ctcLink Project Update ctcLink Steering Committee - PowerPoint Presentation

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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

Agenda

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

Ctclink Minutes – Approval

April 23, 2019

3

Deployment 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

Deployment 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

Deployment 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.

Executive Sponsor Discussion

What do Executive Sponsor’s need?Executive Sponsor Survey results variedUnderstanding their role?College Engagement?ctcLink PMO/Governance Engagement?Communications?

7

Enhancement 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

Ctclink 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

Pilot 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

Project 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

Top 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

PM 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

Other 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

Questions?

Remediation 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

Remediation 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

Remediation 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

Remediation 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

Remediation 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