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ctc Link Project Update ctc Link Executive Leadership Committee

This update provides information on the ctcLink Project's deployment group alignment, college roles recommendations, and quality assurance status. It also includes remediation updates and preparations for later deployments.

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ctc Link Project Update ctc Link Executive Leadership Committee

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  1. ctcLink Project UpdatectcLink Executive Leadership Committee March 21, 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 Minutes – Approval • October 4, 2018 • November 7, 2018 • December 13, 2018 • February 14, 2019 October, November and December minutes were tabled at past meetings due to lack of quorum.

  4. steering committee decisions & governance update • Deployment Group Alignment • Continuing Education Approach • Training Approach • Security Redesign • ctcLink College Roles Recommendations

  5. ctcLink college Roles & Alignment The ctcLink Steering Committee: • Adopts the College ctcLink Roles Alignment document (with the agreed-upon changes) as the recommendation to Washington State Community and Technical Colleges for the roles necessary to successfully implement ctcLink as well as the required ongoing personnel needs once the ctcLink system is in place. • Requests that the cELC recommend to all WACTC Presidents that the necessary roles as outlined in the ctcLink Roles Alignment document are in place at their college prior to their college's DG implementation, and sustained post-GoLive. Steering committee approved on 3/12/19

  6. Deployment group alignment • Deployment Changes • Bellevue: DG4 to DG5 • Columbia Basin: DG4 to DG6 • Shoreline: DG5 to DG6 requested

  7. “Wait and see” phase is over

  8. ctcLink Program Status • Budget • Top Program Risks • Moran QA Report • OCIO Conditions

  9. Top Risks

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

  11. 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. Updated: 2/26/2019

  12. Ctclink Remediation status • Remediation (CCS, TCC Updates) • Replacement Solutions • Online Admissions Application • Budget Planning Solution • Asset Tracking Solution • Accessibility Testing • Chart of Accounts • Other

  13. ctcLink Remediation Status Reports – March 1, 2019

  14. Overall Project Status – March 1, 2019

  15. Deployment groups 5 and 6 Mitigation to Engage Later Deployments • Colleges to Hire Project Managers • Colleges to begin the pre-work prior to implementation • ctcLink Project Team to schedule OCM and Readiness campus visits • May PM Summit to have a day focused on Deployment Group 5 and 6 pre-work activites

  16. Questions & WRAP-UP

  17. College INITIATION engagement schedule Revised 2/20/2019 This chart shows when each deployment group (DG) begins its first phase (initiation) and estimated Go-Live date. Dates subject to adjustment.

  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 Production Go/No Decision Lessons Learned Map Supplemental Systems Data Parallel Testing OCM Assessment, Activities & Deliverables for Colleges & SBCTC

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