May 7 2019 Choi Halladay Vice President for Administrative Services Pierce College ctcLink Steering Committee Chair Christy Campbell SBCTC ctcLink Project Director Agenda 2 Item ID: 776515
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Slide1
ctcLink Project UpdatectcLink Steering Committee
May 7, 2019
Choi Halladay -
Vice
President for Administrative Services, Pierce
College; ctcLink
Steering Committee Chair
Christy
Campbell
– SBCTC ctcLink Project Director
Slide2Agenda
2
Item
Description
Duration
Facilitator
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
Christy
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
Christy
5
Executive
Sponsor
Engagement Discussion
15 Minutes
Christy/Choi
6
Enhancement Request: PCI Compliant Integrated Cashier Cred Card
Solution
10 Minutes
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
15 Minutes
Christy
8
Subgroup: SC Charter & Membership (Discussion regarding requirement of college “Executive Sponsor” as voting
members)
15 Minutes
All
9
Meeting Closure
Christy
Slide3Ctclink Minutes – Approval
April 23, 2019
3
Slide4Deployment Group 2 – Go-Live Date
Discussion / ApprovalAdditional Discussion – Future Go-Live Dates
4
Option 2: Perform Upgrade & Conversion 2 Cut-Overs (Early October)
Takedown PS:
10/11/19
No Impact
Return Access to PS:
10/14/19
No Impact
2
nd
Takedown PS:
10/25/19
Takedown Legacy:
10/24/19
2
nd
Return Access to PS:
10/28/19
Up on PeopleSoft:
10/28/19
Slide5Deployment Dates Selection Process
5
Project Team
P
rovides
Deployment Date Options Based on Payroll and College Term Calendars
If No Consensus If No Consensus
If No Consensus If No Consensus
Slide6Deployment Group Movements
6
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.
Slide7Executive Sponsor Discussion
What do Executive Sponsor’s need?Executive Sponsor Survey results variedUnderstanding their role?College Engagement?ctcLink PMO/Governance Engagement?Communications?
7
Slide8Enhancement RequestPCI Compliant Integrated Cashier Credit Card Solution
Review Enhancement Request DocumentConsiderations / DiscussionWhat is the scope of this work?Who will be assigned? Managing?What budget will be utilized for this solution?Additional Questions?
8
Slide9Ctclink 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 Activities½ Day - Focused on College Initiation Activities
9
Slide10Pilot remediation overview & status
DateTotal Open ItemsOpen 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 ManagementContinuing EducationOnline AdmissionsBudget PlanningFinancial Aid Customizations11/29/17195101108412/13/1841291024/01/192211101
*FirstLink (pilot) colleges are validating open and closed items/numbers
10
Slide11Project Status – April 15 to 26, 2019
Overall Timeline (All Deployments)
Executive SummaryThe 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.
11
Overall Project
Status Summary
CategoryStatusCommentsOverallYProgram is on track, per timeline, scope and budgetSecurity Mapping activities impacting UATCurrent DG2 Schedule has no “Float” remaining in timelineScheduleYMonitoring scope and timing of: Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations ScopeYRequirements Traceability Matrix (RTM) needs to be updated to validate original RFP requirements have been implemented, tested, and end users trained on the processes and functionalityBudgetGCurrently tracking under budgetNew Technology Plan approved as well as Stage Gate #3 for OFM/OCIO Technology Pool funding
Christy
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
G
College teams working on Initiation Phase
activities
DG5
G
College teams working on Initiation Phase
activities
7 of 8 Colleges have downloaded Initiation Plan
DG6
G
7 of 9 Colleges have downloaded Initiation Plan
Slide12Top Risks Reported – as of April 26, 2019
Top Issues Reported – as of April 26, 2019
LEGEND: Critical High Moderate Low
C
H
L
M
LEGEND: High Moderate Low
H
L
M
2
Risk
Level
Risk DescriptionMitigating ActionsSubmitted by (name, org/college), Deployment Group & DateRisk Owner (s)HChart 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 10/23/18Emmett FolkHClark: 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: 3/15/2019John Henry Whatley, Chandan GoelCClark: 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.Susan Maxwell, Clark PM DG2 Impacted, Risk Date: 3/15/2019John 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 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
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
Slide13PM summit
Agenda prepared in collaboration with a college representative from each deployment groupMay 6 & 7 – All Colleges (Implementation Activities)May 8 - DG 5 & 6 (DG4 optional) – Focused on Getting Ready for Implementation (Initiation Activities)At Wenatchee Valley CollegeSteering Committee - May 7, 2019 1-2:30 PMWenatchee Valley College, Wenatchi Hall, ctcLink Meeting Room and WebEx
13
Slide14Other Discussion Items
SC Charter – Executive Sponsor Role Subgroup Update for progress to review SC CharterRecommendations 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
14
Slide15Questions?
Slide16Remediation 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
Slide17Remediation 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
Slide18Remediation 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
v
alues 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
4/30/2019
– ERP SIT
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
Slide19Remediation Open – Campus Solutions
19
#
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).
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 (2
nd
Journal Set)
Open
12/1/2017
5/30/2019
FY
Deliverable
Slide20Remediation 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