/
LEGEND:      High         Medium         Low LEGEND:      High         Medium         Low

LEGEND: High Medium Low - PowerPoint Presentation

danika-pritchard
danika-pritchard . @danika-pritchard
Follow
343 views
Uploaded On 2019-11-08

LEGEND: High Medium Low - PPT Presentation

LEGEND High Medium Low Overall Timeline All Deployments Executive Summary The project is tracking per schedule and under budget Review and definition of scope for each deployment is still underway due to the rework of key solutions ID: 764446

ctclink uat work project uat ctclink project work status training testing schedule period sbctc build content functional jan amp

Share:

Link:

Embed:

Download Presentation from below link

Download Presentation The PPT/PDF document "LEGEND: High Medium ..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.


Presentation Transcript

LEGEND: High Medium Low Overall Timeline (All Deployments) Executive SummaryThe project is tracking per schedule and under budget. Review and definition of scope for each deployment is still underway due to the rework of key solutions. Deployment Group 2 (DG2) is in the Construct Phase, focused on Local Configuration and Conversion activities and prep for UAT and UAT Training. DG3 Initiation Phase/Gate 1 is complete and Steering Committee accepted the college to move to Structure Phase/Gate 2. DG3 official kickoff is January 28. Remediation work continues to be a priority working in parallel with the Deployment activities. The Continuing Education solution awarded on 1/24/19 and will be reviewed and approved in the Steering Committee on 1/29/19. Work on the OAA solution is underway. Overall YProgram is on track, per timeline, scope and budgetDG2 Training content development and UAT framework are behind and at riskScheduleYAnalyzing overlap between DG2 and DG3 tasks Monitoring scope and timing of Budgeting Tool, Continuing Education, Online Admissions Application, Physical Assets and OBIA implementations ScopeYRTM needs to be updated to validate original RFP requirements have been implemented, tested, and end users trained on the processes and functionality BudgetYCurrently tracking under budget due to delayed hiring, timing of re-implementation of solutions (Continuing Education, Online Admissions Application, Budget) Overall Status Summary per Deployment Group DG#StatusCommentsRisks/Issues ReportedDG2YDG2 Training content development and UAT framework are behind and at riskChart of Accounts implementation and SME adoption. DG3GDG3 Colleges all participated in a Pre-Kick Off to educate College teams on key implementation deliverablesImportant for SMEs to engage in first project activity after kick-off, Global Design Adoption.DG4GDG4 will begin status reporting of the ctcLink Initiation Phase DashboardsInitiation Phase – PMs working on deliverables for Gate 1. Project Overall Status – January 7 to 18, 2019 1

Top Risks Reported – as of Jan. 18, 2019 Risk Level Risk DescriptionMitigating ActionsSubmitted by (name, org/college), Deployment Group & DateRisk Owner (s)HighctcLink Testing (QA) – Functional testing may not be completed by the due date in the project schedule of 2/19/19.Functional analysts have many overlapping tasks and may need help from PMO to prioritize tasks or leveling of the Project Plan. Tami Whitney, Testing ManagerDG 2 Impacted, Risk Date: 1/28/19Tara Keen &Serena HansenHighChart of Accounts – User adoption and successful deployment (scheduled for July 1, 2019) is critical for Deployment Group (DG) 2 timeline. In November 2018, the FIN Team has developed and provided FirstLink Colleges (Tacoma and Spokane District) with documentation regarding the new Chart of Accounts re-design. This information is instrumental in helping SMEs adopt the new Chart of Accounts and its associated business processes. Emmett Folk, ctcLink PM for FIN & HCM Team DG 2 Impacted, Risk Date 5/1/19 Emmett Folk, ctcLink PM for FIN & HCM Team HighctcLink Technical – Third Party Integration Retrofits for Products Released and Managed by ERP Support / Application ServicesWorking with ERP Support and Application Services to determine which application interfaces that require retrofit work and the necessary steps to complete for unit and Functional Testing. Tara Keen, ctcLink Assistant Project DirectorDG 2 Impacted, Risk Date: 1/8/19Tara Keen, Chandan Goel, Sandy MainTop Issues Reported – as of Jan. 18, 2019LEGEND: Critical High Moderate Low CHL MLEGEND: High Moderate Low HL MIssue Level Issue Description Status Update Submitted by (name, org/college), Deployment Group & Date Issue Owner (s) High ctcLink Training - The development of the Training content is behind schedule due to the alignment of the training team and new approach to Training delivery. The training scope content is being defined and we are working with a vendor to help address the delay in the buildout of training content in preparations of training delivery for DG2 colleges and SBCTC. Gretchen Fulmer, ctcLink Training Manager DG 2 Impacted, Tied to Risk Date:11/9/18 and Issue Date:12/19/18 Dennis Colgan High ctcLink SF (Student Financials) – Extract Logic for conversion needs to be reviewed for Cycle 3. Data services provided cross-walks to new fee codes, SF functional team have configured the new fee codes, SF conversion will run in a test instance this week. John Henry Whatley, ctcLink PM for CS Team DG 2 Impacted, Issue Date:11/12/18Chandan Goel 2

Budget Status – as of Dec. 31, 2019 G3

ctcLink Quality Assurance Scorecard - Moran Technology Consulting , November 2018 STATUSPROJECT AREA DESCRIPTION / NOTESGSBCTC/Governance Governance framework continues to work as expected. GProgram ManagementProject Management Office (PMO) is fully staffed, working well together and continuing to address improvements in project management processes. YPhase Scope QA concerned about implementation schedules for replacement solutions. Will know more once solutions are selected. YSchedule StatusSBCTC closed the FY years for FLCS on 11/30/18, additional adjustments will be made in FY2019. New Chart of Accounts scheduled for July 2019. DG 2 and DG 3 schedule overlap.RTraining Content Development is behind schedule. PMO is taking appropriate actions (reallocating resources and working with a vendor on development support) to recover the schedule.YTesting DG 2 Testing work stream relies heavily on availability of functional project staff and the impact of resources with DG 2 and DG 3 overlap during specific phases.GConfigurations / Data ConversionDG 2 Colleges are beginning to work in Data Conversion Cycle #3. The new standard Chart of Accounts has been configured and vetted with system-wide finance groups. FLCs will need to take ownership of the new Chart of Accounts. GOrganizational Change Management (OCM)OCM is actively engaged in multiple areas, all focused on getting DG 2 and DG 3 colleges ready for deployment. Kickoff for DG3 is scheduled for January 28, 2019. GProject StaffingStaffing is okay at this time. Overlap of DG 2 and DG 3 may require additional resources.GTechnical EnvironmentSBCTC continues to monitor system performance; there have been no outages since early September 2018 and then early January 2019 LEGEND GREENYELLOW REDRisk DescriptionLow risks may be encountered.NO immediate action neededModerate 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: December 2018 Overall Status Y4

WA State Office of the Chief Information Officer (OCIO) Oversight WA State Office of the Chief Information Officer (OCIO) Oversight WA State Office of the Chief Information Officer (OCIO) OversightOverall Status Y OCIO Conditions to new ctcLink Investment Plan ApprovalStatusG1 Project must remain in-line with SBCTC and OCIO policiesCompleteG2QA (Moran) to report to ctcLink executive sponsor and State CIOCompleteG3Follow pre-determined OFM funding gates and approvals Complete G4Monthly status reportingCompleteG5Continue reporting on Remediation items in Integrated Work PlanCompleteY6OCIO approval of the 3 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions ApplicationIn ProgressG7OCIO must be notified prior to use of contingency fundsN/A Y8Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-livePlanned as Activities in Project Work Plans G 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 Complete Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018 . 5

Deployment Group 2 Timeline (High Level Phases) G Deployment Group 3 Timeline (High Level Phases) G

Campus Solutions G Accomplished this period Cycle 3 Crosswalk hand off with ClarkOAA Quick Wins WebEx with FLCReturn to Title IV (R2T4) info session with ClarkClark follow-up WebEx for Application Fees & Deposits, Academic Plans, Dynamic Dates, Adjustment CalendarContinue work on SAP ModificationContinue work on SF Third Party Billing/InvoiceContinue UAT material planning/buildContinue GDA development and recordingReview of Training MaterialsPlanned for next periodBPFG Material BuildFollow up OAA Quick Wins meeting with SBCTC (1/23/2019) Begin OAA Quick Win development and testingContinue UAT material planning/buildContinue SAP CPW modification workContinue SF remediation item (Third Party Billing)Continued Dual Processing testingContinue FIT testingSF conversion logic reviewWork on Local Configuration GuidesScope definition and planning for FA CPWPlan interview schedule for vacant CS Core Functional Analyst positionPlanned, but not completedSF remediation item Third Party BillingClark equation build and testing Financial Services GAccomplished this period Completed DGA content developmentBegan UAT diagram/scenario updates and related content buildContinued preparation and documentation updates for Conversion Cycle 3Continued Functional Testing and updating/creating FNC Test scriptsContinued review of Training content structure and materials Continued configuration build out in FNC environmentPlanned for next periodContinue preparation and documentation updates for Conversion Cycle 3Continue Functional Testing and updating/creating FNC Test scriptsContinue review of Training content structure and materials Continue UAT diagram/scenario updates and related content buildContinue configuration build out in FNC environmentPlanned, but not completedn/aPillar Status – as of 6/8/2018Human Capital ManagementGAccomplished this period Completed DGA content developmentBegan UAT diagram/scenario updates and related content buildContinued preparation and documentation updates for Conv. Cycle 3Continued Functional Testing and updating/creating FNC Test scriptsContinued review of Training content structure and materials Continued configuration build out in FNC environment Planned for next period Continue Functional Testing and updating/creating FNC Test scripts Continue review of Training content structure and materials Continue preparation and documentation updates for Conv. Cycle 3 Continue UAT diagram/scenario updates and related content build Continue configuration build out in FNC environment Planned, but not completed n/a Pillar Status – January 7 to 18, 2019 7

Technical Y No Report out for this period do to change in key technical roles.*If status is yellow or red, describe why.TrainingR Accomplished this period Met with all pillar areas to determine needs for “just in time” Pre-UAT trainingUploaded, captioned and posted GDA content into 6 pillar GDA Canvas courses. Performed QA analysis prior to delivery.Worked with Angela, Kaci and Corinne to build out custom list to manage training inventory in SharePointMet with vendor regarding build and delivery of “just in time” training for Pre-UAT training for the Finance PillarPlanned for next periodWork with Functional Team to continue strong push to define training scope, work assignments, activity durations, dependencies for Pre-UAT training deliveryContinue work with Angela and Kaci to build custom list in SharePointNew resource onboardingPlanned, but not completedFinalize training scope – Pre- UAT Training as well as long-term training with new approach*If status is yellow or red, describe why.Material build time estimate still being conducted; has impacted ability to determine scope. Shift in scope definition due to Pre-UAT trainingPotential of missing targeted dates in the Project Schedule – will be able to determine when scope is defined. Organizational Change Management GAccomplished this period Worked with PMO and functional teams to finalize tasks on college repeatable schedule Worked with PMO and Risk Manager to identify lessons learned with the Peer Review processCreated schedule, canvas courses, registration sheets and secured locations for all of the BPFG sessions for DG3 Continued development on 5 yr schedule of events with PMO and all Deployment Groups Collaborated with OCM Functional Liaison about providing “what is ctcLink” information sessions to SBCTC Agency staffPlanned for next periodContinue to work with CPW Facilitators and Functional Teams to schedule upcoming sessionsContinued planning for Guided Pathways Requirements Gathering WorkshopsContinued work on the communication, registration and delivery of the upcoming GDA & BPFG coursesTestingYAccomplished this period Completed data requests to support PETA (PeopleSoft Enterprise Test Automation) Developed project plan for the PETA implementationDeveloped project plan for the PETA implementationCreated a UAT test plan in prototype in Oracle Test Manager that will be vetted with the project teamCreated UAT material build project plan for campus community student financials and financial aidComplete Student Financials Tier 1 flows that will be used to build the UAT materialsPlanned for next periodContinue completing data requests to support the PETA (PeopleSoft Enterprise Test Automation) implementation Obtain approval of the UAT test plan in prototype in Oracle Test Manager from the project teamResource UAT material build project plan for campus community student financials and financial aid Continue to build the UAT framework in the reference center that will be used by the functional analysts to build UAT materials Planned, but not completed Complete a UAT framework prototype so it can be vetted with internal staff and college PMs Finalize UAT Material build section of the project plan. Create a UAT test plan prototype in OTM Define when the college test lead needs to engage in testing activities *If status is yellow or red, describe why. Overlapping project tasks that utilize the same resources may impact testing task completion. CS UAT scope definition homework submission is behind schedule. Functional testing is currently behind schedule and may impact the start of system integration testing. UAT material build scope definition is behind schedule. Communications G Accomplished this period Supported ctcLink governance and agency leadership with meetings and additional planning/decision points Final prep work and attendance at Technology Services Board meeting Global Design Approach (GDA) and Business Process Fit/Gap (BPFG) communications prepDrafted new Status Report compilation templateRevised DG3, DG2 and Overall Project timelinesReformatted DG Peer Review rubric and peer review presentation compilationRevamped ctcLink general slide deck for upcoming commission and council meetingsPlanned for next periodPresent to Public Information Commission, Jan. 23DG3 kickoff prepDevelop comprehensive meetings listWorkstream Status – January 7 to 18, 20198

Clark College G Accomplished this period Held Lunchebration (lunch and celebration) to celebrate our successes in data validation, collect lessons learned, and discuss a plan for Cycle 3. 90-minute presentation to Guided Pathways Pillar 3 group about ctcLink and how it supports Guided Pathways. Continue meetings to complete Change Action PlansContinue adding Change action plans into a work plan document. Met with faculty to work on communication planCompleted as much as we could for UATPlanned for next periodFinalize Communication PlanData Validation schedule for February Planned, but not completed3C’c homework SBCTC AgencyGAccomplished this period SBCTC Agency Crosswalk and homework completed, Jan. 18HR completed Change Impact Analysis & Planning on New Hire, Employee Change and Separation, and Leave w/o Pay processes, Jan. 16FIN completed Change Impact Analysis & Planning on Cash Management and three Grants’ processes, Jan. 17Report out on change readiness assessment sent to all SBCTC staff with meetings underway to set up information sessions based on survey result, Jan. 14Planned for next periodCompletion/approval of agency graphical representation of all work needed for project success. Estimated completion date, Jan. 7. PM/OCM providing drafted roadmap to Executive Sponsor week of Jan. 7, reviewed by SMEs Jan. 11, Ready for final review with project team schedule dates by Feb. 1. Additional ADKAR training to be scheduled by Jan. 18. Update: email sent to Deputy Executive Directors for approval before sending to all staff, 1/16/19 Planned, but not completedCompletion of 5 remaining UAT Homework items. PM will email SMEs with remaining UAT week of (w/o) 1/21/19Community Colleges of SpokaneRAccomplished this period Planning/Strategy meetings in progress for Chart of AccountsCoA Kickoff meeting scheduled for 1/31 in Spokane Planned for next period Security Role Redesign:Waiting for Finance Matrix with Business Processes added. Due end of Jan.Matt Connelly to develop process/plan and schedule for completing this work. Chart of Accounts Redesign:CCS finalize new CoA structureCommunicate structure/strategy at Jan. 31 kickoff meeting.Work on Organizational Change Management PlanConfirm SBCTC tasks vs. college tasksStart building schedule/timeline with SBCTC*If status is yellow or red, describe why.Remediation Conditions in progress. Completion dates or UAT dates still not provided. FY 16, 17 & 18 Closed by SBCTC. CCS needs to make Journal Entry adjustments for 16, 1 & 18 to address $18,000,000 variance. CCS nearing completion of defining new Chart of Accounts structure/strategy. Tacoma Community CollegeGAccomplished this period Local SMEs attended ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings Participated in ctcLink Security redesign activities Planned for next period Participate in Conversion Cycle 3 Data Validation as needed Local SMEs attend ctcLink Security redesign group, ctcLink PM groups, ctcLink governance groups, various ctcLink status meetings Deployment Group 2 Self-Reported Status – January 7 to 18, 2019 9

Community Colleges of Spokane R Remediation Items progress this period Closing Fiscal Years - SBCTC closed FY 16,17, 18 on 11/30/18. SBCTC opened 3 periods for us in 2019. Security role redesign – Security roles matrix final drafts for CS and HCM handed off to working group for review. Waiting on Finance matrix with business processes added. Absence management (adjunct & part-time faculty). Testing complete. Planning for UAT. Pending dates for UAT & Implementation. DRS & PEBB - Back in development. Pending status/timeline from SBCTC.Faculty Workload Improvements. In dev, ready for UAT by Mar 1st. Need for Spring contracts.Student third party billing – Student Billing – Preparing for UAT. Third Party billing in development for creating a new query. Pending dates for UAT & Implementation. *If status is yellow or red, describe why.Remediation Conditions in progress. Still missing completion or UAT dates. Completion dates unknown or continue to be delayed.Security Redesign project not addressing all business control concerns or cross college data access issues. Not supporting multiple-IDs is a potential security risk.Tacoma Community CollegeGSee SBCTC update on 10 remediation items.Accomplished this period Participated in OAA “Quick Wins” reviewPlanned for next periodRetrieve status documentation and details from SBCTC on remediation for review. Project Team RAccomplished this period Security Re-Design ContinuesChart of Accounts Adoption workshops scheduled with SpokaneComplete Third-Party Invoice for CS 9.0 DevelopmentPlanned for next period Begin SIT of Third-Party Invoice for CS 9.0 DevelopmentComplete ERP SIT and College UAT Testing of Student Invoice for CS 9.0Complete ERP SIT and College UAT Absence Management and prepare for UATContinue Faculty Workload SITContinue work on DRS formula and begin testingPlanned, but not completedERP Testing of Student Invoice for CS 9.0 and prepare for UATERP Testing of Absence Management and prepare for UATContinue Faculty Workload development adjustments discovered during SITContinue work on DRS formula and begin testing*If status is yellow or red, describe why.Agreed upon timelines have been missed for CCS conditions, work is in progress and need support of other teams at SBCTC to move work forward in production testing path.ctcLink Remediation Status Reports – January 7 to 18, 201910Remediation/SolutionStatus Campus Solutions 13 of 45 remain open Financial Management 14 of 39 remain o pen Human Capital Management 9 of 25 remain open Faculty Workload Package 2 postponed due to calculations issues discovered during testing, work in progress to resolve. DRS Redistribution Waiting on approval of formula from SBCTC and then can complete the development. Absence Management ERP Support SIT and then college UAT Security Audit Controls Incorporated into Security Redesign Student Billing ERP Support SIT and then college UAT Budget Planning Sub-committee began Jan 2019 to review , finalize requirements Online Admissions Application OAA workgroup reviewing other OAA options. Discussions, demos with preferred college solutions. Continuing Education RFP closed, proposals evaluated and vendor demos completed. Recommendation by work group to Governance pending.

Other ctcLink Project Activities – Status as of Jan. 18, 2019 New SolutionStatusRFP PublishSolution DecisionContinuing Education RFP was developed and approved by GovernanceRFP proposals due November 15, 20183 Vendors responded and subgroup is evaluating solutionVendor demos scheduled for December 19, 2018Solution presented to governance for approval in January10/15/2018January 2019Online Admissions ApplicationSub-Committee finalized OAA requirementsProject Team performed Fit/Gap of ctcLink functionalityOAA workgroup evaluated select solutions currently in use at other PeopleSoft universities and collegesOAA workgroup developing a short list of best/possible solutions to identify those solutions If needed, develop RFPTBDJanuary 2019Budget PlanningCommittee to be formed to review, finalize and approve Budgeting requirementsReview requirements against Oracle PBCS Solution If needed, develop RFP TBDFebruary 2019Physical Inventory (Asset Tracking)Vendor Solutions being evaluatedEvaluate new PS Functionality that will provide integration for asset tracking scanners directly with ctcLink5/21/2018Delayed to evaluate new functionality within PSAccessibilityContinued discussions with Appsian (formerly Grey Heller)Accessibility vendor to assist with testing of ctcLinkValidation approach using Appsian solution on ctcLink versions being discussed and coordinatedN/ADG2 System Integration Testing – March 2019Guided PathwaysSteering Committee approved approach for gathering business requirements for Guided PathwaysN/AMarch – June 201911