1. Ctclink executive leadership committee May 31, 2018
Christy Campbell, ctcLink Project Director

2. STEERING COMMITTEE Agenda
Welcome
2 Minutes
Jan/Luke
2. 
Approval of Minutes
NA (Due to first meeting)
Luke
3. 
ctcLink Program Status
7 Minutes
Christy
4. 
Deployment 2 Status
5 Minutes
6. 
Budget Status
Risks & Issues
5 minutes
7. 
Committee Charter Review – No Action
8. 
Adjournment
1 Minute

3. PROJECT DASHBOARD

6. Deployment 2: PeopleSoft upgrade + Clark College and State board office
PeopleTools 8.56 with “Fluid”
Campus Solutions 9.2
Kicked off the Deployment 2 activities with Global Design Review Sessions (May 14-18, May 21-25)
Global - All colleges
Next step:
June 6 – Start Deployment Bi-Weekly Meetings / Kick-Off
Business Process Fit/Gap Sessions
Deployment Group 2 only (Spokane, Tacoma, Clark, SBCTC)
Conversion – Data Clean-Up & Bio Demo

7. DEPLOYMENT 2 – Upgrade Project
2018
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
2019
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DE C
GLOBAL
DESIGN
REVIEW
BUSINESS PROCESS
FIT/GAP
We are here
CONVERSION
SYSTEM INTEGRATION TESTING
USER
ACCEPTANCE
TESTING
END USER
TRAINING
GO-LIVE 7

8. Other In-Progress Activities
In Scope
Physical Inventory Solution – RFP Developed
Continuing Education Solution – Requirements Finalized
Online Admissions Solution – Requirements being developed
Planning and Budgeting Solution – Requirements being developed
Dashboards and Analytics (OBIA) – Solution to be planned for timing of implementation
Other
Accessibility – Meeting with vendor
Automated Testing Tool – Meeting with vendor

9. ctclink status Update: top risks
Deployment Group 2 Timeline Impacts (i.e., Chart of Accounts)
Mitigation: ctcLink Project Director has socialized Go-Live date options with D2. GDR Chart of Accounts Session successfully completed on May 14.
Key Project Staffing (62Positions) 6 Open, 4 On Hold
Mitigation: Most critical roles have been filled. Remaining open and on-hold roles are prioritized for impact to ctcLink. Our goal is to have the positions filled by end of June.
Staffing Constraints Due To Support of FirstLink Colleges
Mitigation: Manage workload and requests coming from ERP Support team to project team to ensure that project work does not get impacted. If necessary additional resources may be needed to mitigate resource constraints and keep critical path of project work on-time utilizing contingency dollars.

10. ctclink status Update: top ISSUES
Deployment 2 Engagement & Communication
Mitigation: ctcLink PMO and key leads will begin meeting with key D2 project team members on a bi-weekly basis.
ctcLink New Governance Model Momentum
Mitigation: As we conclude GDR sessions next week, we will meet on a regular schedule and build our momentum.
Upgrade Project Plan
Mitigation: ctcLink Project Plan Manager is working on consolidating duplicating tasks and making this plan as solid and clear for D2.
Proactive ctcLink Communications
Mitigation: The ctcLink Communications team will review the communications work plan with the ctcLink team to identify communications needs, timelines, and any gaps. Key project communications activities will be built into the project schedule.

11. Internal QA Process
for Implementation Readiness

12. Deployment 3 – qa readiness timeline
1. ctcLink Steering Committee reviews recommendation college readiness
2. CtcLink Steering Committee approves college readiness to being implementation phase.
NOVEMBER
1. QA Lead complete final inventory of deliverables 2. QA Lead create and present deployment colleges readiness report
3. ctcLink working group review and provide recommendation to ctcLink Steering Committee.
OCTOBER
1. QA Lead complete 30 day inventory of deliverables
2. Colleges necessary reviews and complete approvals for deliverables
3. Colleges post deliverables to cDR
SEPTEMBER
1. QA Lead complete 60 day inventory of deliverables
AUGUST
1. QA lead complete 90 day inventory of deliverables
JULY
1. Provide list of milestone deliverables
JUNE

13. Ctclink governance activities
Steering Committee: Charter Reviewed, Approved
Working Group: Charter Reviewed, Approve at next meeting
Executive Leadership:
Charter provided for review today
Provide any feedback prior to next meeting
ctcLink Governance Information on SBCTC website
Governance overview and web pages for all three groups
Steering Committee and Executive Committee meeting minutes will be posted following each meeting
Notes from Working Group will be housed on the ctcLink Document Repository.

14. Questions?