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LEGEND: Critical High Moderate Low
Top Risks Reported – as of Feb. 26, 2021 C
Risk Risk Description Mitigating Actions Submitted by, DG#, Risk Owner (s)
Level Risk#, Date
DG5: Security For DG5, Security activities are scheduled to begin in March 2021. Colleges ctcLink PMO Tara Keen,
need key college security administrators to participate and focused on the Risk #152 College PMs
learning and adoption of PS Security. College PMs need to be engaged in this Date: 2/16/2021
progress, provide oversight and all security deliverables per the timeline.
H Through prior deployment group security lessons learned:
• Security work begins 7 months prior to go live providing the longest time
frame for college security administrators to engage in this work.
• Additional security resources have been added to provide Canvas Security
training content.
• The ctcLink project team will provide a basic walk through of google sheets
to college security administrators before they dive in to the google
workbooks.
New risk discussed with college PMs during the DG5 weekly meeting on
2/17/2021.
DG5: Data Conversion For DG5, Cycle 2 college data validation activities begin in early March 2021. ctcLink PMO College PMs
& Validation College We are concerned about the college staff resources having the time and Risk #151
H Staff Resources knowledge to complete this project activity within the timeline. Work with DG5 Date: 2/16/2021
College PMs on mitigation.
New risk discussed with college PMs during the DG5 weekly meeting on
2/17/2021.
Bellevue Payroll Bellevue Payroll supporting three colleges/implementations and continuing to Benjamin St. Sanjiv Bhagat
Resources for Shared process legacy payroll could cause resource strain and lost of effectiveness in Germain. Skagit PM
Payroll Colleges HCM pillar.
Risk #119
H Current Status Update: As we approach data conversion and validation Date: 7/30/2020
activities for cycle 2, we are developing new security roles for Bellevue to
manage this work effort and also assisting the college with developing new
business processes.
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L
M
LEGEND High Medium Low
Top Issues Reported – as of Feb. 26, 2021 H
Issue Issue Description Status Update Submitted by, DG#, Issue#, Issue Owner (s)
Level Date
DG5: Weather, Electricity & ctcLink Project team members and college staff resources working ctcLink PMO Christy Campbell,
Internet remotely are impacted by inclement weather based upon local Issue #124 ctcLink PMO
geography. Some states were hit with severe weather leading to Date: 2/16/2021
power outages, no internet access and inability to travel to a back-
up location with power and internet.
As we go live with DG4-B, ctcLink Project team members are
communicating their concerns and limitations regarding their
L availability and connectivity to their managers. As of 2/18/2021,
ctcLink pillar PMs confirmed that the majority of team members with
power or connectivity concerns are safe and ready to go for this
DG4-B go live weekend.
Current Status Update: For DG4 go live weekend, resources
participated and this was a non-issue. This issue has been shifted
to DG5 as we prepare for three go-live weekends in the fall of 2021.
DG5: AR and 1099 Conversion AR conversion requires that the Customers in Production align with ctcLink PMO Tara Keen &
dependency on SBCTC Business the customers that are found in the legacy conversion. Suppliers in Issue #120 Christy Campbell
Organization team production are also needed for 1099 balance conversion to be Date: 12/10//2020
successful. Both of these items are needed to be in the Production
environment. There has been some shift of the responsibility of
these items from ERP support to the SBCTC Business
Organization. With this shift it has been stated by the SBCTC
Business organization that these two items are not their top priority.
H They are trying to accommodate the request but have other items
in their work schedule that come before this activity. Due to the fact
that these items have a small window to meet conversion deadlines
we are concerned this is a risk to the conversion success at each
cycle including the go-live activity
Current Status Update: For DG4, this went better than
expected/planned. This issue has been shifted to DG5.
Customer Support Resource Support has hired 13 out of 14 team members. The 14th job ctcLink PMO Grant
Plan position will be posted in March. All DGs Rodeheaver, Dani
H Issue #95 Bundy
Date: 7/9/2020
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ctcLink Quality Assurance Scorecard / Moran Technology Consulting Report, January 2021 Overall Status Y
ctcLink Quality Assurance Scorecard - Moran Technology Consulting , NOVEMBER 2018REUTH
STATUS AREA DESCRIPTION / NOTES
The ctcLink Project Steering Committee again met on January 26th and reviewed status of the DG4B group that consists of the
G SBCTC/ Seattle District and 3 Seattle Colleges. Based on information provided by the Project management and the Seattle District/Colleges,
Governance the go-live was approved. The Seattle Chancellor, ctcLink Executive Sponsor, and college Project Manager signed off on their
readiness to go-live.
G Project DG4 College PMs were fully engaged with PMO staff. PMO continues providing additional support to DG5/DG6 PMs as well.
Management
G Phase Scope Approved Phase scope includes implementation of CampusCE, OAA, PBCS. PMO has included these into the current deployment
schedule. Any additional major functionality to be considered by Governance only after all colleges are deployed.
As previously reported, in addition to Covid-19, the critical factors include scheduled implementation of the new 3rd party products
G Schedule Status and SBCTC ctcLink Customer Support ability to respond to post-live implementation of the additional 7 colleges. QA recognizes that
the ctcLink schedule for DG4B could not be extended without jeopardizing schedules and remaining ctcLink budget for deployment
groups DG5 and DG6.
G Security Training by the Project for DG4 colleges continued in January. QA recognizes that the colleges will continue to struggle with
Training implementing and maintaining role security. SBCTC Customer Support will be working with the deployed colleges to further assist
them with role security issues.
QA is currently concerned that the 3rd party software products (CampusCE, OOAP, and Budgeting/Planning) being implemented
Y Testing into production will be sufficiently tested. Status of these were reviewed by the ctcLink Project Steering Committee on January 26th
meeting.
ctcLink Tech The Project technical team completed the Cycle#5 conversion/dry runs. Some minor changes to the conversion plans have been
G Environ made to the schedule for go-live. Starting January 28th, all DG4 college SMEs will have an opportunity to participate in a dry run
validation activity using data from the mock DG4 conversion performed by the project team.
Organizational College stress levels are at their highest which is normal as go-live implementation dates are close to happening and the reality sets
G Change in. The Project Communications team has worked closely with the College PMs, PIOs, and OCMs to share approaches and content
Management that will be key to getting effective communications to students and administrative during and after implementation begins.
G Project Staffing Project morale remains good and staff is excited about the scheduled go-live for DG4.
To improve post-live college operations during the first 3 weeks, a day-by-day schedule with sequencing of specific ctcLink business
Y SBCTC Customer tasks by pillar area has been being developed jointly with the PMO and project team. QA remains concerned that SBCTC still needs
Support to address operational processes, management structure, and long-term staffing as a full-service ERP support services organization
once the project has completed implementation of all 34 colleges.
SBCTC Information on the status of Production Support work and target schedules is available on the Support website. Like the Customer
Y Application & Support area, the inability to correctly prioritize support tickets is considered a major issue. Technical staff size and expertise will
Production need to expand further with the addition of DG5/DG6 colleges going live over the next 18 months.
Services
SBCTC Data Besides providing Centralized Data services to SBCTC, it has been at the forefront of working with the deployed colleges,
G Services supporting Datalink, providing training for PS Queries and supporting additional custom solutions and standard ctcLink reports.
4
WA State Office of the Chief Information Officer (OCIO) Oversight
Washington State Office of the Chief Information Officer
WA State Office of the Chief Information Officer (OCIO) Oversight Overall Status Y
(OCIO) Oversight as of February 2021
OCIO Conditions to new ctcLink ctcLink Technology Pool Status
Investment Plan Approval Status and Gate # Status
G 1 Project must remain in line with Ongoing Pre-IT Pool Implementation,
SBCTC and OCIO policies G -- Stability & Remediation Approved
G 2 QA (Moran) to report to ctcLink Complete G 1 Planning & Remediation Approved
executive sponsor and State CIO 1/1/2018
G 3 Follow pre-determined OFM funding Complete G 2 DG2 – Initiation & Structure Phase Approved
gates and approvals 1/1/2018
G 3 DG2 – Construct Phase Approved
G 4 Monthly status reporting Complete DG3 – Initiation & Structure Phase 1/1/2019
G 5 Continue reporting on Remediation Complete DG2 – Transition & Deploy Phase
items in Integrated Work Plan G 4 DG3 – Construct Phase Approved
DG4 – Initiation & Structure Phase 7/1/2019
OCIO approval of the 3 remediation
Y 6 solutions: Budget Planning Tool, In Progress
Continuing Education Application, Implementations DG3 – Transition & Deploy Phase
Online Admissions Application G 5 DG4 – Construct Phase Approved
DG5 – Initiation & Structure Phase 6/11/2020
G 7 OCIO must be notified prior to use N/A
of contingency funds
Perform a post-implementation DG4 – Transition & Deploy Phase
review (lessons learned) after each Ongoing for G 6 DG5 – Construct Phase Approved
G 8 deployment and post on the OCIO future DGs DG6 – Initiation & Structure Phase 1/15/2021
dashboard within 45 to 60 days of
go-live
DG5 – Transition & Deploy Phase Prepping for
G 9 Process and timeline for filling the Complete G 7 DG6 – Construct, Transition & Gate
SBCTC CIO position by 1/31/2018 Deploy Phase Application
11/1/2021
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Note: New ctcLink Investment Plan approved by OCIO, with above conditions, on
Jan. 19, 2018.
Budget Status Summary – as of January 31, 2021 G
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