1. ctcLink Project Update ctcLink Steering Committee
May 7, 2019
Choi Halladay - Vice President for Administrative Services, Pierce College; ctcLink Steering Committee Chair
Christy Campbell – SBCTC ctcLink Project Director

2. Agenda Item Description Duration Facilitator Welcome Christy 2
Welcome
Christy 2 
Approval of Minutes
1 Minute
Choi 3 
Deployment Group 2 Go-Live Date – Request for Approval
Deployment Date Selection Process
10 Minutes 4 
Adhering to current deployment groups (no future changes) - Review proposal language, discuss, make recommendation to cELC for adoption and communication to WACTC/presidents
15 Minutes 5 
Executive Sponsor Engagement Discussion
Christy/Choi 6
Enhancement Request: PCI Compliant Integrated Cashier Cred Card Solution
John Ginther 7 
ctcLink Program Status
Remediation (CCS, TCC Updates)
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG. Data Validation)
Deployment Group 4 (Initiation)
Deployment Group 5 (Early Visits/Reporting)
PM Summit (May 6-8) Update 8 
Subgroup: SC Charter & Membership (Discussion regarding requirement of college “Executive Sponsor” as voting members)
All 9 
Meeting Closure

3. Ctclink Minutes – Approval
April 23, 2019

4. Deployment Group 2 – Go-Live Date
Discussion / Approval
Additional Discussion – Future Go-Live Dates
Option 2: Perform Upgrade & Conversion 2 Cut-Overs (Early October)
Takedown PS:
10/11/19
No Impact
Return Access to PS:
10/14/19
2nd Takedown PS:
10/25/19
Takedown Legacy:
10/24/19
2nd Return Access to PS:
10/28/19
Up on PeopleSoft:

5. Deployment Dates Selection Process
Project Team Provides Deployment Date Options Based on Payroll and College Term Calendars
Deployment and Deployed Project Managers Review Deployment Date Options to Gain Consensus
If No Consensus Achieved, Deployment and Deployed Executive Sponsors Review Deployment Date Options to Gain Consensus
If No Consensus
Achieved, Deployment and Deployed President
Review Deployment Date Options to Gain Consensus
If No Consensus Achieved, Issue is Escalated to Steering Committee for Recommendation to cELC
cELC Reviews Recommendations from Steering Committee and Decides Go-Live Dates for that Deployment
If No Consensus If No Consensus If No Consensus If No Consensus

6. Deployment Group Movements
Discussion - Colleges to stay in current deployment groups (no future changes)
Review proposal language & recommendation to cELC for adoption
Due to the high risk associated with additional colleges moving to later deployment groups and the inability for colleges to move to an earlier deployment group at this stage in the project, the Steering Committee recommends a moratorium on any future changes to the deployment groups that are currently in place.
Motion: The Steering Committee requests that the cELC adopt this recommendation and communicate it to all presidents at the WACTC business meeting and follow-up with a communication from the cELC co-chairs to the WACTC listserv.

7. Executive Sponsor Discussion
What do Executive Sponsor’s need?
Executive Sponsor Survey results varied
Understanding their role?
College Engagement?
ctcLink PMO/Governance Engagement?
Communications?

8. Enhancement Request PCI Compliant Integrated Cashier Credit Card Solution
Review Enhancement Request Document
Considerations / Discussion
What is the scope of this work?
Who will be assigned? Managing?
What budget will be utilized for this solution?
Additional Questions?

9. Ctclink program status
Remediation (CCS, TCC Updates)
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG. Data Validation)
Deployment Group 4 (Initiation/Reporting)
Deployment Group 5 (Early Visits/Reporting/Initiation)
Deployment Group 6 (7/9 Colleges - Initiation Schedule)
PM Summit:
2 Days - Focused on College Implementation Activities
½ Day - Focused on College Initiation Activities

10. Pilot remediation overview & status
Date
Total Open Items
Open Items With a Plan to Complete
(Appendix A)
Open Items Needing a Replacement Solution (Appendix A)
Open Items That Were Closed, but Reopened in Remediation Agreement
(Appendix B)
2016, 2017, 2018 Financial Books
Absence Management
Continuing Education
Online Admissions
Budget Planning
Financial Aid Customizations
11/29/17
195
101 10 84
12/13/18 41 29 2
4/01/19 22 11 1
DRS – Department of Retirement Systems
*FirstLink (pilot) colleges are validating open and closed items/numbers

11. Project Status – April 15 to 26, 2019
Overall Project Status Summary
Category
Status
Comments
Overall Y
Program is on track, per timeline, scope and budget
Security Mapping activities impacting UAT
Current DG2 Schedule has no “Float” remaining in timeline
Schedule
Monitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations
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
Budget G
Currently tracking under budget
New Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding
Executive Summary
The project is tracking per schedule and under budget. Review and definition of scope for each deployment continues due to the rework of key solutions. Each Deployment Group (DG) is now engaged:
DG2 is in the Construct Phase and the ctcLink project team is performing DG2 System Integration Testing (SIT) and conversions. Conversations are underway to set go-live dates.
DG3 is in the Structure Phase, focused on Business Process Fit/Gap sessions (BPFG) through May.
DG4 is in the Initiation Phase, with most colleges nearing the halfway mark on deliverables.
DG5 colleges have begun Initiation Phase and are learning the public status reporting process. DG5’s first report is included in this status update.
DG6 will soon begin initiation phase and reporting process.
The spring 2019 Project Managers Summit will be held at Wenatchee Valley College, with May 6-7 focused on overall Implementation Phase activities for all colleges and May 8 focused on the Initiation Phase for DG5 and DG6.
Contract negotiations are underway for a new Continuing Education solution. The Online Admissions Application (OAA) work group is actively pursuing an OAA replacement. The Budget Planning Tool work group is reviewing and finalizing business and technical requirements.
Overall Status Summary per Deployment Group
DG#
Status
Comments
DG2 Y
Security Mapping activities are impacting DG2 UAT
Security Production Mapping is still pending
DG3 G
College resources have been engaged in BPFG Workshops
Conversion cycles have begun
DG4
College teams working on Initiation Phase activities
DG5
7 of 8 Colleges have downloaded Initiation Plan
DG6
7 of 9 Colleges have downloaded Initiation Plan
Christy
Overall Timeline (All Deployments)

12. Top Risks Reported – as of April 26, 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: Spokane has met all deadlines and is meeting with Emmett weekly. Emmett is reaching out to TCC to set up same engagement.
*Refer to CoA milestones tracking in this report.
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 10/23/18
Emmett Folk
Clark: Student Finance (SF) not tested – As of mid-March, we have completed data validation for Cycle #3, but have not validated any SF data to ensure it is working correctly.
Update: Data Validation has occurred for cycle #3 & cycle #4. Working through issues logged in OTM and next step is to contact SMEs regarding these issues. ctcLink is developing options for a cycle 4B which includes SF data.
Susan Maxwell, Clark PM
DG2 Impacted, Risk Date: 3/15/2019
John Henry Whatley, Chandan Goel C
Clark: Impact to college Continuing Education (CE) program – seems likely that Clark will start with OSECE and possibly move to CampusCE. Decisions are dependent on cost for CampusCE, support for OSECE and impact to students.
Update: ctcLink team has met to discuss options for OSECE and CampusCE. We are preparing to deploy OSECE and waiting on contract negotiations for CampusCE RFP.
John Henry Whatley, Dennis Colgan
Top Issues Reported – as of April 26, 2019
LEGEND: High Moderate Low H L M
Issue Level
Issue Description
Status Update
Submitted by (name, org/college), Deployment Group & Date
Issue Owner (s) H
Security Mapping activities to begin UAT have impacted College experience of UAT.
Update: The ctcLink team is highly concerned about getting timely information from the Security team in order to have adequate time to set up functional security settings for the UAT sprint cycles.
ctcLink PMO submitted for ctcLink CS, HCM, FIN Team
DG2 Impacted, Issue Date 4/16/2019
Tara Keen, Security Team
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 one of the UAT cycles. Although there are no other options due to the schedule, this will be a challenge for the DG Colleges and SB as well as potential impact to the remaining UAT cycles. 2

13. PM summit
Agenda prepared in collaboration with a college representative from each deployment group
May 6 & 7 – All Colleges (Implementation Activities)
May 8 - DG 5 & 6 (DG4 optional) – Focused on Getting Ready for Implementation (Initiation Activities)
At Wenatchee Valley College
Steering Committee - May 7, :30 PM Wenatchee Valley College, Wenatchi Hall, ctcLink Meeting Room and WebEx

14. Other Discussion Items
SC Charter – Executive Sponsor Role
Subgroup Update for progress to review SC Charter
Recommendations for addressing colleges in Post Production that may no longer have an Executive Sponsor.
In the current charter, this title (Executive Sponsor) is required to be nominated to serve on ctcLink Steering Committee

15. Questions?

16. Remediation Open – Finance#
Item #
Description
Status
Planned Date
Adjusted Date 1
19057
Ability for each organizational unit to develop and modify a budget at any level of the organizational structure and at any level of the program structure, throughout the budget development process.
Open
DG3
2/1/2020
Needs RFP 2
19297
Distribute and report labor costs based on user-defined criteria, with full integration and reconciliation of data between GL, Payroll, and Student.
Closed
8/1/2018
Updated Training Content 3
19299
Provide a journal entry toolset, including but not limited to a standardize spreadsheet template, to facilitate streamlined journal entry and upload. 4
19304
Standardize sub-objects and mapping to a system-wide structure for each unique GL created at the college-level.
1/1/2018
7/1/2019
New COA Design 5
19323
Supports GL account verification across applications.
2/1/2018
TBD
FY Deliverable 6
19342
Support vendor payment advance process based on user-defined criteria (e.g., each college is authorized to draw an advance against the State Treasurer, with the amount equal to 17% of preceding biennium's monthly allocation).
12/1/2017
SB Process Provided 7
19382
Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.

17. Remediation Open – Finance, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 8
19454
Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual colleges.
Closed
8/1/2018
Updated Training Content 9
19633
Enable reconciliation process based on user-defined business rules (e.g., able to identify transaction source).
Open
1/1/2018
TBD
FY Deliverables 10
19747
Calculate and report indirect costs based on user-defined criteria.
2/1/2019
ERP Support 11
19968
Track grants separately from G/L Chart of Accounts and reconcile the two. 12
20212
Comparison of Actual to Budget (Revenues/Receipts and Expenditures)
12/29/2017
2/1/2020
Need RFP 13
N/A - 39
Must configure system to utilize correspondence to vendors for all PO’s.
1/1/2019 14
N/A - 41
College needs a budget development system that allows for adequate budget building process.
DG3 15
19713
Dispose of financial and non-financial assets.
DG2

18. Remediation Open – Human Resources#
Item #
Description
Status
Plan Date
Adjusted Date 1
20596
Faculty Workload to generate and modify documents and pay for adjunct faculty based on user-defined criteria (4 Phases to resolve / 2 Phases remaining)
Closed
3/1/2018
Package /31/2018
Package 2 – 3/1/2019 2
29976
Develop and Re-run the ESD report
12/1/2017
TBD - TCC to Test 3
37532
Bio-Demo data values not aligned with CS and HCM
12/31/2018 4
20753
Establish contract pay based on user-defined criteria.
Open
1/1/2019
TBD - Needs CPW 5
20573
Need ability to report on department budgets
TBD
Needs Budget Tool 6
N/A - 0
DRS Redistribution
4/30/2019
4/30/2019 – ERP SIT 7
N/A - 27
Step Movement / Needs CEMLI
DG2 - 10/24/2019
In Development 8
N/A - 29
Spokane would like to participate in UAT process for upcoming DGs implementing the Recruitment module.
DG2
4/29/2019 9
N/A - 31
Migrate ctcLink framework to Wave 1 framework (related to Absence Management) 10
N/A - 32
Create “day” definition / Absence Management and Time & Labor issue 11
N/A - 34
Provide list of employees missing area codes / Legacy Data Issue
9/14/2018

19. Remediation Open – Campus Solutions#
Item #
Description
Status
Planned Date
Adjusted Date 1
20797
Support continuing education registration process where student can browse courses without logging on
Open
DG3
2/1/2020
In Negotiations 2
20901
Provide the ability for continuing education students to enroll directly in classes (i.e., application is not required). 3
21359
Allow payment online for continuing education based on user name and password. 4
21505
Perform third-party billing based on user-defined criteria (e.g., by student, consolidated) .
Closed
5/1/2018
10/24/2019
GDR Approved 5
20814 6
21293
Support streamlined admissions processing and user interface. (Online Admissions Application)
Evaluation 7
N/A - 13
Effective Dating: FA Term, FA Budget and other areas have defective Effective Dating
12/1/2017
TBD 8
N/A - 15
Reconciliation queries haven’t worked correctly or accurately since Go Live.
3/1/2018
5/30/2019
FY Deliverable 9
N/A - 22
Error/exception report identifying discrepancies between financial aid system and the general ledger (2nd Journal Set)

20. Remediation Open – Campus Solutions, cont’d#
Item #
Description
Status
Planned Date
Adjusted Date 10
N/A – 12
SAP Setup Effective Dating doesn’t work (Oracle Bug ID )
Open
6/1/2018
TBD
Waiting on fix from Oracle
Workaround in place 11
N/A – 17
Converted student account balances must be completely audited / corrected to reflect the ending balances from Legacy.
5/30/2019
FY Deliverable 12
N/A – 18
Reports to reconcile student financial transactions for a given day to the general ledger by item type, chartstring and fund.
5/1/2018 13
N/A – 19
Need accurate reports in the CS pillar for Student Financials to summarize data such as insurance, fees, waivers, etc.
9/30/2018 14
21451
Maintain academic standing for financial aid eligibility, based on multiple, user-defined criteria
Closed
N/A 15
21338
Track satisfactory academic progress (SAP).