ctc LINK PROJECT UPDATE ctc LINK EXECUTIVE LEADERSHIP

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ctc. LINK PROJECT UPDATE ctc. LINK EXECUTIVE LEADERSHIP COMMITTEE April 30, 2020 • •

ctc. LINK PROJECT UPDATE ctc. LINK EXECUTIVE LEADERSHIP COMMITTEE April 30, 2020 • • • Christy Campbell – SBCTC ctc. Link Project Director Grant Rodeheaver – SBCTC Deputy Executive Director of IT and ctc. Link Project Sponsor Jan Yoshiwara – SBCTC Executive Director, ctc. Link Executive Sponsor & c. ELC Co. Chair Chris Bailey – Lower Columbia College President & c. ELC Co-Chair Choi Halladay – District Vice President for Administrative Services, Pierce College,

AGENDA Item# AGENDA TOPICS Minutes Facilitator 1. Welcome & Introductions 2 Chris Bailey 2.

AGENDA Item# AGENDA TOPICS Minutes Facilitator 1. Welcome & Introductions 2 Chris Bailey 2. Approval of Feb. 27, 2020 Minutes 1 Chris Bailey 3. Steering Committee Membership Update ctc. Link Governance Update • ctc. Link Working Group – Enhancement Requests • ctc. Link Steering Committee – DG 3 -B Go-Live Readiness 5 Choi Halladay 15 Choi Halladay, Christy Campbell 5. ctc. Link Support Organization – Update • DG 2 & DG 3 -A support update • ctc. Link Accessibility update • Guided Pathways in ctc. Link update 10 Grant Rodeheaver 6. ctc. Link Remediation & Replacement Solutions • Pilot Remediation Overview • Replacement Solutions Update: Budget Planning Tool, Online Admissions Application, Campus. CE 10 Christy Campbell 7. ctc. Link Program Status • Executive Program Risks • Quality Assurance (Moran) • OCIO Status • Budget • Overall Status 15 Christy Campbell 8. Key Messages for WACTC Business Meeting 2 Chris Bailey 9. Adjourn 0 Chris Bailey 4. 2

c. ELC MEETING MINUTES • Feb. 27, 2020 3

c. ELC MEETING MINUTES • Feb. 27, 2020 3

STEERING COMMITTEE MEMBERSHIP • Nomination Subcommittee Update • College Executive Sponsor (voting) – 1

STEERING COMMITTEE MEMBERSHIP • Nomination Subcommittee Update • College Executive Sponsor (voting) – 1 vacancy • Received 1 nomination • College Project Manager (non-voting) – 1 vacancy • Received 4 nominations • Additional discussion • Next steps 4

CTCLINK GOVERNANCE UPDATE • ctc. Link Working Group – Enhancement Requests • ctc. Link

CTCLINK GOVERNANCE UPDATE • ctc. Link Working Group – Enhancement Requests • ctc. Link Steering Committee – DG 3 -B Go. Live Readiness 5

CTCLINK WORKING GROUP UPDATE Enhancement Request Details Status Batch Advisor Assignment Customization that allows

CTCLINK WORKING GROUP UPDATE Enhancement Request Details Status Batch Advisor Assignment Customization that allows for Approved 3/18/2020; Customization multiple students to be assigned testing underway to an advisor via batch assignment Enable Sub-Plans Use of sub-plans for Guided Pathways Implementation Approved 3/18/2020; testing scheduled soon Self-Identifying Sexual Orientation, Gender Identity in ctc. Link A series of configurations, modifications, customizations to allow users to self-identify for sexual orientation and gender identity Approved 3/18/2020; implementation, testing underway HCM Preferred Name as Display Name in People. Soft Self-Service Request to have a person’s “preferred name” be the one shown in ctc. Link/People. Soft Self-Service rather than legal Approved 4/1/2020; Oracle provided a customized solution. SBCTC/ctc. Link teams to 6

STEERING COMMITTEE UPDATE • DG 3 -B Go-Live Readiness • Process • Results 7

STEERING COMMITTEE UPDATE • DG 3 -B Go-Live Readiness • Process • Results 7

DG 3 -B READINESS TIMELINE Mar 2020 College readiness spreadsheet reviewed and drafted by

DG 3 -B READINESS TIMELINE Mar 2020 College readiness spreadsheet reviewed and drafted by ctc. Link PMO team and DG 3 -B PMs Mar – Apr 2020 April 17, 2020 April 21, 2020 ctc. Link Weekly check-ins Readiness Steering and discussion with documents ctc. Link PMO team due from DG 3 - Committee review, and DG 3 PMs B colleges, ctc. Link Project discussion, and approval team and SBCTC Support/Org teams May 11, 2020 DG 3 -B Go-Live Date KEY ELEMENTS OF QUALITY COLLEGE READINESS ASSESSMENT • • • Accuracy: true measurement of go-live readiness Consistency: one tracking tool Identification of Gaps (for college-specific items) Establishment of Mitigation Plans Collaborative Process: Involvement/Assessment by College PMs, ctc. Link & SBCTC Support/Organization Teams • Transparency: Report Readiness to all levels of ctc. Link Governance 8

CURRENT COLLEGE READINESS STATUS COLLEGE DATA SECURITY TESTING Y TRAINING Y SUPPORT PLAN TRANSITION

CURRENT COLLEGE READINESS STATUS COLLEGE DATA SECURITY TESTING Y TRAINING Y SUPPORT PLAN TRANSITION COMMS & OCM G Y Y Cascadia College G Y Peninsula College G Y Y Y G Pierce District G Y Y Y Y RED - Critical system or organization issue, no mitigation available ORANGE - System or organizational issue with workaround (mitigation plan) YELLOW - Somewhat ready for Go-Live, small issues unresolved, doesn't impact Go-Live GREEN - Ready for Go-Live 9

ESTIMATED COLLEGE STATUS AT GO-LIVE COLLEGE READINESS SUMMARY COLLEGE Cascadia College Peninsula College Pierce

ESTIMATED COLLEGE STATUS AT GO-LIVE COLLEGE READINESS SUMMARY COLLEGE Cascadia College Peninsula College Pierce District DATA SECURITY TESTING TRAINING SUPPORT PLAN TRANSITION COMMS & OCM G G G Y G G G Y Y RED - Critical system or organization issue, no mitigation available ORANGE - System or organizational issue with workaround (mitigation plan) YELLOW - Somewhat ready for Go-Live, small issues unresolved, doesn't impact Go-Live GREEN - Ready for Go-Live 10

CTCLINK SUPPORT ORGANIZATION • DG 2 & DG 3 -A support update • ctc.

CTCLINK SUPPORT ORGANIZATION • DG 2 & DG 3 -A support update • ctc. Link Accessibility update • Guided Pathways in ctc. Link 11

REMEDIATION & REPLACEMENT SOLUTIONS 12

REMEDIATION & REPLACEMENT SOLUTIONS 12

ctc. Link Remediation & Solutions Status – April 13 - 24, 2020 Solution Status

ctc. Link Remediation & Solutions Status – April 13 - 24, 2020 Solution Status Completion Date Campus Solutions Financial Management Human Capital Management 7 of 45 remain open 5 of 39 remain open 3 of 25 remain open March 2020 Faculty Workload Complete March 2019 DRS Redistribution Absence Management Security Audit Controls Student Billing/Third-Party Billing Complete May 2019 April 2019 October 2019 May 2019 Budget Planning Tool SOW Complete Implementation ongoing Online Admissions App SOW in progress / BAC, then WACTC approved ongoing college maintenance costs. Contracts Complete – April 2020 Continuing Education Master Contract in Final Review Contracts Complete - April 2020 Solution Status RFP Publish Solution Decision Continuing Education • Master Contract and subsequent SOWs for implementation and integration are pending procurement and signature. 10/15/2018 • SOW 1 – Complete for November Campus. CE Solution Discussion at Green River • Master Contract in finalization Online Admissions Application • Steering Committee approved OAA Kastech Solution. • Escalation to BAC and WACTC Operating Budget Committee for ongoing college maintenance costs. • WACTC approved • Contract SOW is pending procurement and signature. N/A • Steering Committee approved solution, but not maintenance pricing. • WACTC approved maintenance pricing. Budget Planning Tool • Finalized and Approved SOW with Mythics • Meeting with Mythics to develop plan to begin implementation. • Working with DG 2/DG 3 Colleges availability in summer on the initial implementation and deployment N/A • Contract Approved and Signed • Change Order to include DG 3 Colleges 13

CTCLINK PROGRAM STATUS • • • Executive Program Risks Quality Assurance (Moran) OCIO Status

CTCLINK PROGRAM STATUS • • • Executive Program Risks Quality Assurance (Moran) OCIO Status Budget Overall Status 14

TOP PROGRAM RISKS # Area of Risk 1 COVID– 19 impacts to Project and

TOP PROGRAM RISKS # Area of Risk 1 COVID– 19 impacts to Project and College Project Teams Mitigation The coronavirus (COVID-19) outbreak is a fluid situation ü Monitor at SBCTC in alignment with the state Department of Health and colleges ü ctc. Link team is taking steps to allow all project work to be completed in a remote methodology • ctc. Link team and college teams are continuing to work and meet virtually • The majority of the ctc. Link project team will continue to work remote due to work station and seating logistics ü 2 SBCTC Support Organization ü • ü ctc. Link Accessibility 3 ü • 4 College commitment to the ctc. Link project methodology pre- and post go-live 5 Full Engagement by • College Executive Leadership • Executive Sponsor • Project Manager • • • Hired a Customer Support Director (leader bridges the gap with the Customer Support Organization & ctc. Link Project Team) Tier definitions refined to provide better clarity for the DG 3 -B colleges to plan and align their local/college Help Desk (support model) Address concerns around staff resources to support future deployments and increased number of colleges live on ctc. Link (what is the plan? ) Accessibility has shifted to SBCTC IT Division for resolution of People. Soft gaps and long-term support of system and accessibility Partner with Oracle to implement accessibility testing findings to meet accessibility standards Support system-wide accessible technology policies and initiatives to help SBCTC achieve and maintain standards Establish local ctc. Link resource plan (staff and budget) Travel budget for required in-person activities (business process fit/gap) Staff participation required for all activities; backfill, add staff as needed Understand organizational change management and facilitate OCM to college structure, business processes, staff roles for success during project and post golive Hire and retain fully-dedicated ctc. Link Project Manager (PM) Empower PM to direct, request, manage and assign resources to project activities Leadership identifies ctc. Link as a high priority initiative Executive Sponsor identified and engaged in local ctc. Link governance, project activities and issue/barrier resolution President, Cabinet and board of trustees regularly updated Role ctc. Link & College s SBCTC College 15

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, March 2020 ctc. Link

ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, March 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Overall Status Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/ Governance Multiple meetings were held leading up to the go-live decision for DG 3 A and meetings are scheduled for DG 3 B. Multiple levels of governance across the project and SBCTC have been utilized to approve approaches and funding for the in-scope replacement solutions. G Project Management The PMO and all Project support staff are now working remotely. Work is progressing and team communications are challenging but the staff has adjusted accordingly. PMO team is now focused on preparations for the May 11 th DG 3 B colleges go-live implementation. The PMO has now started holding Weekly Readiness Assessment meetings with the DG 3 B College PMs. Y Phase Scope Y Schedule Status G Training No additional new functionality is included within the DG 3 overall scope. There may be additional minor scope changes included post DG 3 go-live dependent on governance prioritization. Major scope items included in ctc. Link core ERP project are: Campus/CE, Online Admissions and Oracle Budgeting. The detail Project Schedule for DG 3 B has been revised and being used to plan and track project tasks leading to the May 11 th target implementation. The multi-stage, multi-weekend data conversion approach will not be required for DG 3 B. PMO has adjusted the baseline schedule for DG 4 activities to focus on go-live preparations for completing DG 3 implementations. Some DG 4 work, including data conversions and business process fit-gaps, was underway in March. This did not significantly impact the DG 3 priorities. The Covid-19 impact on the colleges has elevated the importance of providing ctc. Link training through remote learning and communication services. The ctc. Link project has been working towards remote delivery of ctc. Link courses. Additional training materials developed for college administrative staff involves business process simulations using the Storyline software. These were being completed by the end of March for all 100 and 200 level online courses. Y Testing UAT Sprints and parallel testing continued in March for DG 3 B. The colleges are currently assessed at 90% through their UAT activities. Problems that were reported earlier in March (March 2 -3 Project Status Report) with access to the UAT environments has been resolved. Based on information provided to the QA team, the DG 3 B Colleges are keeping up with the preparatory work for their May 11 th implementations. G Configurations / Data Conversion A DG 3 B dry run for implementation and data conversions is being planned for April 20 -24 th. This provides more project time to plan, execute, and evaluate the dry run than what was used for the DG 3 A schedule. The dry run plan and schedule is modeled after that used for DG 3 A with improvements. Scope of dry run involves functional teams testing converted data and processes. Local configuration workshops with DG 3 B colleges are being planned. A Configuration Guide with supporting materials is being developed for the colleges. G Organizational Change Management The ctc. Link PMO has been incorporating many elements to support the colleges with being prepared for implementing the changes coming with People. Soft. Deployed colleges have an understanding of OCM challenges. QA remains concerned that business transformation projects like ctc. Link are under-estimated and understaffed by college executives. The College Presidents are required to sign-off on the golive decisions for their colleges. G Project Staffing PMO continues to fill Open personnel positions. Additional staffing will benefit the DG 3 B implementation. Project morale seems to be good at this time since the implementation of DG 3 A. The schedule for DG 3 B has more time for completing tasks. Based upon meetings with ctc. Link staff, teams are working well in the remote environment and remain focused. Technical Environment The customer support team continues handling the production volume of support tickets for the 6 deployed colleges, with help from the project staff on resolving the more difficult tickets. Support team is keeping up with current tickets. Process improvements are starting to be made to the ticketing system. The ctc. Link Project team has been heavily involved with supporting enhanced role security, including development of comprehensive training materials. Training materials have been developed by the ctc. Link Project. Support for this functionality is to be transitioned back to the IT Division. QA now expects this to be achieved by April/May. Y LEGEND Risk Description: GREEN Low risks may be encountered. NO immediate action needed YELLOW Moderate risks may be encountered. Serious deficiency and action item recommended. RED High risks may be encountered. Needs to be escalated and can impact project effort or cost. 16

Washington State Office of the Chief Information Officer (OCIO) Oversight as of March 2020

Washington State Office of the Chief Information Officer (OCIO) Oversight as of March 2020 WA State Office of the Chief Information Officer (OCIO) Oversight OCIO Conditions to new ctc. Link Investment Plan Approval Status ctc. Link Technology Pool Status and Gate # 1 Planning & Remediation Approved 1/1/2018 G 2 DG 2 – Initiation & Structure Phase Approved 1/1/2018 G 3 DG 2 – Construct Phase DG 3 – Initiation & Structure Phase Approved 1/1/2019 4 DG 2 – Transition & Deploy Phase DG 3 – Construct Phase DG 4 – Initiation & Structure Phase Approved 7/1/2019 5 DG 3 – Transition & Deploy Phase DG 4 – Construct Phase DG 5 – Initiation & Structure Phase Budget & Deliverables Submitted Pending Approval by OCIO G 6 DG 4 – Transition & Deploy Phase DG 5 – Construct Phase DG 6 – Initiation & Structure Phase Future 11/1/2020 G 7 DG 5 – Transition & Deploy Phase DG 6 – Construct, Transition & Deploy Phase Future 11/1/2021 Project must remain in line with SBCTC and OCIO policies Ongoing G -- G 2 QA (Moran) to report to ctc. Link executive sponsor and State CIO Complete G G 3 Follow pre-determined OFM funding gates and approvals Complete G 4 Monthly status reporting Complete G 5 Continue reporting on Remediation items in Integrated Work Plan Complete 6 OCIO approval of the 4 remediation solutions: Budgeting tool, Continuing Education Application, Online Admissions Application In Progress 7 OCIO must be notified prior to use of contingency funds N/A 8 Perform a post-implementation review (lessons learned) after each deployment and post on the OCIO dashboard within 30 days of go-live 9 Process and timeline for filling the SBCTC CIO position by 1/31/2018 G G Ongoing for future DGs Complete Status Approved 1 G Y Pre-IT Pool Implementation, Stability & Remediation G Y Overall Status Note: New ctc. Link Investment Plan approved by OCIO, with above conditions, on Jan. 19, 2018. 17

Budget Status – as of March 31, 2020 G 18

Budget Status – as of March 31, 2020 G 18

DEPLOYMENT GROUP (DG) ACTIVITIES All DGs now reporting on the bi-weekly Status Report DG

DEPLOYMENT GROUP (DG) ACTIVITIES All DGs now reporting on the bi-weekly Status Report DG Go-Live Current Activities DG 2 Oct. 2019 Tacoma/Spokane People. Soft Upgrade, Clark College and SBCTC Go-Live completed October 2019 DG 3 A 3/9/2020 Go-Live completed March 9, 2020 5/11/2020 Go-Live Readiness, Cutover DG 4 Feb. 2021 Business Process Fit Gap sessions; Homework; Change Impact Analysis DG 5 Oct. 2021 Implementation Kickoff – May 26, 2020 (to begin Global Design Adoption in preparation for Business Process Fit/Gap) DG 6 Winter 2022 In Initiation Phase (project manager, readiness (estimate) activities, project execution plans, Legacy business 19 DG 3 B

Project Overall Status – April 13 - 24, 2020 Overall Y • • Schedule

Project Overall Status – April 13 - 24, 2020 Overall Y • • Schedule Y Program is on track, per timeline, scope and budget Repeatable DG conversion approach being finalized and validated with DG 4 COVID-19 Impacts being evaluated and mitigated Scope Y Monitoring scope and impact of schedule of: Budgeting Tool, Continuing Education, Online Admissions Application solutions Budget G Each Deployment Group (DG) is engaged and all colleges have an Initiation or Implementation Work Plan: • DG 3 -A went live on March 9, 2020 and is now getting support from the SBCTC ctc. Link Customer Support organization. • DG 3 -B colleges are preparing to deploy May 11, 2020 with an all-remote workforce. • DG 4 Business Process Fit Gap (BPFG) sessions schedule was previously paused to accommodate the split go-live schedule for DG 3. Due to COVID-19, BPFG sessions delivery is online only at this time. • DG 5 will kick off its implementation phase on May 26, 2020 with an approved late October 2021 go-live (specific date TBD). • DG 6 is in its Initiation Phase and began public Status Reporting in Dec. 2019. Replacement Solutions: • Campus. CE is the continuing education software replacing “OSECE” in ctc. Link. Colleges have been given a choice to use /continue to use Campus. CE or opt out of using the product. Upon recommendation from the Steering Committee, SBCTC developed a Master Contract with Campus. CE, so each college can purchase or continue with Campus. CE based on the original RFP pricing. As previously planned, the project pays for initial Campus. CE implementation and integration to ctc. Link. • The Business Affairs Commission (BAC) unanimously recommended and WACTC approved that the $305, 000 estimated annual maintenance costs for the new OAA solution (developed by Kastech) be distributed to college districts using the same (headcount) methodology as other ctc. Link service and maintenance costs. Final Statement of Work, contract details in process. • The Budget Planning Tool has been approved, contract signed and pre-planning for implementation will be integrated into the program schedule. Colleges will implement in groups, beginning with DGs 2 and 3. College Finance SMEs will engage this summer. Requirements Traceability Matrix (RTM) needs to be updated to validate original RFP requirements have been implemented, tested, and end-users trained on the processes and functionality • • Currently tracking under budget Completed Gate 4 deliverable review and submission for Gate 5 funding allotment Overall Status Summary per Deployment Group Executive Summary The project is tracking per schedule, under budget. Scope review and definition continues due to rework of key solutions. Due to the COVID-19 outbreak and statewide "stay home; stay healthy" order, the ctc. Link team and college teams are working remotely. A remote operations and communications plan was implemented and communicated. • DG# PMOReported Status DG 2 Deployed Comments College/ Agency Self-Reported Status • Clark/SBCTC transitioned to ctc. Link Support • Lower Columbia transitioned DG 3 -A Deployed to ctc. Link Support • Olympic transitioned to ctc. Link Support DG 3 -B Y • UAT/Parallel in progress • Cycle #5 / Mock run • May 11 Go-Live readiness prep in progress DG 4 Y DG 5 G DG 6 G • BPFGs in progress • College Homework • Begin Local Configuration • Working and reporting on Initiation Phase activities Cascadia Y Peninsula Y Pierce Y Centralia Edmonds Highline Seattle Wenatchee Y Y Y Implementation reporting begins June 2020 Implementation reporting begin Nov 2020

Initiation Phase Completion Summary Dashboards – April 13 - 24, 2020 As of April

Initiation Phase Completion Summary Dashboards – April 13 - 24, 2020 As of April 24, 2020 Target Percentage Before Implementation Bellevue College 68% 75% Bellingham Technical College 65% 75% Big Bend Community College 71% 75% Everett Community College 74% 75% Grays Harbor College 74% 75% Green River College 73% 75% Skagit Valley College 68% 75% Whatcom Community College 75% As of April 24, 2020 Target Percentage for April Bates Technical College 22% 45% Clover Park Technical College 35% 45% Columbia Basin College 59% 45% Lake Washington Inst. of Technology 30% 45% Renton Technical College 20% 45% Shoreline Community College 43% 45% So. Puget Sound Community College 38% 45% Walla Community College 44% 45% Yakima Valley College 69% 45% DG 5 College/District DG 6 College/District Percentage of deliverables completed and tracked in Project Web App (PWA) by each college Project Manager (PM): • College Orientation & Resourcing • College Project Planning (from templates) • Conduct Initial Data Cleansing • Document Current Legacy Business Processes • Supplemental Systems Analysis 21

CTCLINK EXECUTIVE LEADERSHIP COMMITTEE KEY MESSAGES FOR WACTC – DEC. 13, 2019 TOPIC KEY

CTCLINK EXECUTIVE LEADERSHIP COMMITTEE KEY MESSAGES FOR WACTC – DEC. 13, 2019 TOPIC KEY MESSAGE/TALKING POINTS 22

QUESTIONS & WRAP-UP Note: All material licensed under Creative Commons Attribution 4. 0 International

QUESTIONS & WRAP-UP Note: All material licensed under Creative Commons Attribution 4. 0 International License.

GOVERNANCE Complete description of ctc. Link Governance Framework 24

GOVERNANCE Complete description of ctc. Link Governance Framework 24

CTCLINK GOVERNANCE RESPONSIBILITIES WORKING GROUP (Meets Bi-Weekly) STEERING COMMITTEE (Meets Bi-Weekly) EXECUTIVE LEADERSHIP COMMITTEE

CTCLINK GOVERNANCE RESPONSIBILITIES WORKING GROUP (Meets Bi-Weekly) STEERING COMMITTEE (Meets Bi-Weekly) EXECUTIVE LEADERSHIP COMMITTEE (Meetings aligned with WACTC) Recommends Approves Informed New Global Configuration Approves Informed New Customizations Approves Informed Recommends Approves Informed Recommends Approves ROLE/RESPONSIBILITY Change ctc. Link Requirements (add or remove) Common Process Approvals ctc. Link Maintenance Timeline or scope changes within approved total budget Timeline or scope changes that exceed 25