
In Progress = Draft deliverable posted to cDR
Complete = Final deliverable posted to cDR