1. CTCLINK STEERING COMMITTEE
May 21, 2019
• Choi Halladay - ctcLink Steering Committee Chair, Vice President for
Administrative Services, Pierce College District
• Christy Campbell – ctcLink Project Director
2. AGENDA
2
Item Description Duration Facilitator
1. Welcome Christy
2. Approval of Minutes 1 Minute Choi
3. Steering Committee Charter Subgroup Update 10 Minutes All
4.
Campus Solutions Global Design Review (GDR) –
Approval
10 Minutes John Henry
5. Project Manager (PM) Summit – Outcomes 5 Minutes Reuth
6.
Remediation Update (including Replacement Solutions)
Remediation Overview (CCS, TCC Updates)
Chart of Accounts
Security Redesign – Mapping
Online Admissions Application (OAA)– Tentative
recommendation from WSSC to ctcLink Governance
Continuing Education – Update from 5/20 vendor meeting
Accessibility RFP Update
Budgeting Tool
30 Minutes Christy
7. Risks / Moran QA Report – April 2019 10 Minutes Reuth/Paul
8.
ctcLink Program Status
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG, Data Validation)
Deployment Group 4 (Initiation)
Deployment Group 5 (Half Day PM Summit/Early Visits)
20 Minutes Christy
9. Action Items Review and Agenda Items for Future Meetings 4 Minutes All
10. Meeting Closure Christy
4. STEERING COMMITTEE CHARTER REVIEW
SC Charter – Subgroup Update for progress
• Executive Sponsor Role
• Project Manager Role
• Alignment of all Governance Charters to include
verbiage to not allow individuals to be voting
members of two governance groups
4
6. SPRING PM SUMMIT
Held May 6-8 at Wenatchee Valley College
• May 6-7: All Colleges (implementation activities)
• May 8: DG5 & DG6 (DG4 optional) focused on
Getting Ready for Implementation (Initiation Activities)
Outcomes
• All colleges now have an implementation schedule.
• All colleges have a clear understanding of all work
packages required to complete prior to implementation.
• Some colleges do not have a dedicated Project
Manager, but this does not mean they are on hold.
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7. 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
• Close and
Reconciliation
Framework
• Continuing
Education
• Online
Admissions
• Budget
Planning
• Financial Aid
Customizations
11/29/17 195 101 10 84
12/13/18 41 29 10 2
4/01/19* 22 11 10 1
*FirstLink (pilot) colleges are validating open and closed items/numbers
7
8. Community Colleges of Spokane R
Remediation Items progress this period
• Student Statements – Pending second SIT/UAT – scheduled for 5/21.
• Security Audit Controls – In progress. CCS to review/validate users/security
roles for new query tree design for non-sensitive data.
• Accurate Reporting for DRS & PEBB – Pending SIT/UAT, scheduled for 5/13.
• Third-Party billing – Pending SIT/UAT – scheduled for 5/21.
• FY Close – see previous slides.
• Book to Bank - Cash Reconciliation. Focus now is on reconciling the three
cash accounts making up our $18 million variance (same accounts for TCC).
Pending reports/workflow of behind the scenes ctcLink processing of the
transactions going into these accounts. Can’t close FY 16,17,18 without
reconciling cash accounts.
*If status is yellow or red, describe why.
• FY Close Can’t close FY 16, 17, 18 without reconciling cash accounts
101150, 101160, & 101110. Still waiting for SBCTC on reports/workflow into
these the 3 cash accounts. High level T-Account flow presented last week
inadequate. This work is critical to CCS closing FY.
• Security Role Redesign - Waiting on final documents to assist with role
mapping and cutover/implementation process for from SBCTC. Waiting on
process documentation and rollout of audit reporting and separation of duties.
Tacoma Community College G
Remediation Items progress this period
See SBCTC status update for Remediation items, tickets, and worklist.
Planned for next period
Receive detail for open and closed remediation tickets from Christy and team.
1st requested March 27, follow-up email April 12; second follow-up May 10
ctcLink Remediation Status Reports – April 29 to May 10, 2019
8
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 Complete
Foundational Chartfield Configuration March 22, 2019 Complete
College Configuration Review and Updates May 3, 2019 In Progress
Functional and System Integration Testing May 10, 2019 In Progress
User Acceptance Testing
May 10 - June 3,
2019
Not Started
Readiness Gate / Go-No Go Decision June 10, 2019 Not Started
Production Cutover July 2019 Not Started
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 DG2
Faculty Workload Complete March 2019
DRS Redistribution Complete May 2019
Absence Management Complete April 2019
Security Audit Controls
Security Redesign
Mapping Framework
FLC / DG2
Student Billing/Third-Party
Billing
In UAT May 2019
Budget Planning Form Work Group Jan 2020
Online Admissions App Governance DG2
Continuing Education Vendor Negotiations DG3
9. Other ctcLink Project Activities – Status as of May 10, 2019
9
New Solution Status
RFP
Publish
Solution Decision
Continuing
Education
• RFP was developed and approved by Governance
• RFP proposals due November 15, 2018
• 3 Vendors responded and subgroup is evaluating solution
• Governance approved procurement and decision of Vendor
• Vendor has been contacted to begin negotiations to contract
10/15/2018 Negotiations subgroup
assisting with final
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
• Work Group to review feedback from college discussions to
provide recommendation
• Commission (WSSSC) to provide recommendation to Governance
TBD Waiting for
recommendation to
Governance for
Decision
Budget Planning • Committee to be formed to review, finalize and approve Budgeting
requirements
• Review requirements against Oracle PBCS Solution
• If needed, develop RFP
TBD January 2020 - Waiting
on Budget work group
to meet and vet
requirements
Physical
Inventory (Asset
Tracking)
• Vendor Solutions being evaluated
• Evaluate new PS Functionality that will provide integration for
asset tracking scanners directly with ctcLink
5/21/2018 DG3 (February 2020)
Accessibility • Continued discussions with Appsian (formerly Grey Heller)
• Identify accessibility vendor to assist with testing of ctcLink
• Develop RFP / Publish RFP
• Work Group will be engaged post publish to allow for feedback and
amendment
5/10/2019 Testing Prior to DG2
(October 2019)
10. Top Risks Reported – as of May 10, 2019
Top Issues Reported – as of May 10, 2019
LEGEND: Critical High Moderate Low
C H L
M
LEGEND: High Moderate Low
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: In progress for college configuration
review and updates, functional and system
integration testing.
*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
H
Clark: Financial Aid (FA) Data Validation –
not well validated. First time seeing FA data
is in cycle #4.
Clark requested to test and validate data in
cycle# 4B. ctcLink team has discussed this
with FA SMEs, this will be taken care of in
cycle #4B.
Susan Maxwell, Clark PM
DG2 Impacted, Risk Date: 4/17/19
John Henry Whatley,
Chandan Goel
C
Clark: Impact to college Continuing
Education (CE) program - seems likely
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.
CampusCE group is meeting next week.
Susan Maxwell, Clark PM
DG2 Impacted, Risk Date: 3/15/2019
John Henry Whatley,
Dennis Colgan
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 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.
ctcLink PMO submitted for ctcLink CS, HCM,
FIN Team
DG2 Impacted, Issue Date: 4/16/2019
Tara Keen, Security
Team
L
CS GDR (Global Design Review) Items –
Six items listed in status update. Items were
approved by Working Group and will go to
Steering Committee next week for approval.
These items need additional work.
Tracking GDR items: (statewide email
accounts, shared HCM/CS ethnicity codes,
academic careers, academic program
structure, student self-service & student self-
service (instructor contact display).
John Henry Whatley
DG2 Impacted, Issue Dates: 5/15/19
CS Team & Further
Analysis/Decisions
with Commissions &
Councils
10
11. ctcLink Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018
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.
ctcLink Quality Assurance Scorecard
Moran Technology Consulting Report: April 2019
Overall
Status
Y
11
STATUS PROJECT AREA DESCRIPTION / NOTES
G
SBCTC/Governance Governance framework continues to work as expected. Meetings are held according to schedule, with materials
distributed beforehand, and decisions made at the appropriate level.
G
Project Management Project Management Office (PMO) is fully staffed, working well together and continuing to address
improvements in project management processes.
Y
Phase Scope QA remains concerned about the number of solutions to be re-implemented to replace/augment current PS
functionality and that timing and resource availability could negatively impact DG2/DG3 scope and schedule.
Y
Schedule Status
DG2/DG3/DG4 schedule overlap and resource constraints directly impact all deployment groups. Schedule
compression and key project resources are heavily allocated to multiple DG2 workstreams and supporting
DG3 tasks.
Y Training
This work stream is yellow, but is trending green due to the decisions and actions taken by PMO have
enabled recovery of this key workstream. DG2 success dependent on active end-user participation,
assessments and college follow-up.
Y
Testing
This work stream is yellow, but trending green due to changes made by the PMO. DG2 UAT Sprints
supported by training materials began in April and run through August. DG2 testing workstream remains a
concerns since it relies heavily on availability and expertise of functional project staff.
G
Configurations / Data
Conversion
Technical work for DG2 System Configurations and Data Conversion Cycle 4 continues with good results
reported. QA considers it an important achievement that Clark College is now live in the ctcLink Production
Environment with user maintenance of their course catalog.
G
Organizational Change
Management (OCM)
PMO/OCM is actively engaged with all colleges now involved with their Deployment Groups. QA concerned that
PMO focus remains on the DG2 schedule.
G
Project Staffing
Project staffing is adequate at this time and continues to make staffing adjustments as appropriate. QA and the
PMO remain concerned that the overlap of DG2/DG3/DG4 may require additional project and contractor
resources. Project leadership and staff morale is positive given schedule pressures. PMO is recruiting for seven
open positions.
Y
Technical Environment
Future PS updates/bundles and third-party software installation and support work is being managed by the IT
Division outside of the project responsibility. Overall planning of these changes needs to be tightly integrated
with the ctcLink DG2/DG3/DG4 schedules. This becomes more challenging with the overlap in implementation
schedules. Draft SLA agreement has been distributed to the colleges.
12. CTCLINK PROGRAM STATUS
Deployment Group 2 (Training, Testing, Deployment)
Deployment Group 3 (BPFG Homework, Data
Validation)
Deployment Group 4 (Initiation/Reporting)
Deployment Group 5 (July Visits/Reporting/Initiation)
Deployment Group 6 (Fall Visits, Initiation Schedule)
12
13. Overall Timeline (All Deployments)
Project Status – April 29 to May 10, 2019
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 colleges and SBCTC have begun User
Acceptance Testing. ctcLink governance approved the DG2 Go-Live
schedule. ctcLink will be offline for the upgrade Oct. 11-14 and again for
cutover activities Oct. 25-28.
• 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 just past the halfway
mark on deliverables. Gate 1 Peer Review will be in late July.
• DG5 colleges have begun Initiation Phase and are learning the public
status reporting process.
• DG6 has begun the initiation phase and will start the public reporting
process this fall.
The spring 2019 Project Managers Summit was held May 6-8 at Wenatchee
Valley College, with May 6-7 focused on overall Implementation Phase
activities for all colleges and May 8 focused on DG5 and DG6 Initiation Phase.
All Colleges now have an Initiation Work Plan or Implementation Work
Plan.
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 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 Y
• Monitoring scope and timing of: Budgeting Tool, Continuing
Education, Online Admissions Application, Physical Assets and
OBIA implementations
Scope Y
• 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
Overall Status Summary per Deployment Group
DG# Status Comments
DG2 Y • Security Production Mapping is still pending
DG3 G
• BPFG Workshops Complete
• Conversion cycles have begun
DG4 G • College teams working on Initiation Phase activities
DG5 G
• College teams working on Initiation Phase activities
• 8 Colleges have downloaded Initiation Plan
DG6 G • 9 Colleges have downloaded Initiation Plan
13
15. Note: All material licensed under Creative Commons Attribution 4.0 International
License.
QUESTIONS?
16. REMEDIATION OPEN – FINANCE
16
# 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.
Closed 8/1/2018 Updated Training
Content
4 19304 Standardize sub-objects and mapping to a system-wide structure for
each unique GL created at the college-level.
Closed 1/1/2018 7/1/2019
New COA Design
5 19323 Supports GL account verification across applications. Open 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).
Closed 12/1/2017 SB Process Provided
7 19382 Integrate seamlessly with receivables processes to collect funds
from vendors and recover overpayments.
Closed 8/1/2018 Updated Training
Content
17. REMEDIATION OPEN – FINANCE, CONT’D
17
# 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.
Closed 2/1/2019 ERP Support
11 19968 Track grants separately from G/L Chart of Accounts and
reconcile the two.
Closed 2/1/2019 Updated Training
Content
12 20212 Comparison of Actual to Budget (Revenues/Receipts and
Expenditures)
Open 12/29/2017 2/1/2020
Need RFP
13 N/A - 39 Must configure system to utilize email correspondence to
vendors for all PO’s.
Closed 1/1/2019 Updated Training
Content
14 N/A - 41 College needs a budget development system that allows for
adequate budget building process.
Open DG3 2/1/2020
Need RFP
15 19713 Dispose of financial and non-financial assets. Closed DG2 Updated Training
Content
18. REMEDIATION OPEN – HUMAN RESOURCES
18
# 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 1.75 -12/31/2018
Package 2 – 3/1/2019
2 29976 Develop and Re-run the ESD report Closed 12/1/2017 TBD - TCC to Test
3 37532 Bio-Demo data values not aligned with CS and HCM Closed 12/1/2017 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 Open 1/1/2019 TBD
Needs Budget Tool
6 N/A - 0 DRS Redistribution Open 4/30/2019 5/10/2019
7 N/A - 27 Step Movement / Needs CEMLI Open 1/1/2019 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.
Closed DG2 4/29/2019
9 N/A - 31 Migrate ctcLink framework to Wave 1 framework
(related to Absence Management)
Open DG2 DG2 - 10/24/2019
10 N/A - 32 Create “day” definition / Absence Management and
Time & Labor issue
Open 12/1/2017 DG2 - 10/24/2019
11 N/A - 34 Provide list of employees missing area codes / Legacy
Data Issue
Closed 12/1/2017 9/14/2018
19. REMEDIATION OPEN – CAMPUS SOLUTIONS
19
# Item # Description Statu
s
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).
Open DG3 2/1/2020
In Negotiations
3 21359 Allow payment online for continuing education based on user
name and password.
Open DG3 2/1/2020
In Negotiations
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 Provide the ability for continuing education students to enroll
directly in classes (i.e., application is not required).
Open DG3 2/1/2020
In Negotiations
6 21293 Support streamlined admissions processing and user
interface. (Online Admissions Application)
Open DG3 2/1/2020
Evaluation
7 N/A - 13 Effective Dating: FA Term, FA Budget and other areas have
defective Effective Dating
Closed 12/1/2017 TBD
8 N/A - 15 Reconciliation queries haven’t worked correctly or accurately
since Go Live.
Open 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)
Open 12/1/2017 5/30/2019
FY Deliverable
20. REMEDIATION OPEN – CAMPUS SOLUTIONS, CONT’D
20
# Item # Description Status Planned
Date
Adjusted Date
10 N/A – 12 SAP Setup Effective Dating doesn’t work (Oracle Bug ID
24667042)
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.
Open 6/1/2018 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.
Open 5/1/2018 5/30/2019
FY Deliverable
13 N/A – 19 Need accurate reports in the CS pillar for Student Financials to
summarize data such as insurance, fees, waivers, etc.
Open 5/1/2018 9/30/2018
14 21451 Maintain academic standing for financial aid eligibility, based on
multiple, user-defined criteria
Closed N/A 9/30/2018
15 21338 Track satisfactory academic progress (SAP). Closed N/A 9/30/2018
