CTCLINK STEERING COMMITTEE June 2 2020 Choi Halladay
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CTCLINK STEERING COMMITTEE June 2, 2020 • Choi Halladay, ctc. Link Steering Committee Chair, Vice President for Administrative Services, Pierce College District • Christy Campbell, SBCTC Chief Technology Officer–ctc. Link Program
ITEM DESCRIPTION AGENDA MINS FACILITATOR 1. Welcome, Introduction of Members and Guests 2 Choi, Christy 2. Approval of May 19, 2020 Draft Minutes ctc. Link Governance Membership Update Steering Committee • Vacancies & Next Steps o Nominate new SC Chair from current membership (Possible Action Item) o Begin Nomination Process for 2 Voting Members • College PM Non-voting Member Selection (4 Nominees) – Timing, Next Steps ctc. Link Executive Leadership Committee (c. ELC) • New membership (voting/presidents) in coordination with WACTC-Technology Committee member changes (July 2020 – June 2021) 3 Choi 15 Choi/Christy 10 Christy/Choi/Scot t 3. 4. DG 3 -B May 11 Go-Live Update ctc. Link Support Organization – Update 5. DG 3 -B Support Update Support Organization Staffing Update ctc. Link Accessibility update Guided Pathways in ctc. Link update ctc. Link Program Status Remediation and Replacement Solutions o o o 6. Campus. CE – update Online Admissions Application – update Budget Planning – update Budget; Overall Status; Program Risks and Issues; Moran/QA; OCIO Grant, Dani 15 30 Christy 2
MEETING MINUTES – APPROVAL • May 19, 2020 3
STEERING COMMITTEE MEMBERSHIP Current & Upcoming Vacancies • Nominate new Steering Committee Chair (to replace Choi, July 1) • Begin Nomination Process – Timing & Next Steps • Two voting Executive Sponsors • One College PM Non-voting Member (4 Nominees) Member, College/Agency/DG Committee Role Vote Status Vacant - July 1 Committee Chair, College Executive Sponsor Vice President of Administrative Services Voting Tim Wrye, Highline (DG 4) College Executive Sponsor Executive Director and CIO Information Technology Services Voting Kurt Buttleman, Seattle (DG 4) College Executive Sponsor Vice Chancellor for Academic & Student Success Voting Reagan Bellamy, Wenatchee Valley (DG 4) College Executive Sponsor Executive Director of Human Resources Voting Rodger Harrison, Bellevue (DG 5) College Executive Sponsor Vice President for Information Technology College Executive Sponsor College Project Manager Vacant Clay Krauss, Tacoma (DG 2) Vacant Voting Non-Voting 4
EXECUTIVE SPONSORS - DG & ROLES College DG Name Title Bates Technical College 6 Agnes Figueroa Martinez Executive Director of Information Technology Clover Park Technical College Columbia Basin College Lake Washington Inst of Technology Renton Technical College Shoreline Community College South Puget Sound CC Walla Community College Yakima Valley College Bellingham Technical College Big Bend Community College Everett Community College Grays Harbor College Green River College Skagit Valley College Whatcom Community College Centralia College Edmonds College Cascadia College Lower Columbia College Olympic College Peninsula College Clark College Community Colleges of Spokane Tacoma Community College 6 6 6 6 5 5 5 5 4 4 3 3 2 2 2 Larry Clark Tyrone Brooks Chris Mc. Lain Paul Corigliano Cheryl Roberts Albert Brown Davina Fogg Teresa Rich Chad Stiteler Linda Schoonmaker Pat Sisneros Darin Jones Camella Morgan Ed Jaramillo Nathan Langstraat Bob Mohrbacher Eva Smith Eric Murray Nolan Wheeler Evelyn Hernandez Carie Edmiston VACANT Rick Sparks Ivan Harrell Vice President for Finance and Administration Vice President for Administrative Services Chief Information Officer President Vice President for Administrative Services Vice President of Financial and Administrative Services Vice President for Administrative Services Vice President Administration Services Vice President of College Services Chief Executive for Human Resources Executive Director of IT Vice President, Administrative Services Vice President for Administrative Services President Executive Director, IT and e. Learning President Vice President of Administration Chief Information Officer Vice President of Finance and Administration N/A Chief Information Officer, Spokane CC President 5
CTCLINK EXEC LEADERSHIP COMMITTEE • New members take office July 2020 Member, College/DG Committee Role Vote Status Kevin Brockbank, Spokane CC (DG 2) c. ELC Chair, WACTC-Tech Chair Voting Joyce Loveday, Clover Park TC (DG 6) WACTC-Tech Vice Chair, College President Voting Shouan Pan, Seattle Colleges (DG 4) WACTC-Tech College President Voting Lin Zhou, Bates TC (DG 6) WACTC-Tech College President Voting Walla? (DG 6) WACTC-Tech College President Voting 6
DG 3 -B MAY 11 GO-LIVE UPDATE • ctc. Link Project • Colleges • Cascadia College • Peninsula College • Pierce College District 7
CTCLINK SUPPORT ORGANIZATION DG 3 -B Support Update Support Organization Staffing Update ctc. Link Accessibility update Guided Pathways in ctc. Link update 8
CTCLINK PROGRAM STATUS 9
ctc. Link Remediation & Solutions Status – May 11 -22, 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 Complete May 2019 April 2019 October 2019 Student Billing/Third-Party Billing Complete May 2019 Budget Planning Tool SOW Complete SOW in progress / BAC and WACTC approved ongoing college maintenance costs. Implementation ongoing Master Contract in Final Review Contracts Complete - April 2020 Online Admissions App Continuing Education Contracts Complete – April 2020 Solution Status RFP Publish Solution Decision Continuing Education • Master Contract approved and signed • Current work on subsequent SOWs for implementation integration is 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 • Implementation Contract approved and signed • Begin working with vendor on implementation plan and roles and responsibilities of SBCTC staff • Working with vendor on timeline and baseline project plan N/A • Steering Committee approved solution, but not maintenance pricing. • WACTC approved maintenance pricing in March 2020 Budget Planning Tool • Finalized and approved SOW with Mythics • Working with DG 2/DG 3 Colleges on summer availability for the initial implementation and deployment • Working with vendor on timeline and baseline project plan N/A • Contract Approved and Signed • Change Order to include DG 3 Colleges 10
Budget Status – as of April 30, 2020 G 11
Project Overall Status – May 11 - 22, 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 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 the "stay home" order, SBCTC and college teams continue working remotely. Each Deployment Group (DG) is engaged in ctc. Link activities: • 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 went live on May 11, 2020 and is getting Tier 2 post go-live support from the Customer Support organization through daily open Web. Ex sessions. • 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, the remaining BPFG sessions are being delivered remotely. • 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 will hold its Peer Review for Gate 1/Initiation Phase in July. Replacement Solutions: • Continuing Education – Campus. CE was chosen as the new CE solution. The Master Contract has been signed and SOWs in progress. Colleges have a choice to use/continue to use Campus. CE based on the original RFP pricing, or opt out of using the product. As previously planned, the project pays for initial Campus. CE implementation and integration to ctc. Link. Several colleges have already been working with Campus. CE to implement per the master contract. • Online Admissions Application – The implementation contract has been approved and signed for the new OAA solution, developed by Kastech. SBCTC has begun internal planning meetings to discuss the implementation approach and timing with Deployment Groups. • The Budget Planning Tool has been approved and contract signed. Preplanning for implementation will be integrated into the program schedule. Colleges will implement in groups, beginning with DGs 2 and 3. (Change Order will include DG 3 colleges). Work to begin 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 Submitted for Gate 5 funding allotment Overall Status Summary per Deployment Group DG# PMOReported Status DG 2 Deployed DG 3 -A Deployed DG 3 -B Deployed Comments • Transitioned to ctc. Link Support • Went live May 11, 2020 • In post Go-Live support phase DG 4 Y DG 5 G DG 6 G • • BPFGs in progress College Homework Begin Local Configuration Begin preparing for Data Conversion/Data Validation • Working and reporting on Initiation Phase activities College/ Agency Self-Reported Status Clark, SBCTC, Spokane Lower Columbia, Olympic Cascadia, Peninsula, Pierce Centralia Y Edmonds Y Highline Y Seattle Y Wenatchee Y Implementation reporting begins June 2020 Implementation reporting begin Nov 2020
Initiation Phase Completion Summary Dashboards – May 11 -22, 2020 As of May 22, 2020 Target Percentage Before Implementation Bellevue College 72% 75% Bellingham Technical College 65% 75% DG 5 College/District Big Bend Community College 71% 75% Everett Community College 75% Grays Harbor College 74% 75% Green River College 74% 75% Skagit Valley College 70% 75% Whatcom Community College 75% As of May 22, 2020 Target Percentage for May Bates Technical College 26% 55% Clover Park Technical College 37% 55% Columbia Basin College 59% 55% Lake Washington Inst. of Technology 35% 55% Renton Technical College 38% 55% Shoreline Community College 52% 55% So. Puget Sound Community College 53% 55% Walla Community College 60% 55% Yakima Valley College 70% 55% 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 13
Top Risks Reported – as of May 22, 2020 Risk Level H Risk Description Mitigating Actions Production Calendar & People. Tools Update 8. 57 Work Effort App Services and the ctc. Link project team are working closely ctc. Link PMO to align production calendar dates and timing to make sure DG 4 Impacted there is the least amount of impact to the timeline and project Risk Date: 5/28/2020 activities for DG 4 and DG 5. Risk #109 C DG 4: Data Size & Conversion Approach The ctc. Link Assistant Project Director/Solutions Architect and Technical Team are working with Managed Services to evaluate DG 4 conversion data size and evaluate the best conversion approach. H Two Risks: COVID-19 Health Concern and Impacts: 1) DG 4 Full Remote Impact 2) DG 5 Start Impact based on DG 3 -B 3) Project Team Impact The coronavirus (COVID-19) outbreak is a fluid situation which we are monitoring closely. DG 4 continues to have BPFG sessions remotely. DG 5 will be kicking off on May 26 and a decision has been made to deliver BPFG sessions remotely. Top Issues Reported – as of May 22, 2020 Issue Description Level M M H L H M LEGEND: Critical High Moderate Low C Submitted by (name, org/college), Risk Owner (s) Deployment Group & Date Status Update Tara Keen ctc. Link PMO DG 4 Impacted Risk Date: 3/20/2020 Risk #92 & Issue #57 Tara Keen, Eli Hayes, Chandan Goel ctc. Link PMO DG 3, DG 4, and DG 5 Impacted Risk Date: 3/6/2020 Risk #90 & Risk #91 Christy Campbell, DG 4 & DG 5 PMs L H M LEGEND High Medium Low Submitted by (name, org/college), Issue Owner (s) Deployment Group & Date DG 4: Outdated Video Training Courses Daniel Cordas, Seattle PM Many of the training videos embedded in the People. Soft training courses were created in 2018 with the 9. 0 interface. DG 4 Impacted Issue Date: 5/12/2020 Training team has better clarity on which courses the PMs had concerns about and will be discussing timing for updating Issue #64 the videos after DG 3 -B post go-live support ends May 29. DG 4: Inconsistent methods used by SBCTC for obtaining college configuration values We have discussed this with DG 4 PMs and understand their concern. We will be recommending/suggesting that DG 4 PMs create a local / shared drive to track the latest files and documents for BPFG homework and important data-related documents. We will also discuss how colleges can access Gold Configuration info post go-live at our next DG 4 meeting. Carrie Powell, Centralia PM DG 4 Impacted Issue Date: 5/11/2020 Issue #63 ctc. Link Pillar PMs DG 4: Lack of a Baselined Schedule & Project Schedule Inadequate for College Planning An updated project plan was provided through summer and fall with specific requests to spread out the Production Workshop schedule. The ctc. Link project team will continue to work closely with the DG 4 PMs to provide better explanation and clarity on upcoming activities so they can align their college planning/ local activities. Carrie Powell, Centralia PM & Beth Farley, Edmonds PM & DG 4 PMs DG 4 Impacted Issue Date: 4/24/2020 & 5/8/2020 Issue #61 & Issue #62 Eli Hayes (Two Issues Combined) Dani Bundy 14
Overall Status ctc. Link Quality Assurance Scorecard / Moran Technology Consulting Report, April 2020 ctc. Link Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018 REUTH STATUS Y PROJECT AREA DESCRIPTION / NOTES G SBCTC/ Governance DG 3 B College Presidents and Executive Sponsors have signed off on the schedule to the May go-live implementation. The request for Gate 5 funding was submitted to the State OCIO and State Office of Financial Management (OFM). G Project Management The PMO and all Project support staff have been working remotely. Work is progressing and team communications are challenging but the project team and Customer Support staff have adjusted accordingly. The PMO is making further mitigation plans and actions to deal with the immediate issues caused by the Covid-19 virus. PMO team remains focused on preparations for the May 11 DG 3 -B colleges go-live implementation. Y Phase Scope Y Schedule Status G Training For DG 3 -B, no additional new functionality is included within the phase scope during Go-live implementation. Also given the timeframe between DB 3 go-live and the planned date for DG 4, there may be additional scope changes included post DG 3 go live dependent on governance prioritization. Additional scope items will be planned and scheduled for future ctc. Link project delivery. It is important to note that deployed colleges will still be able to work with the current ctc. Link software functionality that will be replaced. The DG 3 -B go-live work effort is now scheduled to begin May 7. DG 3 -B Colleges will make a final go-live determination no later than May 6. After DG 3 -B go-live, the ctc. Link Project team is scheduled for 3 weeks of post go-live support to assist the colleges working closely with ctc. Link Customer Support. Changes were made to the schedule for DG 4 work activities. The project schedule has been impacted by DG 3 B priority and results in compression of timeframes for key activities. Training staff is now integrated with the ctc. Link Pillar functional support analysts to improve service delivery. Training members are tracking incoming requests that require training follow-up tasks. 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. More training of front-line administrative staff, a QA concern, is now happening at the DG 3 colleges. End-user training is now underway. Training team continues monitoring online training attendance and outcomes Y Testing Based on information provided to the QA team, the DG 3 B Colleges are keeping up with the preparatory testing and data validation work for their May 11 implementations. PMO continues making improvements in approach to SIT testing for DG 4 based on lessons learned with DG 3. G Configurations / Data Conversion Project technical team is gearing up for the May 11 conversion and implementation. Team is confident in the schedule and work scope based on the completion of the Dry Run. Local configuration workshops with DG 3 B colleges were held in April. Local Configuration Guides with supporting materials were posted in the ctc. Link Reference Center for the colleges. The People. Tools Update 8. 5. 7 was submitted and approved by the Working Group and is now targeted for implementation in August 2020. G Organizational Change Management QA remains concerned that business transformation projects like ctc. Link are under-estimated and understaffed by college executives. This ongoing concern was before Covid-19 happened. Now exists a new major challenge to our colleges that will require further adjustments in business operations. G Project Staffing Additional project staffing (supplemental consultants or new employees) changes occurring at this time will not immediately benefit the DG 3 B go-live implementation. Given Covid-19 and the remote work environment, the project morale remains good at this time since the implementation of DG 3 -A. Based upon QA remote meetings with ctc. Link staff, both Project and Customer Support teams are working well in the remote environment and remain focused. Y Technical Environment Analysis of the current post DG 3 -A support tickets indicates that 50 -60% are security-related. Implementing the People. Soft role security functionality has been extremely problematic for the colleges. The ctc. Link Project team has been heavily involved with supporting enhanced role security, including development of comprehensive training materials. The responsibility for the Security support is now transitioned from the ctc. Link Project to the IT Division. 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. 15
Washington State Office of the Chief Information Officer (OCIO) Oversight as of May 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. 16
AGENDA ITEMS FOR FUTURE MEETINGS June 16, 2020 June 30, 2020 July 14, 2020 17
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