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ctc Link Project Update ctc Link Executive Leadership Committee

Read the minutes from the recent cELC meeting and updates on governance recommendations, deployment groups, and the status of the ctcLink program. Stay informed on key messages and program risks.

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ctc Link Project Update ctc Link Executive Leadership Committee

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  1. ctcLink Project UpdatectcLink Executive Leadership Committee June 6, 2019 Jan Yoshiwara – SBCTC Executive Director, ctcLink Executive Sponsor & cELC Co-Chair Joyce Loveday – Clover Park Technical College President & cELC Co-Chair Grant Rodeheaver – SBCTC Deputy Executive Director of IT and ctcLink Project Sponsor Choi Halladay – District Vice President for Administrative Services, Pierce College, ctcLink Steering Committee Chair Christy Campbell – SBCTC ctcLink Project Director

  2. Agenda

  3. celc Meeting Minutes • March 21, 2019 • April 24, 2019

  4. Governance Update: Recommendation to adhere to current deployment groups May 7, 2019 Steering Committee recommendation: • The Steering Committee approved a moratorium on any future college-initiated changes to the current deployment groups: • This is 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. Steering Committee requests that cELC: • Adopt the above recommendation • Communicate the moratorium to presidents at the WACTC business meeting • Follow up with a formal communication from cELC co-chairs to the WACTC/Presidents email distribution list

  5. DEPLOYMENT GROUPS AND TIMELINE

  6. Governance Update: Approved Deployment Group 2 Go-Live schedule Future Go-Lives will require two weekends per Deployment Group for conversion and cutover. Dates will be selected based on Payroll cycles.

  7. Governance update: Steering committee Charter amendments • Expand College Executive Sponsor title: • “Executive Sponsor: The senior college executive assigned to ctcLink oversight.” • Expand Project Manager title: • “College project manager or senior systems/business analyst” • Addition to Committee Member Selection section: • An individual may only serve as a voting member at one level of ctcLink governance; however, the individual may participate concurrently as a non-voting member at other levels of ctcLink governance.

  8. Pilot remediation overview & status *FirstLink (pilot) colleges are validating open and closed items/numbers

  9. ctcLink Remediation Status Reports – May 13-24, 2019

  10. Ctclink program status • Deployment Group 2 (UAT Training/Testing, Security Mapping, End User Training Build, Deployment) • Deployment Group 3 (BPFGs Complete, Data Validation) • Deployment Group 4 (Initiation/Reporting, July Peer Review) • Deployment Group 5 (June Visits, Reporting/Initiation) • Deployment Group 6 (Fall Visits, Initiation Schedule)

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  12. WA State Office of the Chief Information Officer (OCIO) Oversight WA State Office of the Chief Information Officer (OCIO) Oversight Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018.

  13. ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018

  14. Top PROGRAM Risks

  15. ctcLink executive leadership committee key messages for wACTC – June 6, 2019

  16. Questions & WRAP-UP

  17. CTCLINK PROJECT Scope General Ledger Budgets (Commitment Control) Accounts Payable, Accounts Receivable Expenses Billing (eBilling) Grants Projects Project Costing Contracts Cash Management Purchasing (eProcurement) Asset Management Financial Gateway Recruitment & Admissions Student Records Academic Advising Financial Aid Highpoint Mobile & Message Center Student Financials Self-Service (Student, Faculty, Advisor) Campus Community (3Cs) 25Live (Room Scheduling) integration Canvas LMS integration Online Admissions Application (OAA) Online Student Enrollment for Continuing Education (OSECE) ctcLink SCOPE Application Portal (Gateway) Single Sign-on PeopleSoft Security dataLink (Data Repository) Address Correction (Runner Tech) Storyline (Training) Enterprise Interaction Hub Process Scheduler Work Centers (HCM, FIN) Reporting Tools: PS Query, Oracle Business Intelligence (OBIA/OBIEE), nVision HR Core Payroll Base Benefits Absence Management Time & Labor Talent Acquisition Management Self-Service (Employee, Manager) 18

  18. Ctclink quality gates & milestones CONSTRUCT STRUCTURE DEPLOY TRANSITION INITIATION Global DesignAdoption (GDA) Determine Exception Solutions Production Cutover Planning Project Planning (Checklists & Templates) Go/No Go Decision Update BP Flows Business Process Fit/Gap (BPFG) Production Environment Prep Pre-User Acceptance Testing Training Start Change Impact Analysis & Change Action Plan Update CEMLIs Update BP Flows Production Cutover User Acceptance Testing Update Configuration Local Configuration Chart of Accounts Redesign (DG2 only) Production Validation End-User Training Convert and Validate Data Training Materials Analysis/Build Build PeopleSoft Environments Security Matrix Mapping Performance Testing Milestone Sign-Off UAT Test Definition Functional Testing Security Redesign (DG2 only) UAT Materials Build Finalize Local Configuration Guides Legacy System Shutdown Procedures in Place Prepare QA Environment Identify Exceptions Organizational Change Management Assessments Begin Prepare Parallel Environment Design Extensions Cutover Mitigation Planning GO LIVE System Integration Testing Prepare or Update Test Scripts GATE 1 PEER REVIEW ProductionGo/No Go Decision Lessons Learned Map Supplemental Systems Data Parallel Testing OCM Assessment, Activities & Deliverables for Colleges & SBCTC

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