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ctcLink Project Status Update - Feb 1, 2019

Updates from the ctcLink Executive Leadership Committee meeting discussing remediation status, continuing education approach, online admissions, chart of accounts, security re-design, and accessibility. Includes review of vendors and upcoming activities.

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ctcLink Project Status Update - Feb 1, 2019

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  1. ctcLink Project UpdatectcLink Executive Leadership Committee February 14, 2018 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. Ctclink Minutes – Approval • October 4, 2018 • November 7, 2018 • December 13, 2018

  4. Ctclink Remediation status • Remediation Status • Continuing Education • OAA Quick Fix Solutions • Online Admissions Application Solution • Chart of Accounts • Security Re-design • Accessibility

  5. Pilot remediation overview & status

  6. ctcLink Remediation Status Reports – Jan. 21 to Feb. 1, 2019

  7. Continuing Education Approachctclink Steering Committee unanimously approved on Feb. 12, 2019 • A global standard and common baseline of CampusCE will be developed for all colleges. • Current CampusCE colleges that choose to continue using it must implement and adopt the new standard baseline product, and may choose to pay the vendor for additional functionality as desired. • Colleges must work with the vendor directly for any customizations or functionality beyond the approved baseline/standard. • Colleges may opt out of using CampusCE, and not pay. Any CE data from another source/solution required to be reported (e.g. financial data) will be the responsibility of each college to manually enter into ctcLink/PeopleSoft. • As the successful vendor/product, CampusCE will be the only 3rd-party CE solution with automated integration between ctcLink/PeopleSoft, at this time.   • Agreed-upon baseline product costs and initial implementation/re-implementation costs are included and supported by SBCTC as part of the ctcLink implementation schedule. • Any college choosing to implement/re-implement CampusCE outside of its scheduled ctcLink implementation may incur separate and/or additional costs (e.g. integration with Legacy) • SBCTC will negotiate annual costs per college for the approved common baseline implementation. • Customizations and changes beyond the approved standard baseline are the responsibility of each college.

  8. Online Admissions Application • OAA Quick Wins for FirstLink colleges • OAA Replacement Solution

  9. OAA Quick Wins for firstlink colleges

  10. Online admissions replacement Review of other top-scoring system solutions

  11. Chart of accounts Completed • Chart of Accounts re-design • Chart of Accounts prototype and build for DG2 • Chart of Accounts Functional Unit Testing • FLC workshops for user understanding and adoption In Progress • FLC Department re-design (CCS) Upcoming Activities • ctcLink System Integration Testing • DG2 – UAT Training and Testing • DG2 – End-User Training

  12. Security re-design Completed • College Roles/Permission List have been designed and built In Progress • ERP Support and SBCTC IT roles design and build • Query Security Trees design and build • Security Mapping Framework for college assignments

  13. accessibility Vendors • Appsian/Grey Heller – Usability issues • Level Access – Accessibility testing • Deque Systems – Accessibility testing Next Steps • Working with procurement to identify whether RFP is required or if we can move forward with an accessibility testing vendor

  14. Production support • Ramp-up Plan for Upcoming Deployment Groups  • SLA Communications / Progress • Critical Open Item - Query Security

  15. Project Status– Jan. 21 to Feb. 1, 2019 LEGEND: High Medium Low

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

  17. Ctclink budget review From Dec. 1, 2017 WACTC minutes: ctcLink Investment Plan funding It was moved and seconded that WACTC approve to fund the updated ctcLink Investment Plan, including the 10 percent contingency fund, through: • Use of funds provided by the State Board to address the fiscal year 2019 cash flow issue. • Increasing the funds sent to the State Board for the project by 1 percent of operating fees for fiscal years 2020, 2021, 2022, for a total of 4 percent during that time period. • Decreasing the rate to 3 percent of operating fees for fiscal year 2023 and to 1 percent of operating fees in fiscal year 2024 through fiscal year 2028. WACTC further moved and seconded that the State Board bill districts for the additional 1 percent, allowing colleges to locally determine how to pay the additional amount.  Voting: Yes - 32 No - 2 Absent - 3 MOTION PASSED

  18. Deployment Group 2 Self-Reported Status – Jan. 21 to Feb. 1, 2019

  19. Deployment Group 3 – DG3 • Completed DG3 Pre-Kick-Off – Nov. 2, 2018 • Began bi-weekly DG3 meetings – Nov. 7, 2018 • Peer Review meetings for readiness – Dec. 5-6, 2018 • College Pre-Kick-Off meetings – Dec. 10-14, 2018 • College Leadership Discussion • College ctcLink Project Team • Olympic Pre-Kick-Off meeting – Jan 25, 2019 • DG3 Official Kick-Off – Jan. 28, 2019 • Colleges taking GDA in preparation of BPFG Sessions

  20. Deployment Group 4 Dashboard Reports – Feb. 7, 2019

  21. Deployment Groups & Timeline

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

  23. Questions?

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